KeyWin Integration

This document explains how to connect your KeyWin6 account, map rooms, and configure reservation letters to automatically send key numbers to guests.

Connect KeyWin Account

To integrate your KeyWin account:

1. Go to Setup

2. Click on Add-on Features

3. Locate the KeyWin section

4. Click on Connect KeyWin

5. Enter your KeyWin6 Username

6. Enter your KeyWin6 Password

7. Click Save / Connect

If credentials are valid, the connection will be established successfully.

⚠️ After successful connection, close this page and proceed to room mapping.

Map Rooms to KeyWin Keys

Once KeyWin is connected:

1. On the Add On Features

2. Click on Map Rooms

3. The system will load all available keys from KeyWin

4. For each key:

   • Select the corresponding room from PMS

   • Match it to the correct KeyWin key

   • Click Update

5. Repeat until all rooms are mapped

✅ Only mapped rooms will generate key numbers during reservations.

Configure Reservation Letter (Add Key Tag)

To send key numbers automatically to guests:

1. Go to Front Office

2. Click Reservation Letters

3. Open any existing letter (or create a new one)

4. Place the cursor where you want the key number to appear

5. Insert the following merge tag:

<<#Reservation.KeyNumber#>>

Or select it from:

Merge Tags → Reservation → KeyNumber

7. Click Save

How It Works

• Create a reservation for a room that is mapped in KeyWin.

• Once the reservation is confirmed:

  • The system generates a KeyWin key number.

  • The key number is automatically stored.

  • When sending the reservation letter, the merge tag will populate the generated key number.

• You can review the generated key number under the History Tab for internal reference.

Important Notes

• Keys are generated only for mapped rooms.

• If a room is not mapped, no key number will be generated.

• Ensure KeyWin credentials remain valid.

• Always test by creating a sample reservation after configuration.

End-to-End Flow Summary

1. Connect KeyWin

2. Map Rooms

3. Add KeyNumber tag in Reservation Letter

4. Create Reservation

5. Send or Schedule Letter to Guest

6. Verify Key Number in History Tab