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Request Service. None Joe Justin Chad. What type of locks do you have? Hotel or Motel Name? First Last. Start My Repair Order. Repairs may be delayed if applicable paperwork is not received with materials. Any items received after the required time may be delayed one or more business days.
Front desk equipment repairs key encoders, portable programmers, etc. At the door type field, press an arrow key to select a door type and follow instructions for that door type. See 2. If all locks have been entered, press Escape twice when the cursor is on an empty room number field.
The first entry moves the cursor to the door type field, the second exits the add lock command and returns the system controller to the Define locks menu, illustrated in step 2. The cursor must be on the Door type field in order to exit.
If you press Escape when the cursor is at any other field, the cursor will only move up to the preceding field. Changing any of a locks parameters after the system has been installed and locks have been programmed will require lock reprogramming. A change to parameters affects how a lock operates or who has access to it. Use the change command if you need to re-assign rooms to a housekeeping section or if you need to change the door type.
Example: you need to change a closet from service door to a service common door so that all maids rather than only maids in one section have access.
To change a locks parameters: 1. Press 2 or use the arrow key to move to Change Lock, and press Enter. Type the room number for the lock you want to change and press Enter. Move the cursor to the field you want to change by pressing Enter. If the cursor is not on the door type field, you can press Escape to move the cursor up to the preceding field.
Press Enter when the cursor is on the last field, and the system will execute the command. The display reverts to the Change lock menu, prompting for a room number.
If you want to change another lock, repeat steps 5 and 6. If you want to exit, press Escape. You can do this by using the client SC as a locklink. See section 4. Cards This section covers the daily operation of the system controller, encoder base, and contact card after the database has been configured. Type your four-digit password and press Enter. One of two menus will be displayed depending on the passwords authorization. See booting instructions in section 4. For check-in instructions, see "Adding a Guest" later in this chapter.
Only two other operations are available to a Front Desk user. An MOD password is assigned to personnel who need access to reports and locklink commands. Press Escape once to go to the Guest Cards menu.
Press Escape twice to go to Cards. Press Escape three times to exit to the MODs main menu. If a master password was entered, the system controller displays the main menu and the user has access to all commands in the VC PLUS system. Note: You may be able to create 8 character Master Passwords.
Contact VingCard or the whoever sold you the system if you are unsure of whether this feature was requested. A selection menu lists commands and submenus. A number is associated with each option. Choose an option by pressing the corresponding numbered key. A data entry menu contains data fields. In some cases data must be typed.
In most cases, however, data is entered by selecting from options. Only one option can be displayed in a field at one time. Press an arrow key to display another option. Press Enter to make a selection from a selection menu.
The Main menu is an example of a selection menu. Select a sub-menu by pressing a number from 1 to 7. Add Guest to Room is an example of a data entry menu. Escape Esc - Pressing the Escape key, when a selection menu is displayed, will always exit the current window and return to the preceding menu.
Enter - The Enter key can be used to choose from a selection menu. It is used to complete any data entry. Use it to move from one field to another in a data entry menu. Clear - The Clear key can be used to select no daylight saving time when you are configuring the system. Issuing Cards All cards are issued from the Cards menu. Only commands related to guest cards are available to persons with front desk passwords.
Employees with master passwords can issue all cards. Guest Commands Add guest to room - Use this command to make a card for a new guest. Up to five guests can be checked into one room concurrently. Also use this command when a guest loses a keycard.
If a guest loses a keycard, a new card must be made for each guest sharing the room. Remove guesr card - Use this command to remove a card from the system check-out. It is not necessary to use the remove card command at each guest check-out. After the next new guest is checked in, the old card will be locked out after the new card is read by the lock. Note: PMS systems should always send a check-out command prior to a new guest check-in.
Verify guest card - Use this command to read a card and display information about the card at the system controller. Adding a Guest Checking in Use the Add guest command, on arrival of a new guest, to assign the guest to a room. You can use the add guest command to re-assign rooms when a guest wants to transfer from one room to another , but you should re-encode the guests current card if you check them into a different room. That way their old card cannot be used to open the room they were originally assigned to.
Note: If a card is not returned when a guest wants to change rooms, use a lock out key to lock out the last guests card. If a guest loses a card, you must issue new keys for all guests in that room. To check in a guest: 1. Type a password and press Enter.
Then Skip to step 5 if you used a front desk or MOD password. OR Go to step 2 if you typed a master password. To select Cards from the main menu: press 1. To select Guest Cards: press 1. To select Add Guest to Room: press 1.
Type a room number. If a card is already active for the room, the system controller displays: Room Occupied. Choose one of the options described below. If no card is already assigned, go to step 6.
You may have to press Enter after. Select Replace Guest. Press 1 if all previously issued cards should be locked out by the new card. Go to step 6. OR Select Different Room. Press 2 if you need to assign the guest to a different room. Return to step 5. OR Select Add Guest. Press 3 if another guest occupies the room and the new guest will share the room with the existing guest.
Up to five cards can share a room. Go to step 8. Select Type. Press an arrow key to select a type other than Guest. Press Enter when the desired Guest type is displayed. Guest - A card assigned to the Guest type unlocks the guest room door for the standard length of time. HC - An HC handicap card unlocks the guest room door for an extended time the length is determined in setup. This type could be used for handicapped guests, elderly guests, or others who may need a few extra seconds to push down the handle after using a card.
Implementing the HC classification is an option of hotel management; the option may not be available in your system. Three seconds is the standard time for guest cards, but the unlock time can be configured by the property. A DBO card will unlock the door even if the deadbolt has been thrown. Display of this type is also a setup option. Check with managers for specific information regarding the rules at your hotel for assigning any of these parameters to a card.
When two or more guests are checked in, each additional guests card is the same type as the first guests card. Note: The system controller will skip this step if Guest only was selected by hotel managers when setting up the database. Select an end date. Select a time when the card should expire. After the selected time the card will not operate a lock. The system controller displays a date that is calculated based on the length of an average visit.
Press the down arrow to decrease the end date shorten the guests stay. Press the up arrow to lengthen the duration assigned to the guests card. When the desired check-out date is displayed in the end date field, press Enter.
Normally, the duration of guest cards are limited to 30 days. When this option is enabled, the duration can be extended up to 2 years. On the Add Guest Menu, the day of week is not displayed. Caution: When a guest checks in before the standard check-out time, you must add an extra day to the length of the visit.
Any guest who checks in for one day before must be assigned a check-out date of December 3, If you fail to add the extra day at check-in, the card will expire one day early if you selected December 2, in the preceding example, the card would expire on the same day that it was issued. Note: The system assumes that all cards start operating immediately when they are issued.
Pre-registrations could be performed on the day of a guests expected arrival only if no other cards will be issued for and used in the room prior to the guests arrival. After a newer card is used in the door, the preregistered key will not unlock the door. Select Extended Access if available.
Some hotels will have an option to allow the guest access to special areas e. The front desk agent will have to determine whether to assign extended access to each guests card by selecting yes or no. To select No, press Enter. To assign extended access to the card, press an arrow key until the extended access field displays Yes. Swipe the card. Pull the card through the encoding unit.
The magnetic stripe should face away from the system controller. Specify whether to make additional cards. After one card has been encoded, the system controller requires you to decide if there are additional guests in the same room. If more than one guest is to share a room, press 1; then insert another keycard.
You can check in up to five cards for simultaneous operation. After the fifth card has been checked into the room, the system controller displays the Room full message illustrated at left.
After check-in is completed, the menu returns to a prompt for room number. Press Escape twice for front desk, four times for MOD and master to return to the password menu.
Removing a Guests Card Checking out The remove card operation deletes information about all guests in one room. The remove card command has no effect on a lock. Even though a guest has been removed from the systems database, the card can still operate a lock until its time window has expired, it has been locked out by a later card, or a lock out card has been inserted into the lock.
To remove a guests record, select the remove command from the guest card menu and type the room number. When the room number is entered, the system controller searches its database for any cards assigned to that room and deletes all guests cards. If a card has not expired, a new guest card checked in by PMS will not override the existing card.
Therefore, PMS systems must send a check-out command before checking in a new guest whose card should override existing cards. Then the PMS should send a series of check-ins to create cards that work concurrently. To check out a guest: 1.
If you used a front desk or MOD password, the system goes to the guest cards menu, and you can proceed to step 3 after pressing Escape. If you used a master password, select Cards from the main menu, then select Guest Cards from the cards menu. To select Remove Guest card from the Cards menu: press 2.
Type the room number and press Enter. Press Enter to return to the display illustrated for step 3. To remove guests from another room repeat steps 4 and 5. To exit, press Escape until you have returned the system controller to the password menu. Verifying a Card Select Verify guest card to find the room number assigned to a card. Use this command to determine the owner of a lost card. To read the information from a card: 1. If you typed a master password, select Cards from the main menu, then select Guest.
If you typed a front desk or MOD password, press Escape. To select Verify Guest card from the guest cards menu: press 2. Swipe the card through the encoder base. The system controller searches its database for information pertaining to the card and displays the room number. The system controller displays information related to the card. If the card has expired or a new guest has been checked into the room, the system controller may display the message that the guest was not found, but it will still show the information that it read from the card.
Note: A report will include the use of Verify on the card. Press Enter to return to the Verify Guest Card menu. Then press Escape repeatedly to exit to the password menu. Time Window - Guest cards are issued for 1 to 30 days. Employee cards last up to two years one month minimum.
Room Range - A guests card operates only one guest room. An employee card operates all guest rooms in a section, zone, building, or even the entire property. User group parameters - Both guest user groups and employee user groups define additional card parameters for deadbolt override or extended open time.
An employee user group also determines access to service and common doors and defines the employees access to the system controller. Time Zones - You can limit an employee card to only allow access during specified hours of the day. The same time is used for all days 7 days a week. When adding new Employees, the default entry for these parameters is the last time zone entered.
When a card is used in a lock and does not have access because of the time zone, two yellow flashes are displayed. Employees with master passwords can perform the following operations on employee cards:.
Change status - Use this command to assign an employee to a different user group, change the cards expiration date, or to replace an employees lost card. Remove employee - Use this command to remove a user from the system. The remove command does not remove a keys code from a lock. For example, removing a section master for maid section 1 does not invalidate the maids card in the lock. The card will still operate all rooms in section 1 until its time window has expired or it has been replaced by a new key.
Verify card - Use this command to display information encoded on the card and information stored about the cards user in the systems database. Adding an Employee Add an employee to the system when you need to issue an employee card for a zone, section, building, or all doors. Also use this command to obtain passwords for employees who will issue guest cards.
The add employee command automatically assigns a password if the employees user group has access to the system controller.
Do not use the Add employee command to replace an employees lost or stolen card. To add an employee:. Select Cards from the main menu. To select Employee Cards from the cards menu: press 2. To select Add Employee from the employee menu: press 1. Type an employee number and press Enter.
Each employee must be assigned a unique employee number. An employee number can be any one-digit to four-digit number that has not already been assigned to some other employee.
If the number has already been assigned to another employee, the system controller will respond that you have entered an invalid employee number. Type another number and press Enter. You can obtain a list of all employees, sorted by their identification numbers, by running an employee report.
Assign a user group. Press an arrow key to display one user group at a time. When the desired user group is shown, press Enter. Assign the employee to one of the 23 user groups for employees who carry cards: - Sections 1 through 15 - Zones 1 through 5 - Building 1 or 2 - Master Each section, zone and building was assigned to a specific set of doors when the system was set up. Determine which locks the card will have access to by selecting a user group for the card.
Two user groups exist for employees who do not carry keycards but who need access to the system controller so that they can issue cards:. Front Desk - for employees who do not have cards but need passwords so that they can issue guest cards.
Activate service common access if applicable. Select Yes or No to activate service common access. The field, Srvc Comm, will only appear if a section, zone, or building user group was selected in step 5. Press an arrow key to display Yes or No; then press Enter. If No is selected, the card will not have access at service common doors. If Yes is selected, the card will have access at service common doors that have been activated for the respective card type.
Select Extended Access. Note: Extended access will not be displayed at all hotels. If the extended access option is presented, you must determine whether the employee will have access to areas where extended access readers have been installed e. If the employee should have access, press an arrow key to display Yes. Specify Time Zones.
Time zones limit card access to specified hours of the day. You can either set the Start Time to 24 Hours allows access any time or you can specify a Start Time and Stop Time during which access will be allowed each day. Hours are specifed in two-hour increments. Record the password if applicable. If the user group was configured so that employees assigned to it have access to the system controller, then a password will be assigned. If the user group does not have access to the system controller, the program will skip this step.
For employees with cards, go to step Note: If the employee who is added to the system needs a password and no card is needed, the add employee command is completed. See step At the system controllers prompt, pull a card through the reader. If you are creating a master card, you can make up to 5 master card copies. This means instead of being limited to 2 master cards, you will be able to create a total of Hint: The only difference between the copies of master cards is that each has its own password and User ID.
Later, you can change any of employees' passwords or remove any of the employees without affecting the others. However, creating new master cards requires replacing all 4 of the other existing copies or however many master copies you have made. Press Enter to return to the Add Employee menu. Press Escape four times to exit to the password display.
Changing an Employee Card Use the change command to reassign an employee from one section, zone, or building to another. Also use change to replace an employees lost card; do not remove an employee then re-add the employee if a card has been lost. Only using the change command assures that the employees old card gets locked out when the new card is used.
To change an employees card: 1. To select Employee Cards: press 2. To select Change Employee: press 2. Type the employees identification number and press Enter. The employee was assigned an identification number when the card was issued. Run an employee report for a list of employee ID numbers. Select a user group. The user group that is currently assigned to the employee selected in step 4 is shown. If the employees user group will not change for the new card, press Enter.
If the employees card must be re-encoded for a different user group, press the up or down arrow until the desired user group is shown. Caution: If you change an employees user group, re-use the employees old card. Otherwise, the old card will still be valid. If a new card must be used, be sure to collect the employees old card and destroy it or encode over it.
Activate access to service common doors. The field, Srvc Comm, will appear if a section, zone, or building was selected in step 5. If Yes is selected, the card will have access at service common doors that have been defined for section, zone, or building keys. If you make a section key with common access, the card will operate all service common doors that allow access to section keys.
Activate extended access. This option will appear only if the property uses extended access readers for access to special areas. Use arrow keys to display Yes or No, then press Enter. If the employee should have access to areas that are protected by extended access readers, select Yes. Otherwise select No. Assign a password. This option will only appear if the user group selected allows access to the system controller for issuing cards.
If the employee was already assigned a password and the changes you have made will still require the employee to have a password, you will have the option of retaining the old password or assigning a new one.
Press 0 if the employee wants to keep the old password. Press 1 if the employee needs a new password. The system will display the new password after you make a selection. If the employee did not have a password before the change but has been assigned to a user group that requires one, the system controller will automatically display a password.
Record the password. Swipe a card. This instruction will appear only if the employee should receive a card. If the system must make a new card for the employee, the controller will prompt you to swipe a card.
Pull the card through the encoder base. The cards magnetic stripe should face away from the system controller. Press Enter to return to the display illustrated in step 3. If you are changing a master card, you will be asked if you want to make cards for additional employees copies of the master card. To do this, select a new employee number for each copy. Removing an Employee Remove an employees record from the database only when you also collect the employees keycard.
Merely removing an employee does not invalidate the employees card in any doors. If you cannot obtain the employees card, use the change command to generate a new card for that employees ID. The missing key will be locked out when the new key is used.
Then you can remove the employee from the database after destroying or encoding over the new card. To remove an employee: 1. Select Remove Employee. Each employee was assigned an identification number when the card was issued. If you have the employees card, you can verify it to find the employees ID number.
Specify whether to abort or continue. Before deleting the employees record, the system requires confirmation that you want to remove the card. Press 0 if you do not want to continue, and the system controller will abort the procedure. Press 1 to confirm that you want to remove the employee. The employees record was removed successfully.
Press Enter to return to the display illustrated in step 4. Press Escape four times to go to password prompt. When a card is read by the encoder, the system controller searches its database for an employee identification number to associate with the cards information. If an employee number number is not found, the system controller displays the message NOT in the employee number field. All information on the card will be displayed, even though the system cant associate the card with a current employee.
If the database contains an employee number for the card, the system controller displays the information on the card and the employee number. To verify an employee card: 1. Select Verify Employee Card from the employee cards menu. Swipe a card as requested by the system controller.
After the SC displays information about the card, press Enter to return to step 3. Press Escape four times to exit to the password screen. Then the fail safe cards are stored in a secure area. In the event that it becomes impossible to issue cards using the system controller, fail safe cards are given to new guests. When a fail safe card is used, it locks out any guest cards that were active. The fail safe card remains active in the door until a new guest card is used after cards can be issued in the normal manner or until another fail safe card is used.
Lock Out Card - A lock out card deletes the current guest card from the lock. A lock out card operates in any guest room door. Lock out does not interfere with operation of future keys. The next new guest card will operate the door and all previous guests cards will remain locked out. The lock out can be overridden by an undo lock out card. An undo lock out card restores operation of the last guest card that was active in the room. An undo lock out will not restore a former card after a new card has been used.
Emergency Card - The emergency card is a master that can open any lock. It always overrides the deadbolt. Make an emergency card at any time after the system is configured.
Then store it in a secure area. Diagnostic Card - A diagnostic card is not used to unlock doors. When used in a lock, it will display a flash sequence that indicates the reason for the last denial of a card.
One Shot Card - A one shot card can only be used once. It is room-specific, and has no effect on any other previously issued or used cards. It does not override the deadbolt. Note: All special cards expect the one shot card are valid for two years from the date they are issued. Do not allow them to expire without issuing a new set of cards to replace them. Record the date that you make any special card, and make sure that a replacement is made prior to its expiration to avoid inconvenience to employees.
A one shot is valid only for one. Fail Safe Cards Fail safe cards are used if it becomes impossible to issue new guest cards. A fail safe card operates the lock for two years after it is created unless overridden by another fail safe card or a new guest card. Make three fail safe cards for each lock. To issue a fail safe card: 1. To select Special Cards from the cards menu: press 3.
To select Fail Safe Card from the Special cards menu: press 1. Fail safe cards are assigned per room. Type a number for a guest room. Type a card number from 1 to 4 and press Enter.
If you make more than one fail safe card, write an identifying number on each. After you have used card 1, you should issue a new card 1. Select extended access. You will only be able to assign extended access to a card if that feature was activated during setup of the system. After you select Yes for extended access, the SC will assign extended access to all fail safe cards until you escape to step 3 or until you change the extended access setting back to No.
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