Quick start guide

1) Install the management software (DLock);

2) Register the software (with the Active code);
3) Put the Authorization Card on the encoder (connected to computer through USB);
4) Swipe the Authorization Card & Installation Card & Time Card on locks;
5) By now, the mater card issued by the software is able to unlock;
6) Add information in the software, like room types, buildings, floors and room numbers;
7) Use the software to issue installation card, time card and guest card;

【Notes】
Steps to set the locks.
1. Read the Authorization Card.
2. Read the correct Installation Card on the lock.
3. Read the Time Card on the lock. Setting finished.
The Authorization Card, installation card and time card are to be swiped once orderly. Repeat
setting one by one for each lock.
Registration
1 Registration: Register for the system.
a) Click ‘Help->Registration’. A window pops out:

b) Keep the window open and send us the register code;

c) We will send back an active code after calculation;
d) Enter the active code;
e) Click ‘Register’ to finish.

【Notes】
Do not close the registration window during registration because the register code is different
every time you open the window.
2 Real-time Card Information: For the convenience of checking card information, the management
software inspects the reader/writer continuously. Whenever there is a card, its information will be
shown as follows. You can click ‘Recycle’ button to recycle cards or check-out.

System setting
1 Operator Management: To add, delete and modify the operator data, and to authorize them with
corresponding operation rights:
a) Click ‘System Setting->Operator Management’ to show the following window:
b) Groups can be added, edited and deleted on the left side of the window. Every group is
authorized with different operation rights, whereas all the operators in the same group have the
same operation rights. Click ‘Edit group’, and the following window pops out:

In this window, the operation rights of all operators in the group can be edited.
c) Operators can be added, changed and deleted on the right side of the window. Choose the
operator group and set the password. After editing, remember to click ‘Save’ to save the results.

【Notes】
1) The rights of the operators are authorized according to groups; therefore, all the operators in the
same group have the same operation rights.
2) To ensure the system is used properly and legally, please authorize different groups with
different operation rights correctly.
2 System Setting: To perform basic parameter setting of the system. This is the base on which the
system can work normally.
a) Click ‘System setting->System setting’ and a window pops out:

b) Choose the lock type, connected port, check-out status, default check-in days etc., and then
click ‘OK’ to save.
c) You can click button “Read Authorization Card” to update client information. Click to show
bellow window, please operate according to the instructions.
【Notes】
1) Hotel name: Name of the hotel using the system, which will be shown in the title bar of the
main window;
2) Lock type: Type of the present lock. Modification of it will be valid only after restart the
software;
3) Connected port: Port of the reader/writer through which it connects the PC. The default port is
USB. If it is a serial port reader/writer, choose which serial port to be connected.
4) Check-out status: Default room status after all the guests check out of a specified room.
Generally vacant dirty room or vacant ready room.
5)Default check-in days: Default days a guest will stay in the hotel. This is related to walk-in and
group check-in.
6) Default Due-out time: The default preset check-out time when people walk in or group check in.
7) Language: Language of the management system can be changed. The change is valid only after
restart the software.
8) Must check out before issuing guest card: If the box is ticked, then when the card being issued is
still valid, the system will prompt the guest card checks out first, and when the card being issued is
invalid, a new guest card will be issued directly without prompt of check-out. If the box is not
ticked, then whether the card being issued is valid or not, a new guest card will be issued directly
without prompt of check-out, so as to issue cards more quickly.
3 Operator Change: Change the present operator to another.
Click ‘System Setting->Operator Change’ to start the login window. Choose the operator and enter
the corresponding password, then click ‘OK’.

4 Database backup: To back up the database for later use. The format of the backup file is
DBLockDatayyyymmddhhmmss.DLBak, for example, DBLockData20060829195438.DLBak.
a) Click ‘System Setting->Backup’ and a window pops out.
b) Click ‘OK’ to save after the path is chosen. The following window will pop out when
successfully:

5 Database Restoring: To restore the backup database to replace the present one.
a) Click ‘System Setting->Restore’ and the following window pops out.

b) Choose the backup file to be restored and the following window pops out:
c) Click ‘Yes’ and the system will begin to restore. The following window will pop out when
successfully.
6 Auto-backup: To make the system back up the database automatically and periodically.
a) Click ‘System Setting->Auto-backup’ and the following window pops out:

b) Choose the backup strategy and the folder to save the backup, then click ‘OK’. The system will
back up the database according to the chosen backup strategy periodically afterwards.

【Notes】
Do not put the backup folder on the disk where the windows system is installed, so as to avoid
backup data loss because of system re-installation.
7 Clean Up Database: To delete some data of the database.
a) Click ‘System Setting->Clean up’ and the following window pops out:

b) Choose the content to be deleted and click ‘OK’. The following box pops out:

c) Enter the password and click ‘OK’ to finish.

【Notes】
l Card issuing records and unlocking records can be deleted if the system reacts slowly because of
enormous data.
l Remember to back up the database before cleaning up to avoid data loss.
8 Color Setting: To set the colors of the room status icons.
Click ‘System Setting->Color Setting’, and the following window pops out. Set the colors and
click ‘OK’ to finish.

Room Management
Room management includes room setting, check-in, check-out etc. The menu is as follows:
1 Building Management: To add, delete and modify information of buildings and floors.
a) Click ‘Room Management –> Building Management’, building management window will show
on the right side of the main window .

b) Right-click the mouse on the building and floor icons to show the pop up menu, and make the
corresponding choices to add, delete, issue etc.

1.1 Add Buildings: To add buildings to the system.

a) Right click the mouse on the hotel name icon to show the pop up menu as
choose ‘Add Buildings’ and a window pops out:
b) Enter the building no., building name, no. of floors and no. of rooms on each floor, then click
‘OK’ to finish.

【Notes】
1) Use ‘1~9’ or ‘A~Z’ for building no., and do not use a same alphabet for different buildings.
2) No. of rooms on each floor is used to auto-create rooms.

1.2 Building Management

Right click the mouse on the building icons to show the pop up menu, and make the corresponding
choices to modify building information, delete building, add floors, issue Building Card, and issue
Building Gate Installation Card etc.

1.3 Floors Management

Right click the mouse on the floor icons to show the pop up menu, and make the corresponding
choices to add rooms, issue Floor Card, issue Floor Gate Installation Card, delete floors etc.
2 Room Type: To add, modify and delete room types.
a) Click ‘Room Management-> Room Type’ and a window pops out:
3 Room Setting

b) Room types can be added, modified and deleted. Remember to click ‘Save’ after editing.

【Notes】
1) Allowed cards: that is, the allowed maximum no. of cards that can be issued.
2) A room type cannot be deleted if there are rooms of this room type.
3 Room Setting: To add, modify and delete rooms, and to issue installation cards.

3.1 Add Rooms: To add rooms.

a) Click ‘Room Management->Room Setting->Add’ and a window pops out:
b) Choose building, floor and room type, then enter the room no. and click ‘OK’.
c) For a suite, please tick the box before ‘Suite’ and the following window pops out:

d) Use the ‘+’ ‘-’ buttons to add and delete rooms in the suite. Click ‘OK’ to finish.

【Notes】
1) The floor no. is added as the first tow digits of the room no.
2) The building no. is added before the room no. automatically if the building no. is not ‘1’.
3.2 Delete Rooms: To delete rooms.
a) Click ‘Room Management->Room Setting->Delete’ and a window pops out:
b) If the room is not vacant, the following window will pop out after click ‘Yes’:
3.3 Modify Rooms: To modify the room data.
a) Click ‘Room Management->Room Setting->Modify’ and a window pops out:

b) Edit the room type, remarks etc., and then click ‘OK’ to save.

【Notes】
The building name and floor no. cannot be changed.
3.4 Copy Rooms: To create similar rooms quickly.
Click ‘Room Management->Room Setting->Copy Rooms’ and the system will create the next
room according to the chosen one automatically, both rooms having the same room type.

3.5 Copy Floor: To Create all the rooms on one floor according to another floor’s room setting
quickly.
a) Click ‘Room Management->Room Setting->Floor Copy’ and a window pops out.

b) Select the source floor on the left side, and select the destination floor, click “OK”, the system
will create all rooms on the destination floor according to the source floor’s room setting.

3.6 Auto-create Rooms: To create all rooms on a specified floor in a specified

building automatically and quickly.
a) Choose the buildings and floors to be created automatically.
b) Click ‘Room Management->Room Setting->Auto-create’ and a window pops out:
c) Choose the room type to be created, then click ‘OK’ to begin.

【Notes】
1) All the auto-created rooms have the same room type. Types of the rooms can be modified one
by one after the auto-creation.
2) The rooms added manually before the auto-creation will be left.

3.7 Issue Installation Cards: To issue installation cards, which are used to set the building no., floor
no. and room no. into the locks.
a) Put a blank card on the reader/writer and click ‘Room Management->Room Setting-
>Installation Card’. The following window pops out:

【Notes】
1) No need to swipe the setting card first when swipe the installation card for the first time.
2) After that, the setting card has to be swiped first before the installation card or time card, so as
to avoid mis-operation.
3.8 Issue Installation Cards Continuously: To issue installation cards continuously. This is
especially useful when there are a lot of rooms, which means that many installation cards have to
be issued.
a) Click to choose the room to begin with, as follows:

b) Click ‘Issue Continuously’ and the room setting window becomes as follows.
c) Put a blank card on the reader/writer and the system will start to issue cards automatically. The
following window pops out when the card is issued successfully:

d) If the card A0101 is issued successfully, move it and tag it with the room no. A0101.
e) Put another blank card on the reader/writer to be issued. The following window pops out when
successfully.

f) By this way, installation cards for all the rooms in the list can be issued continuously. Click
‘Stop Issuing’ to discontinue.
3.9 Issue Building Gate Installation Cards: To issue building gate installation cards. After a
building gate installation card is swiped in a building gate lock, guest cards of this building can be
swiped to unlock while those of the other buildings cannot.
a) Click ‘Building Gate Installation Card’ and the following window pops out:

b) Choose building and click ‘OK’ to finish.

3.10 Issue Floor Gate Installation Cards: To issue floor gate installation cards. After a floor
installation card is swiped in a floor gate lock, guest cards of this floor can be swiped to unlock
while those of the other floors cannot.
a) Click ‘Floor Gate Installation Card’ and the following window pops out:

b) Choose building and floor, and then click ‘OK’ to finish.

4 Walk-in: To manage the check-in of those guests who walk in.

a) Click ‘Room Management->Walk-in’ to enable the following window:
b) Choose the room no.
c) Enter the guest data.
d) Enter the check-in time and due-out time.
e) Put a blank card on the reader/writer and click ‘Issue’ to finish.

【Notes】
Companion card: If more than one guest cards of the same room are to be issued, do not choose
‘Companion Card’ for the first one and do choose ‘Companion Card’ for the following ones.
5 Check-out: To manage the check-out.
a) Click ‘Room Management->Check-out’ and the following window pops out.

b) Put the guest card on the reader/writer and click ‘Read’ to obtain the card information;
c) Click ‘Recycle’ to clean-up card data and refresh room status;
d) You can also click room icons to select fully-booked rooms or partly-booked rooms, and check-
in information will be show here. Click ‘Check-out’ to refresh room status without card
reading/writing.
6 Room Change: To change room for guests.
a) Click ‘Room Management->Room Change’ and a window pops out.

b) Put the guest card on the reader/writer and click ‘Read Card’ to obtain the card information.
Choose a new room, as follows:

c) Click ‘Change’ to finish.

【Notes】
There are actually two actions during the room change process:
1. The original guest card checks out;
2. The checked-out card is transformed to a guest card of a new room, with the check-in time and
due-out time unchanged.
7 Extension: To modify the due-out time.
a) Click ‘Room Management->Extension’ and a window pops out.

b) Put the guest card on the reader/writer and click ‘Read Card’ to obtain the card information;
c) Edit the due-out date and time and click ‘Change’ to finish.

【Notes】
For a suite, guest cards of every room inside it should be modified.
8 Reissue Guest Cards: To reissue a guest card when a guest card is lost.
a) Click ‘Room Management->Reissue Guest Cards’ and the following window pops out.

b) Enter the query condition(s) (room no. or guest name) and click ‘Find’, then all the matched
guest cards issued will be shown. All the guest cards issued will be listed if no condition is entered.
c) Click to choose the guest card to be reissued and click ‘Reissue’. The following window pops
out:

d) Put a blank card on the reader/writer, click ‘Yes’ to begin. The following window pops out when
successfully.

【Notes】
1) If there more than one in-use guest cards of a room, all of them must be reissued.
2) All the guest cards issued earlier become invalid after the reissued guest card is swiped in the
lock.
9. Due-out Records: To check the guest cards that are due to check out.
a) Click ‘Room Management->Due-out Records’ and a window pops out:

b) Click ‘Find’ and all the guest cards that are due to check out are listed.

【Notes】
Due-out rooms refer to those rooms that have a preset check-out time in the guest cards earlier
than the present time.

Smart Card Management

Smart card management can manage all the cards except guest cards. The menu is as follows:

1 Building Card: To issue building cards.

a) Click ‘Smart Card Management->Building Card’ and a window pops out:
b) Choose building, validity and card holder, then click ‘Issue’ to finish.

【Notes】
A building card can unlock all the rooms in the building.

2 Floor Card: To issue floor cards.

a) Click ‘Smart Card Management->Floor Card’ and a window pops out:

b) Choose the valid period(s), building, validity and floor no., the click ‘Issue’ to finish.

【Notes】
A floor card can set up to three valid periods, during which the card can unlock all the rooms of the
specified floors. If the period is set as 0:00~23:59, the card is not limited by time.
3 Office Card: The office card is used to manage the locks in the offices, and is issued according to
department. Cards held by staff of a specified department have the same operation rights and date
of validity.
The window of issuing office cards is as follows, with ‘Department Management’ on the left and
‘Staff Management’ on the right:

3.1 Office Card – Department Management: To assign rooms to different departments and set the
date of validity and every day’s valid period(s) of a department’s office cards.
a) Click ‘Add’ on the left side to add a department;
b) Click ‘Modify’ on the left side and a window pops out:
c) Edit the department name and its superior department etc.; assign rooms to the department; and
then set the date of validity and every day’s valid period(s) of the office cards.
d) Click ‘Save’ to finish.

【Notes】
Don’t lock after swiping card: tick the box and the door won’t lock until the card is swiped again.

3.2 Office Card – Staff Management: To add, modify and delete a specified department’s
employees and to issue office cards.
a) Click ‘Add’ on the right side of the window to add an employee to a specified department; click
‘Delete’ to delete a chosen employee.
b) Enter the query condition(s) and click ‘Find’, then all the matched employees will be shown.
c) Click ‘Modify’ and a window pops out:
d) Edit the personal data and click ‘Save’.
e) Edit the valid period(s) of the office card and click ‘Issue’ to issue a office card.
【Notes】
1) Cannot assign room to a specified employee because rooms are assigned based on departments;
2) All the office cards issued by the same department have the same date of validity, but different
every day’s valid period(s) can be assigned to different employees.
4 Special Cards: To issue special cards like time card, emergency card, master card, supportive
card, data card, setting card etc.
a) Click ‘Smart Card Management->Special Card’ and a window pops out:

b) Choose the card type and validity, then click ‘Issue’ to finish.

【Notes】
Setting card: To prevent the time card or installation card from being swiped by mistake, which
might make the lock out of order, a setting card should be swiped before the time card or
installation card can be swiped within three seconds.
5 Check-out Card: To issue check-out cards.
a) Click ‘Smart Card Management->Check-out Card’ and a window pops out:

b) Set the range of rooms that the check-out card will be used and validity, then click ‘Issue’ to
finish.
c) Swipe the issued check-out card in the specified lock and all the guest cards of the room
will become invalid.

【Notes】
The check-out card can be authorized with different operation rights. It can be assigned to cover
the check-out of all the rooms in the whole system, and it can be assigned to cover the check-out of
only the rooms on a specified floor in a specified building. For example, for the check-out card
held by the servant of Floor 1 Building A, we can assign the card to cover the check-out of only all
the rooms of Floor 1 Building A.
6 Card Loss Management: Card loss management can report and cancel the loss of a card. The
management window is as follows:

6.1 Report the Loss: To report the loss of cards and put them in the black list of the lock, so that the
cards cannot unlock.
a) Click ‘Report the Loss’ in the loss management window;
b) Enter the query condition(s) and click ‘Find’, then the records of all the matched cards will be
shown.
c) Click to choose the lost card;
d) Put a blank card on the reader/writer and click ‘Report Loss’ to issue the reporting loss card;
e) Swipe the reporting loss card in a lock, then the lost card will be forbidden to unlock.
f) Swipe the reporting loss card in other locks that the lost card will be forbidden to unlock.

【Notes】
1) To issue a reporting loss card is actually to write the card no. of the lost card in the reporting
loss card; to swipe the reporting loss card in the lock is actually to save the card no. into the lock’s
black list.
2) To report the loss of a guest card, simply swipe the reporting loss card in the corresponding lock;
to report the loss of a building card (floor card), swipe the reporting loss card in all the locks of the
same building (floor); to report the loss of a card with rights covering the whole system, such as
master card, emergency card and setting card, swipe the reporting loss card in all locks.

6.2 Cancel Reporting the Loss: To recover the card that has been reported to be lost, that is, to
delete it from the black list of the lock, so as to make the card valid again.
a) Click ‘Cancel Reporting the Loss’ in the loss management window;
b) Enter query condition(s) and click ‘Find’, then all the matched cards will be shown;
c) Put a blank card on the reader/writer;
d) Click ‘Cancel Loss’ to issue the canceling loss card;
e) Swipe the canceling loss card in the lock and the card reported to be lost will become valid
again.

【Notes】
To cancel the loss, the canceling loss card should be swiped in the same lock in which the
reporting loss card has been swiped. For example, to recover the lost master card, the canceling
loss card should be swiped in all the locks.