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. When your vendor supports inventory sync, you can pull room, building, and floor data into a review list. Your selected encoder can reuse saved building and floor values for lift access in Room floor mapping mode. While PMS rooms, mappings, or config load, you see a loading state first. Use the empty-state message only after loading finishes.

Lift access support

If your selected encoder supports lift access, turn on Enable lift access in Settings → Room Access. Then choose Lift access mode.

• Room floor mapping uses the building and floor values from your room mappings.
• Access code groups uses Common access codes for shared doors or lift groups.

AVA sends only one mode at a time. When you use Access code groups, AVA saves single digits as two-digit codes. You can type 1,2,3 or 01,02,03. Keep codes within your vendor's supported range.

ACSHotel room numbers

If you use ACSHotel, enter the exact lock number from the SDK or room mapping. AVA accepts 6- to 8-character alphanumeric values and sends them unchanged. Keep leading zeroes and avoid manual padding.

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

Task	What it does	Where you click
Enable mapping	Turns mapping on/off	Keycard Encoder Room Mapping → Enabled/Disabled
Select a room	Choose a PMS room to map	PMS Rooms list
Enter encoder name	Saves the exact encoder room name	Encoder Room Name field
Sync from vendor	Pulls room, building, and floor data into review mode	Sync from vendor
Edit or remove	Updates or deletes a mapping	Edit or Remove icons
Combined rooms	Lets one PMS room open multiple physical rooms	Set Up Combined Rooms

Combined Rooms button states

State	What you can do	When it appears
Full	Add, edit, and reset aliases	Your selected encoder supports multi-room keycards
Reset only	Remove existing aliases only	Your selected encoder does not support multi-room keycards, and aliases already exist
Disabled	No combined-room actions	Your 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 Building, Floor, and Description.

3. Turn Active on or off.

4. Click Save Mapping.

   ✓ The room shows as Mapped in the list. ✓ Use Building and Floor when your selected encoder is in Room floor mapping mode.

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.

Sync from vendor

When sync appears

You only see Sync from vendor when inventory sync is supported. It stays hidden when direct communication is on.

1. Click Sync from vendor.

2. Review each proposed row.

3. Update any room, building, floor, description, or active value.

4. Click Confirm mapping.

   ✓ AVA saves added, updated, and removed mappings together.

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: If loading finished, confirm PMS rooms load in AVA and refresh the page.

Room list is still loading

What you see: The room list shows a loading state.

Fix: Wait for PMS rooms, mappings, and config to finish loading. If it never resolves, refresh the page and check PMS connectivity.

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.

GreatLocks inventory does not load

What you see: Building, floor, or room lists stay empty for GreatLocks.

Fix:

1. Go to Settings → Room Access → Keycard Encoding.
2. Confirm the GreatLocks server record is saved.
3. Check that the Windows Agent or direct tunnel is online.
4. Click Test Connection again.
5. Refresh this page after the connection is healthy.

Access code groups are rejected

What you see: Save fails after you enter lift access codes.

Fix:

1. Set Lift access mode to Common access.
2. Enter only codes your vendor supports.
3. Remove any code outside that range.
4. Save again.

Sync from vendor is missing

What you see: You do not see Sync from vendor.

Why this happens: Your encoder does not support inventory sync, or direct communication is on.

Fix:

1. Go to Settings → Room Access → Keycard Encoding.
2. Confirm you selected a supported vendor.
3. Turn off Enable direct communication if you need vendor inventory sync.
4. Save, then reload this page.

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

Related Guides

• Set Up Keycard Encoders
• Set Up Combined Rooms
• Keycard Encoder Troubleshooting