Property Interfaces - Managing Keys (Door Lock System)

Prerequisites for Property Interface Control

You can create room keys for future-date arrivals, Due In, Advanced Checked In or Checked In, In-house, and Departure reservations with a room assigned. You can select multiple reservations if required.

DLS Interface Set Up

  • To create a Key for any Room/Reservation you need to have a setup of DLS interface done in the Property Interfaces sub menu under the Interfaces menu of OPERA Cloud Administration.

  • DLS interface can be setup as an IFC8 or Outbound Interface.

  • Interface Type for IFC Interface remains DLS Setup is done in the Property Interfaces sub menu under the Interfaces menu of OPERA Cloud Administration.

IFC8' DLS Interface Set Up

You can follow Configuring Property Interface to create a DLS Property Interface. Below mentioned tiles in the DLS Interface set up are important:

  • Primary Information - Usually gets the information that you have provided while creating the interface.

  • General Information - Select the check box as per your requirement and set up Interface Rights, such as New Key, Delete Key, Duplicate Key, Lost Key, Re-encode Key, Read Key.

  • Rooms - Import Rooms to the set up for whom you want to cut the keys. Please Ensure that the Requires line number setup check box is ticked, as to assign these specific rooms to this Door Lock interface.

  • Workstation Set Up - Create the workstations / encoders that you want to use to cut the keys.

Outbound' DLS Interface Set Up

Setup is done in the OPERA Cloud Toolbox → System Setup → Outbound → Outbound Configuration.

Outbound Type GUESTKEY_GENERIC is used to integrate OPERA Cloud room key Door Lock functionality with any external system that follows OPERA Cloud REST APIs specification and standards. Refer to the Front Desk Operations Outbound API specifications on the OHIP Developer Portal. For more information, see Room Key Encoding (Door Lock Systems).

Searching DLS Property Interfaces

You can use the following navigation to search for DLS Property Interfaces:

  • Searching IFC8 DLS Interface: From the Administration menu, select Interface, Property Interfaces, and then click Search.

  • Including Inactive DLS Interfaces: From the Administration menu, select Interface, select Include Inactive check box, and then click Search.

  • Including Outbound DLS Interfaces: From the Administration menu, select Interface, select Include Outbound Interface check box, and then click Search.

    For more information, see Configuring Property Interface.

Creating Keys from Create Room Key Panel

To create a Room Key you need to access Create Room Key panel in OPERA Cloud Application from:

  • Reservation (that has Room assigned) select I Want To, select Create Keys and then access Create Room Key Panel.

  • Reservation (that has Room assigned) select I Want To, select Property Interface Control and then access Create Room Key Panel.

  • From the OPERA Cloud menu, select Miscellaneous, select Interfaces, select Property Interface Control, select Key Card System, select either a single or multiple reservations and then access Create Room Key Panel.

  • From the OPERA Cloud menu, select Miscellaneous, select Interfaces, select Property Interface Control, select One Shot Key, select a single reservation and then access Create Room Key Panel.

Other screens from where we can access Create Key Panel other than Room Move and Stay Dates Change are, during Check in, Advance Check in, Mass Check in / Mass Advance check In.

Note:

  • Process for creating Keys for both IFC8 and Outbound from OPERA Cloud Application is same.

  • Process for creating Keys for both Online and Offline interfaces from OPERA Cloud Application is same.

For more information, see Managing a Room Key / Door Lock Property Interface.

Note:

To create a Key for any Room/Reservation you need a setup of DLS interface done. For more information, see OPERA Controls — IFC and OPERA Cloud Tasks — Miscellaneous

Table 8-2 Difference between Offline and Online Key Systems

Offline Key Interface Online Key Interface

An Offline Door Lock System is where the information necessary to access a door is stored on the room Key (or similar media) that the related door lock reads.

An Online Door Lock System is where the information necessary to access a door is stored in the system's database despite being stored on the room key (or similar media).

Such systems typically have the door lock wired to the Door Lock System's database.

Room Move Handling

A Remove Key request is sent for the old room number to inactivate the currently active keys and sends a request for New and Duplicate keys for the new room number. The hotel guests must visit the Front Desk to get the new room key(s). For more information, see Moving an In House Reservation

Room Move Handling

A request is sent with a different message type if the relevant data on a reservation changes. For example, upon room move of a reservation (guest moves to another room), a request is sent with keyType room move containing information about the old room and the new room number. Here, the Door Lock System only needs to change the data in its database. Thus, the guest does not need to get their room key re-encoded at the Front Desk. For more information, see Moving an In House Reservation

Reservation Data Change

For example, when the reservation's checkout date changes, a Remove Key request is sent for the reservation or room number to inactivate current active keys and a request is sent for New and Duplicate keys for the reservation or room number with the updated check out date (here the keyValidityEnd). The hotel guest must visit the Front Desk to get the new room key.

Reservation Data Change

For example, when the reservation's checkout date or time changes, a request is sent with keyType ModifyStay containing the updated checkout date (here the keyValidityEnd). The updated information is stored in the Door Lock System's database.

Create Room Key Panel is divided into three sections:

Section - 1: This is the top section, which displays all kinds of banners / notifications, such as:

  • Reservation/Room selected,

  • New Key Created Confirmation

  • Duplicate Key Created Confirmation

  • Key Deleted Confirmation

  • Back To Back Keys banners

  • Key Failed banners.

Section - 2: This is the middle section, which displays

  • Key Type - Select to either cut a New Key, Delete Key, Duplicate Key, Lost Key, Re-encode Key.

  • Previous Keys Made - Information on the number of existing keys made for the room (Hidden when Multiple Guest Room Key is active).

    Number of Keys

    • Per Adult on Reservation: Select the number of keys based on Adults in the reservations. (Defaults when the Default Key Selection OPERA Control is set to Per Adult).

    • Per Reservation: Select a fixed number of keys per reservations. (Defaults when the Default Key Selection OPERA Control is set to Per Reservation).

      • Value: Enter the number of keys. (Defaults from the Default Number of Keys Per Reservation OPERA Control).

  • Additional Rooms: Select any additional rooms from the list.

  • Key Options: Select special key options from the list. Key options provide special access to areas such as fitness center or club floor. Defaults with values from Key Options profile preferences and Key Option reservation preferences or from the Key Options selected in Room configuration .

  • Valid Start Date: Defaults to the current date.

  • Valid Start Time: Defaults to the current time or the Key Valid Start Time OPERA Control.

  • Valid Until Date: Enter or select a expiry date. The default is the departure date.

  • Valid Until Time: Enter an expiry time. The default is the departure time.

 

Guest Details for Multiple Keys (Available when the Multiple Guest Room Key OPERA Control is active) : The primary guest and any accompanying guests (Available when the Accompanying Guest OPERA Control is active) are listed for selection. A New key can be also encoded for an accompanying guest as well.

Section - 3: This is the middle section, which displays buttons:

  • Cancel: to cancel the key creation process

  • Create Key: to create the key,

  • Delete Key: to delete the key.

  • Save: to save changes done in the grid. Available when Multiple Guest Room Key is active.

  • Room Key Options (Key Types)

    • Cut New Key - Single or multiple keys (Available when the Multiple Guest Room Key OPERA Control is active). First Key is always the new key and remaining others are duplicate keys. If you create a new key again, previously generated key is overwritten.

      • Access the Create Key Panel either from Reservation and then select I Want To or from OPERA Cloud menu, Miscellaneous and then select Property Interface Control.

      • Select the radio button of New Key Type

      • Select how many keys you want to create by modifying the defaulted value in Number of Keys.

      • Select values in other fields as per your requirement

      • Select the Encoder / Workstation: Displays All Encoders. Switch on to display a list of all encoders; when off, the last used encoder is displayed > Select a device area to view a list of encoders allocated to the area > Select a key encoding device.

      • Click Create Key.

      • Once the key is created successfully then a confirmation message appears stating that the key is cut successfully.

      • If the key is not cut then a Key Failed message appears stating the reason of the failure.

      • Top section of the panel also displays the key creation or failure banner messages.

      • Once a new key is cut, then panel selects Duplicate key type by default so that you can cut a duplicate key now.

    • Cut Duplicate Key - Single or multiple duplicate keys. Existing keys encoded for room remain valid. Duplicate keys do not overwrite the previously generated keys.

    • Delete Key - Delete the existing new or duplicate key. Key is deleted for both Online and Offline Interfaces when Multiple Guest Room Key OPERA Control is inactive. A key is deleted during checking out a Reservation or for Reverse Check in.

    • Re-Encode Key - Re-Encode (Replace) the existing key. Requests a key that duplicates all data of the existing key. For Multiple Guest Room Keys you need to select the respective reservation / accompany profile or manually added guest name to re encode a Key. (Available when the Multiple Guest Room Key OPERA Control is active).

    • Lost Key - Existing or duplicate keys are deleted and a New Key request is sent. (Available when the Multiple Guest Room Key OPERA Control is inactive).

    • One-Shot Key: You can use a one-shot key to encode a single-use key for sales or housekeeping staff to access a room.

    • Read Key: To identify the key.

For more information, see Managing a Room Key / Door Lock Property Interface

Back to Back Reservation Key Encoding

  • When the Use All Linked Back to Back Reservations for Room Key Start and End Dates OPERA Control is active, a banner on the Create Key panel indicates Back to Back reservations, and all stay dates are considered. You can change dates or continue creating the Back to Back key. The banner still appears if this control is inactive, but the Begin and End Dates apply only to the selected reservation. You can change the dates or proceed with creating the key for that reservation. The Back to Back key is available for both offline and online key systems.

  • The Room Key Created Change Log records Back to Back keys, Key options, and Additional Rooms. For more information, see Viewing Changes Log Details.

  • The Back to Back key is deleted if you check out of the first reservation without checking into the next. If you check into the second reservation, the key continues. The key is deleted if the first reservation associated with a Back to Back key is canceled or marked as a no-show.

  • The create key panel for the sharer defaults to the duplicate key option, if a Back to Back key is created from the main reservation with a sharer,

  • To create a Back to Back key before check-in prevents the created key panel from appearing again after check-in. You can still access it anytime to create a duplicate key.

  • To create a new key for the next Back to Back reservation after an initial key has been cut, you are notified of the existing key. Ignoring the notification deletes the previous key.

  • The Back to Back keys do not apply to Multiple Guest Room Key and Key Pin functionalities.

  • In the online key system, continuing with check-in for the next Back to Back reservation triggers KeyDataChange, keeping the same key. Declining to continue triggers Key_Delete, deleting the key.

  • For room moves within the online key system, KeyDataChange triggers, allowing the key to move to another room. The old key is then deleted. For more information, see Moving an In House Reservation.

Changes Log of Keys

Change Logs Action Types are generated when specific below mentioned actions are performed for Keys on the Create Key Panel:

Action Types Description

KEY RE-ENCODE

Generates when you click Re-Encode Key Type.

KEY LOST

Generates when you click Lost Key Type.

DUPLICATE KEY REQUEST

Generates a Request Change Log when a Duplicate key is created using the Duplicate Key Type option.

NEW KEY REQUEST

Generates a Request Change Log when a New key is created using the New Key Type option.

ONE-SHOT KEY REQUEST

Generates a Request Change Log when a New key is created using the New Key Type option

KEY MODIFY

Generates when you modify the stay and in Online Key System it automatically makes new key.

KEY MOVED

Generates when a Key is automatically moved from old room to a new room in an Online DLS Interface.

ROOM KEY CREATED

Generates when you click on the New Key Type to create aNew Regular / One-Shot or Multiple Guest Room Key.

ROOM KEY DELETED

Generates when you click on the Duplicate Key Type to create a Duplicate Regular or Multiple Guest Room Key.

For more information, see Viewing Changes Log Details.

Business Events

The specified Business Events can be configured for keys and are sent across both Offline and Online interfaces, and also through IFC8 and Outbound DLS Interfaces:

  • Room Key Created: A Business Event is initiated when a new or duplicate key is created for either a Regular or Multi-Guest Room Key.

  • Room Key Deleted: A Business Event is initiated when a Regular or Multi-Guest Room Key is deleted. The KeyDelete event is sent to DLS when a reservation is checked out, or a reverse check-in occurs.

  • One-Shot Key Created: A Business Event is initiated when a new one-shot key is created for a Regular or Multi-Guest Room Key.

For more information, see

Related Topics

Parent topic: Miscellaneous