Upgrading Your Hotel to a Modern Lock System: A Project Guide

Phase 1: Scoping and Planning

Begin with a full door audit. Walk every door in the hotel that requires access control: guest rooms, service corridors, housekeeping stores, laundry, kitchen, server room, gym, roof. Count and categorise each door. Note: door thickness, door type (timber/metal), existing mortise position, and whether there is power nearby.

For each door type, select the correct lock model. Timber doors in Nepal typically use a 60 mm backset mortise. Metal doors may require a different faceplate. Order 10% spare locks for breakage allowance.

Phase 2: Infrastructure Preparation

Before any locks arrive: confirm the front desk PC is dedicated to lock management software (no other critical software). Install the management software and test on a demo lock. Confirm the front desk encoder is working. Prepare a blank key card stock (budget 3 cards per room per year).

Phase 3: Installation Sequence

Install locks in this order: 1. Non-guest rooms first (service areas, back of house) — these allow staff to get familiar with the system without disturbing guests. 2. Unoccupied guest rooms — batch these during low occupancy. 3. Occupied rooms — only between 10:00–14:00 when guests are typically out; never leave a room unsecured overnight.

Phase 4: Software Configuration

Create the full room list in the software before issuing any cards. Set up all access levels. Test every lock in the software inventory. Configure check-in/check-out default times. Test the master card on every newly fitted lock before opening the room to guests.

Phase 5: Staff Training

Run a 2-hour training session for front desk staff covering: check-in card encoding, check-out card cancellation, duplicate card issuance for lost cards, emergency access procedures, and end-of-day audit download. Create a laminated quick-reference card for the front desk.

Phase 6: Guest Communication

Update the check-in process. Inform guests that RFID key cards should be kept away from mobile phones and wallets (which can demagnetise them). Brief staff on how to handle the most common guest complaint: "My card stopped working." (Answer: re-encode it at the front desk — takes 10 seconds.)

Phase 7: Post-Installation Audit

After 30 days of operation, download audit logs from all locks. Review for: any doors not appearing in logs (lock not connected to system), any master card being used outside emergency (investigate), battery warnings (replace immediately). Document findings and submit to management.