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Keycard Encoder Configuration

Configure keycard encoding systems for kiosk-based check-in. AVA supports multiple encoder types including Saflok, GreatLocks, and PMS-integrated encoders.

Where to Find It​

Settings → Room Access → Key Card Encoding (Kiosk)

Guest & Staff Impact​

  • Guests: Can encode their key without waiting for a staff member.
  • Staff: Fewer manual key encodes and faster throughput during busy periods.

Prerequisites​

  • Keycard encoder hardware installed
  • Encoder connected to kiosk or network
  • Encoder software/drivers configured

Supported Encoder Types​

Saflok Encoders​

Industry-standard RFID lock system by Assa Abloy.

Configuration:

  • PMSI Link: Connection URL to Saflok software
  • Username: Saflok system username
  • Device Mappings: Map kiosks to specific encoders

GreatLocks Servers​

Network-based lock management system.

Configuration:

  • Server IP Address: Network address of the lock server
  • Server Port: Communication port (default varies)
  • Active Status: Enable/disable the server

PMS Encoders​

Encoders integrated directly with your Property Management System.

Configuration:

  • Workstation: PMS workstation identifier
  • Interface ID: PMS interface reference
  • Interface Name: Human-readable name
  • Username: PMS login for encoding operations

Configuration Steps​

Step 1: Select Keycard Method​

  1. Go to Settings → Room Access
  2. Select Key Card Encoding (Kiosk) as the Room Key Issuance Method
  3. Click Save

Step 2: Choose Encoder Type​

  1. Scroll to the Keycard Encoder Settings section
  2. Select your encoder type

Step 3: Configure Encoders (Saflok)​

  1. Enter PMSI Link URL
  2. Enter Username for Saflok access
  3. Under Device Mappings, map each kiosk to its encoder
  4. Click Save

Step 4: Configure Servers (GreatLocks)​

  1. Enter Server IP Address
  2. Enter Server Port
  3. Toggle Active to enable
  4. Click Save

Step 5: Configure PMS Encoders​

  1. Select your Workstation
  2. Choose the Interface
  3. Click Save

Device Registration​

For universal encoder agents:

  1. Create Device: Click "Register New Device"
  2. Download Package: Get the encoder agent installer
  3. Install Agent: Run installer on kiosk
  4. Verify Connection: Check heartbeat status

Agent Monitor​

The agent monitor shows:

  • Last Ping: When device last communicated
  • Ping Status: Healthy or needs attention
  • Ping Interval: How often to check (configurable)
  • Failure Cooldown: Time before alerting on failures

Kiosk-to-Encoder Mapping​

For properties with multiple kiosks:

KioskEncoderUse Case
Lobby Kiosk AEncoder 1Main lobby
Lobby Kiosk BEncoder 2Overflow
Pool KioskEncoder 3Pool access cards

Troubleshooting​

Encoder Not Responding​

  1. Check network connectivity
  2. Verify encoder power
  3. Confirm IP address/port
  4. Restart encoder software

Cards Not Encoding​

  1. Check encoder connection status
  2. Verify card type matches encoder
  3. Ensure proper card positioning
  4. Test with a fresh blank card

Heartbeat Failures​

  1. Check network between kiosk and server
  2. Verify agent is running
  3. Review agent logs for errors

Security Best Practices​

  • 🔒 Use dedicated network for encoders
  • 🔒 Limit encoder access to authorized IPs
  • 🔒 Regularly update encoder firmware
  • 🔒 Monitor heartbeat status daily

Need Help?​