Prepare the reception computer and its installed encoder before an outage, then issue guest keys for rooms included in its prepared scope.
Before you start
Use the property's designated reception computer and your own authorised staff account with room-access permission. Follow Prepare reception for offline work while connected. Finish or recover any outstanding online card operation first.
Prepare once while connected
Start the installed StayCore encoder on the reception computer, then choose Prepare this reception computer in Offline reception. StayCore uses the room's configured lock provider and saves its local connection automatically. There is no provider dropdown, pairing code or separate pairing action. The browser may request permission to connect to the local device.
Keep using that browser profile and compatible encoder during an outage. TTLock requires an initialized reader and initialized hotel cards; prepare blank-card stock while online. A successful connection does not prove that a newly issued card will open the door; follow the property's physical door-check procedure.
While offline key issuance is prepared, use this designated workstation for its prepared rooms. Other online encoding and changes to the encoder's hotel configuration or room mappings may be blocked until handback. An expired preparation does not automatically release the rooms to another writer; reconnect and resolve the preparation or complete controlled handback.
Use Room key on this computer → Save key draft for these rooms whether the internet is connected or disconnected. Arrivals and In-house show this local workflow for prepared rooms. Create RFID draft remains available for rooms using the online encoder workflow. Mobile keys and guest links require an internet connection and a successfully synchronized stay, and are available only when supported.
Write a guest key
- Open the checked-in guest's stay in In-house, select Access, and find Room key on this computer. Check the assigned room and stay dates.
- Choose Card purpose: First key, Additional copy, Replacement key, or Extend original card when available for PULMOS. For a copy, replacement or extension, select the correct Original card. A copy keeps the original access interval; use the appropriate stay-change and key workflow when dates or rooms change.
- Choose Save key draft in the website. It saves the draft in this browser before automatically delivering it to the encoder on the same computer. No cloud synchronization is needed for that transfer.
- The encoder's Reception keys list opens when it receives a local draft. When the draft is Ready to write, present the card and choose Write presented card there, or Write guest card in the website. Writing replaces its existing contents. For a copy or replacement, present a different card from the source; for a PULMOS extension, present the original guest card. Both controls use the same saved operation; they do not create a second card write.
- Wait for verified readback. Verified locally — awaiting cloud reconciliation confirms the local encoding result; Reconciled with cloud confirms the later record reconciliation. Check the physical key according to your property's procedure before handover.
If the previous key needs invalidation, follow the displayed lock-provider door or replacement-card procedure. Changing a saved entitlement alone does not stop an offline physical card opening a door.
If connection setup fails, keep the encoder application open, allow the browser's local connection and use Try again. Initial setup or a changed reception preparation may need internet. If the draft remains Draft saved, use Retry draft delivery; if delivery or writing is uncertain, recover the saved operation below instead of creating another draft. The staff member who saved a draft must perform its web write; for a staff handover, cancel a received, unwritten draft and prepare a new one with the incoming authorised account.
Recover an interrupted operation
Keep the original card, computer and saved records. Use Read operation status to learn the original result. If Recovery required remains, present the original card and choose Recover presented card. Do not start another write to resolve an uncertain result. Cancel draft is available for a received draft that has not been written.
If the older cloud draft list reports that a room is armed for offline issuance, use the guest's website Room key on this computer panel and the encoder's Reception keys list. The cloud list and the local list are separate; existing cloud drafts are not silently converted or written again.
Finish or recover pending key operations before moving, extending or checking out the stay. If the stay change is saved but waiting for its encoder update, use Resume saved stay change in that guest's room-key panel.
Return rooms to online encoding
An authorised staff member with encoder preparation permission can end offline issuance on this workstation. This is a maintenance action, not a step when issuing each card. While online, synchronize reception and resolve unfinished key operations, then open System → Sync Health → Encoder maintenance → Return rooms to online encoding. Select the intended encoder, confirm that you are finishing its offline issuance and choose Hand back encoder authority. Wait for Handback confirmed. Existing cards and recovery records remain available; handback does not invalidate physical cards. Normal preparation automatically sets up the encoder again before a later outage.