Door Access

The Door Access configuration allows you to define which doors are visible and accessible to guests or staff.

Introduction

Before you’re able to adjust the door access via the Operations Platform, you need to ensure that you’ve been in contact with your Onboarding Manager and that the doors are correctly configured. Otherwise, you won’t have the option to make adjustments through the Settings within the Operations Platform.

This settings menu gives you an overview over your door configuration.

Table of Content:

1. Feature Overview
2. Accessibility
3. Set-Up & Mapping
4. Edit Door Locks
   
   1. Private Door Locks
   2. Services
   3. Other Door Locks

5. Access Timing of public doors

6. Connect Encoder Devices
7. Door Access Checks
8. Conclusion

1. Feature Overview

You can find the Door Access menu Settings under Settings on the left hand menu bar. This is how it looks like. The black areas in the list are customer specific detials, which we had to hide.

You will see this view with a division between Accessibility options which are explained further below. The doors are filterable by Lock Name, Lock ID, State, Accessibility and Sort Priority.

The categories explained:

1. Lock Name is the name assigned to the lock in your locking provider’s system.

2. Lock ID refers to the unique identifier (UUID) of the lock, provided by the door lock system.

3. For Public Locks, you can define the Sort Priority, which determines the order in which the locks are displayed (more on that later).

4. For Private Locks, you’ll see the assigned unit, indicating which room the lock is linked to.

2. Accessibility

Under Private Locks, you’ll find all door locks, which the guest can only open once the room is clean and the reservation is checked-in. If you have arranged door access differently with your Onboarding Manager since you use a special door lock integration, then these settings you agreed upon will apply.

Next to the classic hotel room door locks, other doors can be integrated with other accessibility states:

1. Public: All common doors that are accessible to multiple guests within the set timing frame.
2. Public In-House: All special doors which keep guests from entering "guests-only" areas.
   E.g. when guests are checked-in but the room isn't ready yet - they can use public In-House Doors for a lounge or other guest areas.
3. Service: Every door which is only accessible through a booked service
4. Operations Platform only: This is meant for "back of house" doors for staff.
5. Restricted: All other doors which shouldn't be connected.

3. Set-Up & Mapping

a) Set-Up

Technical guides for lock system integrations can be found here: Documentation.

Once the technical connection has been completed, you can continue mapping the locks and their accessibility on the Operations Platform.

When using Salto Space, you will need to define lock groups in your Salto system to manage key card access to specific hotel areas. Access permissions for a guest’s key card are determined by these lock groups, rather than by individual public doors. This and the mapping ensures that each guest can enter only the areas assigned to their designated lock group.

b) Mapping

Primarily, all Locks are listed in an overview and ready to be mapped to the right accessibility and for private doors - the right PMS Unit.

Initially, the locks are classified as "restricted" and need to be assigned the correct accessibility. In the case of room doors they must be changed to "private":

⚠️ Special Cases 

Removed or wrong Doors - Error Messages shown

If a door was removed or simply connected and not needed - the door is displaying an error which esplains that the door must be removed. Change the mapping to "Restricted" in order to being able to further save and publish the configuration.

Component Rooms

If a family-suite scenario has to be mapped and H1308 would be the family suite with two adjoint rooms, map the two rooms from the PMS (in this case H1307 and H1308) with the door lock which should be opened by guests of the rooms (Units) selected:

4. Edit Door Locks

a) Private Door Locks

When you click on the three dots on the right-hand side of a Private Lock, you have the option to edit the lock. In the edit view, you can:

1. Set the status to inactive so the lock is no longer visible 

2. Change the accessibility, for example:

   1. Public – visible as public door within defined timing

   2. Public (In-House) – visible and usable only for in-house guests

   3. Service – accessible only after buying a service

   4. Operations Platform only – visible only for staff

   5. Restricted – no access

These settings allow you to control who has access to each lock based on their role or stay.

The Sort Priority defines the order in which the keys will be shown to the guest. Note:

1. Private keys will always appear at the top of the list.

2. For other keys, a lower number means a higher position (they will appear first within their category).

b) Services

In order to sell services connected to a key, two things need to be aligned propertly:

1. The Door Lock Accasseibility has to be set to "Service" within the Door Access Config
   
   
   
2. Now go to "Services" in Settings and create the required service if it does not already exist. The Service Configuration has to be set accordingly, which means the tag "key" has to be added within the additonal configurations:
   

c) Other Door Locks

This allows you to control the display order of public or shared locks, such as main entrances or spa areas. For public doors, the view looks like this:

• You can set the state to active or inactive. If inactive, the door will not be visible to the guest.

• Under Accessibility, you can choose the access level (e.g. Public, Service, etc.).

• The Sort Priority field lets you define the order in which the public doors will appear in the guest’s app.

  • Lower numbers will be shown first among public locks.

  • Private locks will always appear above public ones.

Important:

Once you’ve made your changes, don’t forget to click Save and Publish the configurations.

5. Access Timing of public doors

A sub-item in the door access settings is the menu for door access actions. This controls when guests are allowed to enter the public areas of the hotel. To edit this, simply click on "Edit times."

6. Connect Encoder Devices

The third menu for door access deals with coding devices. Key card encoders can be added here, which can then be used by guests or the host team. You can obtain the required key from your locking system partner, or it can be easily accessed in the locking system software.

Find more Information about where to find this information in our Door Integrations Guides.

7. Door Access Checks

The Door Access Checks for private and public doors on top of the Door Access menu define if doors are in use and therefore we should monitor for each reservation, if they successfully were provided. If that is not the case, we display this with the state and colour within the Reservation Overview as follows:

8. Conclusion

Door Access centralizes how visibility and permissions are managed for every lock. After aligning with your Onboarding Manager, set each lock’s Accessibility settings.

Encoding devices and the timing of keys for public areas are controlled in separate menus.

Do you have questions or need assistance?
If you need further assistance, please open a support ticket after careful consultation of this documentation.