FrontDesk Staff App Help

Overview

The FrontDesk Staff App is a mobile-friendly web app that lets hotel and accommodation front desk staff issue, check, and extend guest room keys (PIN codes + QR codes).

Access the app by opening the URL shared by your admin in a smartphone or tablet browser. No installation is required. You log in with a 6-digit PIN only — no username needed.

How to Log In

  1. Open the URL shared by your admin in a browser
  2. Enter your 6-digit PIN
  3. On your first login, you will be required to set a new PIN. Choose any 6-digit number you will remember

If you forget your PIN, contact your admin. They can reset it and give you a new initial PIN.

Main Screen

After logging in, you will see three tabs.

Tab Description
Issue Issue a new key (PIN + QR code) for a guest
Check Check the status of an issued key by room number
Extend Extend a guest's stay by issuing a new key

Issuing a Key (Issue Tab)

Basic Steps

  1. Select the Issue tab
  2. Enter the room number in the Room Number field (e.g., 101)
  3. Set the stay duration:
    • Nights mode: Select the number of nights (1–30)
    • Minutes mode: Set the duration in minutes (30–600)
  4. Tap Issue Key

Early Check-in / Late Check-out (Optional)

In nights mode, you can expand the Options section to set:

  • Early Check-in (ECI): Move the check-in time up to 5 hours earlier
  • Late Check-out (LCO): Extend the check-out time by up to 5 hours

The default check-in and check-out times are set by your admin.

Viewing the Result

After issuing a key, the following information is displayed:

  • QR code: The guest scans this on the smart lock to unlock
  • PIN code: The guest enters this on the keypad to unlock
  • Check-in / Check-out date and time: The key's validity window

You can share either the QR code or the PIN with the guest — both work.

Printing: Tap Print to print the result to hand to the guest. The QR code will be clearly printed; other UI elements are hidden in print mode.

Tap New Issue to move on to the next guest.

Checking a Key (Check Tab)

  1. Select the Check tab
  2. Enter the room number you want to check
  3. Tap Check
  4. The current key status and the associated device name are displayed

Extending a Stay (Extend Tab)

Use this tab when a guest wants to extend their stay. A new key is issued based on the current expiry time.

  1. Select the Extend tab
  2. Enter the room number
  3. Set the number of additional nights (1–30)
  4. Tap Extend
  5. A new PIN and QR code are displayed — share the latest codes with the guest

Auto-Logout

For security, the app automatically logs you out after a period of inactivity. The timeout duration is set by your admin (default: 5 minutes).

After being logged out, simply enter your PIN again to resume.

FAQ

Q: I forgot my PIN Contact your admin. They can set a new initial PIN for you. You will be required to change it again on your next login.

Q: I get a "room not found" error The room may not have been registered in FrontDesk by the admin. Ask your admin to add the room.

Q: A guest says the QR code is not working The guest can also use the PIN code directly on the smart lock keypad. Also check that the key has not expired by using the Check tab.

Q: A guest wants to extend their stay Use the Extend tab to issue a new key. The old key will become invalid.

Q: My account is locked and I cannot log in Your account may be temporarily locked after too many failed login attempts. Contact your admin to have it unlocked, or wait and try again later.