Valnes Weblock is an online locking solution (e-lock). Learn more


It allows access to hotel rooms via PIN codes. These codes can be generated directly from HotelTime and distributed automatically via Concierge post-check-in e-mail. All about HT Concierge modul.

 

If you are interested in this integration, please contact your account manager.

 

In HotelTime, the receptionist can generate 4-digit codes for room reservations before check-in and during the stay. Pin codes can be generated for Standard, Accompany and Day-use reservations. Entrances to other doors besides the room doors are set in Valnes system. Once there is at least one code generated, badge "Lock coding" appears in the room detail.



 
Receptionist can change date and time of code validity.

 

Coding was successful. 

 

Clicking on the badge Lock coding will open a little table containing generated pins for this room reservation. Clicking on the red cross will remove the pin code.


Keep in mind:

 

  • When a pin code expires (after its "Validity to" date and time), it is automaticically set as invalid.
     
  • Setting the time validity of pins is not limited to the length of the room reservation.
     
  • It is possible to have multiple active pins for a reservation room and also generate pins for reservations in the future.
     
  • In HotelTime it is not possible to modify the generated pin neither its validity.
     
  • If the modification occurs in the Valnes environment, this information is not transferred to HotelTime. 
     


TIP: If you want the pin to be part of post-check-in e-mail to the guest, it is necessary to generate the pin code first and then press "Check-in".


If the reservation moves to another room or is deleted, it is recommended to delete pins first and then proceed with the operation. After moving the room, the badge Lock Coding will dissapear from the room detail. 


 

All generated pins are available in the Lock system overview report. Each line represents one room reservation. 

 

Example: You can see in the report that there is a pin generated for an ongoing room reservation staying from 19 - 26.10. The line below shows generated pins for a reservation in the future (26 - 29.10.) while the third line represents its Accompany reservation. The picture below shows how these reservations look like in the Room plan. 

 
   

If the receptionist forgot to remove generated pins and moved the room a warning sign will appear in the report. There is a tooltip when you hover over the warning sign. 

  

If the receptionist forgot to remove generated pin codes and the room reservation was cancelled a similar warning sign appears. It is recommended to maintain this report without warnings and delete all pins where there is a warning sign on the line. You can do so by clicking on the pencil. 


TIP: For security reasons, it's a good idea to have a process in place at the front desk when:
 
 * Moving or changing a room reservation
 
 * Deleting a room reservation
 
The goal is to prevent people who don't have a valid reason to be at the hotel from entering. To do this, make sure to delete the room pin before you proceed with mentioned room reservation operations, just like you would collect guest's physical room key.




Adjustment and user rights


Users with rights to access HotelTime settings and Lock settings may adjust default coding times. 

 

User right associated with e-lock is Lock coding settings. Only users with this right can fully manage pin codes.

 

Users without this right may code pins, but will not display room reservation codes neither the report.