Setup and User Guide Vostio

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1. Introduction

Vostio is a portfolio of cloud-based guest access services where software updates are automated. This guide describes setup of the system which is basically done in three steps: system configuration, creation of function keys (according to your needs) and verification.
Note: Make sure that Vostio does not run on the same network as Visionline.

An authorized technician performs, or assists the hotel in performing, the following mandatory actions when swapping from any other system to Vostio:

• Rebuild the lock configuration
• Configure the encoders; see 1
• If PMS is applicable, set up the PMS interface with ASSA ABLOY PMS Converter 4020; see 2
  Note: If going from a competitor system to Vostio, there is also a scenario of updating the PMS system so it talks directly to Vostio.
• Re-encode all guest cards and staff cards
• Program all locks; see the applicable document 3 or 4
• Optional: Create function keys

1.1 Prerequisites

• Latest version of Vostio Service Tool from Google Play installed on an Android phone defined according to 5
• Make sure not to have Visionline Mobile Service Tool installed on the same Android phone.
• Applicable service cable depending on lock model; see details in 3 and 4
• ASSA ABLOY Encoder 4010 (in the rest of this document simply called ‘encoder’)
• For Vostio Web Portal, a 10Mbit/s continuous internet connection is recommended.

For information about the below items, see 5:

• Supported browsers for Vostio Web Portal
• Android phone models for which Vostio Service Tool is tested and approved
  Note: Vostio Service Tool may work on other Android phones as well, with general requirements as below:
  o The phone has one of the three latest major Android versions.
  o USB On-The-Go is enabled on the phone.
• Supported RFID cards/tags
• Lock models and LCU versions
• BLE modules

1.2 First login

1. Go to https://vostio.assaabloy.com

   

   Figure 1

2. Enter the username and temporary password that you have been provided; then immediately change the password to one of your own choice and confirm it. After login, your username and system name will be shown in the top left corner; see example in Figure 2.
   Note: If SSO login is applicable at your site, instead click ‘Sign in with single sign-on’.

3. Choose the applicable encoder in the drop-down menu to the right.

Figure 2

4. If desired, the default portal language can be changed:

• Click the gear icon up to the right in the portal.
• Choose Settings in the left portal menu.
• Go to the tab Regional settings.
• Choose the applicable language at Language settings.
• Click Save. Each user can then if desired change the language for their own login; see section below.

1.3 Login procedure after first login

1. Go to https://vostio.assaabloy.com; see Figure 1.
2. Enter your username and password (see details in section System without SSO how usernames are created in Vostio Web Portal).
   Note: If SSO login is applicable at your site, instead click ‘Sign in with single sign-on’.
3. When the system was set up, a default language was chosen. If you want to change this for your login, this can be done in the drop-down menu shown up to the right in Figure 1 (or in the drop-down menu up to the right as in Figure 2 if you are already logged in).
4. If the same SSO user has been created in several Vostio systems belonging to the same SSO integration: The user can easily switch between the systems via a drop-down menu up to the left in Vostio Web Portal; see example in Figure 3. In Vostio Service Tool 3.3.2 or higher, the user can switch system on the Property page.

Figure 3

2. System configuration

1. Log in with the provided user credentials; see details in section First login.
2. Add door groups (click the gear icon, then choose Doors in the left portal menu).
3. If other door templates than the standard door templates are needed, create these.
4. Add doors and, if applicable, elevators (under gear icon, then Doors in the left portal menu).
5. If applicable, create stand open schedules, guest access schedules and/or staff access schedules.
6. Create staff access profiles (mandatory) and guest access profiles (recommended).
7. Add one staff member with the role Service tool (for setup of the encoder).
8. Set up the encoder according to 1.
9. Add other staff members. If a staff member should have a key, issue the key at the same time.
10. Verify the encoder setup.

2.1 Add/edit/delete staff members

Figure 4

Follow the procedure described above, i.e. at first configuration make sure that doors, access profiles etc are set up before any staff members are added to the system. Once that is done, follow the steps below to set up a staff member. See Table 1 for information on different staff roles. For encoder setup, a staff member with the role Service tool must be created.

1. Click Staff as in Figure 4 to create a staff member, i.e. a person who should have one or/more keys AND/OR have a Vostio login account (i.e. be able to log in to Vostio Web Portal and/or Vostio Service Tool).
2. The Staff page will be shown; see example with some staff already added in Figure 5. There are three tabs on the page; Active staff, Staff keys and Deactivated staff.

Figure 5

3. Click Add staff member down to the right on the Staff page (Figure 5); the dialog in Figure 6 will be shown.

Figure 6

4. First name and Last name are mandatory to fill in.
5. If the staff member should have one or more keys, click Create key template; fields as in Figure 7 will be shown.

Figure 7

6. To select one or more access profiles (see section Staff access profiles for setup of these), click the arrow to the right of Select access profiles and mark one or more profiles in the drop-down menu; see example in Figure 8.

Figure 8

7. If an access profile contains one or more doors which has been set up with stand open function, the Stand Open icon under Door permissions will be available as in the example in Figure 9 (when unavailable, it is visible but grayed out). Click the Stand Open icon and search for a door, or directly expand the applicable door group. Mark the checkbox(es) for the door(s) which the staff member should be able to set in stand open.
   Note: For stand open staff keys to work on Entrance doors, make sure that all doors in the hotel (i.e. of all types Guest, Common, Entrance and Staff) are updated to minimum firmware version 7.35. See details in on how to view what firmware version(s) you have installed.

Figure 9

Figure 10

8. At Expiration date for new keys (see Figure 7), if needed click the arrows to change the date (default is 180 days ahead; the default can be changed under the gear icon, choose Settings and change ‘Default number of days that staff keys are valid’).
9. If the staff member should have access to Vostio Web Portal and/or Vostio Service Tool, click Create Vostio login account in the screen shown in Figure 6. The next steps are slightly different depending on if the Vostio system has been set up for SSO integration (see Appendix) or not. Even if the system has been set up for SSO, it is possible to add a non-SSO login in applicable cases. Follow the steps in System without SSO for adding a non-SSO account (and for viewing/editing/deleting non-SSO staff members), or the steps in System with SSO for adding an SSO account (and for viewing/editing/deleting SSO staff members).

Vostio roles

Role	Description
Front desk	Can log in to Vostio Web Portal and there encode guest keys and verify all types of keys
Service portal	Can create support tickets
Admin	Can log in to Vostio Web Portal and perform all operations there, and will automatically also get the role Front desk
Service tool	Can log in to Vostio Service Tool and perform all operations there

Table 1

Note: The role Service portal in itself does not give access to Vostio Web Portal. If Service portal is marked, that staff member will automatically get the role Front desk as well.

2.1.1 System without SSO

Create Vostio login account:

Figure 11

1. The fields Email address and Username are mandatory to fill in.
2. Choose which role(s) the staff member should have by marking the applicable checkbox(es). The different roles are explained in Table 1.
3. When all information for the new staff member has been entered:

• Click Save if no key should be issued (a key can be issued at a later occasion).
• Click Save and create key if a key should be issued.

View details for a staff member:

1. To see details for a staff member, click the applicable name in the staff list (see example of staff list in Figure 5). A page as in Figure 12 will be shown. If a key needs to be updated (e.g. if more doors should be added) or if it has expired, this will be reflected in the status column. If it under Keys says ‘There are no keys’, either no keys have been issued for the staff member yet or all previous keys have been overwritten and do not exist anymore.

Figure 12

Edit/delete staff member:

1. If any information for the staff member should be edited, or if the staff member should be deactivated, click Edit down to the right in the screen shown in Figure 12. A screen as in Figure 13 will be shown.

Figure 13

2. Make the requested changes and click Save; or if the staff member should be removed, click Delete.
   Note: A deleted staff member will directly disappear from the tab Active staff and instead be shown under the tab Deactivated staff. A staff member without any active keys will then be entirely removed from Vostio after 30 days. A staff member with one or more active keys will be removed from Vostio 30 days after all keys have expired.

2.1.2 System with SSO

If your organization has been set up for SSO integration (see Appendix), the option Add SSO account as described in this section will be available. Even if the system has been set up for SSO, it is possible to add a non-SSO login in applicable cases; see step 1b below. The same user can however not have both SSO login and non-SSO login. If switching a non-SSO system to be an SSO system, the staff members as such can be kept in the system but the non-SSO login must be removed for each user which is to have an SSO login (in the Edit staff member dialog, mark Remove Vostio login account and click Save). After that follow steps 1a and 2-4 below to add the SSO login.

Add SSO account:

1. If the user should be set up for SSO login, mark the radio button Add SSO account and then continue at step 2 below. OR

Figure 14

1. If the user should be set up for non-SSO login, mark the radio button Create new account and then follow steps 1-3 of section System without SSO.
2. The fields Email address and SSO username are mandatory to fill in.
   Note: The SSO username must be the same as is used in the identity provider. The SSO username is case sensitive, and it is mandatory to use lowercase letters only.
3. Choose which role(s) the staff member should have by marking the applicable checkbox(es). The different roles are explained here.
4. When all information for the new staff member has been entered:

• Click Save if no key should be issued (a key can be issued at a later occasion).
• Click Save and create key if a key should be issued.

View details for a staff member:

1. To see details for a staff member, click the applicable name in the staff list (see example of staff list in Figure 5). A page as in Figure 15 will be shown. If a key needs to be updated (e.g. if more doors should be added) or if it has expired, this will be reflected in the status column. If it under ‘Keys’ says ‘There are no keys’, either no keys have been issued for the staff member yet or all previous keys have been overwritten and do not exist anymore.

Figure 15

Edit/delete staff member:

1. If any information for the staff member should be edited, or if the staff member should be deactivated, click Edit down to the right in the screen shown in Figure 15. A screen as in Figure 16 will be shown.

Figure 16

2. Make the requested changes and click Save; or if the staff member should be removed, click Delete.
   Note: A deleted staff member will directly disappear from the tab Active staff and instead be shown under the tab Deactivated staff. A staff member without any active keys will then be entirely removed from Vostio after 30 days. A staff member with one or more active keys will be removed from Vostio 30 days after all keys have expired.

2.1.3 View staff keys

By choosing the Staff keys tab on top of the Staff page, a list of all staff keys will be shown.

Figure 17

To see more details for a specific staff key, click on it in the list and a page with details is shown.

Figure 18

2.2 Make settings under gear icon

If you have the Admin role in the Vostio system (which the first staff member in the system must have), you can perform additional operations by clicking the gear icon up to the right in Vostio Web Portal.

Figure 19

Figure 20

Under the gear icon you can perform the below operations, of which some are self-explanatory and some are further described in this document; see links below:

• manage doors/door ranges/door groups/elevators
  
• manage door templates
  
• manage schedules
  
• manage access profiles
  
• rename and remove encoders
  
• manage Guest API credentials
  
• modify settings (e.g. for keys)

2.2.1 Doors

Note: This section 2.2.1 describes both offline and online systems, but some items are only applicable for online.

To view, import, add, or edit doors, choose Doors in the left menu of Vostio Web Portal. The door list is by default sorted by Name, but it can be sorted by most other column items. Figure 21 shows the default columns for the door view, but as described under ‘Edit columns’ below, it is possible to choose which columns to display. Depending on which columns that are chosen, additional search filters than the default ones shown in Figure 21 may be displayed.

For information on door commissioning, see 3 and 4.

Doors of all types (Guest, Elevator etc.) which are set up for online must belong to a door template where the radio button Enabled is marked at Online door; see details in section Door templates.

Figure 21

• Apply filters
• Search for door
• Import doors
• Add doors
• Download report
• Edit columns
• Add or edit door groups
• View battery status
• View pending updates
• View door menu
• Delete several doors
• Edit several doors
• View door details including lock log readouts

Apply filters

The list by default shows all doors in the system (both offline and online doors). It is possible to apply a filter to show only doors which:

• Require a firmware update
• Require a lock configuration update
• Have a critical or low battery
• Have unstable connectivity (only applicable for online)

Filtering can also be done on one or more of the following items. These filters can (where applicable) be combined with the above filters:

• Door type
• Group
• Battery status
• Pending updates

Search for door

The Search field can be used for searching by Name or Door ID. The latter column is not shown by default but can be modified via the Edit columns dialog.

Import doors

Doors from a Visionline system can be imported to Vostio by following these steps:

In Visionline:

1. Double-click on Doors under the Lists tab in the navigation window.
2. In the door list, click the Print >> button and choose Print to file, which creates an xls file containing all doors from the list.

In Vostio:

1. Click Import doors (see position 3 in Figure 21). A dialog as shown in Figure 22 is displayed.

Figure 22

2. Click Choose file and browse to the file exported from Visionline.
3. If applicable, mark the checkbox Door ID from name (i.e., if the Door ID should be the same as the Name of that door).

If there are already some doors in Vostio, this may cause a conflict with the doors in the import list if Name and/or Door ID are the same. See example in Figure 23 below. The information in all columns except for Lock type can be modified by clicking on an item, e.g. a door name as in Figure 24, modifying it as desired and then clicking the blue tick to the right. Range is only applicable for doors of type Entrance. Note that the range for each Entrance door in the Import doors list will be wide, so make sure to adjust the range if needed.

Figure 23

Figure 24

4. Click Import.

Add doors

If clicking Add door, a dialog as in Figure 25 is shown. The parameters will vary depending on door type. Enter the applicable information and click Save. Note that all types of doors are added from this dialog:

• Guest
• Common
• Entrance
• Staff
• Elevator

Figure 25

If adding an online door of type ‘Elevator’ or ‘Entrance’, use a door template set up according to here. The relay outputs are defined in the Add door dialog; see example in Figure 26 where output 1 corresponds to Floor 1 and output 2 corresponds to Floor 2. In this example, ‘Custom’ has been chosen at Access options and the applicable doors have then been chosen in the drop-down list at Doors, i.e. only guests with a room on the specific floor will be able to access that floor via the elevator. The other alternatives at Access options are displayed in Figure 27.

Figure 26

Figure 27

Download report

By clicking the download icon, a report with currently shown doors is downloaded.

Edit columns

By clicking the Edit displayed columns icon (see position 6 in Figure 21), a dialog as in Figure 28 is shown. Make any applicable changes to the default shown in Figure 28. The columns are saved in the browser, so each user can customize the columns for the same system.

Figure 28

Add or edit door groups

By clicking the icon Edit door groups, a dialog as in Figure 29 is displayed, where it is possible to add door groups and/or edit door group names.

Figure 29

View battery status

Battery status is displayed by:

• Green icon - OK
• Yellow icon - Low
• Red icon - Critical
• No icon - No battery status reported

By hovering over a battery icon, details about idle voltage and load voltage are displayed.

Figure 30

View pending updates

By hovering over the Pending updates column for a door, details about what updates are required for that door will be shown.

Figure 31

View door menu

When hovering over a door, a menu button is shown; click the button to display a menu.

Figure 32

If clicking Edit in the door menu, a dialog in the style of Figure 33 is shown. Changes that affect configuration data will appear under Pending lock updates (see position 1 in Figure 21) and Pending updates (see position 9 in Figure 21). Change of e.g. door name does not need to be transferred to the lock, and will hence not generate anything in those locations. The Door type cannot be modified.

Figure 33

Delete several doors

If more than one door should be deleted at the same time, mark the doors and click the Delete doors icon. This option can also be used for a single door.

Figure 34

Edit several doors

If more than one door should be edited at the same time, only the door group can be changed. Mark the doors and click the Edit doors icon. A dialog as in Figure 35 will be shown; choose the applicable group in the drop-down list and click Save.

Figure 35

View door details including lock log readouts

By clicking on a blue door name, a page with door details will be shown. At the bottom, a drop-down list of lock log readouts will be available (if such have been made via Vostio Service Tool).

Figure 36

2.2.2 Door templates

Note: This section 2.2.2 describes both offline and online systems, but some items are only applicable for online.

Each door must belong to a door template, deciding what parameters that are applicable for the door. Under Door templates, it is possible to view the standard door templates that are included in the system from start.

Figure 37

The standard door templates can be modified to suit your needs, and new door templates can be added. To edit an existing door template, hover on it in the list and choose Edit in the menu that appears.

Figure 38

If Add template is clicked in the Figure 37 screen, a dialog as in Figure 39 is shown. Enter a template name, choose parameters according to your needs and click Save. The Edit template dialog looks similar to the Add template dialog, but the door type is not selectable.

Important: Doors of all types (Guest, Elevator etc.) which are set up for online use must belong to a door template where the radio button ‘Enabled’ is chosen at Online door; see Figure 40.

Figure 39

Figure 40

2.2.2.1 Add template for online doors of type Elevator or Entrance

• Lock type must be set to ‘Remote controller 2’.
• Relay setup is by default ‘External’ and cannot be changed. The relay outputs for each elevator controller or remote controller are set up in the Add door dialog; see example in Figure 26.
• At Online door, the radio button ‘Enabled’ must be marked.

Figure 41

2.2.3 Schedules

On the Schedules page, it is possible to set up one or more schedules of types stand open, guest access and staff access. Note that the stand open schedule is in the lock while the access schedule (of any type) is on the key; see more details about the different schedule types in Vostio Web Portal.

2.2.3.1 Stand open schedules

Note that stand open can also be set by key; see Guest deadbolt override for more information and examples of when stand open by key is more appropriate.

1. Under the Stand open schedules tab of the Schedules page, click Create schedule.

Figure 42

2. In the Create stand open schedule page (Figure 43), add a Schedule name.
3. At Select door, choose in the drop-down menu the doors or entire door groups for which the stand open schedule is applicable.
4. Click and drag in the matrix to create the stand open schedule (15-minute resolution).
5. Click Save.

Figure 43

It is also possible to apply a stand open schedule on a door according to Figure 44.

1. When adding a door of type Common,Entrance or Staff, a stand open schedule can be chosen.

Figure 44

2.2.3.2 Guest access schedules

1. Under the Guest access schedules tab of the Schedules page, click Create schedule.

Figure 45

2. In the Create guest access schedule page (Figure 46), add a Schedule name and (if applicable) a PMS schedule ID.
3. Click and drag in the matrix to create the guest access schedule (15-minute resolution).
4. Click Save.

Figure 46

Apply guest access schedule on guest access profile:

1. When setting up guest access profiles, a guest access schedule can be chosen; see details in Guest access profiles.

2.2.3.3 Staff access schedules

1. Under the Staff access schedules tab of the Schedules page, click Create schedule.

Figure 47

2. In the Create staff access schedule page (Figure 48), add a Schedule name.
3. In the drop-down menu at Access profiles using this schedule, choose one or more staff access profiles for which the staff access schedule should apply.
4. Click and drag in the matrix to create the staff access schedule (15-minute resolution).
5. Click Save.

Figure 48

2.2.4 Access profiles

From the Access profiles page it is possible to create profiles containing selected doors, to facilitate when giving access to hotel staff (see Staff access profiles) and guests (see Guest access profiles).

2.2.4.1 Staff access profiles

Doors of all types (Guest, Common, Entrance, Staff or Elevator) can be included in a staff access profile. For all door types except for Elevator, a staff access schedule can be applied on the doors in the profile.

1. In the Staff access profiles tab, click Add staff access profile down to the left.

Figure 49

2. In the Add staff access profile page which is shown, perform the following operations:

• Figure 50: Enter an Access profile name. If applicable, choose a staff access schedule (see Staff access schedules for details) which will apply for all doors that are included in the profile. Choose the applicable setting for Deadbolt override; see details below. Under Door group to the left: Mark each applicable door group (one at a time), and to the right either choose All to give access to all doors in the door group, or mark the applicable door checkboxes.

Figure 50

• Figure 51: Under Elevator to the left, mark each applicable elevator (one at a time). To the right either choose All to give access to all relay outputs for that elevator, or mark the applicable output checkboxes.
• Click Save.

Figure 51

3. When a staff member is added to the system (under Staff in Vostio Web Portal), choose the applicable access profile(s) in the drop-down menu; see details in sections System without SSO/System with SSO.

Deadbolt override for staff keys:

It is possible to allow or restrict that staff keys should be able to open deadbolted doors. The global setting for the system is per default disabled, but if a staff member with Admin role enables the global setting there will be a choice on access profile level to enable or disable deadbolt override. The following door types support deadbolt override for staff keys:

• Guest
• Common
• Staff
• Entrance (requires that all doors in the hotel, of all door types, must have firmware 7.22 or higher)
  Note: Elevators do not support deadbolt override for staff keys.

1. To enable the global setting, click the gear icon up to the right in the portal.

Figure 52

2. Choose Settings in the left menu. Under Key settings, mark ‘Enable’ at Staff key deadbolt override option and click Save down to the right.

Figure 53

When the global setting is enabled according to above, all staff access profiles will by default have deadbolt override disabled.

Allow deadbolt override for a staff access profile:

1. Choose an existing staff access profile (click on it in the Staff access profiles page; see Figure 49) or add a new one as above. In the Edit staff access profile or Add staff access profile page, mark ‘Enable’ which will allow deadbolt override for staff keys using the profile. Click Save down to the right on the page. The setting will apply for all doors in the access profile (in the below example all guest rooms).

Figure 54

2. Follow the normal procedure for adding staff with key template; see sections System without SSO/System with SSO.
   Note: If more than one access profile is chosen, the key for that staff member will be able to perform deadbolt override as long as one of the access profiles allows it.
   Note: If the deadbolt override setting for a staff access profile is at a later stage changed again, staff keys using that profile will need to be re-encoded.

2.2.4.2 Guest access profiles

From the start, there is in the system an empty Default access profile for guests, and if needed additional guest access profiles can be created. Only doors of type Common can be included in a guest access profile.

1. Choose the Guest access profiles tab.

Figure 55

2. To edit the default access profile, click it on the page shown in Figure 55; a page Edit guest access profile (similar to the page shown in Figure 56) will be shown. Follow the description in step 3 below to edit the profile. The name of the default profile can either be kept or be changed according to your wish.
3. To add a new guest access profile, click Add guest access profile down to the right on the page shown in Figure 55 and (see example in Figure 56)

• enter an access profile name
• if applicable, enter a PMS access profile ID
• choose the doors to be included in the profile: click a door group and mark the doors to be included, repeat for all applicable door groups
• for each door to be included in the profile, choose whether ‘Always access’ is applicable (guests belonging to the profile will at all hours access the door by presenting a key) or if the access should be limited to certain times and/or days.
  Note: Other access schedules than ‘Always access’ require that the lock firmware in the concerned door supports it. If this is not the case for a chosen door, a warning triangle will be shown and you will be informed that the lock firmware must be updated.

Figure 56

4. When creating a guest access (see this chapter) or guest key (see this chapter), the default access profile is preselected. If desired, another guest access profile can be chosen.

2.2.5 Guest API credentials

Guest API credentials are often handled by ASSA ABLOY technicians, but can also be handled by PMS/Mobile Access vendor technicians or hotel IT technicians.

1. Go to the Integrations page.

Figure 57

2. Click the Create credentials button at the bottom of the Integrations page.
3. In the dialog which is shown, enter the name you want to use for the credentials and click Create credentials.

Figure 58

4. When Create credentials is clicked in the Credentials name dialog, the below message will be shown; click Download credentials.
   Note: For security reasons, this is the only chance you have to get the password. If you lose or do not download the file, you will have to create a new set of credentials and delete the old ones.

Figure 59

5. Copy the username and password from the downloaded file and enter them in the integrating PMS system or Mobile Access system.
6. If the credentials should at some point be removed, click the icon to the right and then click Remove.

3. Create and manage guest access

Note: If your organization uses the guest key concept, you will not see Create guest access and Manage guest access in the left menu in Vostio Web Portal. In that scenario, skip this chapter and instead read Create guest keys. The guest access concept is however the preferred one to use.

The guest access concept in Vostio allows the receptionist to manage keys and access for the same stay as a group instead of one by one. If anything is later changed in an existing guest access (e.g. validity time or common rooms are modified), Vostio automatically updates all applicable Wallet keys and Seos keys. It is also possible to later add more keys to an existing guest access.

Create guest access: In this page, new guest access is created.

Manage guest access: In this page, existing guest access is shown. If any guest access should be edited, the dialog for that is reached from this page.

3.1 Create guest access

The Create guest access page is shown directly after login to Vostio. The maximum number of guest rooms for a guest key is 8, but this will depend upon how the system is configured and upon the key type. If the guest key includes access e.g. to elevators, common rooms and/ or according to guest access schedules, it may be that fewer guest rooms than 8 can be included on the key.

1. Fill in the fields according to your choice; see description of the different fields in Table 2 of this section.

Figure 60

2. Click Create access.

• If the toggle switch Activate keys when creating the access is enabled as in Figure 60 (default) and a number of keycards has been chosen, the encoder will start beeping and you will be urged to place a keycard on the encoder.
• For Wallet keys and Seos keys: When the key has been delivered to the guest’s mobile app, the status of the key in the detailed view for the guest access will be ‘Issued’.

Figure 61

| Field etc. | Description | | -------- | ------- | | Guest room number | Choose the applicable guest room (or guest rooms) in the drop-down menu; the maximum number of guest rooms for a guest key is 8, but this will depend upon how the system is configured and upon the key type. If the guest key includes access e.g. to elevators, common rooms and/or according to guest access schedules, it may be that fewer guest rooms than 8 can be included on the key. | | Booking reference | Optional | | Valid from date | Prefilled as the current day; can be modified for Wallet keys and keycards (note that keycards must be re-encoded) | |Valid from time |Prefilled as the current time; can be modified for Wallet keys and keycards (note that keycards must be re-encoded) | | Valid to date | Prefilled according to the setting ‘Default number of guest nights for keys’; can be modified by a staff member with role Admin under the gear icon, then select Settings in the left portal menu (tab Keys) | | Valid to time | Prefilled according to the setting ‘Default guest check-out time’; can be modified by a staff member with role Admin under the gear icon, then select Settings in the left portal menu (tab Keys) | | Guest access profiles |A default guest access profile is automatically included, but if desired it can be removed by clicking the cross. It is also possible to choose one or more other profiles in the drop-down menu. | | Additional common rooms | If one or more common rooms should be added, choose the rooms in the drop-down menu. By clicking on the name of a guest access schedule (e.g. ‘Weekdays’), information about the schedule is displayed. If there are several access schedules for a door, the information will show the sum of the schedules. | | Activate keys when creating the access | This toggle switch is by default enabled; when clicking the Create access button the following applies:

Keycards can be encoded (Number of keycards is by default 2 but can be changed.

Seos keys will be issued and become valid directly.

Wallet keys will become valid at the date and time stated at Valid from date and Valid from time. |Guest name| Optional

Table 2

3.1.1 Add joiner to current access

If more keys should be added to an existing guest access, follow the steps below:

1. Click Create guest access.
2. In the drop-down list at Guest room number, choose the applicable room with existing guest access; a dialog as below is shown. As the dialog states, if you choose ‘Join current access’ (default), keys will be added to the existing guest access. If you instead mark the radio button ‘Override access’, a new guest access with a new key will be created. The key from the old guest access will still work until a key from the new guest access is presented at the door.

Figure 62

Figure 63

3.2 Manage guest access

Figure 64

The page Manage guest access shows all guest access which has been created according to section Create guest access. By clicking on the row for a guest access in the list, the information can be edited; see details in the below section.

3.2.1 Edit guest access

1. In the list on the Manage guest access page (Figure 64), click the row for the guest access that is to be edited. Note that if clicking a blue door name, information about that specific door will be displayed instead. A detailed page will be shown; see example below. Make the applicable changes and click Save.

Figure 65

Note: The field for Valid from date and/or Valid from time can be modified for Wallet keys and keycards (note that keycards must be re-encoded). The if the date and/or time has passed, the field is grayed out.

If additional keys should be added to the guest access, scroll down to the ‘Keys’ section of the Manage guest access page and click Add keys. Fill in the dialog displayed (Figure 66) and click Add keys. The encoder will beep and a message will urge you to place a card on the encoder.
Note: Cards cannot be created for a guest access

• which has not yet been activated
• where the validity start time has not yet occurred
• where no encoder has been chosen (this is chosen on top of Vostio Web Portal; see example to the right in Figure 2)

Figure 66

3.2.2 Delete access

A guest access can be deleted if no keys have been created under it; see steps 1-2 below. If there are keys, the guest access can only be checked out; see this section.

1. On the Manage guest access page, click the guest access that is to be deleted.
2. Click the Delete access button up to the right in the detailed view for the guest access. If the guest access has not been activated, it will instead be a dustbin.
3. Click Delete in the dialog that is displayed.

Figure 67

Figure 68

3.2.3 Check out access

If keys have been created for a guest access, the guest access cannot be deleted but it can be checked out (in case the guest leaves earlier than expected etc).

1. On the Manage guest access page, click the guest access that is to be checked out.
2. Click Check out access up to the right on the detailed page for the guest access.

Figure 69

3. Click Check out in the dialog that is displayed.

Figure 70

If a Wallet key or Seos key is successfully revoked, this will be reflected in the status shown at the bottom of the detailed page for the guest access.

Figure 71

3.2.4 Create keys at a later occasion

If keys should not be created directly when the guest access is created according to section Create guest access, it can be done at a later occasion from the Manage guest access page.

1. Hover on the guest access for which keys are to be created.
2. In the menu that is displayed, click Activate guest access. This has the same function as the toggle switch Activate keys when creating the access.
3. Once the activation has been done, click Create cards in the right-click menu. This will lead to the Add keys dialog; fill it in and click Add keys.

Figure 72

4. Create guest keys

Note: If your organization uses the guest access concept, you will not see Guest key in the left menu in Vostio Web Portal. In that scenario, skip this chapter and instead read Create and manage guest access.

Figure 73

The Guest key page is shown directly after login to Vostio. The maximum number of guest rooms for a guest key is 8, but this will depend upon how the system is configured and upon the key type. If the guest key includes access e.g. to elevators, common rooms and/or according to guest access schedules, it may be that fewer guest rooms than 8 can be included on the key.

1. At Guest room, enter the room number(s) directly (if more than one, separate the numbers with comma). OR Click the plus sign to open the page Select guest rooms which will show all door groups containing available guest rooms. Expand the applicable door group(s) and mark the applicable room(s). Click Done.
   Note: Default values for check-out date and check-out time are prefilled, but can if desired be changed by a staff member with Admin role (under the gear icon, choose Settings in the left part of the window).

Figure 74

2. For access to common rooms, a guest key can be given access according to a guest access profile, see Guest access profiles for details. Choose in the drop-down list if another profile than the default one is applicable. The common doors included in the chosen profile are shown below the field, e.g. Restaurant, Conference room and Sauna as in the example in Figure 73. It is also possible to select additional common rooms which are not included in the profile.
3. Common rooms which have an icon as the one marked with red in Figure 75 can be set in stand open mode by a guest key (or staff key), but the function must also be enabled on the key; see below and also see more details about stand open by key here. If this is applicable, perform the following steps for each common room which the guest key should be able to set in stand open mode:

• Click the icon as in Figure 75.
• Mark the checkbox ‘Guest key sets this door in stand open’ as in Figure 76.
• When Apply has been clicked, the icon will no longer be grayed out; see Figure 77. Note that there is a warning triangle if the firmware needs to be updated.

Figure 75

Figure 76

Figure 77

4.1 Joiner keys

If you try to encode a guest key to a room (or several rooms) where there is already one or more guest keys, a dialog as in the example in Figure 78 will be shown when clicking either Key or Mobile key on the Guest key page (Figure 73).
Note: The joiner key can have other common room access than the initial guest key; joining the current key only refers to guest room(s).
Note: The joiner key can have another check-out date (and check-out time on the day) than the initial guest key.

1. Mark the applicable radio button depending on if the new key should take over the guest room(s) from the previous key(s) or join the current key(s) in the guest room(s); see Figures 78 and 79.

Figure 78

Figure 79

2. If more than one guest room is applicable, it is possible to choose for each of the rooms if

• the initial key(s) should lose access to the guest room(s); mark New key OR
• the new key should join the current key(s); mark Joiner key 3.Click Create key

5. Guest deadbolt override

It is possible to allow or restrict that guest keys should be able to open a guest door even if someone else in the guest party has deadbolted the door from the inside. Guest deadbolt override can be used no matter if you have the guest access feature (see Create and manage guest access) or guest key feature (see Create guest keys). The global setting for the system is per default disabled. Allow guest deadbolt override:

1. Click the gear icon up to the right in Vostio Web Portal.

Figure 80

2. Choose Settings in the left menu.

Figure 81

3. Under Keys, mark ‘Enable’ at Guest key deadbolt override.
4. Follow the instruction regarding minimum firmware shown in Figure 82, i.e. make sure that all guest doors have lock firmware 8.80 or newer.
5. Click Save down to the right on the page in Vostio Web Portal.

Figure 82

6. Function keys

Figure 83

If you are logged on with the Admin role (see Table 1 for details), the alternative Function keys will be available in the left portal menu in Vostio. By clicking this, you will be able to create emergency keys and backup keys; see description in Vostio Web Portal for more details about the keys.

7. Stand open by key

If a room needs to be set in stand open mode for a certain time, this can be done by either a staff key or a guest key with stand open functionality. The first time the key is presented, the door will be set in stand open mode (anyone can enter the room by just pressing the handle, without any need for a key). The second time the key is presented, the door will go back to normal mode (key is required to open).
Note: If the stand open mode should be set on a regular basis, e.g. if a conference door should be open all Wednesdays and Fridays between 6PM and 10PM, a stand open schedule can be used instead; see Stand open schedules. There may however be scenarios where stand open by key is preferable even if a room should be open on a regular basis, e.g. that a staff member should always be present to open a pool room (see example). Stand open by key requires the following actions:

1. The door is set up with ‘Allow keys to set door in stand open’ enabled.
2. For staff keys, set up stand open functionality according to sections System without SSO/System with SSO.
3. For guest keys, set up stand open functionality according to chapter Create guest keys.

For stand open by key, the following applies:

• Stand open mode can be set on all door types (Guest, Common, Entrance and Staff) but not on elevators
• Staff keys can set and remove stand open mode on all the above door types
• Guest keys can set and remove stand open mode on doors of type Common The stand open function is set up per individual key (both for staff and guests), i.e. is not included in any access profile If a staff key or guest key with stand open function is presented at a lock which is already in stand open mode due to a stand open schedule, nothing will happen (i.e. stand open mode will still apply until the schedule removes it).
  
  Example 1: A conference room should be in stand open mode during the morning. In this way the conference guests can easily take coffee breaks, use the lavatory etc outside the room. During lunch, when everybody leaves the room and goes to another building, stand open mode will be removed so that the conference room is locked. In the afternoon when the conference continues, the room is set in stand open mode again.
  
  Example 2: A pool room should be open all days between 9.00 AM and 6.00 PM. Each morning, a staff member needs to present his/her staff key at the pool room to set the door in stand open mode for the day. In this way there will always be a staff member present at the pool, even if the lifeguard who is to supervise the pool oversleeps and is not available in the morning when children start coming.
  
  Note: If you for a staff key or guest key choose a door where the lock firmware is too old to support stand open, you will be notified that the firmware needs to be upgraded. For Entrance doors, also see this note.

8. Verification and troubleshooting

View key events
Export system events
Verify encoder setup
View and download lock log
View action log in Vostio Service Tool
Password is forgotten
Cannot encode RFID tags
Cannot log in to Vostio
Vostio Web Portal not reachable
Encoder cannot connect to cloud services

Note: For lock LED signals, see the applicable manual 3 or 4 depending on lock model.

8.1 View key events

Under Key events, by default events for the last 30 days are shown.

Figure 84

The key event list can be filtered on one or more specific doors, and the date at Events from and/or Events to can be changed (the time span can maximum be 90 days). Enter the desired search criteria and click Search.

Figure 85

8.2 Export system events

Under System events, it is possible to export system events (e.g. creation/editing/deletion of staff members, access profiles and similar) to a csv file. Choose the applicable time span and click Export.

Figure 86

8.3 Verify encoder setup

Once the encoder has been set up and the locks have been configured, verify that the encoder works properly. To do this, create a key according to the applicable chapter Create and manage guest access) or Create guest keys. A message should prompt you to place an RFID card/ tag on the encoder. When the RFID card/tag has been encoded, it should be able to open the applicable lock.

8.4 View and download lock log

1. On the Doors page under the gear icon (see this section for details on where to find the settings), enter the door name (in this example ‘108’) and click Enter.

Figure 87

2. Scroll down on the page with information on this room. Under ‘Lock log readouts’ at the bottom of the page, click the readout you want to view.

Figure 88

3. The log details will be shown. If applicable, click Download log down to the right.

Figure 89

8.5 View action log in Vostio Service Tool

1. Click the action log icon shown in the top right corner of Vostio Service Tool. If there is a red dot at the action log icon, there are new items.

Figure 90

2. An action log is shown. A red triangle indicates that something needs extra attention, e.g. that a lock has low battery level. To see the details for a specific log item, click on in the action log.

Figure 91

3. If a log should be deleted, swipe it to the right. If the entire action log should be deleted, click the dustbin up to the left on the Action log page.

Figure 92

8.6 Password is forgotten

1. If you at a later logon have forgotten your password, click ‘Forgot password?’ at the bottom of the login page; a verification code will be sent to your email address.
2. The login page will now have fields as in Figure 93; enter the code and a new password.
3. Confirm the password and click Continue.

Figure 93

8.7 Cannot encode RFID tags

Is the correct encoder selected?
The encoder name selected in Vostio Web Portal should match the name on the encoder display.
Note: Disconnected encoders remain in the encoder list in Vostio Web Portal.
Is the encoder connected to the network?
The encoder display should show system name, encoder name and IP address. If the encoder is not connected to the network, it will instead show ‘offline’, encoder name and ‘IP:none’.
Is the encoder connected to the correct system?
See the system name in the encoder display.
Is the encoder connected to the Vostio cloud?
The encoder display should show system name, encoder name and IP address. If it is not connected to the Vostio cloud, it will instead show ‘offline’ and the encoder name. See Encoder cannot connect to cloud services for information on how to use the fallback web for encoding of cards if the encoder cannot connect to the Vostio cloud.

8.8 Cannot log in to Vostio

Can Vostio Web Portal be reached?
Vostio Web Portal should be reachable on https://vostio.assabloy.com. If it is not, see Encoder cannot connect to cloud services for information on how to use the fallback web. Are you using the correct username and password? If the password is lost, you can reset it; see Password is forgotten for troubleshooting steps.

8.9 Vostio Web Portal not reachable

1. Check if other internet sites are accessible (e.g. https://www.google.com)
2. Make sure there are no firewall rules blocking access to https://vostio.assabloy.com

8.10 Encoder cannot connect to cloud services

In the scenario that the encoder cannot connect to the cloud services, a fallback web can be used (applicable for encoders of revision G or lower). The computer from which the fallback mode is to be used must be on the same network as the encoder.
Note: Wallet keys and Seos keys cannot be created in fallback mode.

1. In the web browser, enter the encoder IP address (shown at the bottom of the encoder display).
2. A message as in Figure 94 will be shown; click Advanced at the bottom of the page. ‘Not secure’ is shown since a self-signed certificate is used, i.e. no external certificate supplier is involved. The warnings in Figures 94-95 are expected and should be dismissed by following steps 2-3 in this instruction.

Figure 94

3. A message as in Figure 95 will be shown; click ‘Proceed to…’ at the bottom.

Figure 95

Figure 96

4. In the fallback login page which is shown, enter the fallback username and password which were created during setup of the encoder; see [1].
5. Important: The fallback web (see Figures 97 and 98) should only be used as a temporary solution since it has very limited functionality:

• each guest key can be encoded for one room (either a guest room or a common room)
• guest keys issued after noon (12:00 PM) local time will be valid until noon the following day; guest keys issued before noon will be valid until noon the same day
• staff keys cannot be encoded
• no types of keys can be verified

Figure 97

Figure 98

Appendix: SSO integration

SSO (single sign-on) can be used as a convenient login method for Vostio Web Portal and Vostio Service Tool. This appendix describes how to set up SSO for Vostio using SAML 2.0 (Security Assertion Markup Language).

• Each Vostio system can have one SSO integration.
• The same SSO user can be created in several Vostio systems that belong to the same SSO integration. The user can then easily switch between the systems via a drop-down menu; see details here.

Overall procedure to set up SSO integration

1. In identity provider: Create a SAML integration. Copy metadata from Vostio Web Portal to the SAML integration.
2. In Vostio Web Portal: Enable an SSO integration. The IdP name can be any user-friendly name. The Metadata URL must be copied from the identity provider, i.e. the SSO integration enabled in Vostio points to the SAML integration created in step 1 above.
3. In Vostio Web Portal: Add SSO login to staff members; see System with SSO.

Detailed procedure to set up SSO integration

1. In Vostio Web Portal:

• Click the gear icon up to the right in Vostio Web Portal (requires that you have the Admin role in the Vostio system).

Figure A1

• Choose Integrations in the left menu.

Figure A2

• Choose the tab SSO Integration; a screen as in Figure A3 is displayed.

Figure A3

2. In identity provider (follow the documentation for the identity provider to create a SAML integration):

• Paste Single sign-on and recipient URL (ACS URL) which has been copied from Vostio Web Portal to the SAML integration.
• Paste Audience URI (Entity ID) which has been copied from Vostio Web Portal to the SAML integration.
• Download the Signing certificate; depending on identity provider, the certificate can then be uploaded to or pasted into the SAML integration.
• Name ID format must be changed to Persistent.
• Paste Single logout URL; see details about the URL in Vostio Web Portal.
• Assign users to the SAML integration.

3. In Vostio Web Portal:

• Click Enable SSO integration (see Figure A3); a dialog as in Figure A4 is shown.
• Enter an IdP name; this can be any user-friendly name.
• The Metadata URL must be copied from the identity provider so that the SSO integration in Vostio points to the SAML integration created in step 2 above.

Figure A4

Delete SSO integration

If an SSO integration should be deleted, this must be performed by a staff member with Admin role in the Vostio system who is not logged in via SSO. If the integration is deleted, all SSO users will be removed as well.

1. Choose Integrations in the left menu; see Figure A2 above.
2. Select the tab SSO Integration.
3. Click the dustbin to delete the SSO integration.

Figure A5

4.A message as in Figure A6 will be displayed; click I understand, Delete it.

Figure A6

References

References 1-5 are available on https://my.vingcard.com.

[1] User manual ASSA ABLOY Encoder 4010
[2] User manual ASSA ABLOY PMS Converter 4020
[3] Commissioning and maintenance guide Vostio RFID locks
[4] Commissioning and maintenance guide Vingcard Novel/6470/5470/5475/R-Series
[5] Knowledge article Vostio compatibility