# 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. --- ## Related Documents - [FrontDesk Staff App Help](frontdesk-staff.md) — Staff guide for issuing, checking, and extending keys - [Delivery Management Help](okihai-manager.md) — A feature sharing the same room management UI - [Unit Classification Help](okihai-unit-classification.md) — How to classify KEYVOX units