Onity HTRFIDMFR01 Users Manual

Onity

HT24W / HT28 Smart

Version 5.2 User Manual

Contacting Onity

Worldwide Headquarters

Atlanta, GA USA

1-770-497-3949 1-800-424-1433

moreinfo@onity.com

North America

1-770-935-4228 1-800-424-1433

NORAM@onity.com

Europe / Middle East / Africa

34-943-448-300

EMEA@onity.com

Latin America

55-11-3031-1909

LAM@onity.com

Asia / Pacific

+8862 2719 2665

ASPAC@onity.com

The information contained within this manual is subject to change without notice. In no way does Onity, Inc. warrant that the operation of this system will be entirely error free or perform precisely as described within this documentation, or that the functions and features of this system will meet your specific requirements.

Windows is a registered trademark of Microsoft Corporation

Contents

Contacting Onity ........................................................................................................................ ii

Introduction 1

Who is Onity .............................................................................................................................. 1

Problems with Metal Key Systems ............................................................................................ 1

Benefits of Onity Electronic Locking Systems .......................................................................... 1

About this Manual ..................................................................................................................... 2

What's New ................................................................................................................................ 2

Worldwide Headquarters ............................................................................................. ii

North America ............................................................................................................. ii

Europe / Middle East / Africa ...................................................................................... ii

Latin America .............................................................................................................. ii

Asia / Pacific ............................................................................................................... ii

Software - HT24W / HT28 Smart 3

General ....................................................................................................................................... 3

HT24W vs. HT28 Smart ............................................................................................................ 3

HT24W ........................................................................................................................ 3

HT28 Smart ................................................................................................................. 3

Reception Menu (F10) ............................................................................................................... 4

New Guest Check-In (F5) ........................................................................................... 4

Copy Guest (F6) .......................................................................................................... 7

Check-Out (F7) .......................................................................................................... 10

Single Opening Card (F8) ......................................................................................... 11

Read a Card (F3) ....................................................................................................... 14

Erase a Card (F4) ....................................................................................................... 15

Hotel Information (F2) .............................................................................................. 16

Groups ....................................................................................................................... 18

Peripheral Openings .................................................................................................. 23

Logout / Login (F9) ................................................................................................... 25

Exit ............................................................................................................................ 25

Masters Menu .......................................................................................................................... 26

Revalidation............................................................................................................... 26

Master Users (F11) .................................................................................................... 27

Master Canceling Card .............................................................................................. 38

Special Cards Menu ................................................................................................................. 40

Encode Guest Canceling Card ................................................................................... 40

Encode Blocking Card ............................................................................................... 40

Encode Diagnostic Card ............................................................................................ 41

Encode Spare Cards ................................................................................................... 41

Encode Safe Emergency Card ................................................................................... 42

Maintenance Menu .................................................................................................................. 43

Load Portable Programmer ........................................................................................ 43

Peripheral Diagnosis .................................................................................................. 48

Station Diagnosis ....................................................................................................... 50

Onity HT24W / HT28 Smart Contents • iii

Room Out of Service ................................................................................................. 50

Mastering Changes .................................................................................................... 51

Backup Data .............................................................................................................. 53

Emphasized Authorizations Data .............................................................................. 54

Move to Historic ........................................................................................................ 56

Security Menu .......................................................................................................................... 58

System Auditor .......................................................................................................... 58

Lock Openings .......................................................................................................... 61

Door Transactions ..................................................................................................... 61

Card Activity Report ................................................................................................. 64

Lock Status Report .................................................................................................... 66

Operators ................................................................................................................... 68

Operator Levels Required .......................................................................................... 71

XPP Mastering .......................................................................................................... 71

Configuration ........................................................................................................................... 73

Language ................................................................................................................... 73 

Change Date and Time .............................................................................................. 73

Station Configuration ................................................................................................ 73

Change Encoder ........................................................................................................ 75

Config. Emergency Reval. ........................................................................................ 75

Check-Out Warning................................................................................................... 76

PMS Enabled ............................................................................................................. 76

Show PMS Communications ..................................................................................... 76

Hardware 77

HT24W / ADVANCE (Magnetic) System Components ........................................................ 77

HT24 Magnetic Stripe Lockset .................................................................................. 77

Magnetic Cards .......................................................................................................... 80

HT24 Card Readers ................................................................................................... 82

Encoders .................................................................................................................... 83

HT28 / ADVANCE Dual Smart System Components ........................................................... 87

HT28 Dual / ADVANCE Dual Technology Lockset ................................................ 87

Smart Cards ............................................................................................................... 90

Smart Card Encoder .................................................................................................. 91

HT Proximity, HT RFID and Advance RFID™ System Components .................................... 94

Lock Configurations .................................................................................................. 94

Lock Operating Modes .............................................................................................. 96

Light & Audible Indications ...................................................................................... 97

Time Tables ............................................................................................................... 98

Daylight Savings Time .............................................................................................. 98

Battery Operation ...................................................................................................... 98

Lock Auditor ............................................................................................................. 99

Keycards & Tokens ................................................................................................... 99

HT22iP Encoder (HT Proximity Only) ................................................................... 102

HT22P Encoder (ADVANCE RFID / HT RFID Only) ........................................... 104

General Components ............................................................................................................. 106

Portable Programmer ............................................................................................... 106

Extended Portable Programmer (XPP) .................................................................... 110

Communications Distributor ................................................................................... 115

Terminal Mode Encoders ....................................................................................................... 117

Online Revalidator ................................................................................................................. 119

Revalidator Options ................................................................................................. 119

Using the Revalidator .............................................................................................. 121

Emergency Mode - Revalidator ............................................................................... 122

iv • Contents Onity HT24W / HT28 Smart

Quick Reference Guide 124

Lockset Light Indications ...................................................................................................... 124

HT24W / HT28 Smart Software Icons .................................................................................. 125

HT24W / HT28 Smart Shortcut Function Keys ..................................................................... 126

What to Do If … .................................................................................................................... 127

A staff member has lost a master card … ................................................................ 127

Our PMS interface is down … ................................................................................ 127

Power is out and our encoders don't work … .......................................................... 128

A guest needs a late check-out time … ................................................................... 128

Daylight Savings Time is next week … .................................................................. 128

We want to provide our own cards … ..................................................................... 128

We want to punch holes in our master cards to wear them on a chain … ............... 129

When should we replace our cards … ..................................................................... 129

Troubleshooting ..................................................................................................................... 129

Guest card will not open the door – red light .......................................................... 129

Guest card will not open the door – flashing red light ............................................. 129

Guest and staff cards will not open the door – flashing red and green lights .......... 129

Guest and staff cards will not open the door – solid green, flashing red light ......... 130

Card has broken in lock ........................................................................................... 130

The programmer will not turn on ............................................................................ 130

The programmer beeps, but the screen is blank ....................................................... 130

The screen on our encoder is blank ......................................................................... 130

We get encoding errors when making cards ............................................................ 130

Our PMS says that Onity is not responding ............................................................. 131

Appendix A – Certifications 132

Advance RFID ....................................................................................................................... 132

HT RFID ................................................................................................................................ 133

Appendix B – Import Users 134

Add User Command .............................................................................................................. 134

Glossary of Terms 137

Index 139

Onity HT24W / HT28 Smart Contents • v

Introduction

Who is Onity

Onity, (formerly TESA Entry Systems), the leading global provider of electronic

locking systems, offers innovative technological solutions and services for the

Hospitality, Corporate, Education, Government and Marine markets. The company’s

ever-expanding family of electronic solutions today includes electronic locks, related

Smart card & Proximity technology, in-room safes, and Senercomm energy

management systems. Onity has global R&D and manufacturing operations, as well

as an extensive sales and service network that spans more than 115 countries around

the globe. With innovative solutions specially designed to meet clients’ changing

needs, Onity continues to provide real progress — technological advancements in

facility management and maintenance for unparalleled convenience and time and

cost savings.

Problems with Metal Key Systems

Traditional metal key lock systems are vulnerable in a variety of ways. A guest may

simply keep a key or have a copy made so that he can return to the room at a later

time. When keys are missing, the locks are often not re-keyed due to the cost and

time requirements. An experienced criminal can study several keys or look inside the

key cylinders and decode the key system, allowing him to create a grand master key

to the property.

Benefits of Onity Electronic Locking Systems

Onity locks do not require re-keying if a guest keeps a card. Each new guest card

issued automatically re-keys the lock to prevent access by the previous guests, so

your guests are secure. Additionally, the guest cards will expire at the date and time

designated during check-in. There are no mechanical parts able to be deco ded that

will allow criminals into the rooms; the lock is unlocked only through an encrypted

code. Onity locks also store the most recent openings in non-volatile memory,

allowing the hotelier to know exactly who has been in the room, and when.

Onity HT24W / HT28 Smart Introduction • 1

About this Manual

This manual is a guide to help you understand the Onity system, including locks,

software, and peripherals. The system is very flexible and can utilize traditional

magnetic stripe cards as well as the latest in smart card technology.

There are many smart and proximity cards available today. Onity has selected

several cards with features that most benefit the hospitality industry. These cards are

detailed later in this manual and are available from Onity.

Throughout this manual, the term 'smart card' will refer to any contact type memory

cards or microprocessor cards, ‘proximity card’ will refer to contactless type

memory or microprocessor cards and RFID will refer to Mifare cards. Though there

are many technical differences between the types of available cards, the Onity

system handles the differences transparently to the user. In cases where the

differences are notable, detailed explanations will point out the differences.

A Word about Maintenance

Your Onity locking system is an important part of an overall security system for your

guest’s safety.

What's New

The Onity lock will provide years of service when properly maintained. However,

the lock is a single element of a door system that must also be maintained. Onity can

provide you with full services for the door lock, but it is the properties’ responsibility

to maintain the door and its associated hardware. The lock will not work as

effectively if the door itself is not professionally maintained.

According to Facilitiesnet.com typical failures with doors are: hinges, closers, door

misalignment, and weather stripping. For example, doors can become misaligned

due to the shifting or settling of the walls. Also, they can become misaligned as the

result of the damage to the door frame from luggage carts or maid carts.

Onity recommends that you contract with a professional door maintenance company

and set up a preventive maintenance program for doors and associated hardware.

Note: Onity’s warranty does not cover issues caused by warped doors, misalignment,

dragging edges, or dragging weather stripping, closer issues or sagging / out of

square frames.

ADVANCE (Magnetic lock) ADVANCE RFID lock HT22P encoder HT RFID lock

Onity’s ADVANCE is a revolutionary locking solution that combines the proven

reliability of the world's most trusted name in electronic locking with a fresh new

aesthetic that is designed to meet the needs of the demanding hospitality

environment

2 • Introduction Onity HT24W / HT28 Smart

Software - HT24W / HT28 Smart

General

The HT24W / HT28 Smart system is a revolutionary step in locking systems. The

following sections will take you step by step through all of the features and functions

of the software. Some features are only available in the HT28 Smart system that

uses smart cards.

Available only with

T28 Smart! esigned for keyboard use!

• In this manual, the Smart only features will be indicated with this symbol in the

left-hand margin.

• The front desk functions that are used most frequently have been designed so

that the operator can quickly complete the process without requiring the mouse. The keyboard image shown to the left indicates the functions designed for keyboard use.

HT24W vs. HT28 Smart

This manual applies to the software and hardware that makes up the HT24W and

HT28 Smart systems. The systems are identical in many ways, but there are several

important differences.

HT24W

The HT24W system uses Windows based software to manage and control the HT24

series magnetic stripe locks,HT Proximity Locks, HT RFID locks, ADVANCE locks

and ADVANCE RFID locks. .

HT28 Smart

The HT28 Smart system uses Windows based software to manage and control HT28

dual technology, smart card and magnetic stripe, locks and/or HT Proximity Locks.

There are several features in the software that can only be u s ed wit h HT28 locks and

smart cards. The primary feature difference is that card transactions can be stored on

the smart card.

Onity HT24W / HT28 Smart Software - HT24W / HT28 Smart • 3

Reception Menu (F10)

The Reception Menu includes the most frequently used functions, including New

Guest Check-In, Copy Guest and Check-Out. Many functions on the Reception

Menu have been designed to be used without the use of a mouse. Although a mouse

can be used in these functions, the operations will be completed more quickly by

using only the keyboard.

The primary functions of the Reception Menu can be accessed from the main screen

through the Hot Buttons. These buttons are shown in the figure b elow. For quick

access to the full Reception Menu, press the F10 key.

New Guest Check-In (F5)

This function is used when a new guest is to be checked into a room. When the

New Guest Check-In

esigned for keyboard use!

4 • Software - HT24W / HT28 Smart Onity HT24W / HT28 Smart

new card is used in the lock, the card of the previous guest will automatically be

canceled.

The New Guest Check-In function of the system allows you to make guest cards

that will work in up to four guestroom doors, depending on the type of encoder

used to make the card. The HT24 motorized encoder can encode up to four

rooms. Manual insertion encoders can encode a maximum of three rooms on

one card. As an example, if a family checked into the hotel, and the parents

requested one room for themselves and another room for the children, the cards

can be made to work in both locks.

To check in a new guest, perform the following steps:

1. From the Reception Menu, click on New Guest (Check-In), press F5, or

click on the New Guest Check-In Tool.

2. Enter a room number, and press the ENTER key. The cursor will move

to the next Room field in the display, and allow you to enter a second room number. By pressing the F2 key, you can select a room from a pick screen that shows vacant, occupied and out of service rooms. Simply use the ARROW keys to select a room from this list and press

Onity HT24W / HT28 Smart Software - HT24W / HT28 Smart • 5

the SPACE BAR or double click with the mouse to confirm.

3. The cursor will move to the next Room field in the display and allow

you to enter another room number, or select from the list. If you do not want to add another room to the card, press ENTER again. Repeat this step until you have entered all of the rooms you want to encode on this card. When you are finished entering all of the rooms, press the ENTER key again to continue to authorizations.

4. If your property is using Emphasized Authorizations to promote the

sale of amenities such as the use of an in-room safe, a message box will appear asking you to confirm this authorization. To select the authorization, press the SPACE BAR and press the ENTER key to continue.

5. If your property offers optional authorizations for other amenities, such

as access to the pool or covered parking, you will be given the opportunity to either grant or deny the use of these items , as shown below:

Use the UP/DOWN ARROW keys to navigate through the list of available authorizations. By pressing the SPACE BAR you can grant or deny each authorization and press the ENTER key to continue to the length of stay.

6 • Software - HT24W / HT28 Smart Onity HT24W / HT28 Smart

6. Once the authorizations section is completed, the cursor will move to

the area of the screen to enter the number of nights the guest will be staying.

Type a number or use the UP/DOWN ARROW keys to set the number of nights for the stay and press the ENTER key.

7. If your property uses a starting date on guest cards, the cursor will

highlight the start date. The default start date is today. You can use the number pad to set the starting date of the card. To change the starting time, press the TAB key to move the cursor to the time and use the number keys to change the time. Press ENTER to continue to the Expiration date and time.

8. The software will convert the number of nights into the expiration date.

You may make any changes you wish to the check-out date and time by using the number keys to enter the new hour, day, month or year. Press ENTER to continue to Track 1 and 2 data.

9. If you are using magnetic cards and a motorized encoder, you are able

to encode information on tracks 1 and 2 of your card. This information is not needed to operate the Onity locks, but is commonly used for Point Of Sale (POS) systems. Track 1 data can contain letters or numbers and track 2 data can contain only numbers.

Copy Guest

esigned for keyboard use!

10. The last thing to do before encoding your cards is to tell the software

how many cards your guest will need. You can type the number or use the UP/DOWN ARROW keys. When you are ready to encode the cards, press the ENTER key.

A message will appear on the screen instructing you to insert the card. When encoding is complete, a message will instruct you to take the card.

If more than one card was requested, the screen will repeat the prompts until all of the requested cards are made. When you are finished making cards, select another function, or press the F9 key to log out of the system.

Copy Guest (F6)

This function is used to encode extra cards for an occupied guestroom after the initial

check-in procedure. These cards will not affect the use of the existing guest card.

WARNING: Never make a copy of a guest card if the guest has LOST their card.

Make a NEW GUEST CARD to void out a lost card.

Onity HT24W / HT28 Smart Software - HT24W / HT28 Smart • 7

To encode a copy of a guest card, perform the following steps:

1. Select Copy Guest from the Reception Menu, press F6, or click on the

Copy Guest Tool.

2. Enter a room number, and press the ENTER key. The cursor will move

8 • Software - HT24W / HT28 Smart Onity HT24W / HT28 Smart

the SPACE BAR or double click with the mouse to confirm.

3. The cursor will move to the next Room field in the display and allow

4. If your property is using Emphasized Authorizations to promote the

5. If your property offers optional authorizations for other amenities, such

as access to the pool or covered parking, you will be given the opportunity to either grant or deny the use of these items , as shown below:

Onity HT24W / HT28 Smart Software - HT24W / HT28 Smart • 9

6. Once the authorizations section is completed, the cursor will move to

the area of the screen to enter the number of nights the guest will be staying.

Type a number or use the UP/DOWN ARROW keys to set the number of nights for the stay and press the ENTER key.

7. If your property uses a starting date on guest cards, the cursor will

8. The software will convert the number of nights into the expiration date.

You may make any changes you wish to the check-out date and time by using the number keys to enter the new hour, day, month or year. Press ENTER to continue to Track 1 and 2 data.

9. If you are using magnetic cards and a motorized encoder, you are able

Check-Out

10. The last thing to do before encoding your cards is to tell the software

how many cards your guest will need. You can type the number or use the UP/DOWN ARROW keys. When you are ready to encode the cards, press the ENTER key.

A message will appear on the screen instructing you to insert the card. When encoding is complete, a message will instruct you to take the card.

Note: The original and 4 copies can be uniquely identified in the audit record of

the lock. If you encode more than 5 cards, the audit report will indicate that a

'Redundant Card' was used.

Check-Out (F7)

The Check-Out function is used at the end of a guest's stay to indicate that the room

is now vacant and available for use by a new guest.

esigned for keyboard use!

10 • Software - HT24W / HT28 Smart Onity HT24W / HT28 Smart

Single Opening Card

esigned for keyboard use!

To check a guest out of a room, perform the following steps:

1. Select Check-Out from the Reception menu, press the F7 key or click

on the Check-Out Tool.

2. The screen will prompt you to enter the room number for the guest to

be Checked-Out. Type in the room number or select it from the list.

3. Once the room number has been selected, press the ENTER key to

complete the operation.

4. When the Check-Out is complete, select another function or press F9 to

log out.

Single Opening Card (F8)

This function is used to make a card that will work in a guestroom lock only once.

The single opening card is commonly used by the hotelier to allow a guest to

preview a room, or to allow a vendor to place an item inside of a room. Once the

card is used in the lock, it is no longer valid. A maximum of four Single Opening

Cards may be made for a single guestroom between new guest Check-Ins.

To make a single opening card, perform the following steps:

1. From the Reception Menu, click on Single Opening Card, press F8, or

click on the Single Opening Card Tool

2. Enter a room number, and press the ENTER key. The cursor will move

to the next Room field in the display, and allow you to enter a second room number. By pressing the F2 key, you can select a room from a

Onity HT24W / HT28 Smart Software - HT24W / HT28 Smart • 11

pick screen that shows vacant, occupied and out of service rooms. Simply use the ARROW keys to select a room from this list and press the SPACE BAR or double click with the mouse to confirm.

3. Note: Unlike other cards, a single opening card can only b e encoded

for one room.

4. If your property is using Emphasized Authorizations to promote the

5. If your property offers optional authorizations for other amenities, such

as access to the pool or covered parking, you will be given the opportunity to either grant or deny the use of these items , as shown below:

6. Once the authorizations section is completed, the cursor will move to

the area of the screen to enter the number of nights the guest will be

12 • Software - HT24W / HT28 Smart Onity HT24W / HT28 Smart

staying.

Type a number or use the UP/DOWN ARROW keys to set the number of nights for the stay and press the ENTER key.

7. If your property uses a starting date on guest cards, the cursor will

8. The software will convert the number of nights into the expiration date.

You may make any changes you wish to the check-out date and time by using the number keys to enter the new hour, day, month or year. Press ENTER to continue to Track 1 and 2 data.

9. If you are using magnetic cards and a motorized encoder, you are able

When you are ready to encode the card, press the ENTER key.

A message will appear on the screen instructing you to insert the card. When

encoding is complete, a message will instruct you to take the card. When you are

finished making the card, select another function, or press the F9 key to log out of

the system.

Onity HT24W / HT28 Smart Software - HT24W / HT28 Smart • 13

Read a Card

esigned for Keyboard Use!

Read a Card (F3)

This function is used to identify an unknown card and to examine the information

encoded on the card.

To read a card, perform the following steps:

1. From the Reception menu, click Read, press the F3 key, or click on the

Read Card Tool.

2. The screen will prompt you to insert the card. Insert and remove the

card in the encoder.

3. Once the card has been read, the screen will display all of the guest

information encoded on the card, such as the authorizations and the expiration date and time. In the example in the figure above, the card is for room 256 and 258, and it is the original card (not a copy). The card was authorized to operate the guestroom safe, garage, pool, and the concierge lounge. This card will not override guest privacy or the blocking card, and it cannot place a door into office mode. The card will expire at 3:00 p.m. on June 17, 1999 and was encoded by Sally on June 12 at 3:30 PM.

You may read another card by pressing the READ button located in the bottom left of the window. When you are finished reading cards, press the ESCAPE key and select another function, or press the F9 key to log out of the system.

14 • Software - HT24W / HT28 Smart Onity HT24W / HT28 Smart

Erase a Card

esigned for Keyboard Use!

Erase a Card (F4)

This function will read a card, erase it, and check out the room if the card is still

valid. Use this function if a group of cards is left at the front desk by the guests or the

housekeeping staff for Check-Out. This feature can be used to enhance the hotel’s

Express Check-Out function.

To use the Read and Erase a Card function, perform the following steps:

1. From the Reception menu click Erase Card, press F4, o r clic k on the

Erase Card Tool.

2. The screen will prompt you to insert the card.

3. Once the card has been read, the screen will display all of the guest

4. If you wish to erase the card, click on the Erase button at the bottom of

the window. The screen will prompt you to insert and remove the card. Insert and remove the card in the encoder. Once this is done, the card is now erased and may be re-used in the system at any time.

After a card is erased, the system will ask you if you wish to perform a Check-Out for this room. If you select yes, the room will appear vacant in the rooms list and can be used again. After a Check-Out, you can read another card, press ESCAPE and select another function, or log

Onity HT24W / HT28 Smart Software - HT24W / HT28 Smart • 15

out of the system by pressing F9.

If you do not want to erase the card, press ESCAPE or click the eject button at the bottom of the window.

5. You may read another card by pressing the READ button located in the

bottom left of the window. When you are finished reading cards, press the ESCAPE key and select another function, or press the F9 key to log out of the system.

Hotel Information (F2)

This function allows the property to display the status and availability of all

guestrooms. This screen also shows the attributes of the last cards encoded for the

room, including authorizations, starting date and expiration date.

To view the State of Rooms, click State of Rooms from the Reception menu, or press

the F2 key.

Room List Tab

The Hotel Information window is divided into three (3) tabs. The leftmost tab shows

the list of rooms in a table with columns for important information about each room.

Use the UP/DOWN ARROW keys to navigate through the rooms. To rapidly move

through the table, you can use the PAGE UP/DOWN, or click on the slider to the

right of the table. You can also use the Search button to jump directly to a room if

you know the room number.

The information includes the authorizations encoded on the cards, when the room

was last Checked-In, when the cards expire, how many valid cards are encoded for

the room, if the guests are a part of a group, and if the room has been placed out of

service or is occupied. Occupied rooms appear in blue and rooms that are out of

service appear in red. To see even more details about the highlighted room, click on

the center tab labeled ‘Room Details’ or press ALT+D.

16 • Software - HT24W / HT28 Smart Onity HT24W / HT28 Smart

Tip: You can use the filters to limit the rooms in the list.

ote that the Search button cannot find a room that is hidden by a filter.

You can use the filtering boxes on the right of the Room List tab if you want to limit the rooms you see by certain criteria. For example, you may wish to view only the rooms that are occupied. Or, perhaps you wish to see a list of rooms that need to be updated with the portable programmer. The state column of the table will show the reason a room needs updating.

Room Details Tab

avigation Buttons

The Room Details tab shows all of the information from the room list table as well as the starting date, if any single opening cards have been encoded, what type of lock hardware is installed, and which mastering scheme is being used. Multiple mastering schemes are optional, so your property may not display this information.

If you wish to see details of other rooms, you can return to the room list or use the navigation buttons at the bottom of the window. From left to right, the buttons perform the following task: view the first room in the list, view the previous room in the list, view the next room in the list, and view the last room in the list.

Onity HT24W / HT28 Smart Software - HT24W / HT28 Smart • 17

Additional Information Tab

The right tab of this window shows general information about your property. At times, it may be useful to know the number of guests that have access to a particular amenity. The Additional Information tab shows each of the authorizations declared for your property and how many valid guest cards are encoded with access to these authorizations. This tab also shows a chart with the percentage occupancy and the percentage of rooms that are out of service.

When you have finished viewing the room information, click the close button at the bottom of the window, or press the ESCAPE key.

Groups

This function provides a convenient method of encoding cards for a large group of

Groups

guests in advance so that the group is not delayed by this operation when they arrive. Group cards are encoded with a special code so that the new group cards do not cancel current cards, and group cards will not affect the ability to replace lost cards of current guests.

To manage groups, select Groups from the Reception menu or click on the Groups Tool.

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Tip: Make Group cards in advance so large groups don’t have to wait when they arrive.

There are several steps necessary to successfully manage groups of guests. First, a group must be created and given a name. Attributes and rooms must be assigned. Then, the cards must be encoded. Finally, once the group arrives at your property, everything is ready for Check-In.

ew Group Button

Creating New Groups

To create a New Group, follow these steps:

1. Click the New button.

2. The New Group window is where you will enter all of the group

information. The first piece of information that you should enter is a group name. If you make your group names meaningful, it will help to manage them later. Once you have entered the group name, press ENTER to continue.

If you are using Emphasized Authorizations, message boxes will appear prompting you to promote these amenities. Press the SPACE bar or click the check box to select access to this amenity. After the

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Emphasized Authorizations are finished, you can select any standard authorizations the guests may need. Press ENTER when you are finished selecting authorizations.

3. Now it is time to enter the number of nights this group will be staying

at your property. Set the Starting Date to the expected arrival date of this group. By checking the starting date, you can be sure that any group cards made in advance will not work until the day the group is expected to arrive.

Once the starting date is set, the expiration date will automatically be calculated based on the number of nights you selected. You can always manually set the expiration date, if you prefer.

4. Press ENTER when you have finished entering the dates.

5. To select the rooms for the group, click on the Select Rooms button or

press ALT+E. When the room list appears, you can select individual rooms by Double Clicking or pressing the SPACE bar.

6. To select several rooms, hold the left mouse button and drag the mouse

to create a rectangular block of rooms. Press the SPACE bar to select the highlighted rooms. Selected rooms will be colored red.

There are a few rules to be aware of when selecting rooms.

• If a room is out of service, you will be warned, but you will be

allowed to proceed.

• If the room has been reserved by another group that has not arrived

yet, you are not allowed to select these rooms for a new group.

• If the room is currently occupied by a regular guest, it is OK to

select this room for a group. When the group arrives and is Checked-In, all other guest cards will be voided.

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7. When you are finished selecting rooms, click on the OK button. If you

are not sure which rooms you want to select, click on the Cancel button.

After you have selected rooms click the OK button to save the group. If you choose not to select rooms now, save the group now and come back later to select the rooms. If you decide not to finish creating this group, click the Cancel button.

Modifying Groups

odify Group Button

ncode Group Card Button

emember that once the first card for a group is encoded, the group can no longer be modified.

To modify an existing group, select a group from the list and click the Modify button or Double Click the group.

The steps to modify an existing group are exactly the same as creating a new one. Any detail of the group can be modified until you encode the first card for the group. Refer to the steps for creating a new group to see details about group features.

Encoding Group Cards

Cards can be encoded well in advance of Check-In so large groups of guests are not inconvenienced by having to wait for cards. Since you will not be handing the cards to the guest right after encoding, you must take care to keep the cards organized. Place the cards in marked envelopes or sleeves when you encode them. The time you take to stay organized now will prevent you from upsetting guests who are using the wrong card in the door.

Follow these steps to encode the cards for this group.

1. Select the group from the list and click on the Encode button. A screen

will appear with a list of the rooms assigned to this group. Each room has a box beside it that indicates if cards have been encoded for this room. To help you stay organized, the rooms are listed in order. There is no way to encode cards out of order.

2. Enter the number of cards to make for this room. The default is one

card. If you make multiple cards for a room, the next room in the list will go back to the default of one card. Press the ENTER key until the screen appears prompting you to insert a card.

3. Insert and remove the card in the encoder.

Continue encoding cards until all of the rooms in the list have check marks beside them. All of the cards do not have to be encoded at one time, but they must be encoded before the group can Check-In.

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Group Check-In

Group Check-In Button

Group Check-Out Button

The Group Check-In process is very important. Remember that pre-encoding group cards will not affect your ability to make new guest cards for a room because groups use a special ‘Advanced’ code. If group cards are given to guests without performing the Check-In operation, you may disrupt the encoding system and subsequent guest cards will fail to operate the guest room locks.

Note: Always remember to perform the Check-In operation at the time the

cards are given to the guests.

If you find that you have cards that do not operate the guest room locks because you have accidentally given group cards to guests without performing the Check-In operation, simply Check-In the group to realign the HT24 system. New guest cards must be made for any subsequent guest who is having card troubles.

Follow these steps to Check-In a group:

1. Select a group from the list.

2. Click the Check-In button. If all cards have been encoded, you will get

a confirmation message. If you have not encoded cards for all of the assigned rooms, a message will appear on the screen telling you that some of the cards have not been encoded. Encode all the cards and try the Check-In process again.

Group Check-Out

The Group Check-Out process is a simple operation to help organize your list of groups. When a group leaves or cancels before arrival, there is no need to keep the group in your list. The Check-Out process removes the group from the list and clears the occupied status of the rooms in the Rooms List.

utomatic Group Function

xecution Button

You can Check-Out any group at any time. The cards do not need to be encoded, and the group does not need to be Checked-In. This can be useful if a group cancels a stay before arrival.

To Check-Out a group, perform the following step s:

1. Select a group from the list.

2. Click the Check-Out button. A confirmation box will appear on the

screen; therefore, you can’t accidentally Check-Out a group. Click Yes to finish the Check-Out operation.

After the Check-Out another message box will appear confirming the success of the operation.

Automatic Group Function Reminders

When you log on to the software, the system will check to see if there are any operations that need to be performed. If there are any operations pending, a window will appear with a list of all these operations. To perform these operations, select one and click the Execute button. You will receive confirmation that the operation was completed.

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If you prefer not to perform the operation, click the Close button or press the ESCAPE key. You will be prompted every time you log in until th e operation is performed.

Operations that will prompt the reminder screen include:

• Check-In a group that has all cards encoded and the starting date is

today. Remember to double check the Starting Date of your groups before you begin encoding cards. Once you encode a single card, this information cannot be changed.

• Check-Out a group that has expired. If cards were encoded with a date

that has passed and the group has not been check ed out, the group will be listed in the reminder list.

Peripheral Openings

The purpose of the Peripheral Openings window is to allow a quick and easy way to see the number of times a particular guest used a particular door or amenity. For example, you may wish to have front desk operators examine this list at Check-Out and charge the guest based on the number of trips to the sauna.

The Peripheral Openings function will display or print the openings from any on-line card reader, a door whose auditor has been collected by the portable programmer, or an insertion identifier.

To view this list, select Peripheral Openings from the Reception Menu, or click the Peripheral Openings Tool.

The Peripheral Openings List will not include invalid access attempts. If you wish to view the full audit recorded in an on-line reader, including invalid attempts, select Door Transactions from the Security menu.

Filtering the Peripheral Openings Report

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Follow these steps to set up the definition of the openings you wish to see:

1. Select Peripheral Openings from the Reception Menu, or click on the

Peripheral Openings Tool.

2. Using the date filter, you can limit the openings you see to only those

in the time frame that interests you. The default dates are the beginning of this year and today, but you can set these limits to any dates you choose. Type a date or use the UP/DOWN ARROW keys to change the dates to limit your search. Only those openings that fall between the dates will be shown.

3. The Function Filter can further limit your search to only those openings

that interest you. You can view all openings, only the openings for a particular guest room card, special operations, or openings of a particular master card. Special operations include the use of the Exit Button, Spare Cards, Programming Cards, Canceling Cards, and othe r operations that might interest you.

4. When you are satisfied with your filter criteria, click the OK button to

view the openings. If the list of openings does not contain the event you were searching for, you can modify your filter at any time. To reset all the filters back to the default, click the Reset button.

Valid uses of an entrance reader appear in black, and valid uses of an exit reader are in green.

The Openings List

The openings list is a table showing all of the openings from the selected peripherals or doors that match your filter criteria. The table shows the date, time, and which card was used.

The table shows the openings in Real Time. This means that if someone uses their card in an online peripheral, you will see a record of the opening within moments of the actual event. The system will scan the peripheral every few seconds and any new openings will be added to the bottom of the list. If your list is long, you may wish to turn this feature off while you look at your list so that the list is not changing. To turn off the Real Time feature, click the check box at the top of the window so that there is no check in the box.

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+ 116 hidden pages

Onity HTRFIDMFR01 Users Manual

Specifications and Main Features

Frequently Asked Questions

User Manual