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Front Desk Units - Using and Programming

Kaba Ilco Lodging Access Control System

49

1.

Create 3 FDU Cancel keycards. Swipe one of these cards in every FDU on the
property, including the FDU used to encode the FDU Cancel keycard. The FDU
will now no longer accept Authorization keycards encoded using the missing
FDU.

2.

Insert the FDU Cancel keycard once in each lock on the property. The locks will
respond with one green flash to indicate the card has been accepted. This action
notifies the lock to reject keycards from the missing FDU.

3.

Re-issue all Guest, Staff and Authorization keycards that were encoded using
the missing FDU. A printout of each new Staff keycard issued should be done in
order to record the sequence id of each keycard (Please refer to

Section 4.8 –

Printing a Record of Staff Keycards

for more information).

3.5.9 Hotel

Restart

The Front Desk Units have been assigned an

internal

Hotel Code at the factory. In

addition, the system administrator specifies a confidential

external

Hotel Code.

Together, the internal and external Hotel Codes ensure that each installation is unique,
and secure. Each component of the system (locks, card readers, FDUs, and every type of
keycard) makes use of the Hotel Code to prevent tampering. The FDUs transfer the
correct Hotel Code to the locks when the locks are first programmed, and each keycard is
automatically encoded with the correct Hotel Code by the FDU.

IMPORTANT:

The property should assign its own external Hotel Code and make
new General Manager Authorization keycards when the system is
first installed, or if security is compromised by the theft of an FDU
or disclosure of the Hotel Code.

To choose a new code and transfer it to all the locks, FDUs and keycards requires a Hotel
Restart. Once changed, the external Hotel Code is classified information and only select
staff members should know the code. Typically, GMA cardholders should know what the
code is.

NOTE: Consult Kaba Ilco Technical Support if in doubt concerning the need to

perform a hotel restart. Because the procedure is somewhat complex and
involves all the locks, FDUs and keycards, it is recommended that the Hotel
Restart be performed at night.

Write down the external Hotel Code and keep it in a secure place!

The Hotel Restart procedure is divided into several tasks:

x

Selecting a new external Hotel Code

x

Making a Hotel Restart keycard

x

Using the Hotel Restart keycard in the first FDU

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Summary of Contents for ILCO FDU

Page 1: ...PK3514_06_07 USER S GUIDE Next Generation FDU ...

Page 2: ...All rights reserved No part of this book may be reproduced or transmitted in any form or by any means electronic or mechanical including photocopying recording or by any information storage and retrieval system without prior written permission from the Publisher The information contained in this publication is accurate to the best of KABA ILCO Inc s knowledge Specifications are subject to change w...

Page 3: ...ii Kaba Ilco Lodging Access Control System ...

Page 4: ...residential area is likely to cause harmful interference in which case the user will be required to correct the interference at his own expense This device complies with part 15 of the FCC Rules Operation is subject to the following two conditions 1 This device may not cause harmful interference and 2 this device must accept any interference received including interference that may cause undesired...

Page 5: ...the Kaba Lodging Access Control System It is meant for use by management personnel as a complement to our on site training program Step by step instructions for Guest Service Attendants are found in the Kaba Lodging Access Control System Front Desk User s Guide Do not distribute this book or parts thereof for general use ...

Page 6: ... Synchronized 13 2 6 5 Daylight Savings Time 13 2 7 Audits 13 2 8 Interfaces 14 2 8 1 PMS Interface 14 2 8 2 POS Interface 15 Chapter 3 Front Desk Units Using and Programming 17 3 1 First Use of an FDU 17 3 2 FDU Overview 17 3 2 1 The FDU Keypad and Cursor Keys 18 3 2 2 Authorizing the FDU 18 3 2 3 FDU Menus 19 3 2 4 Reading and Encoding Keycards 23 3 3 Software Version and Operation Modes 23 3 3 ...

Page 7: ...inting a Record of Staff Keycards 100 4 9 Verifying and Reading Keycards 101 4 9 1 Verifying a Guest Keycard 101 4 9 2 Reading a Guest Keycard 103 4 9 3 Verifying a Staff Keycard 105 4 10 Keycard Reference 106 Chapter 5 Locks Using and Programming 131 5 1 Lock Installation 131 5 2 Lock Responses to Keycards 131 5 3 Programming Locks and Remote Access Controllers 132 5 3 1 Lock Addresses 133 5 3 2 ...

Page 8: ...USB memory stick 194 Chapter 8 Interfaces 200 8 1 PMS Interface 200 8 1 1 Entering and Exiting the PMS Interface 201 8 1 2 Making Guest Keycards Using the PMS Interface 203 8 2 POS Interface 204 Chapter 9 Security Procedures 205 9 1 Basic Keycard Security 205 9 1 1 Inform Guests and Staff of How to Handle Keycards 205 9 1 2 Do Not Write the Room Number on the Keycard 205 9 1 3 Make the Lock and FD...

Page 9: ...olen 213 10 10 If a crime occurs in a room 213 10 11 If an override key is lost or stolen 213 Chapter 11 Maintenance and Troubleshooting 214 11 1 Preventative Maintenance 214 11 1 1 Battery Testing and Replacement 214 11 1 2 Kaba Ilco Electronic Locks 215 11 1 3 The Locking Mechanism 215 11 1 4 The Override Cylinder 216 11 1 5 The Front Desk Unit 216 11 1 6 Synchronizing the Front Desk Units 216 1...

Page 10: ...ix Kaba Ilco Lodging Access Control System ...

Page 11: ......

Page 12: ...e Solitaire lock series Generation E 760 locks 770 locks and Remote Access Controllers Some menus and functions of the Front Desk Unit and details of lock operation may differ depending on the version and configuration of the equipment 1 2 How to Use This Manual This manual is intended to be a practical reference for the implementation and use of the Kaba Ilco Lodging Access Control System It expl...

Page 13: ...asy recognition as shown below Alphabetical List of Abbreviations BMA Bellman s Master Authorization DST Daylight Savings Time FDA Front Desk Authorization FDU Front Desk Unit GMA General Manager Authorization GSA Guest Service Attendant MA Master Authorization PA Programming Authorization PIN Personal Identification Number RAC Remote Access Controller Within this manual symbols to be used on the ...

Page 14: ...cally x Locks can be instantly re keyed by authorized staff without dismantling the lock x Locks recognize a variety of Guest and Staff access levels which can be re keyed individually x Keycards have an expiry date after which a lost or stolen keycard poses no threat to security x Keycards can be cancelled at any time without dismantling the lock x Keycards are inexpensive x Returned keycards can...

Page 15: ...y encode one type of keycard which is dependent on the system purchased It is not recommended to have both types of systems on a property If unsure of what type of FDU has been purchased please contact Kaba Ilco Figure 2 1 Magnetic stripe keycards front and back Keycards are subject to erasure by strong magnetic fields Keycards may be unreadable by locks or the Front Desk Unit if they are scratche...

Page 16: ...e door the lock has a card reader indicator lights and a handle attached to the housing An infrared transceiver is located behind the indicator light The lock communicates with the FDU by infrared light using a lock communication cable to receive its programming or to download the audit trail refer to Section 2 7 Audits The Solitaire line has a medallion that conceals access to an electrical or me...

Page 17: ...eaders figure 2 2 2 that can be mounted in a convenient location on a nearby wall The card reader is connected to a Remote Access Controller RAC concealed in a panel box which can control up to 8 relays 1 relay standard in order to activate electronic devices such as elevator call buttons magnetic locks or sliding doors Card readers operate similarly to locks In addition RAC Models 3 5 4 4XT card ...

Page 18: ...ving a specific address each lock in the system has a specific door type or profile according to the type of suite it controls The FDU programs this profile when the addresses are set The profile affects the pattern of addresses that must be programmed into the lock For example a Restricted Area door can only be opened by a Restricted Area keycard with the correct address or by the Emergency keyca...

Page 19: ...power pack provided by Kaba Ilco for either 110VAC 60Hz or 220VAC 50Hz electrical lines For use away from a source of electricity or during a power failure the FDU has an 8 hour battery backup Depending on the requirements of the property there are different types of FDU available for use with either low coercivity or high coercivity keycards refer to Section 2 1 Keycards and for encoding keycards...

Page 20: ... equivalent and can be used interchangeably by using one FDU to synchronize all other FDUs on a regular basis by transferring data between units refer to Section 3 5 4 Transferring Data to Another FDU Up to 64 FDUs can be used on a single property The portability compact size and low weight of the FDU plus the fact that it requires no database or computer network makes it an extremely versatile an...

Page 21: ...hen investigating unauthorized entry to a room Another time when it is important to use a printer is when Staff keycards are returned at the end of a shift and logged off using the readback function It is also possible to print out staff related information coming from the audits since most of the parameters involved in transactions are written in the audits NOTE Some serial and USB printers may n...

Page 22: ... activity the creation of a PIN 03 14 2007 11 38A 3 FDU AUTH Encoding Auth 200 NEW Seq ID 1295 001 EXPIRY DATE 2014 09 04 3rd most recent activity the encoding of an FDA authorized keycard using a GMA keycard Auth 200 Table 2 5 Explanation of sample FDU audit record information A stand alone computer may also be used to print the lock or FDU audit by first transferring the audit to a USB memory st...

Page 23: ...eycard is only considered valid by the lock if it was made at the same time as the value recorded in the table or if it is more recent NOTE When a more recent keycard is inserted its date and time stamp replaces the previous information automatically invalidating any keycard for the same access level that was created earlier except if the keycard is a duplicate see Section 4 5 New Versus Duplicate...

Page 24: ...to program a lock or reset lock addresses and after every battery replacement in a lock the lock s internal clock is reset by the FDU to ensure the entire system remains synchronized The time in each lock should be reset twice per year if the FDU has not communicated with the lock during the past six months Refer to Section 3 5 4 Transferring Data to Another FDU for more details Another situation ...

Page 25: ...o provide proof of inappropriate use NOTE In order to use the audit trails as legal proof Staff and Authorization keycards must be properly logged using the forms provided and a printout record done of these keycards when made The audits are stored in non volatile memory which means that they cannot be erased even if power is interrupted 2 8 Interfaces The FDU can be connected to a stand alone PC ...

Page 26: ...oding the encrypted keycard code that works with the locks on other tracks POS Interface FDUs with triple track encoders use track 2 to encode information in the worldwide ABA standard that is used on bankcards and credit cards Point of Sale readers in cash registers or other equipment that use the ABA standard format can read this information from track 2 to post charges automatically to the room...

Page 27: ...rnative to the POS interface the property can use an FDU in POS Verifier mode to post charges manually to the room account by reading the guest s room number Please refer to Section 3 3 2 POS Verifier Mode and Section 3 5 11 Using the FDU in POS Verifier Mode for details Figure 2 8 2b POS Verifier function of standard FDU manual reporting of charges from the point of sale ...

Page 28: ...e charged overnight and properly configured See Section 6 4 Starting the System After Installation before using an FDU for the first time 3 2 FDU Overview Figure 3 2 The FDU 1 FDU Front Desk Unit 2 LCD Screen 3 Magnetic Stripe Encoder 4 Magnetic Stripe Keycard 5 Keypad 6 Cursor Keys 7 Serial Port 8 USB Ports 9 9 VDC Jack 10 Power Supply for FDU ...

Page 29: ...this key is pressed The button is used to activate or start an action on the FDU The button has two purposes The first is to provide a quick way to go back to the main menu which is the starting point of all interactions with the FDU The other purpose is to display when pressed twice the FDU information For more details refer to Section 3 5 6 Displaying the FDU Identification The left W right X up...

Page 30: ... the batteries Pressing any key will exit this mode turn the backlight on and go to the main Kaba screen IMPORTANT For security purposes all transactions performed by the FDU are audited showing the authorization keycard used the transaction details date and time DO NOT lend Authorization keycards to anyone DO NOT leave Authorization keycards unattended anywhere DO NOT leave the FDU unattended and...

Page 31: ...ible values for the scroll indicator are Scroll indicator Description none All the required information is displayed No need to use the arrow keys to see other information The user can only press the up S arrow as they are at the bottom of the list of menus or items The user can only press the down T arrow as they are at the top of the list of menus or items The user can press the up S or down T a...

Page 32: ...supply connected battery charging the indicator will show that the battery voltage level is charging External power supply connected battery pack not present or failed 3 2 3 2 Page Content The page content may display 3 different types of information menus inputs and messages reported by the FDU The first type of information is a menu being shown A menu is a page where the user must select one ite...

Page 33: ...the example below pressing left W or right X arrow will show all possible values for the Type parameter which is highlighted within a rectangle The third type of information available in the page content is a message sent by the FDU to inform or warn the user of a specific event that is either in progress or has completed 3 2 3 3 Entering Time When the 12 hours format is used the time has to be en...

Page 34: ...rough the entire length of the slot and at as consistent a speed as possible to ensure correct reading and encoding every time Figure 3 2 4 Magnetic stripe keycards should be placed in the slot with the magnetic stripe down and facing away from the keypad 3 3 Software Version and Operation Modes The FDU has built in software which determines the menu functions The FDU software supports the followi...

Page 35: ...ion keycard As soon as the POS keycard is swiped the FDU is put in POS Verifier Mode and the user is prompted to swipe a Guest keycard to validate the room information of the guest This is the only function available to this keycard To perform other operations the user must return the FDU to manual mode by pressing then swiping a valid Authorization keycard other than a POS Authorization e g Front...

Page 36: ...external power supply the external power supply connected indicator see Section 3 2 3 1 Status Line appears at the far right of the status line When running on internal batteries the running on battery indicator see Section 3 2 3 1 Status Line will appear at the far right of the status line When possible the FDU should always be powered using the accompanying power supply to ensure reliable operat...

Page 37: ...nu 2 Press the left W arrow to decrease the contrast or right X arrow to increase the contrast Press to save the new contrast level 1 For the main menu swipe a keycard wih a GMA or MA authorized user level 2 As a shortcut press 7 followed by 5 Alternatively use the down T arrow followed by to reach the FDU Setup menu followed by the down T arrow and to reach the Contrast menu 3 Press the left W ar...

Page 38: ...own T arrow and to reach the Volume menu 3 Press the up S arrow to increase the volume level or the down T arrow to decrease the volume level Press to save the new volume level 3 5 2 Setting Keycard Expiry Values 3 5 2 1 Selectable Expiry All keycards except Guest level keycards see Section 3 5 2 2 Variable Expiry expire after the period set using the Expiry menu Because these values can be select...

Page 39: ...eature applies to the following types of guest entry keycards only Guest Adjoining Suite Common Door Suite Convention Suite and Pre Registered To enable Variable Expiry see Section 3 6 part 2 Variable Expiry 3 5 2 3 Setting the Expiry Values Purpose To set the selectable expiry values to be used when encoding keycards Minimum Keycard Required Master Authorization MA or General Manager Authorizatio...

Page 40: ...eference Chart To change the expiry units highlight the Units field and press the left W or right X arrow To change the expiry duration highlight the Expiry field set the new desired value and press to save the change Example A large tour group will check in who will be staying three nights and the Hotel Default is one night for all Guest levels An employee with an MA keycard can change the value ...

Page 41: ...ult Expiry Values and Features are automatically saved when they are entered with the FDU menus 3 5 3 2 Loading the Default Expiry Values and Features If required the factory default expiry values can be reloaded into the FDU 1 Swipe a keycard having a GMA or MA authorized user level 2 Press 7 or use the down T arrow followed by to reach the FDU Setup menu 3 Press 1 or to reach the Keycard Expiry ...

Page 42: ...actory default features can be reloaded into the FDU to overwrite any changes previously done 1 Swipe a keycard having a GMA or MA authorized user level 2 Press 7 or use the down T arrow followed by to reach the FDU Setup menu 3 Press 2 or use the down T arrow followed by to reach the FDU Features menu 4 Press 6 or use the down T arrow followed by to reach the Load Factory Features menu ...

Page 43: ...a replacement unit Twice a year it is recommended to perform a lock time reset on all hotel locks The data that is transferred from one FDU to another includes Current date and time External Hotel Code Current selection of features and expiries Valid Front Desk Units and the identity of any stolen FDUs that have been cancelled Valid Authorization keycards Any valid PINs in the transmitting FDU as ...

Page 44: ...Technical Support Based on the table below connect the required FDU to FDU communication cable to the Serial Port on the rear panel of each Front Desk Unit Sending FDU version Receiving FDU version Required cable Previous Generation Previous Generation Straight serial cable Previous Generation Next Generation Straight serial cable Next Generation Previous Generation Null modem cable Next Generatio...

Page 45: ... On the FDU that will transmit the data swipe a keycard with a GMA or MA authorized user level 8 Press 8 or use the down T arrow followed by to reach the Programming FDU Lock menu 9 Press 2 or use the down T arrow followed by to reach the Another FDU menu 10 Press 2 or use the down T arrow followed by for Send Configuration to put the transmitting FDU into send mode ...

Page 46: ...he administrator as an alternative to using an authorization keycard The PIN is a 4 to 8 digit code selected by either the administrator or the employee or can be suggested by the FDU To ease access to the FDU an employee having a PIN may access the FDU without their authorization keycard Instead of swiping a keycard the PIN is entered using the FDU keypad If the entered PIN matches one defined in...

Page 47: ...Ns which are detailed below Create Assign a PIN for a new or existing employee Read back verify a PIN Modify a PIN Revoke a PIN NOTE To either create or use PINs the FDU must first be configured for to use one or both of these features Please refer to Section 3 6 part 18 Accept PIN and Section 3 16 part 19 Create PIN for more details IMPORTANT For security reasons if a Hotel Restart is done see Se...

Page 48: ...t the Assign Pin line with the down T arrow Press the left W or right X arrow to set the Assign PIN value to YES The FDU will suggest a PIN that provides maximum level of security based on its internal database 5 If the suggested PIN is acceptable press and swipe the staff keycard to encode the PIN to this authorized level user 5 It is highly recommended to always use the PIN suggested by the FDU ...

Page 49: ...oke an Existing PIN a warning message will be displayed When completed press and swipe the staff keycard to encode the PIN to this authorized level user IMPORTANT For security a PIN that is written down should be kept in a safe place to prevent unauthorized people from knowing it IMPORTANT To ensure ex employees are unable to access the system it is highly recommended to NOT re enable previously u...

Page 50: ...orized user level 2 Press 7 or use the down T arrow followed by to reach the FDU Setup menu 3 Press 3 or use the down T arrow followed by to reach the PIN Management menu Swipe the keycard corresponding to the authorized user for whom a PIN is to be created Keep in mind that only certain authorization levels can have PINs The following menu will be displayed 4 To create a PIN select the Add PIN op...

Page 51: ...e entered It is highly recommended to always use the suggested PIN provided by the FDU NOTE If the PIN is already in use by another authorized user the FDU will refuse the duplicate PIN Additionally if the PIN was previously revoked a warning message will be given Refer to Section 3 5 5 1 Create Assign a PIN New employees 5 Once the PIN is acceptable press to reach the confirmation screen Press to...

Page 52: ... keycard can be verified 1 Swipe a keycard having a GMA or MA authorized user level 2 Press 7 or use the down T arrow followed by to reach the FDU Setup menu 3 Press 3 or use the down T arrow followed by to reach the PIN Management menu Swipe the keycard corresponding to the authorized user 4 The PIN information on the keycard will be displayed 5 Press twice to exit ...

Page 53: ...authorized user level 2 Press 7 or use the down T arrow followed by to reach the FDU Setup menu 3 Press 3 or use the down T arrow followed by to reach the PIN Management menu Swipe the keycard corresponding to the authorized user who s PIN is to be modified 4 The screen will display the current PIN information 5 To modify the PIN value press the down T arrow and select the Modify PIN value Use the...

Page 54: ...ghly recommended to always use the suggested PIN provided by the FDU NOTE If the PIN is already in use by another authorized user the FDU will refuse the duplicate PIN Additionally if the PIN was previously revoked a warning message will be given Refer to Section 3 5 5 1 Create Assign a PIN New employees 6 Once the PIN is acceptable press to reach the confirmation screen Press to assign the new PI...

Page 55: ... or being dismissed refer to the standard procedure described in Section 10 7 If an employee leaves or is fired 1 Swipe a keycard having a GMA or MA authorized user level 2 Press 7 or use the down T arrow followed by to reach the FDU Setup menu 3 Press 3 or use the down T arrow followed by to reach the PIN Management menu 4 Swipe the keycard corresponding to the authorized user whose PIN is to be ...

Page 56: ...press the left W or right X arrow to set the YES value 6 Select the Operation option with the down T arrow and press the left W or right X arrow to set the value to Revoke 7 Press to confirm revoking of the PIN from the FDU for that authorization level Press to revoke the PIN or to go back to the previous menu When is pressed a confirmation message is given ...

Page 57: ... FDU and not the local time 2 Press the down T arrow as needed to see the remaining parameters The time shown in the image above is the Local Time adjusted for Daylight Savings Time see Section 2 6 5 Daylight Savings Time The Version PCB serial number may be helpful when discussing any issues with Technical Support The Up Time represents how long the unit has been in operation since the last time ...

Page 58: ...ther FDUs on the property It is strongly recommended to set this feature to hide the language date and time prompts Minimum keycard required General Manager Authorization Steps required to hide the prompts 1 Swipe a keycard having a GMA authorized user level 2 Press 7 or use the down T arrow followed by to reach the FDU Setup menu 3 Press 2 or use the down T arrow followed by to reach the FDU Feat...

Page 59: ...dentification in order to confirm the number of the stolen FDU IMPORTANT The PINs assigned by the stolen FDU may be still valid throughout the property It is highly recommended to revoke all known PINs and assign new ones for all users Please refer to Section 3 5 5 PIN Management for further details The FDU Cancel procedure can be done quickly as soon as an FDU is reported stolen However for compl...

Page 60: ... Each component of the system locks card readers FDUs and every type of keycard makes use of the Hotel Code to prevent tampering The FDUs transfer the correct Hotel Code to the locks when the locks are first programmed and each keycard is automatically encoded with the correct Hotel Code by the FDU IMPORTANT The property should assign its own external Hotel Code and make new General Manager Author...

Page 61: ...ing the keycard be sure that there is sufficient manpower to pass this card through each lock in the property If necessary make more than one Hotel Restart keycard The keycard is valid only once in each lock and FDU Purpose To perform a Hotel Restart to protect the property with a personalized external Hotel Code Minimum keycard required General Manager Authorization Expiry 1 to 24 hours default 2...

Page 62: ...eycards required more than one is recommended so that there will be sufficient time to insert one in each lock on the property Press 5 Swipe the required amount of blank keycards through the FDU until the requested number of cards is encoded NOTE Hotel Restart keycards should only be handled by upper management or other persons in a position of trust 6 On the FDU used to make the Hotel Restart key...

Page 63: ...r any other GMA keycards in use on the property This ensures that the two spare GMA keycards will always be valid if they are required for emergency use IMPORTANT Encode two new Initialization keycards and two Emergency keycards using the restarted FDU and store them in the safe along with the spare GMA keycards These keycards may be required in the future to service the system 10 If the property ...

Page 64: ...d be reassigned When encoding Staff keycards remember to print out the information of each keycard created in order to record each sequence id 3 5 10 Resetting the FDU Purpose To reset the FDU if it becomes frozen permanently stuck at one step or screen Minimum keycard required N A To reset the FDU use a pin or flattened paper clip to depress the reset button located behind the hole on the bottom ...

Page 65: ...r details on setting this feature Each employee using POS verifier mode should have a unique POS Authorization keycard with a different number from 1 to 200 The POS function is the same as the Read Card function described in Section 4 9 2 Reading a Guest Keycard The POS Authorization keycard gives access to only that function The FDU audit records each use of a POS Authorization keycard to read gu...

Page 66: ...t are unused or linked to specific rooms should be set to NO 3 6 1 Language Purpose Sets the language for the FDU display Shortcut Swipe a GMA keycard press 7 2 and 1 Default The language is set when the FDU is initialized Options The FDU can be configured to operate in different languages English French Spanish etc This feature allows the user to select one of the languages for all the screens an...

Page 67: ... for details on changing the default value Use the left W or right X arrow to select the value desired Press to save the setting 3 6 3 Enable Guest Common Areas Purpose There are eight Guest Common Areas available Guests may be granted access to all or only to some of these areas Admission to the common areas can be granted automatically when the keycard is encoded Alternatively each time a keycar...

Page 68: ...omatically to certain rooms enter No for the specific Common Area s If the area is to be encoded automatically on all guest keycards enter AUTO for the specific Common Area s Notes Do not press after each entry Press the up S or down T arrow keys to select the Common Area and the left W or right X arrow to choose between YES NO and AUTO Press to save the changes or to return to the previous menu w...

Page 69: ...ported on Generation E 760 locks or 770 locks 3 6 5 Staff Access to Guest Common Areas Purpose Staff can be given automatic access to a selection among the eight Guest Common Areas available When this option is enabled the selected Guest Common Areas are encoded on each staff keycard Shortcut Swipe a GMA keycard press 7 2 2 2 and 2 Default Disabled Options YES Enabled NO Disabled AUTO Automatic on...

Page 70: ...eys to select the Common Area and the left W or right X arrow to choose between YES NO and AUTO Press to save the changes or to return to the previous menu without saving the changes 3 6 6 Staff Common Areas Purpose There are sixteen Staff Common Areas available Staff may be granted access to all or only some of these areas Admission to the common areas can be granted automatically when the keycar...

Page 71: ...r right X arrow to choose between YES NO and AUTO Press to save the changes or to return to the previous menu 3 6 7 Time Zones 3 6 7 1 Fixed Time Zones Purpose There are six fixed time zones that can be used to limit staff access to any lock in the system except for the RAC Model 3 5 4 4XT Card Readers see Section 3 6 part 7 2 Flexible Time Zones Time zone 0 00 00 to 04 00 hrs Time zone 4 04 00 to...

Page 72: ...the Time Zone is not to be offered enter No no staff will have access during that Time Zone If the Time Zone is to be encoded automatically on all staff keycards enter AUTO all staff will have access during that Time Zone Notes Do not press after each entry Press the up S or down T arrow keys to select the Time Zone and the left W or right X arrow to choose between YES No and AUTO Press to save th...

Page 73: ...r Passage will be valid during the intervals in the assigned Flexible Time Zone and are not valid access denied outside of those intervals The Passage keycard swiped outside the intervals will put the door in Passage mode at the proper time Shortcut Swipe a GMA keycard press 7 2 and 5 Default No restrictions access provided 24 hours a day Options The Features Menu allows setting up of the time int...

Page 74: ...Time Zones represent the internal time not the local time There is no one hour grace period built in to allow for the change from Standard Time to Daylight Saving Time Reprogram the RAC twice per year to compensate when clocks are changed 3 6 8 Checkout Time Purpose The property checkout time can be set to any hour from 00 00 to 23 00 in one hour intervals While the expiry date can be different fo...

Page 75: ...period such as programming a number of locks in sequence or performing a Hotel Restart The Front Desk Unit time out selection varies as described below Bellman s Authorization Time out occurs automatically after each encoded keycard Front Desk Master Programming and General Manager Authorization Time out can be up to 20 minutes To avoid illicit unauthorized usage of the FDU by someone other than i...

Page 76: ...d by the staff member using the FDU Shortcut Swipe a GMA keycard press 7 2 3 and 1 Default Disabled Options YES Enabled NO Disabled When set to YES as shown above 1 hour is added to the system time to account for daylight savings time An asterisk on Local Time indicates daylight savings time is active When set an asterisk will also be shown next to the time on the status line from the main screen ...

Page 77: ...ly available on triple track FDU systems FDU B 3 6 12 PMS Interface Options Purpose Allows the FDU to be used with various Property Management Systems available by third party vendors These options are to be used only for the Standard direct interface configuration and only by the technician installing the interface For the Gateway II indirect interface configuration the factory default value must...

Page 78: ...ally If the PA level is disabled any PA keycards in circulation automatically become Front Desk Authorization keycards Shortcut Swipe a GMA keycard press 7 2 3 and 4 Default PA level disabled Options YES Enabled NO Disabled When PA Level Enable is set to YES Programming Authorization keycards Authorization numbers 101 to 120 can be created for staff By default PA Level Enable is set to NO and Prog...

Page 79: ...ber must also be entered to show the information on the Guest keycard Use the left W or right X arrow to toggle between YES and NO Press to save the setting 3 6 15 Disable Prompts Purpose To hide or show language date time initialization prompts when the FDU is reset After the system has been installed and configured it is preferable that the prompts for these important parameters be disabled to a...

Page 80: ...property locks Use the left W or right X arrow to toggle between YES and NO Press to save the setting 3 6 16 Disability Option Purpose Intended for guests who may require extra time to turn the handle on a door the Disability Option allows the time a lock remains open to be extended to 15 seconds if desired Only available on Generation E 760 770 series locks Shortcut Swipe a GMA keycard press 7 2 ...

Page 81: ... open the door Use the left W or right X arrow to toggle between YES NO and AUTO Press to save the setting 3 6 17 Enable POS Purpose Enables or disables the POS verifier mode Shortcut Swipe a GMA keycard press 7 2 3 and 4 Default Disabled Options YES Enabled NO Disabled When Enable POS is set to YES the FDU can create POS Verifier Mode keycards Additionally if the FDU is to be used for POS verific...

Page 82: ... allow the use of PINs as a replacement for certain authorization levels By default Accept PIN is set to NO and the FDU will not allow the use of PINs to access the system In this configuration an authorization keycard is always required to access the FDU Use the left W or right X arrow to toggle between YES and NO Press to save the setting 3 6 19 Create PIN Purpose Enables the FDU to allow the cr...

Page 83: ...on the FDU to being either a 12H or 24 H format The date format will also be changed dependent on the format selected Shortcut Swipe a GMA keycard press 7 2 and 1 Default 24H Options 12H Time format is 4 35P date format is mm dd yyyy 24H Time format is 16 35 date format is yyyy mm dd Use the left W or right X arrow on Time Display to toggle between 12H and 24H formats Press to save the setting 3 6...

Page 84: ...ht X arrow to toggle between YES and NO NO will preserve any setting on the locks and YES will allow modifications Select the Global Priv Ovr option and use the left W or right X arrow to toggle between YES and NO NO will disable the privacy override and YES will enable it Notes The Global Privacy Override allows the Australian Privacy functionality This allows Section and Guest to override the de...

Page 85: ...ose Authorization keycard was used to make the keycard This encrypted information has billions of possible combinations which prevents a keycard from opening a door for which it has not been programmed 4 2 The Major Categories of Keycards There are 5 major categories of keycards each with a distinct function according to the following table All keycards are encoded using the FDU The individual key...

Page 86: ...ble 4 2 1 Entry keycards Each lock is programmed with the access levels that apply to the specific door it controls see also section 5 3 Programming Locks and Remote Access Controllers The lock accepts Entry keycards if their date and time stamp is valid if they have not expired and if their Room Sub Master or Master level address matches the addresses programmed in the lock The Master level addre...

Page 87: ... will not appear on the screen of the FDU Authorization keycards are hierarchical The higher levels include access to all the functions of the lower levels as follows Auth s Authorization Level Main Applications 1 100 FDA Front Desk Making Guest keycards 101 120 PA Programming Communicating with locks 161 180 MA Master Most FDU functions and settings 181 200 GMA General Manager All FDU functions a...

Page 88: ...sman s lockout a guest can prevent staff or other personnel from entering the room when away Lockout Level Room s Affected Access Levels Locked Out Lockout Removal Room Specific room All except Emergency Room Unlock or Hotel Unlock keycard Hotel Any room All except Emergency Hotel Unlock keycard or specific rooms with Room Unlock keycard Group Rooms in a specific Group Guest only New Guest keycard...

Page 89: ...the lock These levels allow a lock to be adapted to a different pattern of staff assignments or temporarily assigned to a combination of rooms forming a Convention Suite without using the FDU see Sections 4 10 parts E 1 through E 5 Since the Reset keycard also updates the time stamp table in the lock it cancels the previous Guest Convention Suite or Sub master Section Floor Group Zone Area level k...

Page 90: ...the system must be configured to allow this function Refer to Section 3 6 part 19 Create PIN for further details In order to accept the usage of PINs on an FDU the system must be configured to allow this function Refer to Section 3 6 part 18 Accept PIN for further details IMPORTANT With the exception of doing a FDU FDU synchronization see Section 3 5 4 Transferring Data to Another FDU there is no ...

Page 91: ...or has the responsibility to manage the choice of the PIN being used The administrator must avoid PINs being easy to identify such as 1234 or the birthdate of the user The administrator has the responsibility to manage the duplication of PINs when more then one FDU is used for assigning PINs within the same property If the requested PIN is not already allocated to another employee it becomes a val...

Page 92: ...to create PINs the administrator can create the PIN access on each FDU for a given user using the same PIN The other option for transferring the PIN to another FDU is to perform a FDU to FDU transfer refer to Section 3 5 4 Transferring Data to Another FDU All configuration information as well as PINs defined within the source FDU will overwrite those in the destination FDU 4 3 Updating and Cancell...

Page 93: ...ustrates how the new guest s keycard invalidates all previous Guest level keycards when it is first used in the lock Figure 4 3 1 Cancellation of previous Guest keycards Example 2 Grand Master Reset Keycard The Grand Master keycard is always a duplicate see Section 4 5 New Versus Duplicate Keycards and Section 4 10 part A 16 Grand Master so that more Grand Master keycards can be made at any time w...

Page 94: ...en a keycard is encoded the expiry date and time after which it will no longer be valid is encoded on the keycard There are two types of expiries variable and selectable The Guest levels have a variable expiry meaning that the expiry may be chosen when making a keycard if the Variable Expiry option is enabled in the Features Menu see Section 3 6 part 2 Variable Expiry For all other types of keycar...

Page 95: ...p in lock memory is updated for that level and all previous keycards New or Duplicate are cancelled 4 5 2 Duplicate Keycards The system provides for the addition of users in situations where invalidating existing keycards is not wanted Duplicate keycards should be made in situations where it is necessary to add a user for example an additional occupant arriving to join an existing guest in the sam...

Page 96: ...ster and Emergency keycards are always Duplicates in order to avoid a situation in which a New Master level keycard could invalidate other Master keycards in some or all of the locks leading to confusion in an emergency To invalidate these keycards a Reset keycard must be used in all locks To avoid the mistake of invalidating current keycards ensure that New keycards are not issued when a Duplicat...

Page 97: ...the display when keycards are being made and the default value for that feature will automatically be encoded on the keycard Many of the options are enabled or disabled based on the choice of YES NO or AUTO as the feature setting In these cases the definitions of the choice of YES NO or AUTO is as follows YES The FDU will prompt the user as to whether or not this option is to be added to each keyc...

Page 98: ...e check out time after which a Guest level keycard automatically becomes invalid The default time is displayed in the following format In 12H mode the right X arrow alternates between AM and PM in 24H mode it is not used Using the numeric keypad a new Expiry Hour can be entered When all other parameters nights number of cards etc are set press to encode the keycard 4 6 1 2 Guest Common Areas Appli...

Page 99: ...s and RAC models 3 5 4 4XT If this option is encoded on the keycard it will not have any effect on these products Applicable keycards Guest Adjoining Suite Common Door Suite Convention Suite Pre registered Guest Pre registered Adjoining Suite and Pre registered Common Door Description The Salesman s Lockout feature offers increased protection for the guest s privacy and valuables when the guest is...

Page 100: ...sman s Lockout feature will not be encoded on the keycard When set to YES default value when enabled the Salesman s Lockout feature will be encoded on the keycard 4 6 1 4 Guest Folio Number Applicable Keycards Guest Adjoining Suite Common Door Suite Convention Suite and Pre registered Description Some properties use a folio number to track guest preferences or to post charges from Point of Sale lo...

Page 101: ... X arrows to change between available values When set to NO the Disability Option will not be encoded on the keycard and doors will open only for the standard 4 second delay When set to YES default value when enabled the Disability Option will be encoded on the keycard and applicable doors will open for 15 seconds 4 6 2 Options for Staff Level Keycards 4 6 2 1 Staff Common Areas Applicable Keycard...

Page 102: ...alue to YES if it is to be encoded on the staff keycard When the areas are set accordingly press The following is displayed when ready to encode specific Staff Areas to a Staff card If all 16 Staff Areas are available and set to YES for a Staff keycard the following is shown When all required parameters are set press to encode the keycard with access to the selected Staff Common Area s 4 6 2 2 Gue...

Page 103: ... selects whether or not to grant access to the available Guest Common Areas Press the right X arrow to choose the Guest Common Area s to encode on the staff keycard Use the up S or down T arrows to select each Guest Common Area available By default the value is set to NO Press the left W or right X arrow to set the value to YES if the particular Guest Common Area is to be encoded on the staff keyc...

Page 104: ...0 to 20 00 hrs 6 Time Zone 20 20 00 to 24 00 hrs Press the right X arrow to access the available timezones Each Timezone that is set to YES in the Fixed Time Zone Menu refer to section 4 6 part 7 1 Fixed Time Zones will be displayed and defaulted to NO Press the left W or right X arrow to set the value for any desired Timezone to YES When the keycard is encoded the staff will only have access to l...

Page 105: ...erent users on different FDUs on the same property 4 6 3 3 Assigning a PIN when making an authorized keycards If the FDU has been configured to accept the creation of PINs see 3 6 3 1 a PIN may be assigned to certain employee levels as an alternative to their keycard Applicable keycards Front Desk POS Bellman s and Programming authorization levels Description Allows a PIN to be assigned to an auth...

Page 106: ...options are accessible Keycard menu Reset Keycard menu 3 Press or 1 to select the Guest Keycard menu or scroll down to the Reset Keycard menu with the T arrow and press or by pressing 5 4 The FDU will display a list of the keycards that are available at the Authorization level that was used to activate the FDU Guest Keycard Reset Keycard ...

Page 107: ...5 1 5 1 6 Pre registered Guest Yes 5 1 6 1 7 Pre registered Adjoining Suite Yes 5 1 6 1 8 Pre registered Common Door Suite Yes 5 1 6 Lock Action Card 4 1 Battery Test No 4 2 Programming No 4 3 Installation Initialization No Test Lock No 4 4 Passage Guest Room Yes 5 2 Guest Common Area Yes 5 2 Staff Common Area Yes 5 2 Restricted Area Yes 5 2 4 5 Lockout Unlock Group No Room No Hotel No 4 6 Hotel R...

Page 108: ...pe A series of questions may be asked or various options configured dependent on the keycard type selected For example When Guest keycards are made the FDU asks for the room number In addition some fields can be manually changed such as the number of nights expiry hour if the keycard is New or a Duplicate and the number of cards desired Other fields may also be available dependent on the FDU featu...

Page 109: ...ycard be swiped For example for an Adjoining Suite the FDU screen will show Insert and swipe the first keycard If more than one keycard has been requested the FDU will prompt for additional keycards to be swiped Continue encoding blank keycards until the number requested have been done NOTE Keycards must be passed evenly through the encoder with the magnetic stripe down and to the right away from ...

Page 110: ...ess or press 1 to select the Guest menu Enter room number 101 as example Other options can be changed such as Expiry Hour New or Duplicate Key and any other options enabled in the FDU Press when all options are set to encode the keycard 4 The FDU will request a keycard to be swiped Insert and swipe a keycard ...

Page 111: ...nter or with a USB memory stick and a PC with a text editor or standard spreadsheet program NOTE Some serial or USB line printers may not work properly with the FDU Call Kaba Ilco for assistance To print out the staff information from the FDU audit follow the steps described below 1 Swipe a keycard having a GMA or MA authorized user level 2 Use the down T arrow followed by to reach the Audit Repor...

Page 112: ...int only the staff information select Filter with the down T arrow and use the left W or right X arrow to set it to Staff 4 Press to start the printing of the staff audit 4 9 Verifying and Reading Keycards 4 9 1 Verifying a Guest Keycard Purpose If a Guest level keycard is not functioning properly it can be verified using the Read Verify function The guest s room number encoded on the keycard must...

Page 113: ...not a Guest keycard type the FDU will display an error message of Invalid Keycard Type and return to the previous menu Otherwise the user will be prompted for the room number if required 4 Enter the room number of the keycard being verified then press For a room that is part of a Common Door Suite enter the Common Door number If the keycard does not match the room number entered the FDU will displ...

Page 114: ... 2 Reading a Guest Keycard Purpose A Guest keycard can be read without knowing the room number if the Read Back without Verification option is enabled Refer to Section 3 6 part 14 Guest Keycard Read Back Enable without Room for details This procedure allows the room number to be determined and can have an adverse impact on security if misused For security reasons this function is audited carrying ...

Page 115: ... or as a shortcut simply press 2 3 Swipe the keycard to be verified The information encoded on the keycard is shown on the screen 4 To see the remaining information use the down T arrow If the FDU is a triple track system allowing Folio numbers and the keycard has no folio defined the information shown will have a blank information for the Folio If the FDU is a triple track system allowing Folio n...

Page 116: ...ng a Staff keycard is intended to provide proof that a Staff keycard was returned and that it was the same Staff keycard issued to the employee for which they signed the corresponding entry in the log It can also be used to verify the Staff keycard if it is malfunctioning This function is audited in the FDU and a record can be printed if required Minimum authorization level Master Authorization St...

Page 117: ...card having the minimum authorization level with the exception of the FDA authorization level For the FDA level after logging into the FDU the home key must be pressed to use the short cut indicated Parameters indicated are fields that are always available for the inputting of values or for the selection of available values based on the FDU options being configured with the factory default configu...

Page 118: ...ipe authorized keycard press 1 and 1 Expiry From 1 hour to 2730 nights Factory default expiry 1 night Parameters Room number New Duplicate Nights Number of cards Expiry Hour Options Guest Common Areas Folio Number Disability Option Salesman s Lockout A 2 Guest One shot Purpose Opens a specific room only once for use by walk ins maintenance by an external contractor etc Minimum keycard Front Desk A...

Page 119: ...ot Possible 106 101 116 107 122 117 108 123 118 114 Rooms not within a 15 room number range See Convention Suite Keycard Rooms belong to a Common Door Suite Minimum keycard Front Desk Authorization Shortcut Swipe authorized keycard press 1 and 2 Expiry From 1 hour to 2730 nights Factory default expiry 1 night Parameters Main Room Expiry Hour Add Room New Duplicate Nights Number of cards Options Gu...

Page 120: ...ry From 1 hour to 2730 nights Factory default expiry 1 night Parameters Common Door Expiry Hour Add Room New Duplicate Nights Number of cards Options Guest Common Areas Salesman s Lockout Folio Number Notes When enabled the FDU will ask for the suite number of the common door and provide the option to specify the inner doors to provide access to as well A 5 Convention Suite Purpose Opens each door...

Page 121: ... Pre registered Guest A 7 Pre registered Adjoining Suite A 8 Pre registered Common Door Suite Purpose Pre registered keycards for a Guest Room Adjoining Suite or Common Door Suite can be made up to 10 days before the guest s registration begins This feature is intended to speed check in during peak periods or for large groups who have booked in advance Pre registered keycards only become valid at ...

Page 122: ...ptions Same as corresponding Guest level keycard Notes The Pre registered keycard may become valid up to one hour before its selected registration time which is kept only in hours and is added to the time in hours and minutes that the card was made For example a Pre registered keycard which is made at 08 25 with a registration time of 16 00 will become valid at 15 25 on the appropriate date in ord...

Page 123: ... Floor Group Zone and Area are used for access by staff who should not have master key privileges e g office staff housekeepers and housekeeper managers maintenance workers laundry room service etc Each Sub master level is divided into 255 addresses Rooms to which the same staff member or team of staff members require access should be keyed alike Example There is no hierarchy of Sub master levels ...

Page 124: ...ones that apply to Staff keycards see Section 3 6 part 7 1 Fixed Time Zones A 15 Bellman s Master Purpose Opens every room on the property except for Restricted Areas or rooms that have been locked out using the deadbolt or privacy lock the Salesman s Lockout a Room Lockout keycard or a Hotel Lockout keycard The Bellman s Master keycard operates at the room and suite levels only There are no Time ...

Page 125: ...d Master keycard should be tightly restricted since it can open any room in the property and is usually set for a relatively long expiry The Grand Master is always a duplicate keycard so that it cannot be cancelled unintentionally by a more recently encoded keycard if Grand Master keycards are issued to more than one employee If it is necessary to cancel this keycard use a Grand Master Reset keyca...

Page 126: ... strictly controlled because a lost keycard can open any room in the property The Emergency keycard is always a duplicate keycard It does not invalidate previous issued keycards If an Emergency keycard is lost it is absolutely necessary to issue an Emergency Reset keycard and insert this keycard in all locks Replacement Emergency keycards may then be issued Minimum keycard General Manager Authoriz...

Page 127: ...t Swipe authorized keycard press 6 and 2 Expiry None B 2 Bellman s Authorization BMA Purpose For encoding a Bellman s Master keycard only Intended to be issued to each bellman to encode their own Bellman s Master keycard during their shift as needed on any FDU in the facility Since the Authorization keycard used to make the Bellman s Master is audited the identity of the bellman who enters a room ...

Page 128: ...ess all the functions of an FDA Not valid in locks Authorization s 161 to 180 Minimum keycard General Manager Authorization Shortcut Swipe authorized keycard press 6 and 2 Expiry None B 4 Programming Authorization PA Purpose Grants access to all FDU functions needed to program or audit locks In addition grants access to the same functions as the FDA keycard Authorization s 101 to 120 Minimum keyca...

Page 129: ...ould be stored in a safe If it is necessary to use one of the spare GMA keycards immediately make another spare and lock it in the safe B 6 POS Authorization Purpose Grants access to the functions of the Point of Sale Verifier mode of the FDU There are no menus associated with the POS mode Simply swipe the POS Authorization keycard to put the FDU in POS Verifier mode that can be used to verify a g...

Page 130: ...eycards in circulation except the Emergency keycard Access to authorized keycards can only be restored by swiping a Hotel Unlock keycard Specific rooms may be unlocked using a Room Unlock keycard Minimum keycard General Manager Authorization Shortcut Swipe authorized keycard press 4 and 5 Expiry Selectable from 1 hour to 65 535 hours 7 years Factory default expiry 24 hours Parameters Number of car...

Page 131: ...d room locked out by a Room Lockout keycard Minimum keycard General Manager Authorization Shortcut Swipe authorized keycard press 4 and 5 Expiry Same as Room Lockout keycard Factory default expiry 24 hours Parameters Room number Number of cards C 5 Group Lockout Purpose Invalidates the previous Guest level keycard and prevents guests from returning to rooms from which they have checked out This ke...

Page 132: ...fault expiry 365 nights Parameters Group Number Number of cards Notes The Group Lockout keycard does not work in the common door of a Common Door Suite The Group Lockout keycard will not invalidate Guest keycards issued up to 45 minutes prior to its use in the lock ...

Page 133: ...ded Any Sub master or Master keycard will also prompt the low battery indicator just before giving access to the door and the same sequence of indicator lights will be displayed i e a low battery is indicated by red and green lights flashing together No battery indication is available for any guest keycards D 2 Programming Purpose Prepares the lock for communication with the Front Desk Unit Minimu...

Page 134: ...ess 4 and 4 Expiry From 1 to 2730 nights Factory default expiry 1 night Parameters Type Guest room Guest Common Area Staff Common Area Restricted Area Notes For security reasons when a lock is in passage mode the lock will not indicate give any indication that it is set in this state All valid keycards will provide the same indications as if the lock was in its regular state D 4 Hotel Restart Purp...

Page 135: ...2 to reach the Technical Support Menu then call Kaba Ilco for assistance Expiry From 1 to 24 hours Factory default expiry 24 hours Parameters FDU number of stolen unit Notes Call Kaba Ilco for assistance D 6 Initialization Purpose Initializes the lock during a first time installation or after an interruption of battery power e g during a battery replacement or whenever the battery power is tempora...

Page 136: ...he lock installers to access rooms during the installation Test Lock keycards do not work after a lock has been initialized Refer to lock installation instructions Minimum keycard Programming Authorization Shortcut Swipe authorized keycard press 4 and 3 Expiry No Expiry Factory default expiry None Parameters Number of cards ...

Page 137: ...Section 3 10 part C 5 Group Lockout ii Suppose that a guest has lost their keycard and is away from the property To cancel their lost keycard without giving access to the room and without encoding a new keycard until they return the corresponding Reset keycard should be encoded and inserted in the lock to the guest s room Minimum keycard Front Desk Authorization Shortcut For Guest Reset Swipe auth...

Page 138: ...red Reset Purpose Invalidates any pre registered keycard before it becomes valid The Pre registered Reset keycard must be encoded after the Pre registered keycard it is intended to cancel The Reset keycard must be inserted in all locks leading to the specified guest room or suite If the pre registered keycard is already valid use a Reset keycard for the corresponding guest room Minimum keycard Mas...

Page 139: ...n staff assignments or to high and low season needs of the property Example i If a housekeeper for Section 1 loses their keycard insert a Section 1 Reset keycard in all Section 1 locks and issue new Section 1 keycards or make new Section 1 keycards and insert one of them in all Section 1 locks ii If the season changes from high to low and the rooms in Sections 1 and 2 need to be combined into one ...

Page 140: ... the property Replacement Master level keycards can then be issued Minimum keycard Master Authorization Shortcut For Bellman s Master Reset Swipe authorized keycard press 5 3 and 3 For Grand Master Reset Swipe authorized keycard press 5 3 and 4 For Emergency Reset Swipe authorized keycard press 5 3 and 5 Expiry From 1 to 24 hours Factory default expiry 24 hours Parameters None Options None E 16 Pa...

Page 141: ...Chapter 4 130 Kaba Ilco Lodging Access Control System Notes Does not cause the lock to revert from Passage mode to Normal mode ...

Page 142: ...status Possible responses from the visible indicator and actions where applicable Indicator Light Condition and Action Required Flashing Green Access granted Turn handle to open door Flashing Red Access granted to Emergency keycard while a lockout is in place Turn handle to open door Single Green Input from Reset or Lockout keycard accepted Access is not granted Follows a FDU cancel a hotel restar...

Page 143: ...hes every half second Power on or reset while mechanical override is on Disengage mechanical override reconnect the batteries cam not engaged Double short flash of Red LED every 4 sec Advanced fail mode memory failure Lock circuit board needs to be changed Green and Red single flash together then green once Successful initialization Green and Red single flash together then red once Unsuccessful in...

Page 144: ...uthorization Programming and Initialization keycards while the communication cable is connected between the FDU and the lock or RAC Connect the cable just before sending or reading the information Figure 5 3 The communication cable is connected to Serial Port A on the rear of the FDU and then inserted in the reader slot of the lock or card reader so that the infrared communication device is level ...

Page 145: ...gement Table 5 3 1 Access levels The Guest or Restricted Area address can only be set by the FDU and should be different for every lock on the property unless there is more than one door to the same room The Sub master levels are variable addresses meaning that they can be changed without the use of the FDU by a Reset keycard allowing the room assignments of staff throughout the property to be cha...

Page 146: ...ammed as 0 the lock will not respond to any key card at that level For example to prevent any Zone keycard from opening the door set the Zone to 0 Likewise the linen storage on Floor 2 to be used only by Floor 2 keycard holders can be programmed as Room 0 and Floor 2 5 3 2 Programming Guest Room Locks Purpose To program the addresses of a lock that is a normal guest room or other room i e not a ro...

Page 147: ...tion Suite Reset keycard at the time the room becomes a part of a Convention Suite see section 4 10 part E 5 Convention Suite Reset Other types of doors do not have a Convention Suite address and cannot be part of a Convention Suite Equipment required FDU Lock communication cable Initialization keycard Programming keycard Not required for RAC Completed Planning Forms Minimum keycard required Progr...

Page 148: ... lock Enter a room number Scroll through the list using the S and T keys to view the Guest Section Floor Group Zone and Area addresses To move to a different line use the up S or down T arrow Press when ready to program the lock 7 Insert the Programming keycard in the lock after which the green indicator light should be lit Connect the communication cable from the FDU to the lock and press any key...

Page 149: ...mum of 8 see Section 4 10 part A 4 Common Door Suite for an example If the inner doors are to be rented separately and are fitted with electronic locks the common door and the inner doors require a special program The common door must recognize keycards for the inner doors If the inner doors are rented to different guests their New keycards DO NOT invalidate each other in the Common Door Level Ava...

Page 150: ...both Guest levels before granting access None of the doors in the suite may be part of an Adjoining Suite Like Guest room doors doors in a Common Door Suite are programmed with addresses for the five Sub master levels to permit staff access Equipment required FDU Lock communication cable Initialization keycard Programming keycard Completed Planning Forms Minimum keycard required Programming Author...

Page 151: ...followed by to reach the Programming FDU Lock menu 4 Press 1 or to reach the Lock Programming menu 5 Press 3 or use the down T arrow followed by to reach the Program Common Suites menu 6 Using the left W or right X arrow select the Common Door option then press T and enter the room number ...

Page 152: ...es if necessary and press when ready to program the lock 9 Insert the Programming keycard in the lock and ensure the green indicator is lit Connect the communication cable from the FDU to the lock and press any key on the FDU to send the programming to the lock The addresses are now assigned Every time lock addresses are programmed the FDU sets the lock s internal clock to the correct time so ther...

Page 153: ...8 see Section 4 10 part A 4 Common Door Suite for an example If the inner doors are to be rented separately and are fitted with electronic locks the common door and the inner doors require a special program The common door must recognize keycards for the inner doors If the inner doors are rented to different guests their New keycards DO NOT invalidate each other in the Common Door Level Available ...

Page 154: ...ms both Guest levels before granting access None of the doors in the suite may be part of an Adjoining Suite Like Guest room doors doors in a Common Door Suite are programmed with addresses for the five Sub master levels to permit staff access Equipment required FDU Lock communication cable Initialization keycard Programming keycard Completed Planning Forms Minimum keycard required Programming Aut...

Page 155: ...ock menu 4 Press 1 or to reach the Lock Programming menu 5 Press 3 or use the down T arrow followed by to reach the Program Common Suites menu 6 Press the down T arrow to enter the room number Scroll through the list of addresses using the S and T keys to view the Common Door Inner Door Section Floor Group Zone and Area Addresses ...

Page 156: ... to program the lock 8 Insert the Programming keycard in the lock and ensure the green indicator is lit Connect the communication cable from the FDU to the lock and press any key on the FDU to send the programming to the lock The addresses are now assigned Every time lock addresses are programmed the FDU sets the lock s internal clock to the correct time so there is no need to reset the lock time ...

Page 157: ...e programmed separately see Section 5 5 Remote Access Controller Models 3 5 4 4XT Flexible Time Zones Common Area locks recognize any Guest level or Staff level keycard that was encoded with the corresponding Common Area as long as it has not expired The lock does not maintain a table of the most recent keycard used There are no Sub Master or Bellman s Master levels available in a Common Area lock...

Page 158: ...r RAC has been interrupted insert the Initialization keycard in the lock or RAC The red and green indicators should light and then only the green indicator should flash Re insert the Initialization keycard if the pattern of indicator lights described is not observed 2 On the FDU swipe a keycard or enter a PIN value having a Programming authorized user level 3 Press 8 or use the down T arrow follow...

Page 159: ...ay be assigned to a single lock Select the Guest Common Area from 1 8 e g 1 2 4 and then press 6 Using the left W or right X arrow select the Staff Common Areas option and then press T Press the right X arrow to display all Staff Common Areas 7 More than one of all 16 Staff Common Area addresses may be assigned to a single lock Select the Staff Common Area from 1 16 e g 1 4 7 and then press NOTE O...

Page 160: ...signed Every time lock addresses are programmed the FDU sets the lock s internal clock to the correct time so there is no need to reset the lock time Remove the communication cable from the lock 5 3 6 Programming Restricted Area Locks Purpose To program the address of a lock for a Restricted Area The only keycards accepted by Restricted Area locks are the correctly addressed Restricted Area keycar...

Page 161: ...the lock The red and green indicators should light then only the green indicator should flash Re insert the Initialization keycard if the pattern of indicator lights described is not observed 2 Swipe a keycard or enter a PIN value having a Programming authorized user level 3 Press 8 or use the down T arrow followed by to reach the Programming FDU Lock menu 4 Press 1 or to reach the Lock Programmin...

Page 162: ...ock Addresses This function allows the FDU to download the addresses and the table of valid keycards from a lock and to transfer the information to another lock The address information can be edited before sending it to another lock but not the valid keycard information The FDU can send all or only selected Sub Master addresses to the receiving lock 5 4 1 Lock Replacement or Retrofit When a lock i...

Page 163: ...y includes Floors 10 15 should also include Floors 16 20 There may be several keycards already in circulation for Group 2 that would be inconvenient to replace If Group 2 is expanded by using a Group 2 Reset keycard in locks on Floors 16 20 these locks will recognize a later time stamp for Group 2 than the locks on Floors 10 15 Consequently the Group 2 keycards currently in circulation will work o...

Page 164: ...ogramming authorized user level 3 Press 8 or use the down T arrow followed by to reach the Programming FDU Lock menu 4 Press 1 or to reach the Lock Programming menu 5 Press 2 or use the down T arrow followed by to reach the Reset Addresses menu 6 Insert the Programming keycard in the lock that is to be the source for the addresses old lock or a neighbouring lock and ensure the green indicator is l...

Page 165: ...card in the lock that is to be the destination for the addresses new or replacement lock and ensure the green indicator is lit Connect the communication cable from the FDU to the source lock and press any key on the FDU to send the valid addresses and keycards The addresses have been sent Remove the communication cable from the lock 5 5 Remote Access Controller RAC Models 3 5 4 4XT Flexible Time Z...

Page 166: ...ble Time Zones When an otherwise valid entry keycard is swiped in the card reader of RAC Models 3 5 4 or 4XT 4 at a time of day that does not fall in one of the intervals of the selected time zone access will be denied and the red indicator will flash once If no time zone is selected the RAC will accept valid keycards regardless of the time of day The use of the Emergency keycard is not restricted...

Page 167: ...ion Steps to program RAC Time Zones 1 Swipe a keycard or enter a PIN value having a Programming authorized user level 2 Press 7 or use the down T arrow followed by to reach the FDU Setup menu 3 Press 2 or use the down T arrow followed by to reach the FDU Features menu 4 Press 5 or use the down T arrow followed by to reach the Flexible Timezones menu ...

Page 168: ...has been disconnected or twice per year to eliminate time drift between the locks and the FDUs A lock which has been taken off battery power for more than a few seconds will not function until its time is reset even when the batteries are replaced This is a precaution to ensure that the time stays accurate All the lock addresses the table of valid keycards and the lock audit are retained in memory...

Page 169: ...itialization keycard in the lock The red and green indicators should light and then only the green indicator should flash Re insert the Initialization keycard if the pattern of indicator lights described is not observed 2 Swipe a keycard or enter a PIN value having a Programming authorized user level 3 Press 8 or use the down T arrow followed by to reach the FDU Programming menu 4 Press 1 or to re...

Page 170: ...m the lock 5 7 The Emergency Override Locks are equipped with an override located behind the decorative medallion for use in an emergency These overrides may be mechanical or electrical in nature Figure 5 7 Override location Generation E 760 770 locks can be overridden electronically using the FDU and communication cable or by drilling the handle 5 7 1 The Mechanical Override Locks with a mechanic...

Page 171: ... with a special change key This should only be done when replacing a defective lock at which time the same cylinder should be placed in the replacement lock Follow the instructions that were shipped with the lock It is very important that keys and cylinders be secured at all times In the event that a mechanical key is lost or stolen please notify Kaba Ilco immediately 5 7 2 The Electronic Override...

Page 172: ...evators using relays There is an ON OFF override switch built into the RAC panel box Each individual device should have an appropriate override installed to meet safety codes An elevator for example should have a stop button 5 8 The FDU Override As an alternative to mechanical and electrical overrides the FDU provides an easier way to override the privacy of 760 770 and 710 II lock models When the...

Page 173: ...Chapter 5 162 Kaba Ilco Lodging Access Control System door configurations as found in International locations Refer to Section 3 6 part 21 Privacy Override for more details ...

Page 174: ...In short the System Administrator will become the in house expert on the system All major operations that underlie the security of the system such as programming locks maintaining records issuing the more powerful keycards and performing critical procedures such as a Hotel Restart should only be done in consultation with the System Administrator Whenever the assistance of Kaba Ilco is required the...

Page 175: ...the factory Enter the range of linked rooms and circle NO for the default selection so that other rooms will never be given this Common Area Example of Form B A part 1 Description Given To Default Linked Rooms 1 Elevator and side entrances All guests Yes No Auto 2 Pool and tennis All guests Yes No Auto 3 Parking gate Paying guests Yes No Auto 4 Penthouse elevator access Penthouse Yes No Auto 2201 ...

Page 176: ...erred For example if the system administrator prefers to use the Floor level because it represents the best representation it is fine with the FDU system another system administrator having to define the same access as the first one may prefer to use the Zone level which is also correct It is not mandatory to use all 5 levels if only some of them are required NOTE The Group level is designed for h...

Page 177: ...tion or a certain number of Sections into each Group etc In fact though Section always appears as a lower level than Floor this need not be the case The following example shows some rooms along with the levels used to access the rooms Both the Emergency and General Manager level access all rooms Area 1 accesses rooms 100 and 101 area 2 accesses rooms 102 103 and 104 Floor 1 accesses rooms 101 102 ...

Page 178: ...est level for use with backup kit D Guest Rooms E Common Door Suites F Special Rooms G Restricted Areas Once the keying structure has been decided also known as the mapping of the hotel the type of lock hardware and the addresses that will be programmed into the lock van easily be determined Fill out planning forms D through G with this information to assist in programming the locks For a descript...

Page 179: ... n a 1 1 2 2 3 3 4 4 211 220 Programmed Starting Room Ending Room Section Area Guest Address Sub Master Addresses Lock Reader Model Passage Option Linked G C A 1 16 000 101 110 111 120 201 120 1 255 Floor Group Zone 1 1 n a Solitaire 710 II 1 8 1 1 1 n a Solitaire 710 II 1 8 2 1 1 n a 1 8 3 1 1 n a 1 8 4 1 1 n a 1 8 5 6 7 8 1 1 000 130 Linked G C A 131 132 133 134 Programmed Inner Doors Section Ar...

Page 180: ...he Special Rooms planning form can be rented as part of an Adjoining Suite or Convention Suite see Sections 4 10 part A 3 Adjoining Suite and 4 10 part A 5 Convention Suite Example of Form B G Restricted Areas 1 255 Floor Group Zone 4 1 n a RAC 4XT YES none Description 4 1 n a RAC 4XT YES none Description 4 1 n a RAC 4XT YES none Description 425 415 420 425 Meeting Room A Meeting Room B Meeting Ro...

Page 181: ... number and type of keycards required for staff use Section Floor Group Zone Area Restricted Area Passage Emergency Grand Master Authorization level keycards etc List these keycards in form J Determine how many copies are needed of each keycard For example if there are four employees who need to carry a Floor 2 keycard enter four copies These four Selectable Expiry Factory Default Hotel Default Se...

Page 182: ...e closely in the startup to ensure his or her full understanding of how the system is configured and to ensure that the choices made during the startup procedure are appropriate for the security and key control needs of the property In general starting the System consists of the following major steps 1 Install the lock hardware This step is performed by a Kaba Ilco certified installer who installs...

Page 183: ...6 Train the staff and issue them keycards The System Administrator initiates the process of training the staff in the use of the system and should supervise the signing out of the previously encoded keycards to staff 6 4 1 Starting the FDUs Each FDU arrives from the factory with the software required in its permanent memory This includes the hotel configuration like common door suites guest common...

Page 184: ...hnical Support Use the left W or right X arrow to select the desired language When the appropriate language is chosen use the down T arrow 2 To change the time display format press the up S or down T arrow to select the Time Display option and press the left W or right X arrow to toggle between 12 hour and 24 hour format as desired Based on the selected time format the date format will also change...

Page 185: ...ect the correct month Finally select the Year option if needed and enter the year with the keypad When all 3 parameters are correct press 4 To change the time use the up S or down T arrow to select the Std Time Change the time to the correct LOCAL STANDARD TIME NOT daylight saving time Refer to Section3 2 3 3 Entering Time for how to enter the time Press to save the parameters The time shown will ...

Page 186: ...rring Data to Another FDU Discard the GMA that came with the FDU and retain the new GMA 200 for use in initializing the remaining FDUs 6 4 1 2 Taking a Census of the FDUs Each FDU has an identifying number which must be written down and stored in the safe along with the spare keycards and the Hotel Code This information becomes important to the security of the property if ever an FDU is stolen Mak...

Page 187: ...programmed the lock will not accept the Test Lock keycard To enter the room make a valid keycard for that room The RAC flexible time zones for Common Area doors only are programmed when the RAC addresses are programmed Set up the time intervals in the flexible time zones in the FDU settings before programming the RAC as a Common Area lock see Section 5 5 Remote Access Controller RAC Models 3 5 4 4...

Page 188: ...will have access to any of the rooms in Group 1 If after making the first four Group 1 keycards another two Group 1 keycards are required for two other employees encode two DUPLICATE Group 1 keycards that will not cancel the first four 6 5 Training Staff IMPORTANT This manual contains sensitive security information and is for management use only The System Administrator should provide copies of th...

Page 189: ...hese keycards are being made the choice is available to re encode the keycards currently carried by staff or to encode new blank keycards and collect the previous month s keycards for re use at a later date 2 Complete the Staff Keycard Issuing Log for the upcoming month Enter each sequence id the type of keycard and the ID code written on the card if any but leave the employee name and the other s...

Page 190: ...at the beginning of each shift Employee MUST sign for Restricted Area Sub Master and Master level entry keycards and all Authorization keycards ID Code Keycard Sequence id Employee Name Date Time OUT Signature Date Time IN Signature 12011 Group 1 35597 031 Charles Jones 12422 Floor 5 35598 055 Sarah Collins 12103 Floor 5 35598 057 Terry Langevin 12054 Section 3 35599 083 Cora Hart 21604 FDA 12 442...

Page 191: ... event new doors or suites need to be added to an existing configuration help from Kaba Ilco is required The new configuration must be described to Kaba Ilco who will generate a new hotel configuration file and provide details for updating the system Contact Kaba Technical Support for full details ...

Page 192: ...audits Master Lock audits Programming Lock audits All others None Table 7 Users with audit transfer abilities 7 1 Auditing a Lock The lock audit is stored in non volatile memory and cannot be erased by disconnecting the batteries or by any programming function Locks store the most recent 350 entries in FIFO First In First Out format with the following information x Lock firmware version x Type of ...

Page 193: ... the FDU for display printing or saving This can be accomplished by swiping a Programming keycard in the lock waiting for a green LED to display on the lock connecting the FDU to the lock using the communication cable and following the on screen directions A sample print out of a lock audit is shown below Audit Event Description 760 LCB9 Version 1 35 Guest Room 100 Section 10 Floor 55 Group 3 Zone...

Page 194: ... of printed lock audit includes access and automation information The FDU can store the full audit trail from up to 10 locks at a time Each audit may be selected individually scrolled on the screen printed saved on a PC or deleted from FDU memory as required If a lock is audited twice the top audit in the Front Desk Unit will always be the older one Auditing a RAC is done in the same manner as aud...

Page 195: ...ed by to reach the Audit Report menu 3 Press 1 or to reach the Lock Audit menu 4 Press 1 or to select the Audit Lock option If there are other audits already stored in memory the following message will appear The FDU can store up to 10 lock audits in memory To keep the existing audits enter 2 The new audit will be added to the audit list To erase the existing audits enter 1 The following screen wi...

Page 196: ...FUL message is not displayed the FDU has not received the data from the lock Repeat Steps 3 to 6 8 Once the data has been transferred to the Front Desk Unit remove the communication adapter The audit information is now stored in the Front Desk Unit 7 1 2 Clearing the Lock Audit from the FDU Memory Purpose To clear the lock audit from the Front Desk Unit Minimum keycard required Programming Authori...

Page 197: ...s 1 or use to reach the Lock Audit menu 4 Press 2 or the down T arrow followed by to reach the Clear Lock Audit menu The list of locks found in the FDU memory is displayed on the FDU screen 5 Select the lock to clear using the room number using the up S or down T arrow then press The audit trail has been cleared from the Front Desk Unit ...

Page 198: ... audit according to Sequence of entries all previous 100 etc Authorization number used to encode the keycard used for entry Type of keycard used for entry Guest Grand Master etc In order to print a serial printer must be connected to the FDU and properly configured see section 2 5 Minimum keycard required Programming Authorization Steps to view or print the lock audit entries stored in the Front D...

Page 199: ... down T arrow then press 6 Select the media on which the audit will be sent Use the left W or right X arrow to toggle between the Screen FDU display USB Drive USB memory stick option Serial serial line printer connected to the serial port or USB printer USB line printer connected to the USB port For this example the desired media is Screen but the next steps apply to any media 7 Use the down T arr...

Page 200: ...der from the newest entry to the oldest Keycard When this choice is selected the new option Type is displayed Only the selected keycard type entries will be displayed To select the keycard type select the Type option with the down T arrow and the desired keycard type with the left W or right X arrow Staff Only staff entries will be in the audit result 8 Use the down T arrow to select the Auth opti...

Page 201: ... to print Only the most recent entries will be displayed up to the specified number of entries If an audit appears more than once then the last entry is the most recent Depending on the media that will receive the result of the audit the following steps differ The 3 following sections describes the particularity of the audit sent to the FDU screen to a line printer or to a USB memory stick Lock Au...

Page 202: ... port Press to start the audit report The result of the audit will be sent to the connected printer Lock Audit sent to a USB memory stick 1 Connect a USB memory stick to the FDU USB port 2 Select the USB Drive as the media 3 Press to start the audit transfer to the USB stick When the transfer is completed a message is displayed to the user When the transfer is done from this moment the USB stick m...

Page 203: ... error message will be displayed on the screen The majority of existing USB memory sticks will work with the FDU If the USB stick is not compatible with the FDU it will not be detected and the FDU will not display any error message to the user Another type of USB memory stick should then be used Additionally if the USB stick is not formatted the FDU will detect it but will not be able to access it...

Page 204: ...orming of a lock audit 03 20 2007 7 48A 2 GUEST Encoding Room Number 100 Auth 200 NEW Seq ID 9705 005 EXPIRY DATE 2007 03 21 Second most recent FDU activity showing the encoding of a Guest keycard for room 100 by user authorization 200 GMA authorization level 03 20 2007 7 46A 3 ELECTRICAL OVERRIDE EVENT Auth 200 Third most recent FDU activity showing the performing of an electrical override of a l...

Page 205: ...rds refers to Staff cards read using the readback function see Section 4 9 3 Verifying a Staff Keycard Audited Checkouts refers to Guest cards read using the readback function without room number required see Section 4 9 2 Reading a Guest Keycard and 3 6 part 14 Guest Keycard Read Back Enable without Room This function which requires the room number to be entered before information on the keycard ...

Page 206: ...er or USB drive memory stick For this example the desired media is LCD but the next steps apply to any media Use the down T arrow to select the Filter option The following options for filtering the Audit entries are available Option Result All The entire audit will be displayed in reverse chronological order from the newest entry to the oldest Keycard When this option is selected the new option Ty...

Page 207: ...m When this option is selected the new option Room is displayed Use the keypad to enter the room number Staff When this option is selected the list of the entire log offs of Staff cards is displayed Use the keypad to enter the Authorization number Checkout When this option is selected the list of all the audited guest check outs is displayed 5 Use the down T arrow to select the Auth option ...

Page 208: ...at are to be shown up to a maimum of 4000 if that many are available in memory Only the most recent entry will be displayed up to the specified number of entries If an audit appears more than once then the last entry is the most recent Depending on the media that will receive the result of the audit the following steps differ The 3 following sections describes the particularity of the audit sent t...

Page 209: ...ed and plugged in the PC Most modern operating systems will automatically detect the USB stick and show its contents upon detection The file containing the lock audit is called LockAudit log and is created in the main directory on the USB so they are easy to find This file is formatted in tab separated columns compatible for import by standard spreadsheet software which can be used to format sort ...

Page 210: ...ck is not compatible with the FDU it will not be detected and the FDU will not display any error message to the user Another type of USB memory stick should then be used Additionally if the USB stick is not formatted the FDU will detect it but will not be able to access it further and will display an error message If this occurs format the USB memory stick on a PC as per the manufacturer s require...

Page 211: ...on Areas If supported by the PMS software and also if enabled in the FDU features Salesman s Lockout If supported by the PMS software and also if enabled in the FDU features Folio Number If supported by the PMS software and also if enabled in the FDU features Number of Keycards Authorization Number If supported by the PMS software When available the Authorization Keycard is not required to encode ...

Page 212: ...on is audited by the FDU except for reading folio numbers NOTE The FDU will not accept information from the PMS if it does not match the features selected for the FDU For example in order to assign a folio number through the PMS folio numbers must be enabled in the FDU Features Menu 8 1 1 Entering and Exiting the PMS Interface When the FDU is in Manual Mode the welcome screen that is displayed whe...

Page 213: ...n keycard has been swiped or a valid PIN entered the welcome screen will change to the following This screen indicates that the last authorization swiped or PIN entered is still valid The authorization can be cancelled by logging off or by waiting for the time out period to expire NOTE Do not leave the FDU unattended while the authorization is still valid as the FDU can be used to make keycards by...

Page 214: ... Reset keycards or if the PMS link is not functioning the follow steps are to be followed 1 Press 2 Enter 1 to log off and exit the PMS interface 8 1 2 Making Guest Keycards Using the PMS Interface Minimum keycard required Front Desk Authorization Steps to encode keycards using information from the PMS 1 Complete the guest s registration using the PMS The PMS will transmit the data to the FDU for ...

Page 215: ... Interface As described in Section 2 8 Interfaces the POS interface is a special model of the FDU using a triple track encoder which writes ABA standard open architecture information on track 2 of the magnetic stripe keycard and uses the remaining tracks for the encrypted keycard code needed by the system The ABA track 2 information is compatible with existing point of sale readers Some properties...

Page 216: ...for the convenience of the guest anyone finding that keycard will know which room it unlocks Guestroom numbers should be recorded on the check in folder or elsewhere but NEVER on the keycard Staff keycards may be marked with a sequence id as this does not identify the rooms to which the keycards have access 9 1 3 Make the Lock and FDU Audit Trail Public Knowledge The power of the lock audit trail ...

Page 217: ...DU audit trail feature of the system is only useful if keycards issued to staff Authorization Sub Master Master Emergency Passage and Restricted Area are properly accounted for It is of no value to know that a Section 6 keycard with ID 101561 entered Room 601 at 3 41 if there is no record of who legitimately carries that keycard Whenever a staff keycard is issued signed out to an employee it must ...

Page 218: ...se Keycards rarely used are rarely accounted for Consequently a keycard may be missing for some time before its loss is noticed Keycards should be issued on the basis of their projected use All valid keycards should be kept in a secure location when not in use 9 2 5 Access to Keycards Keycards should be restricted to those who require them and each person should be issued the lowest level keycard ...

Page 219: ...BA Don t forget to set the timeout for PMS Interface Mode in addition to the Between Keycards and Between Keystrokes timeouts see section 3 6 part 9 FDU Time outs 9 2 8 Handle Returned Keycards Appropriately If a guest returns one copy of a keycard for which they still hold other valid copies re encode the keycard as a Battery Test keycard in order to erase the information it contains Returned Sta...

Page 220: ...n in the event of damaged or failed electronics Locks have an optional high security removable core cylinder override for the following reasons x Access is assured even if the electronics do not work x The override is virtually pickproof x Access can be tightly restricted key blanks are factory restricted x Even the use of the override key is audited in the lock x In the unlikely event of a lost k...

Page 221: ...rd this information is in the lock and the Staff Keycard Issuing Log The Front Desk Unit audit provides an additional check on abuse of the system For example if unauthorized entry to a room is detected the individual who encoded the offending keycard can be identified and the FDU audit can be used to determine if other inappropriate use was made of the FDU NOTE It is important to keep the Staff K...

Page 222: ... and the lock time reset using the FDU If the batteries are on the inside of the door the electrical or mechanical override must be used first to enter the room see Section 5 7 The Emergency Override On a Generation E 760 series or 770 series lock replace the batteries on the outside of the door reset the lock time and then open the door normally with any valid keycard Guest or Staff Battery repla...

Page 223: ... them a new Guest level keycard If a Pre registered keycard is no longer needed and was never given to a guest simply re encode it to serve as another guest s keycard 10 5 If a Staff level Entry keycard is lost or stolen These keycards include all Sub Master Section Floor Group Zone Area Master Bellman s Master Grand Master Emergency and Passage keycards Cancel the missing keycard by issuing the a...

Page 224: ...t through all the other FDUs in the property AND through every lock in the property This procedure will prevent any keycard made by the missing FDU from opening a door or from authorizing the use of another FDU to make keycards or change settings Issue new keycards to guests and staff whose keycards were issued by the missing FDU to restore their access privileges and authorizations When a replace...

Page 225: ...e staff check the indicator lights routinely when they insert their sub master Section Floor Group Zone Area keycard or routinely use a Battery Test keycard see Section 4 10 part D 1 Battery Test If the red and green indicators flash together the battery is low and should be replaced promptly Instructions for battery replacement are in Section 11 4 Replacing a Battery Note that when doing a lock a...

Page 226: ...in Chrome Turtle Wax Please contact a local cleaning products supplier for other appropriate products to use 11 1 3 The Locking Mechanism The locking mechanism mortise or cylindrical may require occasional maintenance These devices are similar to those used in standard key locks and require the same periodic attention Mortise locks should be inspected occasionally to ensure that the retraction is ...

Page 227: ...ll the FDUs in the property should be synchronized twice a year by selecting any FDU and using it to transfer data to each of the other FDUs This procedure described in Section 3 5 4 Transferring Data to Another FDU will ensure that all keycards encoded by any FDU on the property function well together and that all FDUs accept the same Authorization keycards and have the same default expiries etc ...

Page 228: ...using the Reset Addresses function x In the days following installation it is common to have problems with staff keycards If the staff keycards appear to be denied access to certain rooms for no reason new keycards may have been issued instead of duplicates or original copies of the New keycard made in a single transaction of the FDU In this case each new keycard cancels the existing keycards in a...

Page 229: ... standard head cleaning card Problem 4 The keycard works intermittently in different locks Possible causes x The keycard is worn out defective or improperly encoded Solutions x Re encode the keycard If this does not solve the problem discard the keycard and use a new one Problem 5 Keycards expire before the guest checkout date Possible causes x The Group lockout is being used on occupied rooms x T...

Page 230: ...as inserted in the lock Solutions x In the case of a battery change insert the Initialization keycard then the Programming keycard followed by the infrared communication adapter x The FDU lock communication must be started within 30 seconds of inserting the Programming keycard in the lock Problem 8 The Front Desk Unit does not accept an Authorization keycard Possible causes x If no Authorization k...

Page 231: ...son remove the security override cylinder if the lock has the mechanical key override option and replace it in the new lock An override cylinder removed from a lock should be carefully secured until it is replaced A replacement lock or a lock from which the battery has been temporarily disconnected will need to be connected to the FDU in order to set the lock time and or the lock addresses To avoi...

Page 232: ...ock for more details Problem 2 Lock allows entry without reading cards Possible causes x The lock is in passage mode x The door and the frame are misaligned x The actuator is defective Solutions x Take the lock out of passage mode x Try opening the door without a keycard and without rotating the lever Verify the latch and strike alignments Make sure that the latch is entering the strike x If the l...

Page 233: ...e If the latch does not bind while it is removed then use a wood chisel to enlarge the cutout Problem 4 The latch does not move freely Possible causes x The lock s anti friction mechanism is broken Solutions x Depress the auxiliary latch lowest of the three bolts or latches on the mortise The latch bolt including the anti friction should be dead latched If not the mechanism is broken Change the mo...

Page 234: ...k No all that is required is to reset the time See Section 5 6 Resetting Lock Time How do I reset the time on a lock After inserting the initialization and programming keycards attach the communication cable to the FDU and the lock Reset the time from the programming menu using the Reset Lock Time function See Section 5 6 Resetting Lock Time How do I set Daylight Saving Time DO NOT change the inte...

Page 235: ...d After setting the lock time use the Reset Addresses function in the programming menu on the FDU How do I invalidate a lost GMA keycard Make a new GMA keycard with the same authorization number and swipe it through all the Front Desk Units on the property including the FDU used to encode the new keycard Why is the Front Desk Unit screen blank The contrast may be too low See Section 3 5 1 Adjustin...

Page 236: ... Reset the lock time as per section 5 6 The battery replacement is now complete NOTE The Initialization keycard must be inserted prior to the Programming keycard 11 5 Replacing a Lock If it has been determined that the malfunction is caused by a defect in the lock then the lock should be changed During the installation of the system a Kaba Ilco representative is available to train the maintenance ...

Page 237: ... between two FDUs NOTE If the property has only a single FDU inform Kaba Ilco when the unit is returned so that the Authorization information can be transferred to the new FDU at the factory Due to the possibility that an FDU may require occasional servicing at least two FDUs are recommended The Backup Keycard Kit Part BK7911 is strongly recommended for hotels of up to 100 rooms with only 1 or 2 F...

Page 238: ...ain the problem to the service technician If the service technician is unable to assist in resolving the problem and the unit must be returned to Kaba the technician will issue an RMA number 2 Write the RMA number in the appropriate box on the RMA card 3 Fill in the problem section on the RMA card with the assistance of the service technician 4 Remove the protective backing from the RMA card and s...

Page 239: ...the declaration on the shipping documents must include x Quantity x Full description x Unit price x Total value x The statement Canadian Returned Goods Shipping from Canada Ship to Kaba Ilco Inc 7301 Decarie Blvd Montreal Quebec H4P 2G7 Shipping from the USA Ship to Precision Telecom Security PTS 6805 Crosstimbers Dr Corpus Christi TX 78431 OR Kaba Ilco Inc c o Fritz Starber Inc 25 Railroad Ave Hi...

Page 240: ...229 Returning by air or by sea from anywhere outside the USA or Canada Ship to Kaba Ilco Inc 7301 Decarie Blvd Montreal Quebec H4P 2G7 OR for repairs to model 700 locks only Precision Telecom Security PTS 6805 Crosstimbers Dr Corpus Christi TX 78431 ...

Page 241: ...Kaba Ilco Lodging Access Control System Appendices A Keycard Quick Reference Guide B System Planning Forms C Staff Keycard Issuing Data ...

Page 242: ...y Yes 1 GMA 1 night to 2730 nights 365 nights All All All GMA 1 15 16 Front Desk FDA No 100 MA None MA 1 16 17 Bellman s BA No 40 GMA None GMA 1 17 18 Programming PA No 20 GMA None GMA 1 18 2 18 Master MA No 20 GMA None GMA 1 18 1 19 Grand Master GMA No 20 GMA None GMA 1 19 30 POS Yes 200 MA None MA 1 30 Salesman s FDA Not a keycard 20 Hotel No 1 GMA 1 hr to 2730 nights 24 hrs GMA 1 20 21 Room No ...

Page 243: ......

Page 244: ... B B B E B G B F B D B C Guest Common Areas Staff Common Areas Common Door Suites Restricted Areas Special Rooms Guest Rooms Sub Master Levels Feature Settings B H B I Hotel Default Expiry B J Initial Set of Staff Keycards Using Keycards Hotel Default FDU Features Settings ...

Page 245: ......

Page 246: ...ss Yes Per pay e g parking spa pool decide when encoding Guest keycard No Unused OR available only if renting a linked room set at the factory Auto All guests ii To save some Guest Common Area numbers all doors which will always be encoded on all Guest keycards can be given the same Guest Common Area number and that Guest Common Area should be set to Auto iii Common Areas with linked rooms or unus...

Page 247: ...ng gate Paying guests Yes No Auto 4 Penthouse elevator access Penthouse Yes No Auto 2201 2204 5 8 Unused Yes No Auto Example In the above example the card reader in the elevator control panel is installed so that one relay gives access to the penthouse floor GCA 4 while another relay gives access to all other floors accessible to guests GCA 1 ...

Page 248: ...B A Guest Common Areas Continued 2 Guest Common Area Doors RAC 3 5 4 i Time Zone 1 8 ii GCA Door iii Lock Reader Model Guest Staff iv Passage ...

Page 249: ...ne GCA address and the selected Time Zones will apply to all of them iii Common Area doors all have the Passage Mode option meaning that the lock or card reader can be put in Passage Mode with a valid Passage Mode keycard iv Staff may be given automatic access to all Guest Common Areas option 2 in the FDU Features Menu v In this example the pool and tennis areas have different hours for guest acce...

Page 250: ...1 Yes No Auto 12 Yes No Auto 13 Yes No Auto 14 Yes No Auto 15 Yes No Auto 16 Yes No Auto Notes i To save some Staff Common Area numbers all doors which will always be encoded on all Staff keycards can be given the same Staff Common Area number and that Staff Common Area should be set to Auto ii Default Type of Access Yes Some staff decide when encoding Section Floor Group Zone Area keycards No Unu...

Page 251: ...Example 1 Staff cafeteria locker room and washrooms Women 2 Staff cafeteria locker room and washrooms Men 3 Service entrances and service elevator 4 16 Unused ...

Page 252: ...B B Staff Common Areas Continued 2 Staff Common Area Doors RAC 3 5 4 i Time Zone 1 8 SCA Door iii Lock RAC Reader Model Staff Passage ...

Page 253: ...d there are no restrictions The Guest level Time Zone does not apply to Staff Common Area card readers ii A Common Area lock can have more than one SCA address In this example all women staff are given access to SCA 1 and all men staff are given access to SCA2 The cafeteria and smoking room are open to both sexes Note that the selected Time Zones apply to all SCA addresses programmed in a given lo...

Page 254: ...r to invalidate the last guest s keycard when the room is ready The Group address should be assigned according to the duties of housekeepers and the housekeeper manager In order to use the Back Up Keycard Kit properties with two or fewer FDUs should set all locks to Group 1 and assign a different Area number to each guest room ...

Page 255: ...floor Group Rooms which are the responsibility of one housekeeper manager Zone Divide rooms according to the duties of minibar servicing personnel Area Different number for each room for giving staff access to a specific room only Because employees should never carry a Guest keycard ...

Page 256: ...or G roup Zone P assagem odeisnotnorm allyavailableasanoptionforG uestR oomdoors Programmed Starting Room Ending Room S ection A rea G uestA ddress S ub M asterA ddresses Lock R eaderM odel Passage Option Linked G C A 1 16 000 ...

Page 257: ...n Door Suites 1 255 Floor G roup Zone 1 2 3 4 5 6 7 8 1 2 3 4 5 6 7 8 1 2 3 4 5 6 7 8 Common Door 1 1 000 Linked G C A Programmed Inner Doors Section A rea G uestA ddress Sub M asterA ddresses Lock R eaderM odel ...

Page 258: ......

Page 259: ...n Description Description Description Description Passagemodeisavailableif requestedfor preprogrammingintotheFDUat thefactory ThepassageOptionmust berequestedfor eachlock individually Door Guest Address Sub MasterAddresses Lock Reader Model 1 16 000 Programmed Section Area Passage Option Linked G C A ...

Page 260: ......

Page 261: ...ted Area Access Door Description 1 200 Restricted Area Lock Reader Model Passage Option Programmed YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES Passage mode is always available for Restricted Area doors using a valid Passage keycard ...

Page 262: ... Access 7 Restricted Area 1 night to 2730 nights 1 night Sub Master Level Acess 8 Section 1 night to 2730 nights 365 nights 9 Floor 1 night to 2730 nights 365 nights 10 Group 1 night to 2730 nights 365 nights 11 Zone 1 night to 2730 nights 365 nights 12 Area 1 night to 2730 nights 365 nights Master Level Access 13 Bellman s Master 1 hr to 24 hrs 24 hrs 14 Grand Master 1 night to 2730 nights 365 ni...

Page 263: ...ming 1 night to 2730 nights 2730 nights 25 Passage 1 night to 2730 nights 1 night 26 Hotel Restart 1 hr to 24 hrs 24 hrs 27 FDU Cancel 1 hr to 24 hrs 24 hrs 28 Installation None Example 1 Guest 1 hr to 2730 nights 1 night 1 night Short stay facility ...

Page 264: ...ix C A 1 for planned use of each Guest Common Area Salesman s Lockout YES NO AUTO NO Staff Access all Guest Common Areas YES NO AUTO AUTO Staff Common Areas YES NO AUTO NO See Appendix C B 1 for planned use of each Staff Common Area Fixed Time Zones locks YES or NO NO Zone 0 00 00 to 04 00 YES NO AUTO NO Zone 4 04 00 to 08 00 YES NO AUTO NO Zone 8 08 00 to 12 00 YES NO AUTO NO Zone 12 12 00 to 16 ...

Page 265: ...en Keystrokes 1 to 20 minutes 2 minutes Timeout in PMS mode 1 to 60 minutes 2 minutes Current Date and Time Local time 24 hr clock n a Adjust DST YES or NO NO Time Display 12H or 24H 24H Folio Number YES or NO NO PMS Interface Options For use by technician only Programming Authorization YES or NO NO Media Type LCD USB or Serial LCD Guest Keycard Read Back WITH VALIDATION or WITHOUT VALIDATION WITH...

Page 266: ...y Override YES or NO NO Accept PIN YES or NO NO Create PIN YES or NO NO YES allow valid inner door keycard to override privacy function enabled by the thumbturn of the common door of a Common Door Suite YES allow valid keycard to override the privacy function enabled by the door thumbturn Example 2 Variable Expiry YES or NO YES NO GSAs do not adjust Guest expiry ...

Page 267: ...B J Initial Set of Staff Keycards All copies should be encoded as identical NEW keycards in one transaction of the FDU Keycards Used by Copies ...

Page 268: ...ion keycards ID Code Keycard Sequence ID Employee Name Date Time OUT Signature Date Time IN Signature Authorization Keycards Only one Authorization keycard with a given Authorization number can be valid at any time The most recently encoded Authorization keycard will cancel the previous keycard with the same Authorization number ...

Page 269: ......

Page 270: ... Guest x x x x 7 Preregistered Adjoining Suite x x x x 8 Preregistered Common Door Suite x x x x 2 Read Verify x x x x 3 PMS mode x x x x 4 Lock Action Keycard x x x x 1 Battery Test x x x x 2 Programming x x x 3 Installation x x 4 Passage x x Guest Room x x Guest Common Area x x Staff Common Area x Restricted Area x 5 Lockout x x Group x x Room x Hotel x 6 Hotel Restart x 7 FDU Cancel x Authoriza...

Page 271: ...ite x x x x 4 Reset One Shot x x x x 5 Reset Convention x x 6 Reset Preregistered x x 2 Reset Passage x x x x Guest x x x x Guest Common Area x x x x Staff Common Area x x x x Restricted Area x x x x 3 Reset Staff x x 1 Reset Submaster x x Section x x Floor x x Group x x Zone x x Area x x 2 Reset Restricted Area x x 3 Reset Bellman x x 4 Reset Grand Master x x 5 Reset Emergency x x ...

Page 272: ...er 6 Staff Keycard x x 1 Submaster x x Section x x Floor x x Group x x Zone x x Area x x 2 FDU Authorization x x Front Desk x x POS x Bellman s x Programming x x Master x General Master x 3 Restricted Area x 4 Bellman s Master x x 5 Grand Master x 6 Emergency x ...

Page 273: ...ds x x 5 Load Factory Default x x 2 FDU Features x 1 Look and feel x Language x Read Back with or without entering room number x Time Display x Hide Initial Setup Prompt Menu x 2 Keycards Encoding x 1 Guest x 1 Options x Folio x Variable Exp x Checkout Time x Salesman Lockout x Disability Option x 2 Common Areas x 2 Staff x 1 Staff Com Areas x 2 Guest Com Areas x 3 Fixed Timezones x ...

Page 274: ...oke x PMS x 3 PMS Options x Baud Rate x LRC seed x SOF x 4 Misc Options x Programming Authorization Level Enable x Enable POS x Accept PIN x 4 Lock Options x Common Door Privacy Override x Change Privacy Override x Global Privacy Override x 5 Flexible Timezones x 6 Load Factory Default x 3 PIN management x 4 Volume x 5 Contrast x ...

Page 275: ...Program Common Door Suites x x x 4 Program Common Areas x x x 5 Program Restricted Areas x x x 6 Reset Time x x x 7 Electrical Override x x x 2 Another FDU x x 1 Receive Configuration x x 2 Send Configuration x x 9 Audit Report x x x 1 Lock Audit x x x 1 Audit Lock x x x 2 Clear Lock Audit x x x 3 Lock Report x x x 2 FDU Audit x FDU Audit Search x ...

Page 276: ...port 1 800 906 4526 Customer Service T 1 877 468 3555 F 514 735 6589 General Information www kabalodging com Online Consumable Orders www keycard com To access all of our easy steps please visit our Support Website http connect kabalodging com PK3514_06_07 Printed in Canada ...

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