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Keycard Room Mapping

Quick Setup

Enable mapping, pick a PMS room, then enter the encoder room name. This takes about 5 minutes.

This guide helps you map PMS rooms to the exact room names used by your encoder system. AVA localizes the mapping page, so labels and notifications follow your selected language.

Combined rooms are separate

Use this page when an encoder room name differs from a PMS room name. Use Combined Rooms when one PMS room should open multiple physical rooms. Open Combined Rooms from the page header when you need to edit aliases. Combined rooms show a Combined badge and an Opens N rooms label in the room list. If your selected encoder does not support multi-room keycards, Combined Rooms may switch to Reset only when aliases already exist. You can remove old aliases after switching encoders, but you cannot add new ones on unsupported vendors.

Quick reference​

TaskWhat it doesWhere you click
Enable mappingTurns mapping on/offKeycard Encoder Room Mapping → Enabled/Disabled
Select a roomChoose a PMS room to mapPMS Rooms list
Enter encoder nameSaves the exact encoder room nameEncoder Room Name field
Edit or removeUpdates or deletes a mappingEdit or Remove icons
Combined roomsLets one PMS room open multiple physical roomsSet Up Combined Rooms

Combined Rooms button states​

StateWhat you can doWhen it appears
FullAdd, edit, and reset aliasesYour selected encoder supports multi-room keycards
Reset onlyRemove existing aliases onlyYour selected encoder does not support multi-room keycards, and aliases already exist
DisabledNo combined-room actionsYour selected encoder does not support multi-room keycards, and no aliases exist

Where to find it​

Settings → Room Access → Keycard Encoder Room Mapping

Requires keycard:mapping permission and Keycard Encoding as the room access method.

Step 1: Enable room mapping​

  1. Open Keycard Encoder Room Mapping.

  2. Toggle Enabled.

    ✓ The room list becomes available.

Step 2: Select a PMS room​

  1. Use Search rooms... if needed.

  2. Click a room from the PMS Rooms list.

    ✓ The right panel shows Encoder Mapping for: [Room Name].

Step 3: Enter the encoder room name​

  1. In Encoder Room Name, enter the exact name used by your encoder (for example, 101 or SUITE-A).

  2. Optional: add a Description.

  3. Click Save Mapping.

    ✓ The room shows as Mapped in the list.

If you are setting up a combined room like 306 → 306A, 306B, map the physical target rooms. You usually do not need an encoder mapping for 306 itself.

Step 4: Edit or remove a mapping​

  1. Select a mapped room.
  2. Click Edit to update the encoder name, or Remove to delete it.

Troubleshooting​

Room mapping is disabled​

What you see: The room list is greyed out.

Fix: Toggle Enabled at the top of the page.

No rooms appear​

What you see: The list is empty.

Fix: Confirm PMS rooms load in AVA and refresh the page.

No PMS rooms are available​

What you see: You see "No PMS rooms available yet."

Fix:

  1. Go to Settings → Essentials.

  2. Open your PMS Integration settings.

  3. Connect your PMS, then return to this page.

    ✓ AVA shows PMS rooms so you can map encoder names.

Combined Rooms shows Reset only​

What you see: The Combined Rooms button only shows Reset only.

Why this happens: Your selected keycard encoder does not support multi-room encoding, but existing aliases are still saved.

Fix:

  1. Open Combined Rooms.
  2. Remove any old aliases you no longer need.
  3. If you need new combined rooms, switch to a supported encoder in Settings → Room Access.

Still Stuck?​

Contact success@vouch-technologies.com if:

  • ❌ Mappings save but do not take effect
  • ❌ Rooms never load in the mapping list

Helpful to include:

  • Screenshot of the mapping page
  • Encoder vendor and model
  • Time the issue started