FrontDesk Admin Help

Overview

FrontDesk is a hotel key issuance system that allows front desk staff to issue room keys (PIN codes + QR codes) to guests. Admins configure the system from this page (the /frontdesk route in the admin app), while staff use a dedicated staff app accessed via a URL shared by the admin.

The admin interface is organized into four tabs: Rooms, Units, Staff, and Settings.

Key Features

  • Add, bulk-add, and delete rooms (Rooms tab)
  • Map KEYVOX smart locks to rooms — entrance and individual room locks (Units tab)
  • Create staff accounts, reset PINs, and activate/deactivate staff (Staff tab)
  • Enable FrontDesk, share the staff app URL, configure default check-in/out times, and set idle timeout (Settings tab)

Tabs Overview

Tab Description
Rooms Add and delete guest rooms eligible for key issuance
Units Assign KEYVOX devices as entrance or room locks
Staff Create staff accounts and manage their PINs and status
Settings Enable FrontDesk, manage the staff app URL, default times, and idle timeout

Setup Guide

Follow these steps in order when setting up FrontDesk for the first time.

Step 1: Add Rooms

  1. Open the Rooms tab
  2. Click Add to enter a single room number, or Bulk Add to register multiple rooms at once
  3. The added rooms appear in the list

Bulk add format examples:

  • 101, 102, 103 — comma-separated list
  • 101-110 — range (rooms 101 through 110)
  • 101-105, 201-205 — combined
  • Up to 200 rooms can be added at once

Step 2: Assign KEYVOX Units

  1. Open the Units tab
  2. All KEYVOX devices registered to your facility are listed
  3. Assign each device to one of the following roles:
    • Entrance: The shared entrance lock (only one per facility)
    • Room: An individual room lock. After selecting, choose the corresponding room from the dropdown
    • Unclassified: Devices not used by FrontDesk

If no entrance unit is configured, guests will not be able to enter the building. Make sure to assign exactly one device as the entrance.

Step 3: Add Staff

  1. Open the Staff tab
  2. Click + Add Staff
  3. Enter a username (alphanumeric characters and underscores only) and an initial 6-digit PIN
  4. Share the staff app URL, username, and initial PIN with the staff member

Staff are required to change their PIN on their first login.

Step 4: Review Settings and Share the Staff App URL

  1. Open the Settings tab
  2. Turn on the Enable FrontDesk toggle
  3. Copy the Staff App URL and share it with your staff
  4. Adjust the default check-in and check-out times if needed

Detailed Features

Rooms Tab

Add and manage guest rooms individually or in bulk. Registered rooms appear as selectable options in the staff app's key issuance screen.

This tab shares the same UI as the Okihai (Delivery Management) room list for the same facility.

Units Tab

Manage the mapping between KEYVOX smart lock devices and guest rooms.

  • Entrance: Only one device per facility. Used by guests to enter the building
  • Room: Each room's door lock. Map it to a room registered in the Rooms tab
  • Unclassified: Spare or unused devices

Staff Tab

Manage front desk staff accounts. Staff log in using only a 6-digit PIN — no username is required at login.

Adding staff:

  • Username: alphanumeric characters and underscores only
  • Initial PIN: 6 digits. Staff must change this on their first login

Resetting a PIN:

  • If a staff member forgets their PIN, click Reset PIN next to their name and set a new initial PIN
  • The staff member will be prompted to change it again on their next login

Activating / Deactivating:

  • Click Deactivate to prevent a staff member from logging in (e.g., after resignation)
  • The account is retained and can be reactivated at any time

Status indicators:

  • Awaiting first login: The staff member has never logged in
  • Active: Normal, usable account
  • Inactive: Deactivated
  • Locked: Temporarily locked after too many failed login attempts

Settings Tab

Enable FrontDesk: Turns the entire FrontDesk feature on or off. When disabled, staff cannot access the staff app.

Staff App URL: Shown only when FrontDesk is enabled. Share this URL with your staff so they can access the app. Use the Copy button to copy it to the clipboard.

Default Time Settings:

  • Check-in time: The default check-in time used when issuing keys (e.g., 15:00)
  • Check-out time: The default check-out time (e.g., 11:00)

These times are used as the base when staff issue keys without specifying early check-in (ECI) or late check-out (LCO) options.

Idle Timeout: Sets how long the staff app waits before automatically logging out due to inactivity. The range is 1–60 minutes. A shorter timeout (5–10 minutes) is recommended for security.

FAQ

Q: A staff member forgot their PIN. What should I do? Go to the Staff tab, click Reset PIN next to the staff member's name, and set a new initial PIN. They will be prompted to change it on their next login.

Q: Where can I find the staff app URL? In the Settings tab, when FrontDesk is enabled, the URL is shown in the Staff App URL section.

Q: How do I handle a staff member who has left? Click Deactivate on their row in the Staff tab. They will no longer be able to log in, but their account history is retained.

Q: Can I delete a room that was added by mistake? Yes. Use the delete button next to the room in the Rooms tab. This does not affect any keys already issued for that room.