Set Up QRLOCK Digital Keys

Quick Setup

Prepare your QR Master details, map your rooms, then test one guest link. Plan about 15 minutes.

This guide helps you connect QRLOCK and issue hosted digital room keys through AVA.

Quick reference

Task	What you need	Where you do it
Connect QRLOCK	QR Master SID, Auth Token, and community number	Settings → Room Access
Map rooms	Exact PMS room IDs and QRLOCK rooms	QRLOCK Room Mapping
Test access	A test reservation and a reachable QRLOCK reader	Check-in or reservation details
Manage access	A current key, guest email, or staff action	Reservation or Access Codes

Before you start

Confirm these requirements:

• Your QRLOCK account provides a QR Master SID.
• You have the matching Auth Token.
• You know your QRLOCK Community Number.
• QRLOCK rooms are created and available in the vendor system.
• PMS room IDs are stable, unique strings.
• AVA uses a public HTTPS guest-key origin in production.

Keep credentials private

AVA encrypts QRLOCK credentials and guest links. Do not paste tokens into screenshots, support messages, or shared notes.

Confirm the guest-key service URL

Your deployment administrator must use the existing Room Access Service URL for guest links. AVA uses the application URL only when the Room Access URL is not configured.

Setting	Use
Room Access Service URL (ROOM_ACCESS_BASE_URL)	Primary origin for /guest-key and /guest-key/client.js
Application URL (APP_BASE_URL)	Fallback origin when the Room Access URL is unset

The selected URL must be a public HTTPS origin in production. It must not include a path, query, fragment, or login credentials. Do not add a separate guest-origin setting.

Ask your deployment administrator to confirm both guest routes load before testing issuance.

Connect QRLOCK

1. Go to Settings → Room Access.

2. Select the QR digital-key connection option.

3. Choose QRLOCK as the provider.

4. Enter your QR Master SID, Auth Token, and Community Number.

5. Select Test Connection.

6. Save the connection after the test succeeds.

   ✓ AVA shows Connected, masks the saved token, and loads the QRLOCK room inventory.

Supported QR readers

AVA supports QRALOCK and QRLOCK reader rooms through this digital-key flow. Other QR model families remain unavailable.

Map PMS rooms to QRLOCK rooms

1. Open QRLOCK Room Mapping in the QR digital-key settings.

2. Select a PMS room.

3. Select the matching QRLOCK room from the inventory.

4. Save the pending mappings.

5. Repeat for every room that should receive a QR key.

   ✓ AVA shows the room as mapped and ready for issuance.

QRLOCK can share a PMS room

You can keep a PIN-vendor mapping for the same PMS room. QRLOCK saves and changes only QRLOCK mappings. Other vendor mappings remain available for their own access flow.

Map every room explicitly

AVA does not guess a QRLOCK room from a similar name. An unmapped or ambiguous room cannot receive a QR key.

Deliver a guest QR key

For eligible QRLOCK room assignments, AVA issues one key after room assignment. AVA saves the key before it starts email delivery.

1. Complete the guest check-in.

2. Open Room Information for the checked-in room.

3. Check the QR key delivery status.

4. Use the guest-link action to copy the link when needed.

   ✓ The guest receives the room-information email with QR instructions.

After automatic or staff issuance, confirm the same key appears in access history. Then open the guest link and confirm the hosted QR page loads.

Email retries reuse the same key. They do not create another vendor card.

The room card can show Pending, Sent, or Staff assistance required. Email acceptance does not prove that the guest opened the door.

The link follows the reservation validity window. AVA keeps the guest link separate from PIN access codes.

Send room information again

Use Email room information when the guest needs the current details again.

1. Open the checked-in reservation or room card.

2. Select Email room information.

3. Confirm the personal guest email.

   ✓ AVA resends the existing QR key and room details.

The email action does not issue a new key. Use a personal email address, not an OTA proxy address.

If delivery is temporarily unavailable, AVA retries the same delivery intent.

Issue or reissue access as staff

Use staff controls when automatic issuance did not occur, or when a replacement is required.

1. Open the reservation in Reservations or Access Codes.
2. Open Manage digital key.
3. Select Issue only when no current key exists.
4. Select Send when the key is ready.
5. Select Copy guest link to share the current guest link directly.

Staff issue and email delivery are separate actions. AVA checks the current room, dates, phone number, and room mapping before issuing.

For multi-room reservations, AVA checks the selected room. A terminal selected room cannot be issued, reissued, or sent. The reservation history and withdrawal controls remain available.

Withdraw or reissue a QR key

Withdraw access when a guest checks out early or loses access permission.

1. Open the reservation's room-access details.

2. Select Withdraw for the current QR key.

3. Confirm the withdrawal.

4. If cancellation is still processing, select Retry cancellation after the retry becomes available.

5. Wait for vendor cancellation confirmation.

6. Refresh the status and select Reissue.

7. Confirm the new generation.

   ✓ AVA creates a fresh vendor card and guest link.

Do not retry an uncertain issue blindly

If AVA shows an unresolved or withdrawn key, wait for staff recovery. Automatic delivery never replaces that key without an explicit action.

The old AVA link stays withdrawn after reissue. Use only the newest guest link.

Checkout behavior

Checkout keeps the existing QR key behavior. Staff must withdraw access for an early departure. The stored validity window still controls normal expiry.

Move a guest to another room

AVA keeps the QR key generation linked to the room assignment.

1. Complete the PMS room move.
2. Refresh the reservation in AVA.
3. Wait for AVA to confirm the destination room.
4. Review the original key's cancellation status.
5. Issue access for the destination only after cancellation succeeds.

If the guest returns to the original room, use the revision-checked Reissue action. Do not repeat the PMS move after a cancellation failure.

What you see → Fix

The QRLOCK connection test fails

What you see: Test Connection fails or no QRLOCK inventory loads.

Fix:

1. Check the QR Master SID and Community Number.
2. Paste the Auth Token again without extra spaces.
3. Confirm your QRLOCK account can see the community and rooms.
4. Save the credentials, then run Test Connection again.

A room cannot receive a QR key

What you see: The QR digital-key action is unavailable for a reservation.

Fix:

1. Confirm the reservation has a room assigned.
2. Open QRLOCK Room Mapping.
3. Map the exact PMS room to one QRLOCK room.
4. Refresh the reservation and try again.

The guest link is withdrawn or unavailable

What you see: The old link says access is unavailable, or a replacement is missing.

Fix:

1. Confirm the latest QR key status in the reservation.
2. Do not reuse an older link after withdrawal or reissue.
3. If cancellation is confirmed, select Reissue.
4. Share only the newly generated link.

The QR key email does not arrive

What you see: The room card shows a pending or failed email status.

Fix:

1. Confirm the guest has a personal email address.

2. Confirm the address is not an OTA proxy address.

3. Wait for the delivery retry to finish.

4. Select Email room information after the status refreshes.

5. Use Copy guest link if the guest needs access immediately.

   ✓ The current QR key remains unchanged while email delivery retries.

QR key issuance returns a service error

What you see: Automatic or staff issuance returns a 503, and no history row or email link appears.

Fix:

1. Ask your deployment administrator to confirm the Room Access Service URL is configured.

2. Confirm /guest-key and /guest-key/client.js load from that public URL.

3. Confirm the URL has no path, query, fragment, or credentials.

4. Retry issuance after the Room Access Service release is healthy.

5. Confirm a new access-history row, guest link, and email delivery.

   ✓ AVA validates the guest route before creating a vendor key.

A QRLOCK mapping conflicts with another vendor

What you see: An older smart-lock vendor already uses the same PMS room.

Fix:

1. Open QRLOCK Room Mapping in the QR digital-key settings.

2. Select the exact PMS room and QRLOCK room.

3. Save the QRLOCK mapping without deleting the PIN-vendor mapping.

4. Confirm both vendor mappings remain visible in their own setup areas.

   ✓ QRLOCK uses its mapping, while the PIN vendor keeps its mapping.

If saving still fails, refresh the page and retry once. Do not reset the PIN vendor's mappings to resolve a QRLOCK conflict.

A room move blocks a replacement key

What you see: AVA says staff recovery is required before issuing a key.

Fix:

1. Refresh the reservation after the PMS confirms the destination.

2. Open the previous room's QR key status.

3. Confirm vendor cancellation succeeded.

4. Check the destination room mapping.

5. Select Reissue only when AVA enables it.

   ✓ AVA creates one replacement for the confirmed destination state.

A selected room cannot use a digital-key action

What you see: Issue, Reissue, or Send is unavailable for one room.

Fix:

1. Confirm the selected room is not terminal in the PMS.
2. Select an active room from the reservation when appropriate.
3. Review the existing status and history for the terminal room.
4. Withdraw access only when the guest should no longer enter.

The QR scans but the door does not open

What you see: The hosted page displays a QR code, but the reader rejects it.

Fix:

1. Confirm the guest is using the latest link.
2. Check the reservation validity window and current time.
3. Confirm the QRLOCK room mapping matches the physical room.
4. Test the reader with the QRLOCK app or vendor tools.
5. Use the hotel's backup access method while you investigate.

Still Stuck?

Contact success@vouch-technologies.com if:

• ❌ Credentials fail after you verify them
• ❌ A mapped room cannot issue a QR key
• ❌ Cancellation or reissue remains unresolved

Helpful to include:

• Hotel name and room number
• QRLOCK model and community number
• Screenshot of the status without credentials
• Reservation ID and time the issue started

Related Guides

• Smart Locks Overview
• Set Up Smart Lock Assignments
• Smart Lock Troubleshooting