Lock-S Manual / User Guide

Lock-S Manual / User Guide

Part 1 KAS Lock-S Hotel Card Lock Software Module

Introduction

The KAS Lock-S Software must be activated with Serial number and Product ID. The authorized client must safeguard the unique Product ID assigned. An authorized person should be assigned to take custody of the Product ID and take measure not to disclose to unauthorized persons. Damages caused to the client or any other party due to disclosure of Product ID shall be liable to the client solely; the manufacturer and representative should not be held liable whatsoever. In case such incident shall cause any damage to the manufacturer or representative, right is reserved to claim for compensation. 

The software has a default operator with user ID: admin, default log-on password is: 123. The admin operator has full authorization to operate the software. This user ID should be assigned to the System Administrator who is responsible for system management, training and maintenance.

Task of the Administrator:

1.   Supervise, manage and train front desk staffs to use the software.
2.   Backup and maintain data base regularly.
3.   Perform maintenance to the whole system (including lock sets and software).
4.   Perform regular inspection and maintenance to lock sets, synchronize the clock in each lock regularly.

Before installation and commissioning of the software, the system Administrator must make sure the following has been achieved: 

1.  All locks have been installed on doors, correct room numbers has been assigned to each room and the site has been cleaned.
2.  Computer with OS and other necessary software is ready.
3.   Make sure hotel management has designated all rooms and configured if necessary any zoning e.g. Housekeepers, service zone, floor zone, common door zone or lift zone etc
4.  Confirm building designation (for multi-buildings managed by same software system), floor numbering, room numbering and room type (also number of beds). 
5.   Accessories are ready e.g. Encoder, software installation media and some blank Mifare cards. 

System Requirements

Hardware Requirements

  1. The PC should have at least 1 free USB port for the card encoder

Software Requirements

  1. Internet Explorer 6.0 or later version
  2. Operating System : WINDOWS 7 or later
  3. Database management software: SQL SERVER 2012 or Later with Studio Workstation
  4. To ensure stable operation of the hotel lock software; its strongly recommended that all unnecessary software be refrained from installation on same PC

Software Installation

Installation step

  1. Open the installation media and  find the executable file.
  2. Click [next], the following window will be displayed see figure 2
  3. Enter user name and name of organization in blank fields, click [Next] 
  4. You can see the default path as ‘C:\Program Files (x86)\Kas\MHS’, If another path is desired click [Change] 
5.  Click [Install] on Figure 5 to start the installation

Initial Software Setup

Connecting to SQL Server
1. To execute the software, double click on the shortcut icon.



2. Select ‘SQL Server’ for database type and enter the previously created SQL server instance.  Click the drop down to show the machine name and enter the SQL database name after the ‘\’ symbol


i.e “<machine-name>\<enter-database-name-here>”
In this example, the SQL Server is “DESKTOP-JEMHBH4\KASDB”
3. Click ‘Next’. See Figure 7



Figure 7

4. Enter the password which was set to access the SQL server. Example “123”. Leave “SA” as default. See Figure 8.


Figure 8

5. Click ‘OK’ 



Figure 9

Inputting License Code

1. Take note of the ‘Application-ID’ and send it to KAS to get a serial number for the software. See Figure 10.















Figure 10

2. Enter the serial number into the 6 blank boxes and click ‘Next’.  See Figure 11. 



Figure 11

3. Enter the name of your property. This field is optional and can be modified later. See Figure 12


Figure 12

4. The Registration and SQL Server connection wizard is complete. Click ‘Finish’ to launch the full application. See Figure 13



Figure 13

Software log in

Log in screen

After complete the previous steps, you will be taken to the login screen, Figure 14. The login screen will be displayed every time you launch the application. At this point only the System Administrator can log on with the default username and password.


User name:  admin
Password: 123



Figure 14

Click [OK] to enter the main application.
At this stage, there is no data in the system; next steps will be to issue the System card, configure the rooms, adding users and assign user roles.

Log in screen [Forgot Password]


Note: In case any user has forgotten their password, enter User name then click [Forget Password]. System will clear current password of this user. Place the System Card in encoder, system will prompt if card no found or it is not the valid System Card. Click [OK] and input new password for that user. 

Software Layout 

Definitions

There are four main area’s which will be referred to in this manual.
1. System Menu – Global settings and parameter setting
2. Operation menu – Quick selection for card reading/room setting
3. Side bar – Display windows to program all types of cards
4. Main window – Displays the current main window


Parameters and Configuration

System Parameters

In the system menu, click [System] then [System Parameters] in the pull-down menu to display Figure 15. 
Select/unselect any field in this menu, modify parameters or change permissions. 
Property Name:  It has been entered during setup, modify it here.
Management Model: Hotel mode selects the checkout time +1 day, Apartment mode selects the checkout time to +1 month. Best practice is to leave this on Hotel and modify the default check out time and days as desired.
Checkout Time: Default time is 12:00:00 next day, it can be changed accordingly. Click on hour, minute, second and it will change to blue color, use the up down arrow to adjust or directly type in a value, time range from 00:00:00 - 23:59:59. 
Encoder Type: Leave as default (Identifies the Mifare card reader model)
Encoder Default: Leave as default
Default Day(s): In the menu to issue guest card the system will default the check-out date according to this parameter, default is 1 day, use up down arrow to change.
Port for net message: Leave as default. Do not change.
Allow Common Door Function: Check box to activate Common Door control in the software, default is non-activated, see the common door section in this manual for more information. 
Allow Lift Function:  Check box to active Lift control, default is non-activated, see lift section in this manual for more information. 
Allow Park Function: Check box to active Parking control, default is non-activated, see Park section in this manual for more information.
Default international code: Displays default international code to send mobile keys if Bluetooth locks are installed.


Figure 15

Click [Apply], then [OK] to save and close the window.

Managing Roles

In the system menu, click [System] then [Roles] in the pull-down menu to display Figure 16. The Administrator role should always have all options selected. As a default, there are 3 roles created; [Administrator], [Duty Manager], [Reception]. You can create additional roles in the [Other] tab.
[Administrator] roles cannot be modified. 



Figure 16

Each role has different tasks which can be modified as per your requirements. Ensure to click [Apply] to save your selection. [Other] roles with different tasks can be self-defined.  

Right-click in the empty window in Figure 17 and click [Add] to create a new custom role.

Enter a user and description in the pop up window and select/unselect assigned tasks for the new role. Click [OK] to save your selection. See Figure 18.

A new user role has now been created. A password for the new role still needs to be created.


Figure 17


      Figure 18

Managing Users

To add a new user, in the system menu click [System] then [Users] in the pull-down menu to display Figure 19. By default, the [Administrator] is already in the system. 

Click [Add] to create a new user login.



      Figure 19

In Figure 20, enter a user name and other fields accordingly. Click [Next] to proceed in creating a password and assigning which [Role] this user will obtain. 



      Figure 20

Enter a password and select [Next]. See Figure 21. Check the box IF this user must change their password at next logon.



Figure 21

Assign which [Role] for the newly created user in Figure 22. Click the [Other] radio button to select a custom user role. If the role of the user is not available in the list then go back to Managing Roles and ensure the new role is created successfully.



Figure 22

Click [Next] and check any additional card read/write authorisation for this user. This defines what action this user can perform with cards. See Figure 23.


      Figure 23

Click [Finish]

Managing User Property

Select the user so the row is highlighted in a blue shade. Then click [Property] and Figure 24 will appear.


      Figure 24

Edit the User Properties such as; name, description, passwords and role privileges. The [Administrator] can disable users and unlock user accounts if it has been locked by the user (entering password in wrong too many times).  Select [Delete] to delete the user permanently from the software.  See Figure 19.

Note: The [Administrator] role cannot be deleted and none of its property roles can be changed.

Modify [Administrator] password:
In the system menu, click [System] then [Set Password] in the pull-down menu to display Figure 25.

Modify User password:
Select [Set Password] in Figure 19 to display Figure 25 to manually modify the selected user’s password. Click [OK] to confirm, click [Cancel] to cancel.


Figure 25

Managing Floors

From here on the software rooms will be configured. For example, a property has 2 buildings and each designated as 01 and 02. Building 01 has 20 floors of guest rooms, from floor 1-10 are all single rooms, floor 11-18 are double rooms and floor 19-20 are deluxe suites; Building 02 has 3 floors, each floor has 8 rooms which are all office rooms. 

The following steps will configure the property based on the above information.  The KAS Lock-S System will designate a room number with 6 digits as depicted below:



Build Floors Wizard


In the system menu, click [Data] then [Floor] in the pull-down menu. See Figure 26.



Figure 26

Click [Build], window will pop up as see in Figure 27. Use the drop down box to select the Building No. This field is pre-populated.

Select “01” and click [Next].



Figure 27

Start Order determines the floor ordering number i.e ‘1’ and Start Floor determines the starting floor number i.e ‘1’. See Figure 28.

 

Figure 28

Click [Next}, enter the Number of floors for the property. Default value is 20, change with up and down arrows and directly type in a value. See Figure 29



Figure 29

Click [Next], and check your generated selected before proceeding, see Figure 30. If ok, click [OK]. If some edits are required, select [Back] to modify.



Figure 30

Modify floor manually

Other than generating floors in batch, a user can also Add, Edit or Delete floor, click [Add] , [Edit] or [Delete] button the window pop up will have [Save] and [Cancel] buttons. See Figure 26 and Figure 31
Enter correct Code, Name and Floor Order.
Click [Save] to save the added floor.



Figure 31

Edit Floor:

Highlight floor to be edited, click [Edit].
Edit data when necessary, click [Save] to save changes, click [Cancel] to abort action.


You can modify Code, Floor Order and Name without needing to change door programming.

Delete Floor:

Highlight floor to be deleted, click [Delete];
A confirmation message will pop up.
Click [Yes] to confirm delete floor, [No] to abort action.

Set Room Type

Add room type

In the system menu, click [Data] then [Room Type] in pull down menu; 
A user can [Add], [Edit] or [Delete] a room type, since there is no room type yet [Edit] and [Delete] not applicable, see Figure 32.




      Figure 32

Click [Add] and the room type window will pop up, see Figure 33.  
Enter any Code and the Name of the room type, for example “Standard”, “Double Room”, “Studio” etc. Beds and Price fields are optional.
Click [Save] to save your selection.

Add as many Room Types as desired and now proceed to creating rooms.



      Figure 33

Edit room type

In the room type list highlight the room type to be edited. Click [Edit] the window pop up will enable [Save] and [Cancel] buttons.
Edit data of this room type, example here to change number of beds; click [Save] to save changes and [Cancel] to abort action.

Delete Room Type

In the room type list highlight the room type to be deleted. A confirmation message will display.
Click [Yes] to confirm delete floor, [No] to abort action.

Build Guest Room Wizard

Use the follow steps to launch the create Guest rooms wizard.
In the system menu, click [Data] then [Guest room] and Figure 34 will appear.


      Figure 34

Click [Build] and the room build wizard window will appear, see Figure 35



      Figure 35

Click [Next] to build Guest Rooms then use the drop-down field to select the Room Type and Floor, see Figure 36.
OR
Select ‘Build Office’ radio button to build a series of Office doors. 
 Staff cards are issued to Office doors only. Similar to Guest cards are issued to Guest rooms only.



Figure 36

Click [Next] then define the starting from number and to the ending number of guest rooms on this floor, see Figure 37. It can be 1, 2, 3 or maximum 4 digits. If using a single digit like 1 digit or 3 digits as starting number,  
It will automatically suffix the number with a 0. If using multiple digits like 2 or 4 as starting number, it will not suffix or prefix the number. In most cases use a 2-digit room number on each floor. The system will automatically add building number and floor number: so you keep the room number pattern consistent – as described in room format image below:




Please note: the room number can does not have to be the same as the above format. 



The building wizard will force this format but if you wanted a completely different room number structure, you are welcome to manually create/edit each room. i.e Rooms 1-40 have the room numbers “01-1,01-2,01-3,…,01-30” if you desire. 



N.B If you edit the following fields, you do NOT have to re-program the doors; Lock No., Lock Name, Room Type, Auto Open, Open Time.  If you edit the Floor field, you will need to re-program the door lock.



Figure 37

Enter the number of locks per floor. You can also append and remove locks later if you wish.

This example is 6 locks per floor is; ‘01’ to ‘06’.

Lock Increment is the step between each lock. Some floors have only positive room numbers for example. As default, leave this field as ‘1’.


Click [Next], and Figure 38 will appear. Check the Guest rooms in the list to make sure they are correct, click [OK] to confirm and save data.



Figure 38

The software will prompt if the rooms have been built correctly, click [Yes] to confirm. See Figure 39



Figure 39


Edit Room: 

Highlight room to be edited, click [Edit].
Edit data when necessary, click [Save] to save changes, click [Cancel] to abort action.
Note: You can modify Lock No., Lock Name, Room Type, Auto Open and Open Time without needing to change door programming.

Delete Room: 

Highlight room to be deleted, click [Delete];
A confirmation message will pop up.
Click [Yes] to confirm delete floor, [No] to abort action.

Manage Office Doors

If there are office rooms to be controlled by the same system, configuration is the same procedures as Guest rooms. Click [Data] then [Office] and proceed as building guest rooms. See Figure 40.


Figure 40


Managing Lock Layers

Note: If the guest can get to their room door which is not layered inside other door access, that room does not need to be layered, skip this section.

Setting Layer Structure

In the system menu, click [Data] then [Layer] in pull down menu, Figure 41 will appear. 
From the room list, drag Room A to Room B then Room A will be set as the sub-layer of Room B. 
Any card issued to a sub-layer lock can open it’s upper layered lock. The upper layer lock although has a room number the system will not issue individual key cards to it, only to its sub-layer locks.
Note: You can also layer Office doors.


Figure 41

Adjust Layer Structure

In Figure 42, room ‘010102’ has been dragged as sub-layer to ‘010101’ which is the upper layer, to change just drag and drop again or highlight room number then right click to popup menu with 3 actions and click the appropriate one, see Figure 43. 
Note: You can layer rooms infinitely. As long as rooms share the same Floor.

 


Figure 42


Figure 43


Room Status Query

After the hotel has been configured, log out the system; at next log on the room status window will display; click [Report] then select [Room Status] will also come to this windows. See Figure 44



Figure 44

Display by Room Type: On left column in this window all room types set earlier will display, click any guest room type will show only rooms that fall under that particular room type. Click [All Room] will show all guest rooms, click [Office] will show all office rooms.



Figure 45

Display by Room Status: After display under room type, more criteria are shown on top bar see Figure 45, click on the icon to show rooms that meet other particular criteria such as vacant rooms, occupied rooms, checked-out rooms, rooms under maintenance and rooms with bookings. 


Figure 46

To set room to Maintain status, right click on room and click on [Set As Maintain], the room status should now be set as Maintain see Figure 46. To set status back to Vacant, right click on the room, click on [Set As Vacant].
Note: User can carry out key card operations when right clicking on rooms in the room status window, key card operations include commands like [Issue Card], [Group Card], [Renew] and [Change Room]. These commands are also available from the main menu.

Window Layout

Before issuing cards, the following is a general layout of the operation window.


Figure 47

Main Menu Icon: All software functions are available from the Main Menu by clicking on an icon a drop down menu will appear.
Main Tools: Some frequently use functions available by clicking icons in the main tools bar.
Sub Menu: After clicking on icons in main menu or main tool bar sometimes further selection from sub menu bar is needed to access the corresponding window;
Data Fields: Detail fields of information, some are default and cannot be changed.



Figure 48

Multi-windows bar: Multiple-windows can be opened during system operation, clicking on different tabs in the Multi-window bar will select and display different windows see Figure 48.
Status bar: It shows some system information like software version number, Product ID and current logged on user.

Issuing Cards

After completing the above procedures, the software settings and configurations are completed. However, the locks are not yet recruited by the software system, the next section will encode/program the physical door locks.
A Project Card prepared by KAS will be shipped with the locks so that during construction period locks installed and powered can be opened by this card until the locks are encoded by the System Card and Parameter Card. 
Project cards become void after locks has been encoded.
Encoding and access control of door locks are realized by issuing different cards.

Setting Cards:

These include System Card, Parameter Card, Clock Card, Meeting Card, Inhibit Card, Erase Card, Query Card and Remote Card. Among them System, Parameter and Clock Card must be issued at first to encode the door locks. 

Other cards can be issued as required.
Access to Setting Cards are found in the following areas.
By clicking on the Setting Cards button found at the top of the menu bar on the left of the main window.
By clicking on [Card] from the main menu then [Setting Card], select type of Setting Card from the sub-menu

OR click [Setting] icon from the menu bar and select type of card from sub-menu.

Staff Cards: 

These include Master Card, Floor Card, HSKP (housekeeping or cleaning) Card, Staff Card and Repair card (to office). They are for hotel staff; issue them after System Card and Parameter Cards have been issued.

Access to Staff Cards are found in the following areas.
By clicking on the Staff Cards button found on the menu bar on the left of the main window.
By clicking on [Card] from the main menu then [Staff Card], select type of Staff Card from the sub-menu
OR click [Staff] icon from the menu bar and select type of Staff card from sub-menu.

Guest Card:

They are for hotel guests, issue them after System Card and Parameter Cards have been issued. 
Access to Guest Cards are found in the following areas.
By clicking on [Card] from the main menu then [Guest Card], OR click [Guest] icon from the menu bar, OR double clicking on a room shown in the Status window.
Note: Group Card, Renew and Change are applicable to guest cards only.

Issuing System Card

Note: Each system set up can only issue one system card and should be kept safe by management after use. 
Not for giving access to doors, it contains the system information.
In other words a system card generated is unique to the system, all locks programmed by one system card will not respond to another system card generated by same software. A new lock must be encoded by the system card before it will accept any other card. 
A System Card is issued as follows:
Enter window to issue System Card see Figure 49



Figure 49

Enter correct Name and ID No. of card holder; ID can be a staff card number or Government ID number. System Cards can still be issued with these two fields blank, however, for proper record keeping and management, filling in these fields is strongly recommended. This logic is true for other types of card.

Check the box next to System Card with Clear Function; with this function the System Card can delete all data 
in the lock. Without this function the System Card will not clear lock memory.
Place a card in the card encoder and click [Issue].
If a card had been used before and still contain valid data the system will prompt and ask to confirm before erasing the old card data, click [Yes] to confirm.
After a successful confirmation message appeared, remove the card from the card encoder and you have successfully created a System Card. 

A System Card with clear function can only clear data of a lock previously encoded by the same system Card. If a lock had been encoded previously by another system then the lock will have to be removed from the door, the plate cover removed and the internal reset button depressed.

Issuing Parameter Card

Parameter Card: Not for giving access to doors, it is for used for setting individual door lock address numbers. Issue a Parameter Card as follows:
After a system Card is issued, enter window for issuing Parameter Card see Figure 50.



Figure 50

Enter correct Name and ID No. of card holder.
Check the tick-box next to Clock Setting to transfer PC time to the lock.
In the [Lock] list all locks (rooms) built before are listed, for convenience, check box next to Floor to issue Parameter Card floor by floor. Each lock will need its own Parameter Card. [Door] list contains all common doors or access points. [Park] list contain parking access control.
Check box next to lock (s) number in the list, you can check multiple locks but one Parameter Card per lock is required. When input selection is completed Place a card on the card encoder and click [Issue]. If a card had been used before and still contain valid data the system will prompt and ask to confirm erasing the old data, click [Yes] to confirm see Figure 51.


Figure 51

If only one lock is selected, a remove card message will appear after encoding is completed see Figure 52, the blue indicator will run to the end, remove card.



Figure 52

If multiple locks are selected, a remove message will appear after encoding a card is completed and the blue indicator will stop also waiting for the next card, remove card in encoder and insert another card. 


Figure 53

Make sure each Parameter Card is properly labeled and stacked in order for smooth encoding to the locks.

Note: With a valid system Card and each individual Parameter Card, go to each lock, make sure the room number and the Parameter Card number match. Present the System Card to the reader first, the LED will light and extinguish and an audible tone will be heard, then present the Parameter Card, a long audible tone from the lock means the encoding is successful. From now on a valid guest card, staff card or other card can access this door. This is a RFID (Radio Frequency ID) system or sometimes refers to as proximity card system. Data transfer between the card and the lock reader is via a radio frequency wave carrier. No 
contact between them is needed so the action is not described as swipe or insert but present, Just bring the card to close range with the lock reader and data will transfer between them.

Issuing Clock Card

Clock Card: To synchronize lock clock with PC clock, issue a clock card as follows:
Enter window for issuing Clock Card see Figure 54.



Figure 54

Enter correct Name and ID No. of card holder.
Set Date and Time: System default PC time, if required to be different from PC tome un-check box next to System time.
Set Date: Click on numeric month and type in correct month, click on numeric date and type in correct day and 
click on numeric year and type in correct year. Or use down arrow at the end to bring up the date select calendar.
Setting Time: There are hours, minutes & seconds, click on each part to highlight it blue, then change value with up down arrow on right, or directly type in correct digit. (This is the time to be transferred to the lock).
After setting of date and time is done Place a card in encoder and click [Issue].

Note: With the clock sync process, proceed to door locks as soon as card issue is completed because there will be time lapse travelling from the front desk to each lock. To minimize time difference, estimate time lapse and account it for during time setting. Also it is good practice to issue multiple Clock Cards with time difference to cater for different level of hotel rooms. 

Issuing Master Card

Master Card: Also referred to as Emergency Card with access to all locks and no time zone control. Can override deadbolt and inhibited lock. Issuing Master Card with default all lock access as follows:
Enter window to issue Master Card see Figure 55.



Figure 55

Enter correct Name and ID No. of card holder.
Set End Date of Master Card, see Figure 55. 
After setting of date is done, Place a card on the card encoder and click [Issue].
Note: The system allows issuing multiple Master Cards, however for the sake of security it is recommended not to have more than 3 Master Cards. Same with expiry date, the shorter the validity the more secure. Management has to balance the risk level vs. convenience.

Issuing Floor Card

Floor Card: Can access all doors on one level, no time zone control, Cannot override deadbolt, default access to all locks on same level and operate with Meeting Card to set passage mode to a lock. With authorization can access common door(s). 
Issue Floor Card as follows:
Enter window to issue Floor Card see Figure 56.



Figure 56

Enter correct Name and ID No. of the card holder and Set End Date of Floor Card.
Check box to select floor level, multiple levels are allowed.
After input and settings are done, Place a card on the card encoder and click [Issue].

Issuing Housekeeping (HSKP) Card

Housekeeping Card: Can access all locks on same floor level within pre-set date and time zone. Cannot override deadbolt or inhibited the lock. With authorization can access common door. 
Issue HSKP Card as follows:
Enter window to issue HSKP Card see Figure 57.



Figure 57

Set End Date of HSKP Card.
Set Open time so that card is valid only within the set time.
Check box to select floor level, multiple levels are allowed.
After input and settings are done, Place a card on the card encoder and click [Issue].
Note: Regarding common door, HSKP Card is valid until mid-night on the expiry date. 

Issuing Staff Card

Staff Card: For hotel staff to access office doors, without time zone control and cannot access guest room doors. Cannot override deadbolt or inhibited lock. 
Issue Staff Cards as follows:
Enter window to issue Staff Card see Figure 58.



Figure 58

Enter Name and ID No. of card holder.
Set End Date of Staff Card.
Check box to select office, multiple offices are allowed;
After input and settings are done, Place a card on the card encoder and click [Issue].

Issuing Guest Card

Guest Card: Can access corresponding guest room door during valid check-in period. Cannot override deadbolt or inhibited lock, with authorization can access common doors. 
Issue Guest Card as follows:
Enter window to issue Guest Card see Figure 59.



Figure 59

Enter correct Name and ID No. of card holder/guest.
Use down arrow to select number of cards to issue.
Use up down arrow to select Days of staying, system default next day check-out. 
Change days of staying will automatically update the check-out date and vice versa.

To select room number, either direct input in blank field next to Room or use down arrow to bring down list then click on room number or click on small magnifying glass icon to show Select Room window
see Figure 60.


Figure 60

Highlight room number in the All Rooms list then click [Select], multiple rooms can be selected or all rooms can be selected by clicking on [Select All]. Wrongly selected rooms can be removed by clicking on [Remove] or all Selected Rooms can be removed by clicking [Remove All].

New Card means this card will replace and invalid previously issued key card to this room. Duplicate Card means this card has same authorization and check-out time as previously issued card to this room and previously issued key cards will still continue to function.
After input and settings are done, Place a card on the card encoder and click [Issue].
Note: Check-in date and time are default by PC clock, no need to enter, for common door locks the guest card will still be valid after check-out time until midnight the same date. With layered locks like common door suite, one guest card can open higher layer lock as well as lower layer.
Issuing Meeting Card
Meeting Card: Sometimes refer as passage card can set door locks in passage mode for no card ingress. First present Floor Card to lock and wait for an audible tone, then present the Meeting Card.
To revert back to lock up mode present Meeting Card again.
Enter window to issue Meeting Card see Figure 61



Figure 61


Note: the red color note to remind that Floor Card must be presented to the lock before Meeting Card to set lock in passage mode.
Enter correct Name and Id No. of card holder.
Use down arrow to select number of cards to be issued.
After input and settings are done, Place a card on the card encoder and click [Issue].

Issuing Inhibit Card

Inhibit Card: Set lock in suspended mode to deny access of any card other then the Master Card.
To revert lock back to normal mode, present the Inhibit Card again. 
Issue Inhibit Card as follows:
Enter window to issue Meeting Card see Figure 62.


Figure 62

Enter correct Name and Id No. of card holder.
Use down arrow to select number of cards to issue.
After input and settings are done, Place a card on the card encoder and click [Issue].

Issuing Erase Card

Erase Card: Cannot access locks, its function is to erase authorization of a particular card or type of card used on the lock. Especially when a guest card is reported lost or guest early check-out. 
Issue Erase Card as follows: 
Enter window to issue Erase Card see Figure 63. 



Figure 63

Enter correct Name and Id No. of card holder.
Individual Erase: Select card type with down arrow, select Status with down arrow and click on [Query].
All cards falls in this category will be listed, check box next to card name, Place a card on the card encoder and click [Issue].
Group Erase: Check box next to the group of cards.
After input and settings are done, Place a card on the card encoder and click [Issue].

The Erase card will only function on Door Locks and not Common doors.

Issuing Query Card

Query Card: To download door “valid card read event” records from lock and read back into system via the card encoder. 
Issue Query Card as follows: 
Enter window to issue Query Card see Figure 64.



Figure 64

Issuing Group Card

Group Card is a function to allow the quick issue of Guest Cards in a batch. 
Issue Group Card as follows:
Enter window to issue Query Card see Figure 65.

 

Figure 65

Enter a Group Name. 
When issuing Group Cards the check-in date is important, they can be issued before guest arrival so double check the check-in date is correct. 
Select room number, either direct input in blank field next to Room or use down arrow to show the drop down list then click on room number or click on small magnifying glass icon to show Select Room window 
See Figure 60. 
Highlight room number in the All Rooms list then click [Select], multiple rooms can be selected or all rooms can be selected by clicking on [Select All]. Wrongly selected rooms can be removed by clicking on [Remove] or all Selected Rooms can be removed by clicking [Remove All].
After input and settings are done Place a card in card encoder; click [Issue], remove and place new card to be programmed until whole group of cards are Issued.

Read Card Data

Place the card on the card encoder.
Click [Read] in main tool bar, the system will read data from card and display in window see Figure 66.
Card and other information regarding this card is displayed in right column.
After data is [Read] and displayed it can be re-formatted for other use; click [Erase] to delete all data in card and make it blank just like formatting a diskette.  
Note: The system may display other message after reading the card.



Figure 66

Change Card Data

Place the card on the card encoder.
Click [Read] in main tool bar, system will read data from card and display in window see Figure 67.
Card and other information regarding this card is displayed in right column see Figure 67.
Change data fields accordingly then click [Modify], a warning message will appear; click [Yes] to proceed, [No] to abort action. New data as displayed will now be encoded to the card.


Figure 67

Renew / Change Room

Renew: Guest wish to extend stay at the same room.
Change: Guest wish to change from room currently occupied to another room.

These two actions involved Change or Modify data on Guest Card only. Proceed as follows:

Approach 1:
Place Guest Card that needs to be updated on the card encoder.
Click [Change] / [Renew] icon, system will first [Read] data on card and display it in window.
If guest wants to extend their stay change Check-out date, click [Modify]. 
If guest wants to change room select new room number, remember to delete current room click [Modify].



Figure 68


Approach 2:
Place Guest Card that needs to be updated on the card encoder.
In Room Status window move cursor to the room that needs change, right click then select Renew or Change in pull down menu, system will [Read] card data and display in window, other steps as in Approach 1. 
Beware if room number in card does not match to room number selected a warning message will appear see Figure 69Figure 69.



Figure 69

Guest Check out

When guest wants to check-out at the front desk ask for their Guest Card(s).
Place Guest Card that needs to be checked out on the card encoder.
Click [Read] in main tool bar, the system will read data from card and display in window see Figure 70.



Figure 70

Click on [Check out(F8)].


Lost and Damaged Card

If a guest did not return, report lost or damaged a Guest Card, register that card in the system. Then to minimize risk, issue a [Erase Card] and present to the lock immediately to invalidate the said card. 
If the guest is not checking out, issue a new Guest Card and ask the guest to open door with their newly issued card immediately so that new card can invalidate the old card.
Click [Card] and select [Lost and Damaged] in pull down menu.
Enter information to find the room like Card Type, a rough period when the card was issued or modified.
If room number is known just input directly, highlight room number.
Click [Lost] or [Damage] accordingly see Figure 71



Figure 71

When confirmation message appears click [Yes] to confirm or [No] to abort action Figure 72. 



Figure 72


Download and Audit Lock Open Events

After Query Card is issued, present the Query Card (S/N 1) to the lock from where the Audit log’s are to be downloaded from.
The first query card (S/N 1) is capable of storing 1 – 420 events, if more events are stored on the lock, use the first in conjunction with the second query card (S/N 2) to increase the storing capacity to 830 events.
The locks green LED will light up and a short audible tone will be heard, hold the card for a few seconds (exact time needed depends on number of records in the lock)  until a long audible tone is heard and the indicator LED turns off, at this point the data download is complete.
Place Query Card on the card encode, Click [Card] then [Read Audit Trial] or click [Audit] icon in tool bar.
After all data in card is read, a window will display door unlock records see Figure 73.



Figure 73

Note: If the Query Card presented is S/N 2 it will download from record 97 upward. If number of record is less than 96 the red indicator light will be on and buzzer sounds two beep to notify download unsuccessful. 
If there are only a few records in the lock, download will be very fast, green light stays on and only one long beep.

Reports

Reports will screen and display different logged data according to the selected criteria.
From the main menu click [Report] then select [Card Info], the following window opens see Figure 74.



Figure 74

In the window check box next to Card Type and select Guest Card with down arrow, check box next to Status and select [Normal Use] with down arrow then click [Query], cards matching the criteria will be displayed.
If no criteria are set then all cards will be displayed.
Click [Report] icon, a preview report will be displayed and can be printed see Figure 75.



Figure 75

Clicking on the [EXCEL] icon will export the record page into EXCEL format (of course the PC must have Microsoft EXCEL installed), from the popup window see Figure 76, different columns can be selected for the EXCEL spreadsheet.


Figure 76

Clicking on the [WEB] icon will export the record page in a WEB format.

Managing Booking

Click [Booking management] then select [Booking] in pull down menu see Figure 77.



Figure 77

Click [Add] icon and input all information, make sure a Name, [Arrival Date], [Departure Date] and [Booking expiry time] are entered, click [Select Room No] to popup room list for selection, multiple rooms can be selected see Figure 78.


Figure 78

Click [Save], you will now return to the main booking page.
The bookings in the list can still be edited or deleted by the [Edit] or [Delete] buttons if needed.
Note: When adding a booking the system will default the arrival date to the next day, change as needed. When performing a Query, select the correct arrival date or uncheck box next to Arrive Date, otherwise the correct bookings will not show.

Reception

After a booking is confirmed by a guest and prior to their arrival date, guest cards can be issued in advance (to fast track the check in process).  
Click [Booking management] then select [Reception] in pull down menu see Figure 79.
Check box next to [Arrive Date] and select date with down arrow then click [Query] icon to display the correct booking, OR uncheck the Arrive date box and input a guest name, then click [Query]. If booking is expired check the box next to [Including ended time]. Highlight the booking number and click [Issue]; card issuing steps see section 9.8.



Figure 79


Others

Setting Window Background

The background graphic can be changed to any .bmp graphic file.
Click [system] then [Background] in pull drop menu see Figure 80.



Figure 80

Select the .bmp file desired and click [Open].
Review Software Version No. and System ID
To review the current software version number and product ID, click [About] in menu bar see Figure 81.



Figure 81


Software License Control

The software may have an expiry date, before the expiry date the system will prompt the user to obtain the License Code.
Click [System] then [License].
Click [Input], 4 blank fields will appear, contact manufacturer or his representative and supply the Product ID, after the License Code is given type in the fields then click [OK].
If usage of software is Unrestrained see Figure 82 then no action is required.



Figure 82


Database Maintenance

Database Maintenance should be performed regularly to avoid corruption caused by PC software or hardware issues. 
Click [system] then [Database] in drop down menu see Figure 83.
Click [Shrink] in upper right corner, on completion click [exit]



Figure 83


Access Control

Operation of card door locks may have fulfilled requirements of most hotels, others would want more comprehensive and integrated access control. The following are some other features in this software to allow expanded access control, if no such expansion is adopted then skip this section.

Managing Common Door

To prevent unauthorized people from entering certain common areas, access control to these areas can be integrated into the same system.

Allow Common Door 

Click [System] then select [System Parameters] in drop down menu see Figure 84.



Figure 84

Check box next to [Allow Common door Function], Click [OK] to confirm.

Common Door

After common door is allowed in the configuration next we add common doors.
Click [Data] then select [Common Door] in drop down menu, Click [Add] to 
add common door see Figure 85.



Figure 85

The System can manage a maximum of 64 common door points, use down arrow to select a code for the corresponding common door point. If the common door access point is a corridor door or lobby door check the box next to Floor and select the correct floor with down arrow. 

When issuing Guest and Staff Cards to guest rooms with common doors on the same level, access to these common doors would automatically be granted; 

Auto Open: the time zone when the lock will be unlocked automatically, free passage. 
Out of this time zone a valid card is needed to allow access.
Open Time:  egress with valid key card is accepted within this time zone, out of this time zone even valid key cards will be rejected.

If Guest access is to be restricted to a common door, check box next to [No Guest Card Enter],
Click [Save] and back to common door list window. 
In example see Figure 86. 2-4 entering swimming pool is allowed only from 8:00 
am till 8:00 pm with valid key card and the prayer room will be unlocked automatically from 8:00 am till 6:00 pm; other hours 
guest need to use valid key card.


Figure 86

Note: To [Edit] or [Delete] a common door, first highlight it in the list then click the corresponding icon.

Common Door Zone

If there are many common doors in a property a certain number of common doors can be grouped into a common door zone for easy management.

Click [Data] then select [Common Door Zone] in pull down menu:
In the Door Zone window click [Add], then input a [Code] and [Name] of this zone, see Figure 87



Figure 87

Click    at the bottom of the Door Zone page to popup the Select door list, [Select] or [Select All] common doors into this zone. Click [Save] and back to Door Zone window. 

In example see Figure 88 common doors 001 & 002 are grouped into common door zone All Doors.



Figure 88

Note: To [Edit] or [Delete] a common door zone, first highlight it in the list then click the corresponding icon.

Setting Common Door

After the common doors are configured into the system, the locks or access control modules must be encoded to accept valid key cards.
Similar to encoding guest room locks the System Card and Parameter Cards are needed. 
Since the System Card has been issued in a previous section only the Parameter Card for each common door needs to be issued, see section 9.2 regarding issuing Parameter Card. 
The System Card followed by Parameter Card must be presented to each common door reader to program.

Correlate Common Door

After configuration and encoding have been completed on common doors, users can correlate common doors to key cards, see Figure 89 

Check the box next to common door zone(s) or individual common door(s):



Figure 89


Managing Lifts


To prevent unauthorized people from using the elevator(s), elevator controller(s) can be integrated with the push buttons in the elevator. 


Push buttons are normally inactivated and only be activated after valid key card is presented to the reader.

Configuration of lift is similar to common door see Figure 90



Figure 90

      











  1. Enable Lift functions


Click [System] then select [System Parameters] in drop down menu see Figure 91



Figure 91

Select the [Lift] dropdown box, and select between Single Channel or Multi-Channel.


Single Channel – The select lift Floor box is not displayed when issuing Guest cards, Guest cards will by default have lift access to the level that the Guest room resides on.


Multi Channel – The select lift Floor box is displayed when issuing Guest cards and a Guest card can be issued to access multiple lift levels.


  1. Managing Lift Controller


The elevator controller with power transformer is built into a metal box, this to be fixed on roof top of lift car with AC power supply. 


The main control PCB has 16 ports for connection to control the lift push buttons.

There are also connections to the reader which is fixed inside the lift car. 


16 ports can control 16 buttons hence 16 levels. If more than 16 level are to be controlled an expansion controller can be added to allow another further 16 outputs. (Up to 64 levels can be controlled via daisy chaining expansion modules) 


Integrating / connecting the controller and reader in the lift should be done by qualified lift technicians.

To add the lift controller: Click [Data] then select [Lift Controller] in pull down menu.


[Lift Controller Ports] : ask for the number of ports on the PCB, normally 16 or 32, select with down arrow

[Floors] : number of floors the hotel wants the controller to control, select with up down arrows

[Port] : ask for the starting port number, select with up down arrows

[Floor Order] : floor to be controlled by first port number 


After these parameters are set click [Apply], if no need to change anything click [Save]


To change the setting highlight the port number then click [Edit], change as needed then click [Save]


Note: In example Figure 92, PCB has 16 ports, there are 16 levels to be controlled, will use port #1 as starting port and starting the floor is the 1 floor.



Figure 92









  1. Lift Zone


If so desired a lift zone by grouping levels can be applied. This is different from setting common door zone, the zoning is by levels not by lift.


Click [Data] then select [Lift Zone] in pull down menu.

 

In the Lift Zone window click [Add], then input the [Code] and [Name] of this zone.

Click the [Select Floor] button at the bottom of the window to popup floor level list, [Select] or [Select All] floors to be included into this zone.

Click [Save] and back to Lift Zone window. 


In example Figure 93 a Lift Zone with the name Common Lift Access have been created with Floors 0101, 0102, 0103 and 0117 have been included. 


          Note: To [Edit] or [Delete] a lift zone, first highlight it in the list then click the corresponding icon.


          

Figure 93

  1. Setting Lift Controller


After the lifts are configured into the system, each lift controller must be encoded to accept valid key cards. Similar to encoding guest room locks, the System Card and Parameter Card are needed. 


Since the System Card has been issued in previous section only the Parameter Card for each lift needs to be issued, see section 9.2 regarding issuing Parameter Card. The System Card and Parameter Card must be presented to each Lift Controller reader to complete programming.












  1. Correlate Lift 


After configuring and encoding the lift Controllers, users can be given access to lift levels as shown

in Figure 94, select the relevant Lift Level or Lift Zone to give access.



Figure 94
















  1. Managing Parking


To prevent unauthorized people from entering the parking lot, an access controller can be integrated with the parking lot barrier. 


  1.       Enable Parking function


Click [System] then select [System Parameters] in drop down menu and tick the [Allow Park Function] 

see Figure 95 



Figure 95






  1. Setting Parking


Parameter Card is needed to encode the parking controller and should be integrated by the parking equipment       supplier.


The Parameter card is created similar to the Common door and Lift controller see Figure 96.


Select the [Park] tab, and select the signal time (amount of seconds the relay need to latch for)

Select the Park Device drop-down list, choose the role of the reader, entry exit or both.



Figure 96













  1. Correlate Parking


After configuring the Parking Controller, guest are given access to the car park by selecting the [Park]

drop-down list and choosing No permission, Can exit, Can entrance or Can Access(Can exit and entrance) 

see Figure 97



Figure 97







---END---












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