How to manage the security of the key card at the hotel? Delivery cancellation applied guide

Why is the key card the front office security process?

The card printing device is still in the reception, but the card has access to the door. To say the wrong room number at the moment of delivery, to use the name of a close person or to know the room number only; it should not be accepted enough to be given the card alone. The hotel's own security policy should clearly determine which verification is necessary and who will approve the exceptions.

The employee can explain the procedure not as a question that shows the guest suspicious, but as a standard step applied to everyone’s privacy. Thus, in an intense entry time, the team also in the loss card notification, the same basic flow goes forward instead of decisions that vary by person.

• First delivery: reservation and accommodation status are confirmed.
• Additional card request: the authority of the applicant in the reservation and the number of persons are checked.
• Reprinting card: determines what the previous cards will be.
• Room change: the old room access is removed, the new room card is re-defined.

Make a short and consistent verification at the first card delivery

A good delivery stream saves the employee from making a memory-based decision. The reception first checks that the reservation is active, that it matches the right room and that the person receiving the card is the person registered. Whatever the identity or verification method accepted in your hotel policy, all the wardy must use the same threshold.

Speaking the room number loudly or writing the card cover in a visible way can also create unnecessary risk.Misafire room information is transmitted to the area that people around you can hear; if you need additional description, choose a more private way, such as the card cover or the controlled display on the screen.

• The name of the reservation and the active stay record were matched.
• The confirmation step for the person receiving the card is completed by the hotel.
• The number of cards given and the special access requirement were checked.
• The room number and personal details were transmitted in a manner that was not heard around.

Closing the loss before the loss.

When the guest says he lost the card, the priority is not to discuss whether the card is really lost or not; it is to remove the previous card access to the room as quickly as possible. Then the person in request is verified and the new card is prepared. The used lock system can immediately disable the old card or if it requires a different process, this difference should be clearly explained in the valley training.

Only waiting for the card on the call by the guest by telephone should not eliminate the confirmation at the moment of delivery. The card may be kept in a locally closed or controlled place at the reception; the process record is completed when delivered. If the guest has left the identity document in the room, the hotel's predefined exception and accompanying process must be activated; the employee must not invent an instant solution.

• The time of the missing notification and the person notified.
• The access to the old card has been deleted or the process required by the system has been completed.
• The new card was re-verified after confirmation.
• Suspicious situation, accompanying incident or administrator’s approval was added to the valley note.

Divide additional cards, companions and group requests

Additional card request for two persons staying in one room may be normal; but the additional card must be consistent with the registration again. statements such as 'My friend in the room' or 'My husband above' do not place the confirmation. The person list in the reservation, the authorized guest information and the hotel's identity confirmation policy must support this decision.

Giving a group card to the group leader can be a planned application in some; however, the person-room matching of the cards, the delivery manager and the distribution method should be cleared in advance. Last minute room changes or name changes should be updated separately.

• The additional card request was matched with the registered person who was active.
• The hotel access rules have been applied for the child, companion or visitor.
• The group card was identified as the room-person accompaniment and delivery manager.
• The cards of the bookings cancelled or changed room have been reviewed.

The recording of the event strengthens the warday period

Not every routine process related to the card is required to be converted into a long report; but the cases that require a lost card, a verification problem, an unusual additional card request or the administrator's approval should remain visible. Registration; when, for which room or booking, which process is done and the next winner should know the clear step. Write the verified event information instead of a comment or unnecessary personal details.

For example, if the night wardy notes that a guest’s old access is closed due to the lost card and the new card is delivered from the reception, the morning team can understand why the same card is reprinted. In vehicles that keep the reservation and operation notes in the same workflow, such a note’s connectivity may remove the wardy delivery from being dependent on separate messages.

• Time of transaction, user and type of transaction
• If necessary, the approval of the manager or the next step to be followed
• The status of the old card and the delivery information of the new card
• A risk that remains open in the change of the valley or the follow-up with the guest

Test the card processes at the table.

Do not wait for a real problem to see if the procedure works or not. Registered guests who seek an additional card at the intensive check-in time, the guest who the lost card by phone, the room change and the name change in the group, the scenarios are shortly re-replayed by the team. Every step is clearly made to know who is responsible for, which process is done in the system and which record is left.

In these tests, your goal is not to catch the employee in the error, but to find the point where the instructions remain uncertain. if the card lock system, PMS recording and physical delivery area are not considered together, the written procedure alone does not give a safe result.

Hotel Key Card Safety Check List

You can use this checklist as a key starting point in the front office training and the valley control. Add the necessary steps for your hotel’s security policy and the card system you use.

• The first card, the active reservation and the specified verification step were not given before completion.
• The room number and personal information were transferred in a manner that protects privacy.
• The lost card was removed first, then the new card was printed.
• The additional card was only provided in the person and policy framework that is consistent with the registration.
• The room was changed and the old room was removed and a new card was identified.
• The group cards were person-room accompaniment and delivery responsible was checked.
• Unusual card processes were recorded by time, user and the following step.
• The team knows its own procedure for card system interruption or emergency.