Display Indicator, Reason, and History for Expired/Revoked Keys

Stay displays an indicator and the reason when physical or digital keys generated for a room have expired or are revoked. This helps users to easily identify the expired keys and the reason for the revocation.

Display Indicator for Expired Keys

The physical or digital keys generated for a room expires for the following reasons:

• The key expiration time configured by the user (Reservation ➜ Keys ➜ Set Key Expiration) is reached.

• When the reservation is checked out.

• The late check-out time configured for the reservation is reached.

When the key expires, the key status will be displayed as Expired in the Keys section of the reservation. The reason will not be displayed for expiration of keys.

The physical/digital key badge in the Reservation Summary section of the reservation will be highlighted in red and when users hover over the badge, the status will be displayed as Expired.

Display Indicator for Revoked Keys

When the physical or digital keys generated for a room is revoked manually by the users from the Keys section of the reservation, the physical/digital key badge in the Reservation Summary section will be highlighted in red and when users hover over the badge, the reason for the revocation will be displayed. For example, if the physical key for a room was revoked due to early check-out, the reason entered in the Revoke Keys pop-up screen will be displayed in the following format: Revoked: <<reason>>.

When the keys are revoked or have expired, an icon is displayed for the reservation in the Search screen. When users hover over the icon, the key status and the reason for the revocation are displayed.

Key History Tab

A record is created in the History tab of the Keys section when the physical or digital keys expire or are revoked. The following details are displayed in this tab:

Field	Description
Key Type	Displays the following key types: Physical key Digital key Users can search for a record using this value.
Event Type	The type of event performed. The following event types are displayed: Key creation Key revoked Users can search for a record using this value.
Type	The type of key. The following types are displayed: New key: When a new key is created. Copy key: When the existing key is copied. Users can search for a record using this value.
No of Keys	The count of keys created or copied.
Key Encoder	The name of the key encoder. Users can search for a record using this value.
Room Number	The room number for the key. Users can search for a record using this value.
Key Expiration Date/Time	The date and time of expiration configured for the key.
Access Areas	The access areas selected for the key. Users can search for a record using this value.
Event Date & Time	The date and time when the event occurred.
User	The username of the user who performed the event. Users can search for a record using this value.
Reason	The reason for key revocation. This column is left blank for key expiration. Users can search for a record using this value.
Result	The result of the event. Displays the following results: Key created Key revoked Warning Error Users can search for a record using this value.

All columns except the Reason and Result can be sorted. Users can filter records using the following options:

• Key Type

• Event Type

• Type

• Key Encoder

Users can print the records displayed in this tab using the print icon.

Reservation History and Audit Logs

A record is created in the Reservation History and Audit Log screen when the following activities are performed:

• When an Undo Check-In is performed, the status of the key will remain as is and when users hover over the badge in the Reservation Summary section and in the Search screen the text, Expired, will be displayed.

  • When the guest is checked into the room again, new keys are generated, and the key status is updated.

• When the reservation is checked out, the keys for the room will expire based on the key expiration time configured. The key status is updated once the expiration time is reached.

  • When an Undo Check-Out is performed and new keys are generated, the status of the keys will be updated.

• When the room number assigned to a reservation is changed, users must manually generate new keys once the room number is updated.

The following details are captured in the Audit Log screen for the Entity Type, Reservation, when a key is revoked or expires:

• Username

• Date and time of revocation

• Reason for revocation

• Revoked key type

• Key status: Displays the following statuses

  • If revoked, the status will be displayed as Revoked.

  • If expired, the status will be displayed as Expired.

Users can search for a record amongst the generated records using the confirmation ID or the username. Users can print the generated records using the Print option.