Simplified User Manual

Smart Lock System

Harle Philippines, Inc.
Commonly Used function for the Software and Basic Editing of Entry

System Parameters:
Main Function: Set the options of System Parameters (Name of Hotel, Number of Buildings, Layer Levels and Checkout
Time), Room Status, Running Parameter (Card Issuance Policy) and Lift Control (Elevator Access). This is also where we
edit the system of parameters.

Setting-up Parameter:
 On Main Menu, select System follow by System Parameters.
 Fill-up or select the parameter that is best suited for your hotel and click “OK” to save changes.

User Management:
Main function: Add new user’s name or I.D., password and edit restrictions on the other functions of the Lock Software
or delete user account.
Adding of User Account:

 On the Main Menu, select System (located at the upper left corner of the software window) follow by User
Management.
 Click “Add Button” / “Edit Button” to setup or edit the user account; the “Save Button” will save the setup or
change the setting and the “Cancel Button” will not save and cancel all the settings you input, other button will
turn grey, all the clicks of Operation Right will be removed, and user info boxes are cleared and activated.
 Input “User Name” and “Password”.
 Select and click “Card Type right”. (This is to put up restriction on the cards that the user can only issue from
his/her account)
 Select and click “Operation Right”. (This will insure that the user cannot change any configuration that has been
input in the software, by restricting his/her account on the operations that only admin must handle)
 Select and click “Save Button”, to finish adding account and can be used.

Change Password:
Main function: Modify user’s password.

To change password:
 On Main Menu, select System follow by Change Password.
 Then type in your password, and your new password, two (2) times to confirm and click “OK” to save changes.

Issue Card:
Main function: To issue all types of key cards that is available. Availability of the key cards is based on the accounts or
user with the designated Card Type Right.

To Issue Key card:

 On the Main Menu, click the shortcut icon on the upper left named “ISSUE”.
 A new window will appear with default card type “Guest Card”.
 You may choose what type of card to be issued by clicking the arrow down inside the Card Type, and you may see
what cards you are allowed to issue using your account.
 For all Types of Card always input “Holder” this will identify to who did you gave the card whether a guest or a
hotel staff. “Proper Input of Holder” upon issuance of the card would really help in any case back tracking of
entries or investigation.
 For “Guest Card” issuance, after writing the holder , input a room no., checkout date or number days to stay, you
may also change the checkout time of the upon request, it has a default of 12:00 noon. Check-in time will not be
change, it is automatically checked in on the time and date of the issuance of the cards.
 Place a “Keycard” on the card encoder, and click “OK”.
 Windows will pop-up indicating successfully.

Group Card:
Main Function: To read erase or modify card. Also it identifies type of card for double checking.

Using Card Operation:

 On the Main Menu, click the shortcut icon above named “OPERATION”.
 To Read Card, place the “Keycard” to the card encoder and click “READ”.
 The details that been input on the card will be shown.
 On the Lock Management Software this the most used operation, using Card Operation for the guest card, this is
where you may adjust the check-out time and date of the Guest’s request if the Guest decided to extend his stay
before, his check-out time, when modification is done click “MODIFY” to save changes on the card.
 Also using this function you may manually erase the Guest card after check-out.

Note: You can only modify and erase cards if it is on available on your card type right.

Lost and Damage:

Main function: To declare any type of card “Lost or Damage”, this function is used when there are cards that need to
invalidate example a lost guest card, and to still promote security.

Using Lost and Damage:

 On the Main Menu, click the shortcut icon above named “L & D”.
 A new window will pop-up, in this window will show you all card state of “NORMAL USE”. (means card that are
still active at the time)
 Then search a card u need to declare lost or damage.
 (For fast searching you may click arrow down on card type to filter search, and if it is a “ GUEST CARD” that is lost
you also input room number, for additional filtering you may also check the date when the card has been issued)
 Now if you certain that you found the right card to be declared lost or damage, click “Card Number” or any boxes
on its line, and as you noticed it will be highlighted with color blue.
 Now you may click “Lost” or “Damage”.

Note: For Guest Card after declaring lost. The FOS (front office staff) must issue a new guest to the guest, and it must
be used immediately on the door to complete the process of invalidating the lost card.

 Now for a Staff Card has been lost, Namely “Floor Card & Foreman Card”.
 Once you declare “Lost” Floor Card or Foreman Card, all cards of the same type that is also on the same zone will
be invalidated.
 After declaring “Lost” to “Floor Card” or “Foreman Card”. Issue a new “Floor Card” or “Foreman card” on the
same zone as what has been declared lost.
 When issuance is successful, now we must update the all lockset and ESD on its designated zone to fully invalidate
the lost card.
 The Process will be, “Tap PROGRAM CARD followed by the new issued FLOOR CARD OR FOREMAN, AND AN
UPDATED CLOCK CARD”, to all electronic Lock and ESD on its Zone.

CRITICAL NOTE:
 You can only declare a lost or damage card if it is added on your card type right.
 Do not declare “ SYSTEM CARD “ lost.

Please contact HARLE PHILIPPINES, INC. before doing anything for the system card.

Opening Records:
Main function: To trace the opening time of the guest rooms.
With the help of our special card “QUERY CARD” we can download the latest 446 entries (data) on the particular
rooms.

These are commonly used when a guest complains, or incidents that happened inside the room, this function will help
in investigation, for it will show:

What = type of key card has been used or by mechanical key

Who = own the card, it will be trace on the card holder, and also who issues the card
When = the room has been opened

To use this function:

 Issue your special Card as “Query Card” serial number must be 1.
 Tap and hold Query Card on the electronic.
 (When you tap and hold the card to the lockset, upon tapping you will hear 1 beep with green, wait for the second
beep then remove the card fast) Note: when you remove the card you must not see a red light on the lockset, if
so red light appear, repeat the process. (Red light indicates wrong downloading)

Guest Information:
Card Information:
Room Information:
Room Status Information:

Main function: To check the status of the room in the way of colour coding for faster identification. Also in this
operation you may change the status of the rooms from unclean to clean or in maintenance, and you may also issue
guest cards in a particular room.

To Secondary functions of the room status:

 On the Main Menu you may click the shortcut icon on the upper part of the software named “STATUS”.
 Room status window will upper and the legends of the color coding are at the bottom.
 Change room status or issue card from this point, simple “Right Click” the room number desired, and a sub-menu
with will appear, the “Black Characters” are the only usable and you may click to change the status or to issue
card.

Light Indicators:
 Normal Battery Indicator: When using card it will just beep with a green light, (Normal usage)
 Red Light: Invalid card or no program from the smart lock system
 Blinking Green Light: Clock Card needs updated then tap to the lock set
 Blinking Red Light: Double lock has been used of dead bolt working (Electronic lock set out status)
 Low Battery Indicator: When Using Card it will beep with a green light, when the green light turns off “RED LIGHT”
will appear with three (3) consecutive beeps. Indicates low battery please replace Battery ASAP.

Types of Key cards:

The seven (7) Cards we commonly use for programming:

A. System Card: This card cannot unlock the electronic lock. This is for the setup or initializing the Electronic Lock or
Energy Saving Device (ESD). Also this card is for deleting all data stored in the electronic lock.
B. Program Card: It cannot be unlocked. It is only used to set or register the access for Foreman Zone, Floor Zone, Maid
Zone and Room Number (Guest).
C. Floor Card: Floor Zone can be set in Floor Card, It can unlock all locks belong to the Floor Zone without time limit,
and it is invalid when the deadbolt works or the lock is in lockout status.
D. Foreman Card: Foreman Zone can be set in Foreman Card, It can unlock all locks belong to the Foreman Zone
without time Limit, and it is invalid when the deadbolt works or the lock is in lockout status.
E. Maid Card: Maid Zone can be set in Maid Card, It can unlock all locks belong to the Maid Zone with time limit, and it
is invalid when the deadbolt works or the lock is in lockout status.
F. Guest Card: Room Number can be set in Guest Card. After the clock of lock is set, it can unlock the lock of the room
number during the valid check-in time. It is invalid when the deadbolt works or the lock is in lock out status.
G. Clock Card: It is use to set or adjust the clock or time of the lockset.

NOTE: Clock Cards must be sync or updated by the software before using, to avoid loss of data or difficulty in opening
the lock especially with GUEST CARD.

Master Card: It is also called an omnipotent card. It can unlock all locks without a time limit; it is also valid when
deadbolt works or the lock is in lockout status.

Note: This card must only be issued to the highest ranking hotel staff or admin.

2 Important Cards that must be kept and very useful for the future:

A. Query Card: This is a Special Card, that it’s microchip that has been built inside the card are capable of downloading
446 entries on the electronic lock from the latest activity of the lock, it includes opening of Machine key (Metal Key),
and display it on the lock management software.
B. Spare Card: This card work like “Guest Keycard” but this one is without time limit. This Card can be used on terms of
System Failure, this includes everything in the time that we cannot issue cards from software, some examples of this
are “Power / System Down, Computer Damage, Corrupted Software and Damage Card Encoder” etc. You can issue
spare cards to each guest room at most; if any one of these spare cards is lost. (Then set it as lost card but the other
spare cards will be valid)

Note: This card will be temporarily given to the guest to prevent in using machine keys, and this card must be issued
ahead, when there are enough card to spare for each room, and this card must be kept safe and hidden.” Must only be
used on System Failure” must have 1 set of spare card for the entire hotel guest rooms.

OPTIONAL CARDS THAT ARE RARELY USED:

Maid Card: Maid Zone can be set in Maid Card, if wanted to be used it must include on the programming sequence.

It can unlock all locks belong to the Maid Zone during valid time set in lock; it is invalid when the deadbolt works on the
locks or the lock is in lockout status.

Note: These cards are commonly issued on the housekeeping or engineering with time limit on the access every day.
(Example: Housekeeping or Room Attendant Shifting, start 6:00am to 5:00pm and valid 1 week)

Emergency Card: This card can unlock all locks without time limit, this card works like the master card it is also valid
when the deadbolt works or lock is in lockout status. After opening, the buzzer will keep beep to alarm, the red
indicator light will keep flash, until the batteries will drain, or another card will be used, to stop the alarm.

Lockout Card: It can’t unlock the lock; it must be used together with Floor Card. After Lockout Card is used, the lock will
keep in lockout status, it can only be unlock by Master Card, Emergency Card or Machine key. If you want to cancel
lockout status you will have to use Floor Card again.

To Block and Release the Lockset:

 Floor Card
 Lockout Card
 Layer Card

Hence: Other Cards that are also available on the software are not applicable in your Hotel.

Programming for the Mifare Electronic Lock and Energy Saving Device:

For Mifare Electronic / Smart Lock:

1. SYSTEM CARD -The lock will have a single straight beep with a green light
2. PROGRAM CARD - Red light will be blinking with steady green, indicating ready to accept card. While red light is
blinking, tap the next cards in sequence
3. FLOOR CARD - You may hear a single beep
4. FOREMAN CARD - You may hear a single beep
5. MAID CARD - You may hear a single beep
6. GUEST CARD (ROOM NO.) - You may hear a single beep
7. CLOCK CARD -You may hear a double beep indicates end of program

Notes:
1. Clock Card must be tapped the 2nd time after the blinking of the red light to update clock on lockset.
2. If double beep occurs on other cards aside from the clock card, there is an error in the sequence.

For Energy Saving Device:

Follow the same procedure with the mifare lock programming, just disregard clock card. ESD LED light must be blinking
status before the start of the programming.

1. SYSTEM CARD - The LED will have steady light

2. PROGRAM CARD - LED light will be blinking slower which indicates it is ready for programming. While the LED light is
blinking, tap the next cards in sequence
3. FLOOR CARD - Fast blinking of LED light means accepted
4. FOREMAN CARD - Fast blinking of LED light means accepted
5. MAID CARD - Fast blinking of LED light means accepted
6. GUEST CARD (ROOM NO.) - Fast blinking of LED light means accepted

Notes:
1. After programming wait at least 10 seconds, then the LED light will be steady that indicates it is ready. You may
insert your card to test the power in the room.
2. After programming, wait at least 10 seconds, then the LED light will be Steady, and it indicates ready, and now you
may insert your cards to test the power in the room.
For Energy Saving Device Reprogramming Shortcut:
1. PROGRAM CARD – Wait for fast blink
2. GUEST CARD (ROOM NO) - Wait for fast blink
3. CLOCK CARD - Wait for fast blink