Using commands

Navigating & using menus

Quick Reference Guide

About this document

Information in this document is subject to change
without notice and does not represent a commitment
on the part of VingCard Elsafe AS, Norway. While an
effort has been made to insure that the manual is
accurate, VingCard Elsafe AS makes no warranty of
any kind, including any warranties of merchantability or
fitness for a particular purpose with regard to this
manual. VingCard a.s assumes no responsibility or
liability for errors in this manual or for any incidental or
consequential damages arising from the use of this
manual in operating equipment or in connection with
operation of the equipment.

© 1996-2006 VingCard Elsafe AS

VingCard £ is a registered trademark of VingCard

Elsafe AS

1
Quick Reference Guide

Navigating and using the

menus
The 2800 system is a touch screen based system.
This results in a very user-friendly system since
you only need to press the screen to indicate
which options you would like to select.

Data selection and entry

Only variable data like room numbers and
employee numbers are entered by pressing a
series of keys and then pressing Enter (f). Other
than this most input is done from selecting data
from a list of options.

Add, remove and change commands

Command menus usually contain three options:
x Add
x Change
x Remove

Use the Add command the first time you perform

actions, for example when you add an employee
to the system. Use the Change or Remove
commands if you later need to change some
parameters or remove the employee from the
system.

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Quick Reference Guide

Selecting Commands and data

Commands are selected from a list. To select
Cards, press the Cards-button on the screen. Press
the Back-button (2) to return to the previous
menu.

Copy guest cards

Check-in a guest
Specifying/defining values
In some menus you need to specify or define
values. Use S and T to browse until the correct
value is selected.

Note: The Y symbol indicates which option that

is active for configuration.

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Quick Reference Guide

Check-in a guest
This is the procedure for checking in a guest,
note that there can be up to five guests checked
into one room concurrently:
1. Select Add from the
Guest Cards Menu.
2. Enter the correct Room
number.
3. Specify the number of
Cards you would like to
encode.
4. Press f to navigate to
the next screen.
5. Specify the correct End
Date (date when the
guest is checking out).
6. Specify the correct Type,
for the guest.
7. Press ( to encode the
card(s) for the guest.
8. Insert and remove
card(s) in encoder.

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Quick Reference Guide

Copy guest cards

This is the procedure if the guest, after check, in
would like to have additional copy cards for the
room. Up to five cards can be made for one
specific room.

1. Select Add from the

Guest Cards Menu.
2. Enter the correct Room
number for the room you
want to create copy cards
for.
3. Specify the number of
Cards you would like to
encode.
4. Press f to navigate to
the next screen.
5. Press ( to encode the

Change room for the guest

Check-out the guest
card(s) for the guest.
6. The Room OCCUPIED
screen appears, select
Add Guest to create
copy cards.
7. Insert and remove
card(s) in encoder.

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Quick Reference Guide

Check-out guest
Use this command to remove a card from the
system (check-out). It is usually not necessary to
use the Remove command at each guest check-
out. The guest will be automatically removed
from the system at the selected check-out time.

Please note that the remove operation deletes

information about all guests in one room, but it
has no effect on the lock. Even though a guest
has been removed from the system database, the
card can still operate the lock until its end date
has passed.
1. Select Remove from the
Guest Cards Menu.
2. Specify the Room
number for the room to
check out.
3. Press f.
4. The Guest Removed
dialog box appears.
5. Press OK to continue.

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Quick Reference Guide

Change room for the guest

This is the procedure if the guest wants to change
rooms during the stay at the hotel.

1. Select Add from the

Guest Cards Menu.
2. Enter the correct Room
number.
3. Specify the number of
Cards you would like to
encode.
4. Press f to navigate to
the next screen.
5. Specify the correct End
Date (date when the
guest is checking out).
6. Specify the correct Type,
for the guest.
7. Press ( to encode the
card(s) for the guest.
8. Insert and remove
card(s) in encoder.

Note: Remember to re-encode the current card if

you check the guest into a different room. That
way the old card cannot be used to open the
room the guest originally was assigned to. If the
Verify a guest card
Replace a lost guest card

card is not returned when a guest wants to

change rooms, use a Lock Out card to block the
last guest card.

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Quick Reference Guide

Replace a lost guest card

This is the procedure for replacing a lost guest
card. Please note that if one card is lost, new
cards must be made for all guests sharing the
room.
1. Select Add from the
Guest Cards Menu.
2. Enter the correct Room
number.
3. Specify the number of
Cards you would like to
encode.
4. Press f to navigate to
the next screen.
5. Specify the correct End
Date (date when the
guest is checking out).
6. Specify the correct Type
for the guest.
7. Press ( to encode the
card(s) for the guest.
8. The Room OCCUPIED
screen appears, select
Replace.
9. Insert and remove
card(s) in encoder.

Note: If copy cards are made for the room, you need
to replace the copy cards as well. Note that it is
actually first when the new card is used in the lock
that it will override and replace the previous one.

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 Different levels of access
Quick Reference Guide

Verify
Use this command to read and display
information about the card. This command is
used to determine the identity of a lost card.

Verify Guest Card

1. Select Verify from the
Guest Cards Menu.
2. Follow the instructions
on the screen, and insert
the card in the encoder.
3. The information related
to the card is displayed
on screen.
4. Press 2 to return to the
previous menu.

Note: If the card has expired or a new guest has

checked into the room, the message will say:
“Old card”. The system will still display the
information read from the card.

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Quick Reference Guide

Different levels of access

There are three different levels of system access
in the 2800 system:
x Front Desk (FD)
x Mananger On Duty (MOD)
x Master (M)

Menu FD MOD M
Guest X X X
Cards
Employee X
Cards
Special X* X
Cards
Reports X** X
***
LockLink X X
Restore X
Database
Backup X
Database
Set Date X
and Time
System X
* MOD only has access to One Short Card
**MOD only has access to Events by Date,
Events by Room, Events by Operator, Events by
User Group, Events by Card ID and View Lock
Events.
*** MOD only has access to Program Lock,
Read Lock Events and View Lock Events.

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Quick Reference Guide

Master users
Please note that the Master user is the only user
in the system that by default has both room
access and system access without any limitations.
There can only be 10 master users created in the
system.

Start-up screens

Replace a lost card

Add an Employee
The start-up screen will vary depending on which
one of these levels the user account is assigned
to:
x For Front Desk, the start-up screen is
Add Guest.
x For Manager on duty, the start-up screen
is Add Guest.
x For Master, the start-up screen is the
Main menu.

From these menus it is possible to navigate to the

menus available for that specific level of access.

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Quick Reference Guide

Add an employee
1. Select Add from the
Employee Cards Menu.
2. Enter the Employee ID
for the employee, pressf
to continue to the next
screen.
3. Select the correct User
Group for this specific
employee.
4. If applicable, specify
whether the employee
or should have access to
Service Common door.
5. If applicable, select
Extended access.
6. If applicable, specify the
Start and End time for
the cards (this is when the
employee should have
access during the day).
7. If applicable, select
language (system users
only).
8. Press ( to encode the
card/generate password.
9. If applicable, Insert and
remove card in encoder
(keycard holders only).

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Quick Reference Guide

Replace a lost card

This is the procedure for how to replace a lost
employee keycard:

1. Select Change from the Employee Cards

Menu.
2. Enter the Employee ID for the employee
you need to replace, press f to continue to
the next screen.
3. Accept all the existing settings.
4. Press ( to encode the card(s).
5. Insert and remove card in encoder.

Note: If an employee card has been lost, do not

remove the employee from the system. Please
note that it is first when the new card is inserted
in the lock that it will actually replace the lost

Remove Employee
Change Employee access
one.

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Quick Reference Guide

Change Employee access

1. Select Change from the
Employee Cards
Menu.
2. Enter the Employee
ID for the employee
you want to change, press f to continue to
the next screen.
3. Select the correct User Group for this
specific employee.
4. If applicable, specify
whether the employee
should have access to
Service Common
door.
5. If applicable, select Extended access.
6. If applicable, specify the Start and End time
for the cards (the times the employee should
have access during the day).
7. If applicable, select language (system users
only).
8. If applicable, select keep password (system
users only).
9. Press ( to encode the card(s)/generate
password.
10. If applicable, insert and remove card in
encoder. (keycard holders only).

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Quick Reference Guide

Remove an employee from the

system
When an employee stops working at the property
the following procedure must be followed:
1. Collect the card from the employee.
2. Remove the employee from the system.

To remove an employee from the system, please

perform the following procedure:
1. Select Remove from the
Employee Cards Menu.
2. Enter the Employee ID
for the employee you
want to remove and press
Remove.
3. Confirm if you want to
remove the Employee.
4. The employee has now
been removed from the
system.

Fail-Safe cards
Verify Employee card

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Quick Reference Guide

Verify
This command is used to display information
located on employee cards. When a card is read
by the encoder, the unit searches the database for
an employee identification number to associate
with the card information.

Verify an employee card

If the employee number on the card is found in
the system, the unit displays the information on
the card related to this employee. This is the
procedure for verifying an employee keycard:
1. Select Verify from the
Employee Cards Menu.
2. Insert the keycard in the
encoder.
3. The related information is
displayed.
4. Press 2 to return to the
previous menu.

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 Emergency cards
Lock Out cards
Quick Reference Guide

Fail-Safe cards
A Fail-Safe card is used when it is impossible to
issue cards using the 2800 unit (power failure,
hardware problems, etc.). These types of cards
are pre-made guest cards for specific rooms.
When the system is down, just use the pre-made
Fail-Safe cards when checking in guests.

There should be a minimum of one Fail-Safe

card made for each room when the system has
been set up. There can be a maximum of three
Fail-Safe cards made per room.

1. Select Fail-Safe from the

Special Cards menu.
2. Specify the correct
Room number.
3. Specify the number of
cards to encode (1 to 3),
and press f.
4. Insert and remove the
card(s) in the encoder.
5. Repeat the procedure
for encoding cards if
necessary.

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Quick Reference Guide

Lock Out cards

A Lock Out card is used to delete the current
guest card from the lock. This is usually done by
the maids after the guests have checked out. This
is done to prevent the guests from returning to the
room in case the card is still valid.

The Lock Out card operates in any guest door

and does not interfere with any operation of
future keys. The next guest card will unlock the
door and all previous guest cards will be remain
locked out. The lock out can be overridden by an
Undo Lock Out card. An Undo Lock Out card
restores operation of the last guest card that was
active in the room. The Undo Lock Out card will
not restore a former card after a new card has
been used in the lock.

Create Lock Out cards

1. Select Lock Out from
the Special Cards menu.
2. Insert the Lock Out card
when prompted.
3. Insert the Undo Lock
Out card when prompted.

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Quick Reference Guide

Emergency card
The Emergency card is a master card that will
open any lock at the property and it will always
override the deadbolt. You should always create

Set Date & Time

One shot card
an Emergency card after the system is
configured. Make sure to store the Emergency
card in a secure place.

Create Emergency cards

1. Select Emergency from
the Special Cards menu.
2. Insert the Emergency
card when prompted.

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Quick Reference Guide

One Shot card

A One Shot card can only be used once. This is a
card used for deliveries etc. The card is room-
specific and has no effect on other previously
issued or used cards. The One Shot card does not
override the deadbolt.

Create One Shot cards

1. Select One Shot from the
Special Cards menu.
2. Enter the correct Room
number, and press f.
3. Insert card and remove
card in encoder.

Note: The One Shot card is only valid for one

hour after it has been issued.

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Quick Reference Guide

Setting Date and Time in the

system
Since the 2800 is a time based system, it is
important to maintain synchronism between the
system and the locks.

Note: Only users with Master passwords have

access to the Set Date and Time command.

Set Date and Time

1. Select System from

Restore Database
Backup Datanase
the Main menu.
2. Select Set Date/Time
from the System
Menu.
3. Specify the correct
date and time, press
Apply and OK when
finished.
4. The date and time has
now been set.

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Quick Reference Guide

Backing up the database

You should regularly perform a manual backup
of the data files so you have an extra copy of the
database in case of emergency.

When changes are made in the database, like

adding employees, change access etc. a backup
should always be performed.

Note: Only users with Master passwords can

perform backups of the system database.

Back up the database

1. Make sure the USB
memory stick is
inserted in the 2800
unit.
2. Select Backup from
the Main menu.
3. Select Backup USB
from the Backup
menu.
4. Press OK when the
backup has finished.

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Quick Reference Guide

Restoring the database

Note: The Restore command overwrites the data
in the system with the data from the backup file.

The data from Backup can be transferred to the

system in the event that the unit is replaced or
repaired.

Note: Only users with Master passwords can

restore the database.

How to restore the database

1. Make sure the USB
memory stick is inserted
in the 2800 terminal.
2. Select Backup from the
Main menu.
3. Select Restore USB from
the backup Menu.
4. Navigate to where the
backup is stored. Use S

View & Print Events

Read Events
to navigate to a higher
level on the USB memory
stick.
5. Select the Backup you
want to restore, then
press OK.
6. Press OK when the
Restore has finished.

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Quick Reference Guide

Read events
Read events can be done from any lock in the hotel,
but only one lock at a time. The information is
downloaded from the lock to the MiniLink, and then
downloaded from the MiniLink to the 2800 terminal.
Operations at the door:
1. Press the button on the MiniLink until
Read Events is selected.
2. Insert the MiniLink in the lock, the LED
will start flashing yellow.
3. When the Green light appears, please
remove the MiniLink.
4. The Events have now been downloaded.

Note: If a Red light appears, repeat the procedure for

reading events.

Operations at the 2800 terminal:

1. Log on to the 2800
terminal, and select
LockLink from the Main
Menu.
2. Select MiniLink from
the LockLink Menu.
3. Place the MiniLink in front of the IR port
on the 2800 terminal.
4. Select Import Events.
5. Press the button to activate the MiniLink.
6. The Events are now imported into the
system.

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Quick Reference Guide

View Lock Events

1. Log on to the 2800 terminal, and select
LockLink from the
Main Menu.
2. Select MiniLink from
the LockLink Menu.
3. Select View Lock
Events from the M iniLink menu.
4. The imported lock events will now be
shown on the screen of the unit.

Note: Lock events can also be viewed in the

Reports module of the system.

Print the lock report

To print a report, a printer needs to be installed
on the 2800 unit.
1. Press Print in the Report Preview
screen.
2. Specify the interval of the event ID’s
you need to print.
3. Press Print. Adjust internal lock time

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Quick Reference Guide

Adjust the time in the lock

Set clock
The clock can be set in any lock at the property.
Before the clock is set in the lock, the MiniLink must
be updated with the correct time.

Operations at the 2800 terminal:

1. Log on to the 2800
terminal, and select
LockLink from the Main
Menu.
2. Select MiniLink from
the LockLink Menu.
3. Place the MiniLink in front of the IR port on
the 2800 terminal.
4. Select Set Lock Time.
5. Press the button to activate the MiniLink.
Information is now being transferred to the
MiniLink.
6. The clock in the MiniLink has now been
synchronized with the time in the system.

Operations at the door:

1. Press the button on the MiniLink until Set
Clock is selected.
2. Insert the MiniLink in the lock, the LED
will start flashing yellow.
3. When the Green light appears, please
remove the unit.
4. The Clock inside the lock has now been
adjusted.

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