Onity Onportal Lock Management System: User Manual

TM
Onity OnPortal Lock Management System

User Manual
Copyright
©2017 Onity Inc. All rights reserved. Onity is a part of UTC Climate, Controls & Security, a unit of United Technologies Corporation. Other brand and product
names are or may be the trademarks of, and are used to identify products or services of, their respective owners.
This document or set of documents discloses subject matter in which UTC CCS has proprietary rights. Neither receipt nor possession thereof confers or
transfers any right to reproduce or disclose the document, any part thereof, any information contained therein, or any physical article or device, or to practice
any method or process, except by written permission from, or written agreement with, UTC CCS.
Disclaimer
The information contained herein is subject to change without notice. UTC assumes no responsibility for inaccuracies or omissions and specifically disclaims
any liabilities, losses, or risks, personal or otherwise, incurred as a consequence, directly or indirectly, of the use or application of any of the contents of this
help file.
10104655P1 EN
Preface
The Onity OnPortal Front Desk System User Manual includes instructions explaining:
l How to install the OnPortal software

l How to use the OnPortal software
l How to troubleshoot OnPortal installation and use
The following conventions are used in this document:
Bold Menu items and buttons.
Emphasis of an instruction or point; special terms.

Italic File names, path names, windows, panes, tabs, fields, variables, and other GUI elements.
Titles of books and various documents.
Blue italic (Electronic version.) Hyperlinks to cross-references, related topics, and URL addresses.
Monospace Programming or coding sequences.
Safety terms and symbols
These terms may appear in this manual:
WARNING: Warnings identify conditions or practices that may result in personal injury.
CAUTION: Cautions identify conditions or practices that may result in damage to the equipment or other property.
Note: Notes provide additional information that precedes the procedure step.
® TM
Welcome to Onity OnPortal
Lock Management System
The Onity® OnPortalTM system is software based and offers stand-alone and online access management from a personal com-
puter. OnPortal allows role-based access to the software, allowing users to only perform the tasks required. For example, a
front desk agent role may have the ability to manage guest check in and check out, and basic guest functions while an engin-
eering staff member role has ability to manage the lock programming and troubleshooting.
l Easy to setup, use, and maintain with a minimal hardware footprint

l Designed for easy and quick guest check in and check out process
l Supports Onity DirectKeyTM Software as a Service (SaaS) capabilities
l Hotel can issue physical key card and/or mobile key
OnPortal is designed to support small and large properties – up to 6000 rooms.
l Controls legacy HT22 encoders and can use the encoding decks of the OnPoint systems
l Manages all Onity hospitality locks and readers
DirectKey Mobile Key allows guests to use their smartphone as the door key. The DirectKey functionality is available to inde-
pendent hotels who do not have a mobile app available to them.
l Full lock management and control with DirectKey Software as a Service (SaaS) integration and Property Management
System (PMS) interface. Supports front of house to back office requirements – access control for entire property.
l Multi-sector RFID encoding for better interfacing to 3rd party systems
l Multi-thread property management system (PMS) interface capabilities
l Basis for future functionality such as multi-property access, over the air upgrades, online lock support, etc.
OnPortal Overview
OnPortal is a software based system only, no computer hardware is included. OnPortal uses encoders to encode RFID cards
or provides a digital mobile key (DirectKeyTM). OnPortal will control legacy HT22 encoders and can use the encoding decks of
the OnPoint systems. To use the HT22 encoders, a communications distributor (PH200560) is required. The Portable Pro-
grammer is a function of the software and the PP22/PP32 is not used with this system. OnPortal manages all Onity hospitality
locks and readers. For HT22 encoders, a communications distributor (PH200560) is required.
The operational speed of this software (in a networked environment) is determined by network speed, available bandwidth, and
other applications utilizing the same network portals concurrently. Refer to your network administrator with speed and con-
nectivity issues.
Use an account with administrative privileges to install and configure the system. Administrative privileges are also required for
SQL. The configuration tool asks for the SQL Server name, username, password and the TCP Port used for the com-
munications between client and servers. After the server configuration, the system is ready to be used.There are two (2) basic
types of users in the OnPortal system.
l Operators have access to the software management (Installers, System administrators)

l Master Users have access to hardware management (Housekeeping, Maintenance), and may also be linked to Oper-
ator permissions (Housekeeping Manager)
OnPortal System Flow Chart

OnPortal Deployment Work Flow
What Actions Performed By
l Set up customer and site information in OnityNET with appro-

priate license parameters
l Create locking plan and upload to OnityNET, including the
Pre-Install Onity system build if creating a plan before deployment Onity Product Manager
l Create a pre-license
l Create the Tech Password and email the password and URL
to the assigned Onity Trainer
l Download software install file, locking plan, and pre-license

l Install software on property server, import locking plan, and
train the property
l Copy environment key from server and backup server
On Site Onity Trainer
l Access OnityNET, enter environment key(s), and create site
license for server and backup server
l Update property server and backup with full license file
l Upload final copy of locking plan to OnityNET
l License renewal – Onity Customer Service, Technician, or

Warranty group
Support l Onity tech passwords created via OnityNET, no backdoor Onity Technician
passwords
l General support of system similar to what we do today
System Requirements
The operating system must run using one of these systems. The disk space requirements will increase as data is added to the
program. A mouse and a modem are required for communications. The software may be run on a local area network (LAN).
Verify your system meets the minimum hardware and software requirements.
Compatibility Requirements
OS Compatibility Server Compatibility

Windows 10 32 bit and 64 bit
Windows Server 2016
Windows 8.1 32 bit and 64 bit
Windows Server 2012
Windows 7 Service Pack 1, 32 bit and 64 bit
Server Requirements
Recommended
CPU x64
Clock Speed 3GHz or faster multi-core
RAM 8 GB
Disk Space 5 GB
Color Display Area 1280x1024 pixels
Dedicated Serial Ports 2
Minimum
CPU x86 or x64
Clock Speed 1GHz or faster
RAM 2 GB
Free Disk Space 50 MB
Client Requirements
Recommended
CPU x64
RAM 8 GB
Free Disk Space 5 GB
Minimum
CPU x86 or x64
RAM 2 GB
Free Disk Space 50 MB
Tablet Requirements
Recommended
CPU x64
RAM 8 GB
Disk Space 5 GB
Minimum
CPU x86 or x64
RAM 2 GB
Disk Space 50 MB
Skill Requirements
Function Skills
Software Installation Computer Technician
System User General

Maintenance Requirements
Product Description
Update locks once a year for areas that do not observe Daylight Saving Time (DST). Update
Locks
locks twice a year for areas that do observe DST.
System Backup Back up the OnPortal system daily.
Permissions
There are two (2) basic types of users in the OnPortal system.
l Operators have access to the software management (Installers, System administrators)

l Master Users have access to hardware management (Housekeeping, Maintenance). A Master User may also be linked
to Operator permissions (Housekeeping Manager).
There are several main features to help utilize the system. Depending on a user’s permissions, they may have different fea-
tures available to them.
Permissions can be configured by Master Users. Master Users can configure the permissions add new roles or remove roles
as needed. The permissions categories (Roles) have a list of activities that are available for that specific permission. When
configuring permissions, enable and disable activities that are allowed to be performed by that specific permission.
See also:
Roles
Main Menu Icons
Most icons are used more than once. The specific function of a common icon is determined by which main feature it listed in.
Hover the mouse over the icon or press and hold the icon for a brief description to appear.
A fixed information bar at the bottom of the screens shows the server connection status and username that is signed into the
system.
See also:
Reception Icons
Maintenance Icons
Master Users Icons
Security Icons
Configuration Icons
Locking Plan Icons
My Account Icons
DirectKey Icons
Onity Locks Smart Shortcut Function Keys
Press keys from the main screen any time when an operator is signed in. Function keys list the most frequently used functions.
Some functions may not be available to all operators because their password level does not allow access to the operation.
Term Description
F1 Help
F2 Rooms list
Term Description
F3 Read a card
F4 Erase a card
F5 New guest check in
F6 Guest copy
F7 Check out
F8 Single opening card
F9 Sign out
F10 Reception menu
F11 Master users
Point of Contact
Before Contacting Us
Before contacting us, review the self-help documentation for the OnPortal system. Property staff (non-Onity Installers) can con-
tact the Onity Technical Support team at 1-800-248-6189 or contact your sales representative for assistance.
Contact Us
North American Contacts Europe, Middle East, and Africa (EMEA)

Support for installations within Europe, the Middle
Technical support is available 24 hours per day, 365 days per year.
East, and Africa is available from 0800h to 1800h CET
Contact our technicians electronically by sending an email with ques- Monday through Friday.
tions to [email protected]. Or contact Technical Support
Contact Technical Support via phone at +34 943 448
via phone at 1-800-248-6189.
300.
Printing
The help files were designed to be accessed through the OnPortal system. You can print the entire user manual or individual
pages.
Print Complete OnPortal User Manual
1. Click the OnPortal User Manual .pdf file.

2. Click Print.
Print Individual Pages in the Help Files
1. Go to the specific page.

2. Click the print icon in the upper left side of the current page.
3. Verify information and click Print.
System Components
OnPortal System Components
OnPortal Software
Encoders (RFID and Motorized)
Portable Programmer adapter /

cables
About Onity Locks
Update locks once a year for areas that do not observe Daylight Saving Time (DST). Update locks twice a year for areas that
do observe DST.
Modes of Operation and Capabilities
The standard operation of an Onity lock is normal guest room mode. In this mode, a
Standard Guestroom Mode / Suite single guest card code is allowed to enter along with any selected master cards. To
Mode gain access, the card must have the proper site code, the correct card code, any
applicable authorization, and within the activation and expiration dates.
A foyer lock does not keep an audit trail or card codes. To gain access, the card
Foyer Mode must have the proper site code, any applicable authorization, and within the activ-
ation and expiration dates.
A selective lock is a freely keyed lock that can accept as many as 250 users with an
audit trail, or 500 users without. Guest room keys and staff cards can be set to have
Selective Mode access in the locking plan. To gain access, the card must have the proper site code,
the correct card code, any applicable authorization, and within the activation and
expiration dates.
Automatic Code Change
The most important feature of the Onity electronic lock is that it changes its code automatically for each new guest that checks
into the room. Each new guest card used in a lock will automatically void the previous guest card.
In a similar manner, the lock will also accept a new master card. Any new master card used in a lock will automatically void the
previous master card.
Battery Operation
Onity locks are powered by 4 AA size alkaline batteries. These batteries are expected to last between 2 and 4 years, depend-
ing on a number of factors. Factors that can shorten battery life are:
l The freshness of the batteries when they are purchased

l The number of transactions per day
l Extreme cold weather
l Battery quality
Onity recommends the use of major brand batteries in the locks, such as Energizer, Duracell, and Panasonic batteries. In
installations where the lock will be subjected to extremely cold temperatures, use 4 AA size Lithium batteries. Both Alkaline
and Lithium batteries may be purchased through Onity.
A low battery indication is given to staff cards for approximately one month prior to the batteries being completely dead. The
hand-held Portable Programmer can also be used to check the level of the batteries.
Audit Trail
Onity locks use non-volatile memory to store a record of the most recent openings. The Onity lock records the last 500 open-
ings. This means that the locks will not lose the audit trail, even if the batteries are removed. Reading the lock will produce a
list of all cards used in the lock and the date and time they were used.
Real Time Clock
The Onity lock circuitry contains a real-time clock. This means that the lock is able to determine if a card should be admitted
based not only on the code of the card, but also the date and time.
Daylight Saving Time Change
With the software, Onity locks can be loaded to automatically change for Daylight Saving Time. The lock will remember the
date of the next change. This means that the lock must be loaded twice each year with the date of the next change.
Panic Operation
Onity locks feature panic retraction of the deadbolt from inside the guest room. Operation of the lever from inside the guestroom
retracts both the deadbolt and the latch, fulfilling the requirements of various building and life safety codes.
See also:
Lockset Light Indicators
Lockset Light Indicators
The lock uses the red and green LED lights to communicate with maintenance and end users.
See also:
About Onity Locks

Encoder Audio Indicators
Beep Definition
1 beep When the encoder beeps it means that the encoder is ready to perform the task.
2 beeps When the encoder beeps it means that the encoder is not connected.
3 beeps When the encoder beeps it means that the encoder needs maintenance.
Terminal Mode Encoders
Terminals are HT22 encoders that are able to perform basic reception operations without a PC workstation. All terminals are
connected back to the main server PC through the HTCOM network, just like standard encoders and other online devices.
The 25-button keypad on the HT22 is used when the unit is in terminal mode to perform common front desk operations. Menus
allow the operator to select the desired function. Hot keys provide quick access to the most common front desk operations
(guest check in, copy guest, check out, and read).
Caution: Never make a copy for a guest who has lost a room card. Always perform a New Guest Check In to void the lost
card.
New Guest Check In Using Terminal Mode
A card can have as many as three (3) rooms on it.
1. Enter a room number and press the down arrow twice to continue.
Note: If the hotel is using authorizations, the screen prompts you to grant or deny access for each one.
2. To grant access, press the green ENTER button and to deny access.
3. Press the red CLR button.
4. Add the number of nights this guest will be staying and press ENTER.
5. Verify the expiration date corresponds with the number of nights entered and press ENTER.
6. Use the number pad to enter the number of cards to issue to the guest and press ENTER.
7. Insert and remove each card as prompted.
Copy Guest using Terminal Mode
The steps to make an additional card for a guest are exactly the same as for a new guest above.
Check Out using Terminal Mode
To check a guest out of the hotel and mark the room as vacant, follow this one step procedure. Using the number pad, enter the
room number you wish to Check-Out, then press ENTER. The screen displays a message when complete.
Read Card using Terminal Mode
To read a card, press the READ hot key at the top of the keypad, insert a card, and the information about the card is displayed
on the screen. Reading master cards and special cards only displays that it is a master or special card.
Single Opening Card using Terminal Mode
You may only make a single opening card for one guest room.
1. Press the MENU button.

2. Press the DOWN ARROW until Single Opening Card is highlighted and press ENTER.
3. Enter a room number to check the guest into and press the DOWN ARROW.
4. To grant access, press the green ENTER button and to deny access, press the red CLR button.
5. Add the number of nights this guest will be staying and press ENTER.
6. Verify the expiration date corresponds with the number of nights entered and press ENTER.
7. Insert and remove a card when prompted.
About Smart Cards
Smart cards can store a great deal more data than magnetic stripe cards, and magnets or small scratches that will destroy the
information on a magnetic card cannot damage smart cards.
A variety of smart cards are available on the market today and the section below offers a brief description of the card.
Memory Cards
Memory cards, like magnetic cards, can be written or read. Data on the card is not password protected. Because of the lack of
special security features, memory cards are usually less expensive than microprocessor cards. Never use memory cards for
staff cards.
Microprocessor Cards
Microprocessor cards are really 'smart' cards. They are equipped with a tiny microprocessor chip that can perform fairly com-
plicated tasks such as password protection and data encryption. Microprocessor cards can typically handle a much larger
amount of data than memory cards. Microprocessor cards are the only cards that should be used for staff cards.
Card Care
Smart cards have the benefit of having powerful electronics in a convenient package, and they should last for many uses.
However, cards may become damaged quickly without proper care. A smart card is a small computer and needs to be treated
with reasonable care.
l Make sure the cards are clean. Dirt and grime can scratch the gold colored contacts on the card. If the readers and
encoders cannot make proper contact with the card, no data can be transferred.
l Make sure the cards are flat. The contacts of the card can become loose or completely separated from the plastic if the
cards are bent excessively. . For example, storing the card in an overstuffed wallet and then sitting on the wallet will
cause damage over time.
l Keep the cards away from static electricity. Although the internal electronics of smart cards are well protected from the
elements, there is a chance that static electricity will damage the card. This is, after all, a very tiny computer inside the
card.
l Do not keep the smart card on a key chain with metal keys. The metal keys may damage the chip by constantly rubbing
against it.
l If the card is used constantly throughout the day, consider the use of a neck lanyard with a plastic pouch for the card.
This will keep the card close and handy for quick use, and also protect it at the same time.
l Educate the cardholder. Each cardholder needs to be educated on the proper care of the smart card to avoid misuse and
damage to the card.
Note: Magnets cannot damage or erase smart cards.
See also:
About RFID Cards

About Magnetic Cards
About RFID Cards
Radio frequency identification (RFID) enables communication through a radio signal using an embedded chip in a card. The
card is scanned and the information is processed.
Card Care
Cards may become damaged quickly without proper care.
l Make sure the cards are clean. Dirt and grime can scratch the gold colored contacts on the card. If the readers and
encoders cannot make proper contact with the card, no data can be transferred.
l Make sure the cards are flat. The contacts of the card can become loose or completely separated from the plastic if the
cards are bent excessively. . For example, storing the card in an overstuffed wallet and then sitting on the wallet will
cause damage over time.
l Keep the cards away from static electricity. Although the internal electronics of smart cards are well protected from the
elements, there is a chance that static electricity will damage the card. This is, after all, a very tiny computer inside the
card.
l Do not keep the smart card on a key chain with metal keys.
l If the card is used constantly throughout the day, consider the use of a neck lanyard with a plastic pouch for the card.
This will keep the card close and handy for quick use, and also protect it at the same time.
l Educate the cardholder. Each cardholder needs to be educated on the proper care of the smart card to avoid misuse and
damage to the card.
See also:
About Smart Cards
Magnetic Cards
The standard Onity magnetic key card is an ISO standard three-track, low-coercivity, flush mount magnetic stripe key card.
The card complies with the ABA requirements for key card dimensions and materials. Onity information is encoded on track
three (3) in an encrypted and proprietary format, leaving tracks one (1) and two (2) open for use in another system.
The card is re-usable. When the card is encoded with new information, the previous information is destroyed.
Generic and custom graphic replacement key cards are available from Onity or another vendor (with ISO standards quality).
Card Care
Magnetic cards can be reused many times without affecting the card. Use a few precautions to extend the life of the cards.
l Make sure the cards are clean.

l Make sure the cards are flat.
l Keep the cards away from magnets. The information is encoded on a magnetic stripe, direct contact with magnets can
destroy all or part of the data.
l Throw away worn out cards where the magnetic material became thin (information cannot be encoded on the card).
In some instances powerful motors, such as some elevator motors, can damage cards if they are stored nearby.
Caution: Magnets can damage or erase magnetic cards.
See also:
About Smart Cards

About RFID Cards
Main Menu Icons
system.
See also:
Reception Icons
Maintenance Icons
Master Users Icons
Security Icons
Configuration Icons
Locking Plan Icons
My Account Icons
DirectKey Icons
Main Menu Icons
system.
See also:
Reception Icons
Maintenance Icons
Master Users Icons
Security Icons
Configuration Icons
Locking Plan Icons
My Account Icons
DirectKey Icons
Reception Icons
Maintenance Icons
Master Users Icons

Security Icons
Configuration Icons
Locking Plan Icons
My Account Icons
DirectKey Icons
Guest Check In
Physical Cards
1. Click or tap CHECK IN (or F5).

2. Click or tap in the ROOMS field, enter a room number or search for a room.
3. In the NIGHTS section, click or tap plus (+) or minus (-) to add or remove nights.
4. Verify the arrival and departure dates.
5. Click or tap the authorizations.
6. Put the card on the encoder.
7. Click or tap ENCODE.
8. After the card is encoded, remove the card from the encoder.
DirectKey Mobile Keys
1. Click or tap CHECK IN (or F5).

2. Click or tap in the ROOMS field, enter a room number or search for a room.
3. In the NIGHTS section, click or tap plus (+) or minus (-) to add or remove nights.
5. Click or tap the authorizations.
Note: Click to encode cards as you would in the section above or create a DirectKey mobile key.
6. Click DirectKey MOBILE KEY.

7. Add the guest's email.
8. Change the language, if applicable.
9. Click SEND DirectKey MOBILE KEY.
10. Click COMPLETE.
Guest Check Out
1. Click or tap CHECK OUT.
2. Place the card on the encoder.
3. Enter a room number or click READ CARD and click or tap ENCODE.
4. Click or tap plus (+) or minus (-) to add or remove the nights stayed.
5. Click or tap CHECK OUT.
Copy Card
1. Place the card on the encoder.
2. Click or tap COPY CARD (F6).
3. Click or tap READ CARD.
4. Click or tap ENCODE.
Read Card
1. Place a card on the encoder.
2. In the RECEPTION menu, click or tap READ CARD (or F3).
3. Click or tap OK when done.
4. Remove the card from the encoder.
Single Opening
1. Click SINGLE OPENING (or F8).
2. Click in the ROOMS field, enter a room number or search for a room.
3. In the NIGHTS section, click plus (+) or minus (-) to add or remove nights.
5. Click any authorizations that are needed.
7. Click ENCODE.
Adding a New Group
In this section, learn to:
l Add a group
l Encode cards for groups
Add a Group
1. From the drop down menu choose GROUPS.

2. Click ADD.
3. Enter the name or title.
4. Click in the ROOMS field, enter a room number or search for a room.
5. In the NIGHTS section, click plus (+) or minus (-) to add or remove nights.
7. Click any authorizations that apply.

8. Click SAVE.
Encode the Cards
You can encode the cards now or wait and do it at some point before they arrive, but no earlier than 2 weeks prior to arrival.
NOTE: If the system is configured for automatic check in and out of groups, there is nothing to do other than distribute the keys
when the group arrives. IMPORTANT: If the system is not configured for automatic check in and out, you must go to the group
and click the Check In button on the day of arrival.
1. Click RECEPTION.
2. Click GROUPS.
3. Select the group to encode.
NOTE: You can encode all rooms or just one room. Most of the time, All Rooms is selected.
4. Click ALL ROOMS.
5. Enter the number of cards to encode for the room.
7. Click START ENCODING.
9. Repeat to encode the next card.
See also:
Group Check In and Check Out

Group Check In and Check Out
l Check in a group
l Check out a group
Check In Groups
If the system is configured for automatic check in and out of groups, there is nothing to do other than distribute the keys when
the group arrives. IMPORTANT: If the system is not configured for automatic check in and out, you must go to the group and
click the Check In button on the day of arrival.
1. Click RECEPTION.
2. Click GROUPS.
3. Choose the group to check in.
4. Click CHECK IN.
Check Out Groups
When the group departs, go to groups and click the check-out button.
See also:
Add a New Group
Hotel Room Information List
This section provided information about the property. At the top, information about how many rooms are occupied, out-of-ser-
vice, or vacant are displayed. Search for specific rooms or select one that is listed. Once selected the details of that room are
displayed.
Manage DirectKey Mobile Key
The last icon on the RECEPTION list is where you can go to review DirectKey mobile key information.
Information about what DirectKey mobile keys are active, the dates of the stay, and the attached permissions (guest room,
common doors, pool, etc.). The device activity tab shows the activity for the room number.
You can resend the email from this screen (if OnPortal is managing this) and delete the stay (which is the equivalent of erasing
card).
Reset will send a setup email in case the user needs to reload and activate their app. An example would be if the guest loses
their password or needs to reset the app on their phone.
1. From the main drop-down menu, click RECEPTION.

2. Click MANAGE DirectKey.
3. Choose a room number.
4. Click to reset, resend, refresh, or delete a stay.
About Portable Programmer
The Portable Programmer (PP), is used to carry information between the lock and the front desk equipment. It can be used to
open a guest room and to test the operation of a lock.
Note: Since the PP can be used to unlock a door, it should be secured when not in use. If unable to secure the PP, remove and
reinstall one battery after use. This clears the memory and requires that the PP be connected to the console before it can be
used again. Connection to the console requires a management level password to maintain security.
When the locks are first installed, the PP is used to initialize each lock to a particular room number, load the table of room
codes, and set the internal clock.
This section includes information on:
l Batteries
l Connecting the Portable Programmer to the lock
l Portable Programmer buttons
l Update option
l Read opening option
l Test option
l Initialize option
l Open option
Batteries
The PP uses 4 AA batteries (approximately 50 hours of use). If the display is not visible, replace the batteries.
Connect the PP to the Lock
Depending upon which operation is being performed, the PP may need to be connected to the console. Using the plug attached
to the PP cable, insert the plug into the lock jack (located on the bottom of the lock, to the right).
Connect the PP to OnPortal
The PP is connected to the front desk system with a DB9 male cable. Plug one end of the cable into the connector on the PP.
Plug the other end of the cable into the connector on the front of the Communication Distributor labeled PP.
Portable Programmer Buttons
Buttons Definitions
The ON/CLR key turns the PP on. It also is used to clear or abort an operation and return to the
ON/CLR (red)
menu.
OFF The OFF key turns the PP off. The PP will turn itself off after about 30 seconds of inactivity.
The MENU key selects the various menu choices. Each time you press the MENU key it will
MENU
advance to show you the next menu choice.
The TX key is the "transmit" or "GO" button. It is used to start the communication with the lock
TX (green)
once the correct menu selection has been made.
The UP / DOWN ARROW keys scroll through the options within a menu choice. For example,
UP & DOWN ARROWS if you have used the MENU key to select the UPDATE menu, then the UP / DOWN ARROW
keys will allow you to select the proper door to be updated.
Portable Programmer Menu Options
UPDATE Option
The UPDATE function is used to make the data in the lock match the data in the front desk console. Update a lock for the fol-
lowing reasons:
l Twice each year to load the daylight savings time information

l When the code of a Programming Card, a Canceling Card, or a Blocking Card is changed
l When a change is made to the locking plan (such as adding new doors or new master cards)
The UPDATE function notifys a lock when a master card has changed.
To update the information in a lock, you must first download the data from the front desk computer to the PP. After the PP is
loaded with data, go to the door that is being updated and follow these steps:
1. Connect the PP to the door lock and turn it on.

2. Press ON/CLR to turn on the PP.
3. Press MENU until UPDATE appears.
4. Press UP or DOWN arrows to select the desired room.
5. Press the green TX key.
6. Unplug the PP when complete.
READ Openings Option

The lock contains an audit trail of the last 100 openings. To view this audit trail you must use the READ OPENINGS function
of the PP.

2. Press MENU until READ OPENINGS displays.
4. Unplug the PP.
5. Take it to the front desk console.
TEST Option
The TEST function tests most functions of the lock, including the batteries, the electronics, and the handle switches. If applic-
able, a good time to test each lock is during Daylight Saving Time.
The TEST function may also be used to show why a card was rejected by the lock. Connect the PP to the lock, select the
TEST function, and insert the card in the lock. The PP will display the reason the card was rejected.
Tip: It is a good idea to use the Diagnostic Card during this test.

2. Press MENU until TEST displays.
Note: This shows the room number of the lock, the lock type and version, the door number, and tests the red and green lights.

Note: You should see "Batteries OK". If not, replace the batteries.
4. Press TX again to show the date and time in the lock and test the batteries.
Note: For each of these operations you should see a message that indicates that the corresponding switch in the lock was
activated. If you do not see a message for any of these operations, or if the message remains on the screen after you have com-
pleted the operation, the lock needs to be repaired.
5. Press TX again and operate the outside handle, the deadbolt, and insert a card.
Note: If your lock has a keyboard, press the buttons and the character pressed should display.
6. Press TX again.
Note: On the PP, “MAN. DATE” should display and the manufacturing date of the lock electronics.
7. Press TX again.
8. Disconnect the PP.
9. Insert and remove the Diagnostic Card.
10. When the light turns green, go to the next door.
INITIALIZE Option
The INITIALIZE function is used the first time a lock is installed. It establishes the room number for the lock and loads all the
lock data. You should only use this function if you have replaced a lock on a door.

2. Press MENU until INITIALIZE displays.
3. Use the UP or DOWN arrow keys to select the correct room number.
4. Press TX .
5. Disconnect the PP when it is finished (the lock is now initialized).
6. Make a guest card for the lock.
7. Test the guest card and master cards with the door lock.
OPEN Option
The OPEN function can be used to unlock a door that will not respond to a guest card or any master cards. It will open a door
that has missing or dead batteries. Just like an Emergency key, the OPEN function will unlock a door that is locked with the
deadbolt and must be secured when not in use. If you cannot secure the PP, remove and reinstall one battery after each use.

2. Press MENU until OPEN displays.
3. When the message "Access Code:" displays, press the UP arrow to find the first digit of the code, and then press TX .
4. Press the UP arrow key again to find the second digit, and press TX .
5. Repeat for digits 3 and 4 and the lock opens.
See also:
OnPortal Portable Programmer Functions

Portable Programmer Configuration
The MAINTENANCE section in OnPortal provides lock audit and update information, update locks, read audits, initialize and
test locks, and diagnose card messages.
PORTABLE PROGRAMMER
1. Click LOAD PORTABLE PROGRAMMER to load locking plan to the PP.

2. Click OPEN LOCK to open the lock.
UPDATE LOCK
1. Click UPDATE LOCK.
2. Highlight the lock to update.
3. Click UPDATE LOCK.
READ AUDITS
Click READ AUDITS.
INITIALIZE LOCK
1. Click INITIALIZE LOCK or search for the lock.

2. Highlight the lock to initialize.
3. Click INITIALIZE LOCK.
TEST LOCK
Click TEST LOCK.
DIAGNOSE CARD MESSAGE
Click DIAGNOSE CARD MESSAGE.
See also:

Special Cards
In the SPECIAL CARDS section of the MAINTENANCE section.
Special Card Description

The guest canceling card is a card with a special code that will lock the current guest card out
Guest Canceling Card of a guestroom lock. Once the guest canceling card has been used in a lock, the guest must
receive a new guest card to get into the room.
The Encode Blocking Card function is used to encode a blocking card. The blocking card is
used to take a room out of service for an off season or to seal a room after a criminal incident.
When a blocking card is used in a lock, no other card will operate that lock, unless it has the
Blocking Card
blocking override privilege. Typically, only high level master cards have the blocking override
privilege. The lock is restored to normal operation by using the blocking card a second time in
the lock.
This function allows you to make a temporary master card that will work in conjunction with
an existing guest card to open an HT Combo Model guestroom safe in the event that the
Safe Emergency Card
guest has forgotten the PIN for the safe. Once the safe is opened this way, the guest must be
given a new guest card, and the guest must enter a new PIN to use the safe.
The diagnostic card is a card that is used to check the batteries and read head of a lock. The
card is encoded with a low magnetic level and a special code that the locks will recognize.
Diagnostic Card The lock will respond with a quick green light if it is functioning normally, a solid green light
and flashing red light if the batteries are low, or a delayed red light if the read head is inop-
erative. The diagnostic card will not open any doors.
Programming and Spare Card The programming card is used to enable the spare cards in the locks in the event that the front
desk card issuing system is completely down. It is very important to keep the programming
cards and spare cards together in a safe place that is accessible to the front desk staff in the
event of an emergency, such as an extended power failure in the hotel.
Spare Cards are used in conjunction with the programming cards to allow new guests to
check in to a room in the event that the front desk card issuing system is completely down.
The spare cards must be pre-encoded and stored in a safe place that is accessible to the front
desk staff in the event of an emergency, such as a power outage. Spare cards are not
assigned to a room until the programming card is used.
Encode Guest Canceling Card
The guest canceling has a special code that will lock the current guest card out of a guest room lock. Once the guest canceling
card has been used in a lock, the guest must receive a new guest card to get into the room. Using a guest canceling card with a
new code in a lock will void any previous guest canceling cards.
1. From the main drop-down menu, click MAINTENANCE.

2. Click SPECIAL CARDS.
3. Click GUEST CANCELING.
4. Choose the DUPLICATE CARD or NEW CARD button.
6. Click ENCODE CARD.
7. Remove the card from the encoder when finished.
Encode Blocking Card
The blocking card is used to take a room out of service. When a blocking card is used in a lock, no other card will operate that
lock, unless it has the blocking override privilege. Typically, only high level master cards have the blocking override privilege.
The lock is restored to normal operation by using the blocking card a second time in the lock.

3. Click BLOCKING CARD.
Encode Safe Emergency Card
Make a temporary master card that will work in conjunction with an existing guest card to open an HT Combo Model guest
room safe if the safe PIN was forgotten. Once the safe is opened this way, the guest must be given a new guest card, and the
guest must enter a new PIN to use the safe.
Encode Safe Emergency Card

3. Click BLOCKING CARD.
Use a Safe Emergency Card
1. Insert the Safe Emergency card into the safe.

2. While the green and red lights are on, insert the guest card into the safe and the safe will open.
3. Issue a new guest card and the guest can enter a new PIN and continue using the safe.
Encode Diagnostic Card
The diagnostic card is used to check the batteries and readhead of a lock. The card is encoded with a low magnetic level and a
special code that the locks will recognize. The lock will respond with a quick green light if it is functioning normally, a solid
green light and flashing red light if the batteries are low, or a delayed red light if the read head is inoperative. The diagnostic card
will not open any doors.

3. Click DIAGNOSTIC.
4. Click NEW CARD.
Encoding Programming and Spare Cards
Programming cards are used to enable the spare cards in the locks if cards cannot be issued when the system is down. It is
very important to keep the programming cards and spare cards together in a safe place that is accessible to the front desk staff
in the event of an emergency or power failure in the hotel.
Spare Cards are used in conjunction with the programming cards to allow new guests to check in to a room in the event that the
front desk card issuing system is completely down. The spare cards must be pre-encoded and stored in a safe place that is
accessible to the front desk staff in the event of an emergency or power outage. Spare cards are not assigned to a room until
the programming card is used.
Once the spare card is assigned to the door, the guest can continue using the spare card until a new guest card is encoded for
this guest or the next guest, or until a guest canceling card is used.
Program a Spare Card
Note: You cannot program a lock to accept more than one Spare Card.

3. Click PROGRAMMING AND SPARE.
4. Choose the PROGRAMMING CARD or SPARE CARD button.
6. Enter the number of cards to make.
Assign a Spare Card
If a guest is staying in multiple rooms or a suite, all of the locks can be programmed to accept the same spare card.
1. A hotel employee must walk the guest to their room.

2. The employee inserts and remove (or presents) a programming card.
3. Verify the green and red lights are on and the lock is ready to accept a spare card.
4. The employee inserts and removes (or presents) the spare card into the lock.
5. If the spare card is accepted, only the green light will be on and the lock is ready to use the spare card.
Manage Rooms
Manage rooms is used to set rooms to out-of-service or to change the lock profile. In this feature, view of which rooms are occu-
pied or vacant.
Setting a room out-of-service removes the ability to create a guest key for that room. This is generally used when renovating a
section of the property or performing other maintenance tasks and you don’t want any guests checking into the room.
The other use is to change the lock profile – this is a specialized function that is more often used for condo rentals when the
cleaning and selling of the rooms are managed by different management companies.

2. Click MANAGE ROOMS.
3. Click a room or rooms.
4. From the CHOOSE AN OPTION drop-down menu, choose make the room vacant, occupied, out-of-service, or change
lock profile.
5. Click SAVE.
Change the Date and Time
The locks in the system and most computers will adjust automatically for Daylight Saving Time (DST). If it is necessary to
update the time on your computer, the Change Date and Time function will allow you to make updates without exiting the sys-
tem. Onity recommends that only high level operators have access to this function because an incorrect time could prevent
cards from opening doors or prevent a PMS system from making cards at check in.
About User Types
Operators
Operators have access to the software management (Installers, System administrators).
Master Users
Master Users have access to hardware management (Housekeeping, Maintenance). A Master User may also be linked to
Operator permissions (Housekeeping Manager).
See also:
Operators
Add a Master User
Manage Master Users
Cancel a Master User
Master Users Configuration
Add a Master User
If the master user also has an operator login, you have the option to link the user to the operator. The DOOR ACCESS tab dis-
plays a list of the doors the master users has access to but it cannot be edited.

l Add a Master User
l Link Master Users and Operators
Add a Master User
1. From the drop down menu choose MASTER USERS.

2. Click ADD.
3. Enter the name or title.
4. From the KEYING drop-down menu, choose the master type.
5. From the SHIFT drop-down menu, choose the shift type.
6. Click ACTIVATION DATE and add the dates and time.
7. Click EXPIRATION and add the dates and time.
8. Click any overrides.
9. Click the authorizations.
10. Click SAVE.
Link the Master User and Operator
1. While in the master user file, click Operator tab.

2. Slide Enable to allow the link.
3. Click LINK OPERATOR.
4. Under the OPERATORS section, click the operator and then LINK OPERATOR.
5. Click SAVE.
6. After all fields are filled in, click ENCODE.
See also:
Manage Master Users

Lost Master Cards
Manage Master Users
The MASTER USERS section allows for management of staff keys.
This section provides Master User information for:
l Details tab
l Revalidator tab
l Operator tab
l DirectKey Toolkit tab
l Door Access tab
Details
1. From the main drop-down menu, click MASTER USERS.

2. Click a master user.
3. In the DETAILS tab, change or update information.
4. Click SAVE.
Revalidator
Set the length of time before a master user must revalidate their card and add messages to the master user. Message count
allows you to set the amount of times the message shows up to the master user.

3. In the REVALIDATOR tab, change or update information.
4. Click SAVE.
Operator
The Operator tab allows you to link the master user to an operator.

3. In the OPERATOR tab, change or update information.
4. Click Enable.
5. Enter the information .
6. Click LINK OPERATOR.
7. Click SAVE.
DirectKey Toolkit
The DirectKey Toolkit must be installed on the device and the master user must be already created.

3. Click DirectKey Toolkit.
4. Click Enable to enable the DirectKey Toolkit for this master user.
5. Enter a PIN for the DirectKey Toolkit.
6. Click ADD TOOLKIT.
Note: The system copies the authorization code to add o the DirectKey Toolkit.
7. Click SAVE.
8. Open the DirectKey Toolkit on the device.
9. Add the newly created PIN, URL (URL for DirectKey Toolkit is https://key.directkey.net), and paste the authorization
code.
10. Click Submit and Close.
11. Return to OnPortal to manage the DirectKey Toolkit and SAVE.
If the master user infromation changes, click UPDATE PAYLOAD and OK. For the DirectKey Toolkit to have the same rights
as the Master User in OnPortal, go to the DirectKey Toolkit and click Sync.
Door Access

3. In the DOOR ACCESS tab, change or update information.
4. Click SAVE.
See also:
Add a Master User

Cancel a Master Users

3. Click CANCEL USER.
4. Click OK.
See also:
Manage Master Users

Add a Master User
Cancel a Master User Card

1. From the drop down menu choose MASTER USERS.
2. Choose a user.
4. Click OK.
Lost Master Cards
Cardholders of this type will be locked out of the doors by the canceling card. These users need to update their cards with new
information. This can be done at a revalidation unit or at a Onity computer.
l Lock out a master card group

l Lock out a master card for individuals
l Get new master cards for staff members
Lock Out a Master Card Group
Use this card in any lock that the lost master card could open.
1. Click MASTER USERS (F11).

2. Highlight the lost master user in the list.
4. Click OK.Select MASTER CANCELING CARDS from the left side menu.
5. Highlight the type of master that was lost.
7. Update all locks on the property.
Lock Out an Individual Master Card
To lock out an individual master card you must touch all locks with a master canceling card or an updated master user card.

2. Highlight the lost master user in the list.
4. Click OK.
New Card for Staff Member

2. Select MASTER CANCELING CARDS from the left side menu.
3. Click the type of master that was lost
4. Click the individual user.
See also:
Add a Master User

About the Revalidator Function
The built-in Onity Revalidator function provides a way to securely manage staff cards. The revalidation system can be used to:
l Extend the expiration date on master cards

l Change any master user parameter (shift or authorizations, office mode, or privacy override attributes)
l Use this system as a communications tool to message staff such as weekly schedules, daily task lists, benefits
updates, etc.
l Retrieve usage reports and information about lock problems (low batteries)
Master cards expire at the end of the shift. At the beginning of a shift, the master user performs an operation at a revalidation
device and the master cards are extended for another day.
Revalidation Options Definition
Master users enter a 4-digit personal identification number to ensure that the person reval-
idating the card is actually the staff member assigned to that card. Different PIN options:
PIN l Each master user can have a unique PIN that you assign
l Allow the master user to change the PIN whenever they revalidate
l Require the master user to change their PIN the next time the card is revalidated
The revalidation increment is the length of time the expiration date of the card can be extended
when it is revalidated. The revalidation increment can be in hours or days, and the operation of
the system is slightly different depending on this setting.
Hours - Set the revalidation increments in hours to recharge the master cards. The new expir-
ation time is based on the time the card is revalidated. For example, the increment is set for 8
hours and a master user revalidates at 2:30 PM. The expiration date of that card would be
extended to 10:30 PM regardless of the expiration date on the card. If the master user reval-
Revalidation increment
idates again at 4:00 PM, the expiration would be extended to midnight.
Days - If the revalidation increment is set in days, the card will always expire at the same
time, only the expiration date will change. It does not matter what time the card is revalidated.
Use revalidation increments in days to maintain consistent expiration times. Best Practice:
Set the revalidation increment less than or equal to the shift that a card holder works. For
example, if a card holder works an 8 hour shift, the revalidation increment should be set to 8
hours or less.
Enable revalidation Prevent a master user from revalidating the card by disabling the revalidation option.
The revalidation shift is used to limit the time of day a master user can revalidate the master
card. This can be a useful tool to prevent large groups of staff members from trying to use the
Revalidation shift
revalidation station at the same time. It can also allow you to maintain a tighter level of secur-
ity over the master cards carried by your staff.
Using the Messages feature, provide room lists for your housekeepers, or task lists for your
maintenance personnel. Messages for each master user are entered in the Master Users
Messages for users
screen on the Revalidation tab. Messages can be up to 1,000 characters long including
spaces. Users can print messages as an option.
Revalidate a Card
If this is the first time revalidating a card, it will force you to change the PIN.
1. The card will be revalidated with any updates and/or the new expiration date
2. At the SIGN IN screen, click REVALIDATOR.
3. Enter the valid revalidation PIN.
Note: You can enable CHANGE PIN to change your PIN at this time.
4. Click SIGN IN.
5. Present the key card.
Master Canceling Card

2. Click MASTER CANCELING CARDS.
3. Click a key code name.
4. Click a user.
5. Place a card on the encoder.
7. Remove the card from the encoder.
8. Using the master cancel card, visit each lock to cancel the master code from that lock.
9. Re-encode all users of the same master type.
Note: You can encode a new card for the user that was lost; reactivate the user and encode the new card.
Lock Audits
In the SECURITY section, LOCK AUDIT displays audits for locks that have been read by the portable programmer. Clicking
the EXPORT button will create a CSV file that can be imported into Microsoft® Excel® or another program.
1. From the main drop-down menu, click SECURITY.

2. Click LOCK AUDIT.
3. Choose the date criteria.
4. Apply any filters.
5. Click the refresh button.
6. Click EXPORT to export the report to a CSV file.
Operators
Operators in the system are only allowed to access certain menu items or functions. This control is managed by the level of the
operator and the level of the function. The level required to use each function can be customized by the hotel management.
l Add Operators
l Reset an Operator password
l Modify Operators
l Delete Operators
Add Operators

2. Click OPERATORS.
3. Click ADD.
4. Enter the name and username.
5. Choose a role.
6. Enter a login type.
7. Choose a language for this group.
8. Click SAVE.
Reset Password
Each operator must have a unique password. If an existing password is entered, an error message displays.

2. Click OPERATORS.
3. Click the operator type.
4. Click RESET PASSWORD.
5. Click the copy icon.
6. Send the reset password to the user.
7. Click SAVE.
A password is generated for the user. If the user role is set to PIN Only, this is the password that is used. If the user role is set
to User Name and Password or PIN and Card, the user will be asked to change the password at the next sign in.
Modifying Operators

2. Click OPERATORS.
4. Make any changes required.
5. Click SAVE.
Deleting Operators
You cannot delete operators that have the same level as you or a higher level. You may only delete operators with a level lower
than your own.

2. Click OPERATORS.
4. Click DELETE.
5. Click OK.
Roles
In the roles section, create the permissions and levels for a group of operators. You must have a high enough role level in order
to create a role and you cannot grant permissions that you do not have access to.
1. Click ADD.
2. Define the name of the role.
3. Select permissions for the role.
4. Choose the sign in type, such as PIN only, user name and password, etc.
Note: The role level is used to further restrict an operator that has certain access from changing or created a role of a higher
level. To restrict the ability of this role (from being able to encoder certain guest rooms for example), click the key codes tab
and remove permissions from the rooms. The master types can also be deselected. You must have rights to encode or manage
master users for this to have any affect.
5. Choose the role level.

6. Choose the default timeout for the role (this is the amount of time the operator will remain logged into the system with no
activity).
7. Click SAVE.
System Audits
The system audits section shows the events of the system. Use the search bar and the dates to filter this report. The export
button at the bottom is used to save this data into a CSV file which can be imported into Microsoft Excel or other program.

2. Click SYSTEM AUDITS.
Reports
Run an occupancy report and filter by a date range, specific date, or year and month. With this report you can see the room
occupancy number, rooms with DirectKey, and vacant rooms.

2. Click REPORTS.
Property Configuration
This shows the property name, last edit, and address. Set up to automatically check-in and check-out groups. The property
information should already be set up by the Onity installer. Use these defaults unless management specifies something dif-
ferent.
1. From the main drop-down menu, click CONFIGURATION and the default is PROPERTY.
2. Add or change the property name.
3. Add or change the address.
Note: Some boxes are already check as defaults.
4. Choose which modifier keys to use for hot keys.

5. Click SAVE.
Reception Configuration
This section show options on check-in functions. Use these defaults unless management specifies something different.
1. From the main drop-down menu, click CONFIGURATION.

2. Click RECEPTION.
Note: Some boxes are already check as defaults.
3. Click to allow occupied rooms to check in.

4. Click to allow duplicate guest cards.
5. Click ARRIVAL and add a default check in time.
6. Click DEPARTURE, REQUIRED and add the default check out time.
7. Enter the default number of nights.
8. Click SAVE.
Shows the options to encode master cards (copies, start date, expiration date, and revalidation). Use these defaults unless
management specifies something different.
1. From the main drop-down menu, click CONFIGURATION

2. Click MASTER USERS.
3. Verify ALLOW MASER CARD DUPLICATES is unchecked.
4. Enable USER START DATE and make it required.
5. Verify START DATE REQUIRED is unchecked.
6. Enable USER EXPIRATION DATE.
7. Enable REVALIDATOR.
8. Click SAVE.
See also:
Add a Master User

Manage Master Users
Encoders Configuration
Use to add encoder technologies and encoder audio volume. Use these defaults unless management specifies something dif-
ferent.
l Specify the card technologies used by the property. If using the ADV15R encoder, select the position of the encoder
antenna. For motorized, select the card ejection location (unless otherwise specified by Onity, select front).
l Set the number of encoder retries, from 1 – 5. This is how many times the encoder will retry when an encoding error is
encountered.
l The PCSC encoder beep volume can be adjusted if the sound level is too high or low (for the compact RFID encoder).
l The number of addresses to search on each HT Com distributor or repeater can be changed if you only want to search
for a specific number of legacy HT22 encoders before stopping the scan. This is useful to reduce the scan time when
only a few encoders are on the system.
l If using MIFARE Plus, the Encode MIFARE Plus Configuration Card button is used to encode the configuration cards.
You will be asked to select a master user card which must be used with the config card to set the locks into MIFARE
Plus mode.

2. Click ENCODERS.
3. Click the correct card technologies for the site.
Note: If using the ADV15R encoder, choose the location of the portable encoder antenna. If using the motorized encoder,
choose the position on the encoder from where the card ejects.
4. From the drop-down menu, choose the encoder antenna position.

5. From the drop-down menu, choose the motorized card ejection position, if applicable.
6. Enter the number of times the encoder will retry the function.
7. Enter the maximum volume for the PCSC encoder beep volume.
8. Enter the number of addresses to search on each HT COM box and add 1 to the total.
9. Select SAVE.
10. Click ENCODE MIFARE PLUS CONFIG CARDS if applicable.
11. Click SAVE.
See also:
Encoder Audio Indicators

Terminal Mode Encoders
Tracks Configuration
The TRACKS section is used to add additional multi-track and multi-sector encoding to track 1 and track 2 on Magnetic stripe
cards, or sectors on MIFARE type cards (except Ultralight cards). Custom data is used when the information for these track-
s/sectors comes from the PMS interface command. Use these defaults unless management specifies something different.
Check the PMS Return Sentinels to have the start and end sentinels added to the data received from the PMS interface. This
writes the data in the standard ISO format for the track. If using RFID multi-sector, leave this unchecked unless otherwise spe-
cified by Onity.

2. Click TRACKS.
3. Click TRACK 1 and/or TRACK 2 to configure.
4. In the GUEST CARDS drop-down menu, choose DISABLED, PROMPT FOR CUSTOM DATA, or NO PROMPT.
5. In the MASTER CARDS drop-down menu, choose DISABLED, PROMPT FOR CUSTOM DATA, or NO PROMPT.
6. Choose a sector from the drop-down menu.
7. Use the default for KEY A, unless the lock/system that will be using this sector requests a specific key.
8. Verify PMS RETURN SENTINALS is unchecked, unless the PMS system requests it.
9. Click SAVE.
Disabled No data on this track.
Prompt for Custom

A pop-up displays to type in custom data, based upon the template.
Data
No Prompt Adds to the track pre-defined data listed in the template and custom data sent from a PMS.
For MIFARE and MIFARE Plus cards that have multiple sectors (Ultralight and Ultralight-C do not),
Sector
select the sector to be used.
Locks Configuration
Set the group jump, extended opening delay, max masters per lock, and the calendar type. Use these defaults unless man-
agement specifies something different. Do not change these unless specified by Onity.

2. Click LOCKS.
3. Use the default for GROUP JUMP (25).
4. Set the amount of seconds for the extended opening delay for ADA locks.
5. Add the maximum number of card codes allowed per lock.
6. Use the default for CALENDAR TYPE (all weekdays as workdays).
7. Click SAVE.
In the PORTABLE PROGRAMMER section in CONFIGURATION, you can set the number of days to keep the Portable Pro-
grammer (PP) data. To load the PP, go to the MAINTENANCE section.

2. Click PORTABLE PROGRAMMER.
3. Enter the days to keep the Portable Programmer information (0 is recommended).
4. Click SAVE.
See also:

Backup Data
It is important to have a recent backup copy of the data files. The software has a built-in function to make it easy to maintain
these files. It specifies the backup frequency and location for database backups (in addition to the automatic backups to the
backup server). When configured, the system automatically backs up the data to a specified location and at specific intervals.
The system can warn you if the backup is unsuccessful.
It is recommended that data files are backed up every day to maintain the performance of the system.

2. Click ARCHIVE.
3. Click to hide the records for locks that have had the cards read to open the door but the handle was not turned.
4. Click BROWSE, find the backup folder and click OK.
5. Choose the backup frequency and click Minutes, Hours, or Days from the drop-down menu.
6. Click BROWSE, find the system audit folder and click OK.
7. Choose the number of days to retain the system audit.
8. Click BROWSE, find the lock audit folder and click OK.
9. Choose the number of days to retain the lock audit.
10. Click SAVE.
DirectKey Mobile Key Configuration
The DirectKey MOBILE KEY icon is used to set up the DirectKey Mobile Key. This must be configured on site by Onity
installers. Use these defaults unless management specifies something different.
l Use a start date for the DirectKey mobile keys

l Enable the UI
l Enable email notifications are primarily only used if using the Onity app. If using a 3rd party integration, the PMS inter-
face usually sends emails, confirm with an Onity Representative.
l Run the test before saving
l If required to use explicit proxy, get the settings from the network administrator

2. Click DirectKey MOBILE KEY.
3. Check to enable DirectKey mobile keys.
4. Check to enable the OnPortal system user interface.
5. Check to enable email notifications.
6. Add the CORE API BASE URL.
7. Add the API user name.
8. Add the API password.
9. Add the certificate password.
10. Click LOAD CERTIFICATE.
11. Click BROWSE, to locate the certificate and select the .pfx file.
12. Click OK.
13. If the computer requires a proxy server, check USE EXPLICIT PROXY.
Note: The Key Owner ID, Owner ID, and Property Name on the server will fill in after a successful test.
14. Click TEST to test the connection to Onity servers.
15. Click SAVE.
Change Language for the Onity System
The LANGUAGE option in CONFIGURATION allows the system default to be changed.
1. Click CONFIGURATION.
2. Click LANGUAGE.
3. From the drop-down menu, click a language.
4. Click SAVE.
See also:
Change Language for a User
Authorizations Configuration
The AUTHORIZATIONS icon is used to add authorizations to extended suites.
Authorizations must be configured before creating the lock profiles. There will be some default authorizations. Authorizations
numbers correspond to the boxes (1 is the upper left box, and 8 is the lower right box).
l Add authorizations
l Remove authorizations
Add Authorizations
To add an authorization, drop the number of extended suite authorizations by 1.

2. Click AUTHORIZATIONS.
3. Enter an authorization name.
Note: When EMPHASIZE is enabled, a confirmation pop-up displays when the user adds authorizations. The default for this
feature is disabled.
4. Click to emphasize the authorization, if required.

5. Repeat steps 3 and 4 as required.
6. Click SAVE.
Remove Authorizations
To remove authorizations, increase the number of extended suite authorizations or to erase all and start from scratch, select 8.

2. Click AUTHORIZATIONS.
3. In EXTENDED SUITE AUTHORIZATIONS, click the plus (+) icon until the authorization is removed.
4. Click SAVE.
PMS Configuration
This is configured by Onity Installers to set up parameters used for interfacing with the various PMS companies, if the site
uses a PMS with OnPortal . The PMS listeners are set up in CONFIGURATION > PMS LISTENERS. Contact Onity for exact
setup parameters for the system or use these defaults unless management specifies something different.
This feature logs interface command and turns on log messages. Log flow control will give detailed information on the interface
commands. These should only be enabled for troubleshooting purposes and then turned off in order to reduce the size of the
system auditor.

2. Click PMS.
3. Disable RETURN MIFARE CARD UID to use MIFARE Plus cards and DirectKey.
4. Disable REQUIRE OPERATOR and REQUIRE PASSWORD for audits.
5. Click to log messages and to log the flow control.
6. Click SAVE.
Sign In Configuration
In this section, you can set the way a user signs into the system. The selected items highlight in blue and unselected items are
white. Use these defaults unless management specifies something different.

2. Click SIGN IN.
3. Click the operator sign in types.
4. Click the amount of time until a session times out (in minutes).
5. Click SAVE.
Locking Plan Overview
The LOCKING PLAN OVERVIEW lists:
l Door count l System audit count

l Lock profiles l Lock audit count
l Master key codes l Timetable count
l Master user count
Create locking plans by starting with the timetable setup, then create master types, lock profiles, and locks. Setting up each
step in this order makes the next step easier.
Note: If the locking plan specifies holidays other than the defaulted calendar type, then configure the calendar first.
Import
The IMPORT section allows for importing of OnPortal, HT22 and HT 28, locking plan changes, and importing key codes.
Finalize and Backup
Make sure to finalize the locking plan after completed.
1. Click LOCKING PLAN.

2. Click FINALIZE to randomize the key codes for all the locks.
3. Click BACKUP to create a file to upload to OnityNET.
4. Browse for the folder to save the backup.
5. Click OK.
Timetables
l Add shifts to a timetable

l Add workday, weekend, and holiday shifts
Add Shifts to Timetable
All shifts are 24 hour access unless the shifts are modified. The hours use military time (11:00 AM, 12:00 AM, 13.00 PM, etc.).

2. Click TIMETABLES.
3. Click SHIFT.
4. Click in a field and type the name.
5. Click SAVE.
Add Workday/Weekend/Holiday Shifts
1. Click ADD.
2. Add the description.
3. In the WORKDAY tab, click the drop-down menu for SHIFTS and click the shift then the plus sign (+).
4. Add the start and end for the first period.
5. If auto time changes are required for this shift, choose Open or Close and the hour.
6. Click SAVE.
7. Repeat steps 3-6 for weekend and holiday shifts.
8. Click SAVE.
Master Types
In MASTER TYPES define what the master types are, not where they have access.
l Create Master Types

l Edit a Master Type
l Delete a Master Type
Create Master Types

2. Click MASTER TYPES.
Note: To edit a default master user, select on the abbreviation in the box then adjust the name and description.
3. Click ADD.
4. Enter the master type designator as the name.
5. Enter the master type name as the description.
6. Click SAVE.
Edit an Existing Master Type

2. Click MASTER TYPES.
3. Choose a master type abbreviation listed.
4. Adjust the name or description.
5. Click SAVE.
Delete Master Types
Remove any default master types not used.

1. Click on the master type.
2. Click DELETE.
3. Click OK.
Room Types
Selective
If you copy a selective room after adding in the children, the copy gets all of the children automatically. Best practice is to cre-
ate copies for each public door, and adjust the profile, timetable, and authorizations as required. The room type cannot be
changed after saving. It is important to set room type correctly first.
1. When creating rooms, from the ROOM TYPE drop-down menu, choose the room type first.
Note: Using a profile that is for foyer doors, for example, is unwise because they usually have no master types assigned to
them.
2. Verify the lock profile has master keying for the lock.
3. Click the CHILD ROOMS tab.
4. Click the EDIT icon next to SEARCH.
Note: Selecting a lock profile includes all of the guest rooms, suites, and sub-suites linked to that profile.
5. In the room selection screen, click each individual room or select a lock profile.
6. On the CHILD ROOMS tab, click SAVE.
7. On the ROOM DETAILS tab, click SAVE.
Related
1. From the ROOM TYPE drop-down menu, choose RELATED.

Note: The Onity standard characters used are: $ = A card lock safe is in the room, * = Card locked wet bar or refrigerator, and
% = Other card locked hardware.
2. Enter in one character to signify the related room the following Onity standard characters.
3. Click a lock profile.
4. Choose the timetable, authorizations, and if it needs to use a programming card.
5. Select the default master card that can access the lock.
6. Click the CHILD ROOMS tab.
7. Click EDIT.
8. Click each individual room or select a lock profile.
9. On the CHILD ROOMS tab, click SAVE.
10. On the ROOM DETAILS tab, click SAVE.
Foyer
1. From the ROOM TYPE drop-down menu, choose FOYER.

2. Enter in the room name.
3. From the LOCK PROFILE drop-down menu, choose the lock profile.
4. Choose the timetable, authorizations, and if it can have office mode.
5. Click SAVE.
See also:
Create and Edit Rooms

Create Rooms within a Lock Profile
Lock Profiles
Use LOCK PROFILES to create locking plans and profiles. Define the operation of the locks within that profile, then create the
rooms for that profile. Create lock profiles before creating the rooms.
Lock profiles allow system build to easily create rooms that will have the same time table, authorizations, and master keying. If
more than one room will have the same of those, then a profile is the best way to create the rooms. Configuring time tables,
authorizations, and masters prior to lock profile creation saves editing steps.

2. Click LOCK PROFILES.
3. Click ADD.
4. Enter a profile name.
5. From the RELATED TIMETABLE drop-down menu, click the timetable.
6. From the drop-down menu for REQUESTED AUTHORIZATION, as required.
7. In the DETAILS tab, copy the profile name to the description.
8. Change FUTURE GUEST CARD to 50.
9. Verify FUTURE MASTER CARD is 10.
10. Verify OFFICE MODE is not checked.
11. Check PROGRAMMING CARD.
12. Set OPENING DELAY to 6 seconds or click the ADA icon.
13. Check OPEN ON WITHDRAW.
14. Check CLOSE ON LEVER.
15. Verify SHOW LOW BATTERY is not checked.
16. From the CARD AUTHORIZATIONS drop-down menu, add card authorizations a guest card automatically gets when
encoded.
17. From the CARD OPTIONAL AUTHORIZATIONS drop-down menu, add all optional card authorizations.
18. From the SHIFT drop-down menu, click the shift.
19. Verify OVERRIDES PRIVACY LOCK is not checked.
20. Click SAVE.
21. Click the KEYING tab.
22. Click all master types that apply to this lock profile.
23. Click SAVE.
Note: It saves time to create a profile for those doors that share the same timetable, requested authorizations, and keying
information. A lock profile is not needed if only one door in a locking plan has a unique set of time tables, requested author-
izations, and keying information. Once a lock profile has been created, it is quicker to create the rest of them by using the
COPY command.
24. Click COPY.

25. Change the profile name and description on the DETAILS tab.
26. All of the details copied from the profile are the same, change any authorizations, etc. required for this new lock profile.
27. Click the KEYING tab.
28. Highlight master types and click DELETE to remove or highlight to add master types.
29. Click SAVE.
30. Repeat steps to create all needed guest room profiles.
31. Create additional profiles as required.
32. Delete all unused lock profiles.
Create and Edit Rooms
Create and edit single rooms or in a batch. The icons (right below the search bar) are filters that turn blue when selected. If all of
the icons are unchecked, no filters are applied and it displays all rooms.
Note: The room type cannot be changed after saving. It is important to set room type first and correctly before enter anything,
see the Room Types section below for more information.
l Add a single room

l Edit a single room
Add a Single Room
1. From the main drop-down menu, click LOCKING PLAN.

2. Click ROOMS.
3. Click ADD.
Note: The room type cannot be changed after saving. It is important to set room type first before enter anything.
4. From the ROOM TYPE drop-down menu, choose the room type first.
5. Enter a room name.
6. From the LOCK PROFILE drop-down menu, choose the lock profile.
7. Change the details for the room type, as required.
8. Click SAVE.
Edit a Single Room
1. Click the room to edit.

2. Change the details, as required.
3. Click SAVE.
See also:

Room Types
All master keying in OnPortal is done within a lock profile. Create every room possible using the following method. For sites
with less than an expected 1000 rooms + master users, use Selective lock types for public doors, which allows for master can-
celing (foyer doors do not). For selective locks, related locks, and extended suites, note which lock profile to use based upon
the master types needed or create an individual profile for those doors.
Best Practice: Create a Selective-No Auto profile for doors without an automatic opening, and a Selective-Auto profile for
doors with an auto opening. The majority of public doors should be Selective doors (create those named doors under ROOMS
and select the appropriate profile).
Room Identifiers Description

These numbers appear immediately after the root of names. Check the box
for NUMERIC. Enter the first consecutive room number for this profile in the
NUMERIC
FROM box. Enter in the last consecutive room number for this profile in the
TO box.
The alpha letters appear immediately after the root of names. Check the box
for ALPHA. Enter in the first letter of the alphabet used in the FROM box.
ALPHA
Enter in the last letter of the alphabet used in the TO box. FROM A to D will
create rooms 100A, 100B, 100C, and 100D with 100 as the root.
The text becomes a suffix to the root of names. Check the box for FIXED.
Enter in the text that will appear as a suffix on all the doors. Click VIEW to
FIXED
view the room names generated by the selections. If the rooms names are
correct, click SAVE.
It does not matter which order you check the boxes. If both are checked the
root of names, followed by a number, followed by the alpha, the next room
NUMERIC + ALPHA
has the next alpha until all alphas are used, then the number steps one and
begins with the alphas again.
Same as NUMERIC, except every room has the FIXED text as a suffix to
NUMERIC + FIXED
the name.
Same as ALPHA, except every room has the FIXED text as a suffix to the
ALPHA + FIXED
name.
Same as NUMERIC + ALPHA except every room has the FIXED text as a
NUMERIC + ALPHA + FIXED
suffix to the name.
Room Type Description

REGULAR Any door that opens only for a card made for it or the door’s master keying.
FOYER Do not use for sites with less than 1000 rooms and master users.
Doors that must allow a set of cards for a door behind them to enter. Suites
SUITE and sub-suites are listed on the Keying Form. If SUITE is selected, the num-
ber of sub-suites is required.
1. From the main drop-down menu, click LOCKING PLAN.

2. Click LOCK PROFILES.
3. Click a guest room lock profile.
4. Click the ROOMS tab.
5. Click the plus (+) sign to add in successive room numbers.
Note: First, use to add a single named room to a profile. Second, use to create successive doors that have a prefix. Most
hotels do not require a root to the names. An example of a root is room names like B101-B160, the root would be B.
6. In ROOT OF NAMES, enter the name of the room.

Note: Verify the room type before saving the rooms, the room type cannot be changed except by deleting the room and adding
it back in correctly.
7. Choose a room identifier.

8. Click SAVE.
9. Repeat steps to create rooms on other profiles.
10. Click SAVE.
See also:
Create snd Edit Rooms

Room Types
Calendar
Use CALENDAR to set shifts and dates on the system. Decide if timetables and shifts will work differently on weekends and
holidays. If not, leave all as work days. Or, set the weekends to be weekend days and then choose which days are considered
holidays. Daylight Saving Time (DST) is pulled from the operating system and does not need to be configured on the calendar.
Note: Daylight Saving Time is pulled from the operating system and does not need to be configured on the calendar.
2. Click CALENDAR.
3. Double-click on a date to add holidays, as required.
4. Click SAVE.
5. Click the next year at the top of the calendar to add the next year's holidays.
6. Double-click on a date to add holidays, as required.
7. Click SAVE.
8. Repeat steps 5-7 for several more calendar years.
Change Language for a User
The LANGUAGE option in MY ACCOUNT allows the system operator to view messages and screen text in any of the loaded
languages. If a required language is not loaded with your system, contact a Onity representative to check the list of available
languages.
1. Click MY ACCOUNT.
2. From the LANGUAGE drop-down menu, click a language.
3. Click SAVE.
Troubleshooting
What to do if...
Event What to do
Use the Canceling Card to lock out cardholders type (housekeeping). These users need to
A staff member has lost
update their cards with new information at an Onity computer. See Lost Master Cards for more
a master card
information.
For multiple encoders that are controlled by the PMS, you can convert them to operate as ter-
minal mode encoders. Motorized encoders cannot be used as terminals because they do not
have keypads or displays.
Our PMS interface is
down 1. On the Maintenance menu of the encoder, go to the Peripheral Diagnostics option.
2. Use the Change Mode feature to change the PMS encoders to terminal mode encoders.
3. Log into the terminal with normal operator password.
Power is out and our Use spare cards to operate the guest rooms until you are able to issue new cards to the guest.
encoders don't work Spare Cards and Programming Cards must be encoded in advance of a power outage.
A guest needs a late If a guest stays for a late check out, make a copy for that room and adjust the expiration time to
check-out time be long enough.
Daylight Savings Time Planning for Daylight Savings Time changes does not only involve changing the time on your
Event What to do
front desk console. This is the time to make sure all of your systems are set to the correct time
and date and are functioning normally. The following list will help guide you at this time:
1. Your Onity computer may adjust for daylight savings time automatically. If not, manually
adjust the time in OnPortal, refer to Change Date and Time. If you have a PMS interface,
is next week make sure to change the time on both systems.
2. Load the Portable Programmer, refer to Load Portable Programmer.
3. If the dates of the time change are set up in your system, the locks will automatically
make the time adjustment on the correct day. The locks must be updated within the six
months prior to a time change to be loaded with the proper information.
Technical Support recommends purchasing magnetic stripe cards from Onity. Onity uses only
We want to provide our
the highest quality mag-stripe cards available. Our smart cards are pre-configured by the man-
own cards
ufacturer with special information that is required for operation.
Use a clip-on or lanyard card holder instead.

We want to punch holes
in our master cards to The trick with punching a hole in the card is picking a non-vital area for the hole. Place the card in
wear them on a chain front of you with the graphic facing you, just like you would insert it into a lock. Punch the hole
within ½ inch of the top right corner of the card.
When the cards become scratched, or the plastic can be seen through the magnetic stripe, they
When should we replace
should be replaced. Compare the old card to a new card and replace if the stripe has receded from
our cards
the edge.
Troubleshooting
Term Description
A quick red light indicates that the card was properly read. Begin by using the READ function
of the front desk console.
Or go to the guest door with the Portable Programmer to do the following actions.
1. Read the card and verify the card is not expired.

Guest card will not open 2. Verify the card was made for the proper room number.
the door – red light
3. Verify that another guest was not checked into the same room, voiding the original
guest card.
4. Take the Portable Programmer to the door. Connect the PP to the lock, turn it on, and
press the MENU key until the word Test appears on the display. Do not push any but-
tons. Insert the guest card in the lock. The PP will display the reason that the card
does not work in the lock.
Guest card will not open This means that the lock was blocked with a blocking card. Assign the guest to another room
the door – flashing red light or use the blocking card again to unblock the lock.
Guest /staff cards will not A flashing red and green indicator means the privacy indication has been activated. Since this
Term Description
is only accomplished from inside the room, the room is probably occupied. If you know for a
open the door – flashing
fact that the room is not occupied, use the PP to test the function of the privacy indicator. If
red and green lights
the indicator is faulty, replace the lock.
This is the low battery indication for the lock. The lock has two levels of low battery detection.
Guest and staff cards will 1. A warning level indicating that the batteries are weak but the lock remains operational.
not open the door – solid This indication is typically displayed to staff cards only.
green, flashing red light 2. A low battery shut down level indicating that the batteries may be too weak for the lock
to function properly. This indication is displayed to any valid card. Replace the bat-
teries in the lock with fresh AA Alkaline batteries.
If the card cannot be removed from the lock, use the Portable Programmer to open the door,
and then replace the lock.
Card has broken in lock
1. Remove the broken card from the slot.
2. When the card is removed, make a new card for the guest.
Portable programmer will If the unit will not turn on, make sure that the batteries are good and fully seated in the battery
not turn on compartment. Replace the batteries as required.
The programmer beeps, but

Replace the batteries in the Portable Programmer.
the screen is blank
The screen on our encoder Verify the power cord is plugged in and the unit is turned on. If applicable, install new batteries
is blank in the encoder and check all of the functions.
1. Verify cards are not worn or dirty.

We get encoding errors 2. Verify the encoder card slot is free of debris by gently blowing air through the slot. If
when making cards the problem persists, purchase cleaning cards from Onity, and use one in the encoding
slot.
If the PMS interface does not have the ability to make keys, it may be related to the PMS com-
panies and how they code the software. If the PMS appears to be operating normally, and the
Onity system appears to be operating normally, but the two systems are not working
together, check the following items:
1. Verify the PMS interface cable is fully connected to the back of the Onity server. If the
connector is installed at an angle, straighten it so that all of the pins make contact.
Our PMS says that Onity is
not responding 2. Verify the PMS interface cable is fully connected to the PMS terminals.
3. Verify the Onity server is not running a process that will temporarily halt PMS com-
munications, such as viewing the Peripheral Diagnostic screen.
4. Verify the PMS server is not running a process that will temporarily halt com-
munications, like a batch reporting process.
5. Verify the baud rate settings for the two systems are set the same. If the PMS con-
nection is through Ethernet, verify the port number is the same in both systems.
Motorized encoder is not

Make sure the switch on the back of the encoder is in the USB position.
working, with a USB error

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Onity OnPortal Lock Management System

l How to install the OnPortal software

Bold Menu items and buttons.

Emphasis of an instruction or point; special terms.

Monospace Programming or coding sequences.

Safety terms and symbols

These terms may appear in this manual:

l Easy to setup, use, and maintain with a minimal hardware footprint

l Operators have access to the software management (Installers, System administrators)

OnPortal System Flow Chart

What Actions Performed By

l Set up customer and site information in OnityNET with appro-

l Download software install file, locking plan, and pre-license

l License renewal – Onity Customer Service, Technician, or

OS Compatibility Server Compatibility

Clock Speed 3GHz or faster multi-core

Color Display Area 1280x1024 pixels

Dedicated Serial Ports 2

Clock Speed 1GHz or faster

Free Disk Space 50 MB

Color Display Area 1024x768 pixels

Dedicated Serial Ports 1

Clock Speed 3GHz or faster multi-core

Free Disk Space 5 GB

Color Display Area 1280x1024 pixels

Dedicated Serial Ports 2

Clock Speed 1GHz or faster

Color Display Area 1024x768 pixels

Dedicated Serial Ports 1

Clock Speed 3GHz or faster multi-core

Color Display Area 1366x768 pixels

Dedicated Serial Ports 2

Clock Speed 1GHz or faster

Color Display Area 1024x768 pixels

Dedicated Serial Ports 1

System User General

System Backup Back up the OnPortal system daily.

l Operators have access to the software management (Installers, System administrators)

Main Menu Icons

Onity Locks Smart Shortcut Function Keys

F5 New guest check in

F8 Single opening card

F10 Reception menu

F11 Master users

North American Contacts Europe, Middle East, and Africa (EMEA)

1. Click the OnPortal User Manual .pdf file.

Print Individual Pages in the Help Files

1. Go to the specific page.

OnPortal System Components

Encoders (RFID and Motorized)

Portable Programmer adapter /

About Onity Locks

Automatic Code Change

l The freshness of the batteries when they are purchased

Daylight Saving Time Change

Lockset Light Indicators

Lockset Light Indicators

About Onity Locks