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Staycore access control
Give reception a clear process for issuing the right guest access, recording the result and handling changes to a stay. Start with the lock system actually installed at your hotel.
For hotel owners, front-desk managers and the people responsible for door hardware.
Start with compatibility
Bring the installed lock make and model, card type, encoder details, room list and any existing hotel-system configuration to the review. For a replacement project, include door and mortise measurements. For room power controls, have the installer review the electrical setup separately.
The Staycore Help Centre documents distinct workflows for TTLock, ProUSB, DigiLock, Orbita and PULMOS. That does not mean every model or installation from those families is interchangeable. The lock configuration, room numbers, card readers and installation checks need to match the equipment on site.
Agree which guest and staff credentials you need, who will set up and test the doors and how successful access will be tested. Adding a lock family in the property settings is only part of setup; card operations still need the correct configuration.
Booking and payment checks
An authorised receptionist starts with the checked-in guest, assigned room and stay dates. Staycore presents the available access actions for the configured property. If issuance is blocked, the team reviews the booking, payment, room assignment or access setup identified in the message.
The handover should establish exactly what has completed. A saved card draft, a verified physical card and a guest successfully opening the intended door are separate results.
| Stage | What the receptionist checks | Result to confirm |
|---|---|---|
| Review the stay | Guest identity, room, dates and any issuance block | The intended guest and authorised door scope |
| Prepare access | Mobile-key action or the configured card-draft workflow | Issued mobile-key status or a saved draft |
| Write a card | Correct draft, validity, encoder and presented card | Successful writing and verified readback |
| Hand over | The provider and property door-check procedure | A checked credential and clear guest instructions |
At the encoder
Select the same authorised draft in the matching encoder and review the room, validity and access scope. Keep the card in place until the requested write and verification steps finish. Some access sets require more than one card or physical setup action.
If a write is interrupted, keep the original card and operation record and follow that provider’s recovery process. Repeating a new write can leave the team unsure which credential was produced. A progress message alone is insufficient evidence for handing a card to a guest.
Extensions, moves and departures
Rehearse an extension, room move, lost card and checkout before launch. Identify the original credential and follow the action offered for the installed provider. Confirm the new validity and review any remaining physical-door actions.
For example, the PULMOS retirement workflow records outstanding cancellation actions at doors. An offline door may keep accepting an old card until the required cancellation procedure has been completed there. Removing a staff assignment or changing a saved access permission does not itself prove every physical copy has stopped working.
Your rollout
Choose representative rooms and involve reception, management and the installer. Demonstrate first issue, an additional card, an interrupted operation and a departure. Record who completes each physical check and how unresolved work reaches the next shift.
If offline reception is required, prepare the designated computer and compatible encoder while connected. Offline issuance applies to its prepared room scope; local verification and later cloud reconciliation are distinct statuses. Agree emergency-access procedures and staff training alongside the software and hardware setup.
Questions before you decide
Possibly. The installed model, profile, card type, encoder and room configuration need review. Share your hardware details before buying equipment or planning a migration; a supported provider family is not a universal compatibility promise.
No. The draft must be written and verified using the configured encoder. Follow the installation’s physical door-check procedure before treating access as ready for the guest.
Do not assume it does. The required retirement process depends on the provider and door connectivity. Some offline locks require a cancellation card or another physical action at the door, with each result confirmed.
Prepared offline reception supports key-card workflows for its configured rooms and compatible encoder. Prepare the designated workstation online first, follow the local verification process and reconcile its records when connectivity returns.
Keep exploring
Bring your workflow. See how it works in Staycore.
Discuss your lock integration