Create a Guest Electronic Key Card (Cloud)

Create a Guest Electronic Key Card (Cloud)

The Electronic Key interface is available only in VM Cloud. Visual Matrix integrates directly with three electronic key vendors: dormakaba, Assa Abloy, and MIWA.
An electronic key in VM Cloud refers to a physical guest key card created at the front desk using an encoder. When you generate a key from the PMS, the system communicates with your electronic key vendor to encode the card for the correct room and stay dates. Most properties use an electronic key vendor connected to VM Cloud. Some properties also enable Flexipass mobile keys, which guests can use as an alternative or in place of a physical card.
Path 1: Front Office > Reservations > Search and Open the reservation
Path 2: Front Office > Supervisor > Res Mgmt
Info
The steps in this article can be used to create a guest’s initial key card at check-in, as well as to issue duplicate or replacement keys at any time during the stay.

Three Ways to Create Electronic Keys in VM Cloud

A. From the Reservation Toolbox
- Open the guest’s reservation.
- In the Toolbox, select Electronic Key (or Room Key, depending on your property’s configuration).
- This is the most common method used at check-in.



B. From the Stay Details Section
- Open the reservation and go to the Stay Details section.
- Locate the Room Key option and click to create or reissue the guest’s key card.
- This is useful if you are already reviewing the stay details and want to avoid switching back to the Toolbox.



C. From Reservation Management (Front Office Supervisor)
- Go to Front Office → Supervisor → Reservation Management (Res Mgmt).
- From here, select the reservation and use the Room Key function to issue or reissue a key.
- This path is often used by supervisors or managers when reissuing keys for multiple reservations or monitoring activity centrally.



Create an electronic key

1. Open the Key Creation window. After clicking Room Key from the Toolbox, Stay Details, or Reservation Management, the Key Creation window appears. The Room Number and Departure Date will be auto-filled from the reservation.



2. Select key options:
- Key Type: Choose whether to issue a New Key or a Duplicate Key.
- Number of Keys: Enter how many cards you want to encode.
- Encoder: Select the encoder to use (this depends on your property’s electronic key integration).

3. Create the keys. Click Create Key to begin the encoding process.
4. Encode the cards. The encoder will prompt you to insert the same number of blank key cards you requested. Insert each card when prompted until all are encoded.


Still Need Help With This Topic?

Ask Yourself:
- Is your property’s electronic key vendor integrated with VM Cloud?
- Did the encoder light up or respond when you inserted the card?
- Did you select the correct reservation and room?
- Did the confirmation message appear after creating the key?
- If the guest’s stay was extended, did you issue a new card?

Support May Ask You:
- Which electronic key vendor are you using?
- What model of encoder is installed at your front desk?
- Did you see any error message when trying to create the key?
- Was the reservation checked in, or still in pre-arrival status?
- Can you provide screenshots of the PMS screen and encoder error?

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