Onity TESA HT24W HT28 Smart User Manual Version 2 X PDF

TESA Entry Systems
HT24W / HT28 Smart

User Manual
Version 2.x
Release 3, March-2001
Contacting TESA Entry Systems
International Sales
Phone: + 34 943 448 300
Fax: + 34 943 261 011
The information contained within this manual is subject to change. In no way does TESA warrant that the operation of this system will be entirely
error free or perform precisely as described within this documentation, or that the functions and features of this system will meet your specific
requirements. Additionally, this system has not been designed for use in life-critical situations and must not be used for this purpose
Windows is a registered trademark of Microsoft Corporation

Documentation © 2000 TESA Entry Systems, Inc
TESA Entry Systems Contents • i

Contents
Contacting TESA Entry Systems................................................................................................i

International Sales ........................................................................................................i
Introduction 1
Who is TESA............................................................................................................................. 1
Problems with Metal Key Systems ............................................................................................ 1
Benefits of TESA Electronic Locking Systems ......................................................................... 1
About this Manual ..................................................................................................................... 2
What's New................................................................................................................................ 2
Software - HT24W / HT28 Smart 3

General....................................................................................................................................... 3
HT24W vs. HT28 Smart............................................................................................................ 3
HT24W........................................................................................................................ 3
HT28 Smart ................................................................................................................. 3
Reception Menu (F10) ............................................................................................................... 4
New Guest Check-In (F5) ........................................................................................... 4
Copy Guest (F6) .......................................................................................................... 7
Check-Out (F7)............................................................................................................ 9
Single Opening Card (F8) ......................................................................................... 10
Read a Card (F3) ....................................................................................................... 13
Erase a Card (F4)....................................................................................................... 14
Hotel Information (F2) .............................................................................................. 15
Groups ....................................................................................................................... 17
Peripheral Openings .................................................................................................. 22
Logout / Login (F9) ................................................................................................... 24
Exit ............................................................................................................................ 25
Masters Menu .......................................................................................................................... 26
Revalidation............................................................................................................... 26
Master Users (F11) .................................................................................................... 27
Master Canceling Card .............................................................................................. 34
Special Cards Menu ................................................................................................................. 36
Encode Guest Canceling Card ................................................................................... 36
Encode Blocking Card............................................................................................... 36
Encode Diagnostic Card ............................................................................................ 37
Encode Spare Cards................................................................................................... 37
Encode Safe Emergency Card ................................................................................... 38
Maintenance Menu .................................................................................................................. 39
Load Portable Programmer........................................................................................ 39
Peripheral Diagnosis.................................................................................................. 40
TESA Entry Systems Contents • ii

Station Diagnosis....................................................................................................... 42
Room Out of Service ................................................................................................. 42
Mastering Changes .................................................................................................... 43
Backup Data .............................................................................................................. 45
Emphasized Authorizations Data .............................................................................. 45
Security Menu.......................................................................................................................... 48
System Auditor.......................................................................................................... 48
Lock Openings .......................................................................................................... 51
Peripheral Transactions ............................................................................................. 51
Card Activity Report ................................................................................................. 53
Lock Status Report .................................................................................................... 55
Operators ................................................................................................................... 57
Operator Levels Required.......................................................................................... 59
Configuration........................................................................................................................... 60
Language ................................................................................................................... 60
Change Date and Time .............................................................................................. 60
Station Configuration ................................................................................................ 60
Change Encoder ........................................................................................................ 61
Check-Out Warning................................................................................................... 61
PMS Enabled............................................................................................................. 61
Show PMS Communications..................................................................................... 62
Hardware 63
HT24W System Components .................................................................................................. 63
HT24 Magnetic Stripe Lockset.................................................................................. 63
Magnetic Cards.......................................................................................................... 65
Card Readers ............................................................................................................. 66
Encoders .................................................................................................................... 67
HTCOMBO Safe ....................................................................................................... 71
Operation ................................................................................................................... 71
HT28 Smart System Components............................................................................................ 72
HT28 Dual Technology Lockset ............................................................................... 72
Smart Cards ............................................................................................................... 74
Encoder...................................................................................................................... 75
General Components................................................................................................................ 78
Portable Programmer................................................................................................. 78
Communications Windows Distributor ..................................................................... 82
Terminal Mode Encoders......................................................................................................... 84
Online Revalidator................................................................................................................... 86
Options ...................................................................................................................... 86
Using the Revalidator ................................................................................................ 88
Emergency Mode....................................................................................................... 89
Quick Reference Guide 91

Lockset Light Indications ........................................................................................................ 91
HT24W / HT28 Smart Software Icons .................................................................................... 92
HT24W / HT28 Smart Shortcut Function Keys....................................................................... 93
What to Do If … ...................................................................................................................... 94
A staff member has lost a master card ….................................................................. 94
Our PMS interface is down … .................................................................................. 94
Power is out and our encoders don't work … ............................................................ 95
A guest needs a late check-out time … ..................................................................... 95
Daylight Savings Time is next week … .................................................................... 95
We want to provide our own cards … ....................................................................... 95
TESA Entry Systems Contents • iii

We want to punch holes in our master cards to wear them on a chain … ................. 96
When should we replace our cards … ....................................................................... 96
Troubleshooting....................................................................................................................... 96
Guest card will not open the door – red light ............................................................ 96
Guest card will not open the door – flashing red light............................................... 96
Guest and staff cards will not open the door – flashing red and green lights ............ 96
Guest and staff cards will not open the door – solid green, flashing red light........... 97
Card has broken in lock ............................................................................................. 97
The programmer will not turn on............................................................................... 97
The programmer beeps, but the screen is blank......................................................... 97
The screen on our encoder is blank ........................................................................... 97
We get encoding errors when making cards.............................................................. 97
Our PMS says that TESA is not responding.............................................................. 98
Glossary of Terms 99
TESA Entry Systems Contents • iv

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TESA Entry Systems Contents • v

Introduction
Who is TESA
TESA Entry Systems has a sales and service network that spans more than 110
countries. One of the world's largest suppliers of electronic locking systems, TESA
electronic locks can be found on over one million doors in over ten thousand hotels
around the globe.
TESA Entry Systems is known for its extensive industry experience and commitment
to its customers. This commitment to the highest standards of service has enabled
TESA Entry Systems to earn preferred vendor status with leading hotels around the
world.
TESA Entry Systems is part of one of the largest providers of security products and
solutions in the world. With this backing, TESA Entry Systems has the business
strength and resources to continue to lead the world in electronic locking technology.
Problems with Metal Key Systems

Traditional metal key lock systems are vulnerable in a variety of ways. A guest may
simply keep a key or have a copy made so that he can return to the room at a later
time. When keys are missing, the locks are often not re-keyed due to the cost and time
requirements. An experienced criminal can study several keys or look inside the key
cylinders and decode the key system, allowing him to create a grand master key to the
property.
Benefits of TESA Electronic Locking Systems

TESA locks do not require re-keying if a guest keeps a card. Each new guest card
issued automatically re-keys the lock to prevent access by the previous guests, so
your guests are secure. Additionally, the guest cards will expire at the date and time
designated during check-in. There are no mechanical parts able to be decoded that
will allow criminals into the rooms; the lock is unlocked only through an encrypted
code. TESA locks also store the most recent openings in non-volatile memory,
allowing the hotelier to know exactly who has been in the room, and when.
TESA Entry Systems Introduction • 1

About this Manual
This manual is a guide to help you understand the TESA system, including locks,
software, and peripherals. The system is very flexible and can utilize traditional
magnetic stripe cards as well as the latest in smart card technology.
There are many smart cards available today. TESA has selected several cards with
features that most benefit the hospitality industry. These cards are detailed later in
this manual and are available from TESA.
Throughout this manual, the term 'smart card' will refer to any contact type memory
cards or microprocessor cards. Though there are many technical differences between
the types of available cards, the TESA system handles the differences transparently
to the user. In cases where the differences are notable, detailed explanations will
point out the differences.
What's New
• User-friendly Windows interface makes features intuitive and easy to use.
• HT28 Smart v2 takes full advantage of the power of smart card technology with
card activity and lock status reports.
• The management of master cards has been completely revised to make large
numbers of staff cards easy to maintain.
• The revalidation system provides a simple way to increase the level of security
at your property by greatly reducing the effects of lost master cards.
• Locks automatically adjust for Daylight Savings Time if they have been updated
by the programmer any time within the six months previous to the time change.
• Property management systems can interface with TESA through the Ethernet
network which simplifies the setup and maintenance of the interface. This
feature may not be available from all PMS vendors.
• Distributed communications network allows multiple TESA devices to be
controlled by workstation PCs as well as the TESA server PC. Any encoder on
any PC can be controlled by the PMS.
TESA Entry Systems Introduction •2

Software - HT24W / HT28 Smart
General
The HT24W / HT28 Smart system is a revolutionary step in locking systems. The
following sections will take you step by step through all of the features and functions
of the software. Some features are only available in the HT28 Smart system that
uses smart cards.
• In this manual, the Smart only features will be indicated with this symbol in the
Available only with left-hand margin.
HT28 Smart!
Designed for keyboard use! • The front desk functions that are used most frequently have been designed so
that the operator can quickly complete the process without requiring the mouse.
The keyboard image shown to the left indicates the functions designed for
keyboard use.
HT24W vs. HT28 Smart

This manual applies to the software and hardware that makes up the HT24W and
HT28 Smart systems. The systems are identical in many ways, but there are several
important differences.
HT24W
The HT24W system uses Windows based software to manage and control the HT24
series magnetic stripe locks.
HT28 Smart
The HT28 Smart system uses Windows based software to manage and control HT28
dual technology, smart card and magnetic stripe, locks. There are several features in
the software that can only be used with HT28 locks and smart cards. The primary
feature difference is that card transactions can be stored on the smart card.
TESA Entry Systems Software - HT24W / HT28 Smart • 3

Reception Menu (F10)
The Reception Menu includes the most frequently used functions, including New
Guest Check-In, Copy Guest and Check-Out. Many functions on the Reception Menu
have been designed to be used without the use of a mouse. Although a mouse can be
used in these functions, the operations will be completed more quickly by using only
the keyboard.
The primary functions of the Reception Menu can be accessed from the main screen
through the Hot Buttons. These buttons are shown in the figure below. For quick
access to the full Reception Menu, press the F10 key.
New Guest Check-In (F5)
This function is used when a new guest is to be checked into a room. When the
new card is used in the lock, the card of the previous guest will automatically be
New Guest Check-In canceled.
The New Guest Check-In function of the system allows you to make guest cards
Designed for keyboard use! that will work in up to four guestroom doors, depending on the type of encoder
used to make the card. The HT24 motorized encoder and the smart encoder can
encode up to four rooms. Manual insertion encoders can encode a maximum of
three rooms on one card. As an example, if a family checked into the hotel, and
the parents requested one room for themselves and another room for the
children, the cards can be made to work in both locks.
TESA Entry Systems Software - HT24W / HT28 Smart •4

To check in a new guest, perform the following steps:
1. From the Reception Menu, click on New Guest (Check-In), press F5, or click on
the New Guest Check-In Tool.
You may select room numbers 2. Enter a room number, and press the ENTER key. The cursor will move to the
from a list by pressing the F2 next Room field in the display, and allow you to enter a second room number.
key. By pressing the F2 key, you can select a room from a pick screen that shows
vacant, occupied and out of service rooms. Simply use the ARROW keys to
select a room from this list and press the SPACE BAR or double click with the
mouse to confirm.

3. The cursor will move to the next Room field in the display and allow you to
enter another room number, or select from the list. If you do not want to add
another room to the card, press ENTER again. Repeat this step until you have
entered all of the rooms you want to encode on this card. When you are finished
entering all of the rooms, press the ENTER key again to continue to
authorizations.
4. If your property is using Emphasized Authorizations to promote the sale of
amenities such as the use of an in-room safe, a message box will appear asking
you to confirm this authorization. To select the authorization, press the SPACE
BAR and press the ENTER key to continue.
5. If your property offers optional authorizations for other amenities, such as

access to the pool or covered parking, you will be given the opportunity to either
grant or deny the use of these items, as shown below:
Use the UP/DOWN ARROW keys to navigate through the list of available
authorizations. By pressing the SPACE BAR you can grant or deny each
authorization and press the ENTER key to continue to the length of stay.
6. Once the authorizations section is completed, the cursor will move to the area of
the screen to enter the number of nights the guest will be staying.
Type a number or use the UP/DOWN ARROW keys to set the number of nights
for the stay and press the ENTER key.
7. If your property uses a starting date on guest cards, the cursor will highlight the
start date. The default start date is today. You can use the number pad to set the
starting date of the card. To change the starting time, press the TAB key to
move the cursor to the time and use the number keys to change the time. Press
ENTER to continue to the Expiration date and time.
8. The software will convert the number of nights into the expiration date. You
may make any changes you wish to the check-out date and time by using the
number keys to enter the new hour, day, month or year. Press ENTER to
continue to Track 1 and 2 data.
With a motorized encoder, 9. If you are using magnetic cards and a motorized encoder, you are able to encode
POS information can be information on tracks 1 and 2 of your card. This information is not needed to
placed on tracks 1 and 2. operate the TESA locks, but is commonly used for Point Of Sale (POS) systems.
Track 1 data can contain letters or numbers and track 2 data can contain only
numbers.
10. The last thing to do before encoding your cards is to tell the software how many
cards your guest will need. You can type the number or use the UP/DOWN
ARROW keys. When you are ready to encode the cards, press the ENTER key.
A message will appear on the screen instructing you to insert the card. When
encoding is complete, a message will instruct you to take the card.

If more than one card was requested, the screen will repeat the prompts until all
of the requested cards are made. When you are finished making cards, select
another function, or press the F9 key to log out of the system.
Copy Guest (F6)
This function is used to encode extra cards for an occupied guestroom after the
initial check-in procedure. These cards will not affect the use of the existing guest
Copy Guest card.
Designed for keyboard use!
WARNING: Never make a copy of a guest card if the guest has LOST their card.
Make a NEW GUEST CARD to void out a lost card.
To encode a copy of a guest card, perform the following steps:

1. Select Copy Guest from the Reception Menu, press F6, or click on the Copy
Guest Tool.

mouse to confirm.
3. The cursor will move to the next Room field in the display and allow you to
enter another room number, or select from the list. If you do not want to add
another room to the card, press ENTER again. Repeat this step until you have
entered all of the rooms you want to encode on this card. When you are finished
entering all of the rooms, press the ENTER key again to continue to
authorizations.

numbers.
10. The last thing to do before encoding your cards is to tell the software how many
Note: The original and 4 copies can be uniquely identified in the audit record of
the lock. If you encode more than 5 cards, the audit report will indicate that a
'Redundant Card' was used.
Check-Out (F7)

The Check-Out function is used at the end of a guest's stay to indicate that the room
is now vacant and available for use by a new guest.
Check-Out
Designed for keyboard use!
To check a guest out of a room, perform the following steps:

1. Select Check-Out from the Reception menu, press the F7 key or click on the
Check-Out Tool.
You may select a room 2. The screen will prompt you to enter the room number for the guest to be
number from a list by Checked-Out. Type in the room number or select it from the list.
pressing the F2 key.
3. Once the room number has been selected, press the ENTER key to complete the
operation.
4. When the Check-Out is complete, select another function or press F9 to log out.
Single Opening Card (F8)
This function is used to make a card that will work in a guestroom lock only once.
The single opening card is commonly used by the hotelier to allow a guest to
Single Opening Card preview a room, or to allow a vendor to place an item inside of a room. Once the
Designed for keyboard use! card is used in the lock, it is no longer valid. A maximum of four Single Opening
Cards may be made for a single guestroom between new guest Check-Ins.

To make a single opening card, perform the following steps:
1. From the Reception Menu, click on Single Opening Card, press F8, or click on
the Single Opening Card Tool
mouse to confirm.

Note: Unlike other cards, a single opening card can only be encoded for one
room.

numbers.
The last thing to do before encoding your cards is to tell the software how many

Read a Card (F3)
This function is used to identify an unknown card and to examine the information
encoded on the card.
Read a Card
Designed for Keyboard Use!
To read a card, perform the following steps:

1. From the Reception menu, click Read, press the F3 key, or click on the Read
Card Tool.
2. The screen will prompt you to insert the card. Insert and remove the card in the
encoder.
3. Once the card has been read, the screen will display all of the guest information
encoded on the card, such as the authorizations and the expiration date and time.
In the example in the figure above, the card is for room 256 and 258, and it is
the original card (not a copy). The card was authorized to operate the guestroom
safe, garage, pool, and the concierge lounge. This card will not override guest
privacy or the blocking card, and it cannot place a door into office mode. The
card will expire at 3:00 p.m. on June 17, 1999 and was encoded by Sally on June
12 at 3:30 PM.
You may read another card by pressing the READ button located in the bottom
left of the window. When you are finished reading cards, press the ESCAPE key
and select another function, or press the F9 key to log out of the system.

Erase a Card (F4)
This function will read a card, erase it, and check out the room if the card is still
valid. Use this function if a group of cards is left at the front desk by the guests or
Erase a Card the housekeeping staff for Check-Out. This feature can be used to enhance the
Designed for Keyboard Use! hotel’s Express Check-Out function.
To use the Read and Erase a Card function, perform the following steps:
1. From the Reception menu click Erase Card, press F4, or click on the Erase Card
Tool.
2. The screen will prompt you to insert the card.
3. Once the card has been read, the screen will display all of the guest information
encoded on the card, such as the authorizations and the expiration date and time.
In the example in the figure above, the card is for room 256 and 258, and it is
the original card (not a copy). The card was authorized to operate the guestroom
safe, garage, pool, and the concierge lounge. This card will not override guest
privacy or the blocking card, and it cannot place a door into office mode. The
card will expire at 3:00 p.m. on June 17, 1999 and was encoded by Sally on June
12 at 3:30 PM.
4. If you wish to erase the card, click on the Erase button at the bottom of the
window. The screen will prompt you to insert and remove the card. Insert and
remove the card in the encoder. Once this is done, the card is now erased and
may be re-used in the system at any time.

After a card is erased, the system will ask you if you wish to perform a Check-
Out for this room. If you select yes, the room will appear vacant in the rooms
list and can be used again. After a Check-Out, you can read another card, press
ESCAPE and select another function, or log out of the system by pressing F9.
If you do not want to erase the card, press ESCAPE or click the eject button at
the bottom of the window.
5. You may read another card by pressing the READ button located in the bottom
left of the window. When you are finished reading cards, press the ESCAPE key
and select another function, or press the F9 key to log out of the system.
Hotel Information (F2)

This function allows the property to display the status and availability of all
guestrooms. This screen also shows the attributes of the last cards encoded for the
room, including authorizations, starting date and expiration date.
To view the State of Rooms, click State of Rooms from the Reception menu, or press
the F2 key.
Room List Tab
The Hotel Information window is divided into three (3) tabs. The leftmost tab
shows the list of rooms in a table with columns for important information about
each room. Use the UP/DOWN ARROW keys to navigate through the rooms. To
rapidly move through the table, you can use the PAGE UP/DOWN, or click on the
slider to the right of the table. You can also use the Search button to jump directly
to a room if you know the room number.

The information includes the authorizations encoded on the cards, when the room
was last Checked-In, when the cards expire, how many valid cards are encoded for
the room, if the guests are a part of a group, and if the room has been placed out of
service or is occupied. Occupied rooms appear in blue and rooms that are out of
service appear in red. To see even more details about the highlighted room, click
on the center tab labeled ‘Room Details’ or press ALT+D.
Tip: You can use the filters to You can use the filtering boxes on the right of the Room List tab if you want to
limit the rooms in the list. limit the rooms you see by certain criteria. For example, you may wish to view
Note that the Search button only the rooms that are occupied. Or, perhaps you wish to see a list of rooms that
cannot find a room that is need to be updated with the portable programmer. The state column of the table
hidden by a filter. will show the reason a room needs updating.
Room Details Tab
The Room Details tab shows all of the information from the room list table as well as
the starting date, if any single opening cards have been encoded, what type of lock
hardware is installed, and which mastering scheme is being used. Multiple
mastering schemes are optional, so your property may not display this information.
Navigation Buttons If you wish to see details of other rooms, you can return to the room list or use the
navigation buttons at the bottom of the window. From left to right, the buttons
perform the following task: view the first room in the list, view the previous room in
the list, view the next room in the list, view the last room in the list.

Additional Information Tab
The right tab of this window shows general information about your property. At
times, it may be useful to know the number of guests that have access to a
particular amenity. The Additional Information tab shows each of the
authorizations declared for your property and how many valid guest cards are
encoded with access to these authorizations. This tab also shows a chart with the
percentage occupancy and the percentage of rooms that are out of service.
When you have finished viewing the room information, click the close button at
the bottom of the window, or press the ESCAPE key.
Groups
This function provides a convenient method of encoding cards for a large group of
guests in advance so that the group is not delayed by this operation when they arrive.
Groups Group cards are encoded with a special code so that the new group cards do not
cancel current cards, and group cards will not affect the ability to replace lost cards
of current guests.
To manage groups, select Groups from the Reception menu or click on the Groups
Tool.

Tip: Make Group cards in There are several steps necessary to successfully manage groups of guests. First, a
advance so large groups group must be created and given a name. Attributes and rooms must be assigned.
don’t have to wait when they Then, the cards must be encoded. Finally, once the group arrives at your property,
arrive. everything is ready for Check-In.
Creating New Groups

New Group Button
To create a New Group, follow these steps:

1. Click the New button.
2. The New Group window is where you will enter all of the group information.
The first piece of information that you should enter is a group name. If you
make your group names meaningful, it will help to manage them later. Once
you have entered the group name, press ENTER to continue.
If you are using Emphasized Authorizations, message boxes will appear

prompting you to promote these amenities. Press the SPACE bar or click the
check box to select access to this amenity. After the Emphasized Authorizations
are finished, you can select any standard authorizations the guests may need.
Press ENTER when you are finished selecting authorizations.

Remember to double check 3. Now it is time to enter the number of nights this group will be staying at your
the Starting Date if you are property. Set the Starting Date to the expected arrival date of this group. By
making group cards in checking the starting date, you can be sure that any group cards made in
advance. advance will not work until the day the group is expected to arrive.
Once the starting date is set, the expiration date will automatically be calculated
based on the number of nights you selected. You can always manually set the
expiration date, if you prefer.
4. Press ENTER when you have finished entering the dates.
5. To select the rooms for the group, click on the Select Rooms button or press
ALT+E. When the room list appears, you can select individual rooms by
Double Clicking or pressing the SPACE bar.
6. To select several rooms, hold the left mouse button and drag the mouse to create
a rectangular block of rooms. Press the SPACE bar to select the highlighted
rooms. Selected rooms will be colored red.
There are a few rules to be aware of when selecting rooms.

• If a room is out of service, you will be warned, but you will be allowed to
proceed.
• If the room has been reserved by another group that has not arrived yet, you
are not allowed to select these rooms for a new group.
• If the room is currently occupied by a regular guest, it is OK to select this
room for a group. When the group arrives and is Checked-In, all other guest
cards will be voided.
7. When you are finished selecting rooms, click on the OK button. If you are not
sure which rooms you want to select, click on the Cancel button.
After you have selected rooms click the OK button to save the group. If you choose
not to select rooms now, save the group now and come back later to select the rooms.
If you decide not to finish creating this group, click the Cancel button.

Modifying Groups
Modify Group Button To modify an existing group, select a group from the list and click the Modify
button or Double Click the group.
The steps to modify an existing group are exactly the same as creating a new one.
Any detail of the group can be modified until you encode the first card for the
group. Refer to the steps for creating a new group to see details about group
features.
Encoding Group Cards

Encode Group Card Button Cards can be encoded well in advance of Check-In so large groups of guests are not
inconvenienced by having to wait for cards. Since you will not be handing the cards
to the guest right after encoding, you must take care to keep the cards organized.
Place the cards in marked envelopes or sleeves when you encode them. The time
you take to stay organized now will prevent you from upsetting guests who are using
the wrong card in the door.
Remember that once the first
card for a group is encoded,
the group can no longer be
modified.
Follow these steps to encode the cards for this group.

1. Select the group from the list and click on the Encode button. A screen will
appear with a list of the rooms assigned to this group. Each room has a box
beside it that indicates if cards have been encoded for this room. To help you
stay organized, the rooms are listed in order. There is no way to encode cards out
of order.
2. Enter the number of cards to make for this room. The default is one card. If you
make multiple cards for a room, the next room in the list will go back to the
default of one card. Press the ENTER key until the screen appears prompting you
to insert a card.
3. Insert and remove the card in the encoder.
Continue encoding cards until all of the rooms in the list have check marks
beside them. All of the cards do not have to be encoded at one time, but they
must be encoded before the group can Check-In.

Group Check-In
Group Check-In Button The Group Check-In process is very important. Remember that pre-encoding group
cards will not affect your ability to make new guest cards for a room because groups
use a special ‘Advanced’ code. If group cards are given to guests without
performing the Check-In operation, you may disrupt the encoding system and
subsequent guest cards will fail to operate the guest room locks.
Note: Always remember to perform the Check-In operation at the time the cards
are given to the guests.
If you find that you have cards that do not operate the guest room locks because you
have accidentally given group cards to guests without performing the Check-In
operation, simply Check-In the group to realign the HT24 system. New guest cards
must be made for any subsequent guest who is having card troubles.
Follow these steps to Check-In a group:
1. Select a group from the list.
2. Click the Check-In button. If all cards have been encoded, you will get a
confirmation message. If you have not encoded cards for all of the assigned
rooms, a message will appear on the screen telling you that some of the cards
have not been encoded. Encode all the cards and try the Check-In process again.
Group Check-Out
Group Check-Out Button The Group Check-Out process is a simple operation to help organize your list of
groups. When a group leaves or cancels before arrival, there is no need to keep the
group in your list. The Check-Out process removes the group from the list and
clears the occupied status of the rooms in the Rooms List.
You can Check-Out any group at any time. The cards do not need to be encoded, and
the group does not need to be Checked-In. This can be useful if a group cancels a stay
before arrival.
To Check-Out a group, perform the following steps:
1. Select a group from the list.
2. Click the Check-Out button. A confirmation box will appear on the screen;
therefore, you can’t accidentally Check-Out a group. Click Yes to finish the
Check-Out operation.
After the Check-Out another message box will appear confirming the success of the
operation.
Automatic Group Function Reminders

Automatic Group Function When you log on to the software, the system will check to see if there are any
Execution Button operations that need to be performed. If there are any operations pending, a
window will appear with a list of all these operations. To perform these
operations, select one and click the Execute button. You will receive
confirmation that the operation was completed.

If you prefer not to perform the operation, click the Close button or press the
ESCAPE key. You will be prompted every time you log in until the operation is
performed.
Operations that will prompt the reminder screen include:
• Check-In a group that has all cards encoded and the starting date is today.
Remember to double check the Starting Date of your groups before you
begin encoding cards. Once you encode a single card, this information
cannot be changed.
• Check-Out a group that has expired. If cards were encoded with a date that has
passed and the group has not been checked out, the group will be listed in the
reminder list.
Peripheral Openings
The purpose of the Peripheral Openings window is to allow a quick and easy way
to see the number of times a particular guest used a particular door or amenity.
Peripheral Openings For example, you may wish to have front desk operators examine this list at
Check-Out and charge the guest based on the number of trips to the sauna.
The Peripheral Openings function will display or print the openings from any on-
line card reader or an insertion identifier. This data can only be retrieved from the
server PC.
To view this list, select Peripheral Openings from the Reception Menu, or click
the Peripheral Openings Tool.
The Peripheral Openings List will not include invalid access attempts. If you wish
to view the full audit recorded in an on-line reader, including invalid attempts,
select Peripheral Transactions from the Security menu.

Filtering the Peripheral Openings Report
Follow these steps to set up the definition of the openings you wish to see:
1. Select Peripheral Openings from the Reception Menu, or click on the Peripheral
Openings Tool.
2. Choose the peripheral you are interested in from the list and press the ENTER
key. The list of peripherals includes online wall readers and online identifiers.
3. Using the date filter, you can limit the openings you see to only those in the time
frame that interests you. The default dates are the beginning of this year and
today, but you can set these limits to any dates you choose. Type a date or use
the UP/DOWN ARROW keys to change the dates to limit your search. Only
those openings that fall between the dates will be shown.
4. The Function Filter can further limit your search to only those openings that
interest you. You can view all openings, only the openings for a particular guest
room card, special operations, or openings of a particular master card. Special
operations include the use of the Exit Button, Spare Cards, Programming Cards,
Canceling Cards, and other operations that might interest you.
Select the option button beside the filter you wish to use. If you are not viewing
all the openings, you must specify a particular guest room, master card, or
special operation from the selection list.
5. When you are satisfied with your filter criteria, click the OK button to view the
openings. If the list of openings does not contain the event you were searching
for, you can modify your filter at any time. To reset all the filters back to the
default, click the Reset button.

The Openings List
Valid uses of an entrance
reader appear in black, and
valid uses of an exit reader
are in green.
The openings list is a table showing all of the openings from the selected peripheral
that match your filter criteria. The table shows the date, time, and which card was
used. The ‘Denied Because’ column is empty because this view does not show
invalid attempts in the peripheral. To view invalid as well as valid attempts, use the
Peripheral Transaction function on the Security menu.
The table shows the openings in Real Time. This means that if someone uses their
card in this peripheral, you will see a record of the opening within moments of the
actual event. The system will scan the peripheral every few seconds and any new
openings will be added to the bottom of the list. If your list is long, you may wish to
turn this feature off while you look at your list so that the list is not changing. To
turn off the Real Time feature, click the check box at the top of the window so that
there is no check in the box.
Navigation Buttons With the Real Time feature turned off, you can use the special navigation buttons to
move to the first record at the top of the list, to the previous record, to the next
record, or to the last record at the bottom of the list.
To print your list, click on the Print button at the top of the window.
Logout / Login (F9)

Designed for keyboard use! This function logs the current operator out of the system and locks the system so that
an operator must enter a valid password before any new function can be performed.
Workstations, terminal encoders and other on-line devices will still function properly
while no one is logged in to the software on the server.
When logged out, this function key is used to login an operator. Simply press F9
and enter your password to log into the system.
To logout of the software, press the F9 key or select Logout from the Reception
Menu.

Exit
This function logs the current operator out and closes the software. PC workstations
will still function properly if this function is performed on the server, but terminal
encoders and the PMS interface are shut down.
Task List
If there is a task running in an encoder, such as a PMS command waiting for the desk
clerk to perform the operation, the system will display them before you exit the
software. You can complete these tasks or discard them. This warning is to prevent
you from accidentally losing information or commands from the PMS

Masters Menu
Managing master cards is one of the most important tools to keeping tight security at
any facility. A lost master card is dangerous because it can open many, if not all, of
the doors at a facility. There are three features of the TESA system that reduce the
risk of a lost master card – sequential encoding, master canceling cards, and
expiration dates.
• Sequential encoding means that an old card is locked out by using any new card
in a lock. This is the same principle that works with the guest cards.
• Master canceling cards will also lock out a lost master card. To be sure that a
lost master cannot be used, make a canceling card and dip it in all the locks and
readers. The canceling card will not unlock the doors, it will only cancel the
appropriate master type.
• The expiration date is an easy way to limit the risk of a lost master. If a master
expires in a few hours you may feel that a notification to all employees and a
watchful eye will get you through those hours.
The software makes managing masters simple and allows various levels of risk
management. This section explains all of the details about managing master cards,
master users and the security of your facility.
Revalidation
Revalidation is a new feature in the system that allows you to manage your master
users simply and effectively while maintaining the security of your facility. This
section will explain the basic philosophy of revalidation and the flexibility it offers.
First we will briefly discuss the traditional method of managing master cards.
Traditionally, master cards are encoded with an expiration date that will allow the
card to operate for several months. If a card is lost it poses a significant threat
because the card can enter all or nearly all of the doors in a hotel. To prevent an
incident the management must cancel the card using a master canceling card in all of
the TESA locks and by encoding new master cards for all users who hold that type of
card. For example, if a housekeeping master (HK) is lost, a canceling card should be
used in all of the locks, and all staff members who carry an HK master card must be
located to have their cards re-encoded. This process is time consuming and
inconvenient because all of the users must be found and their cards updated or they
will be locked out of the guest rooms.
To reduce some of the logistical problems you could issue daily cards to your staff.
These cards would work for only one day and then they expire. This reduces some
of the problems because everyone gets a new card at the same time each day, but
someone must encode all of those cards.
Suppose that each employee encoded their own card each day – automatically. That
is what the revalidation system does. Every day when an employee arrives for work
he inserts his card into the revalidation unit which reads the card and identifies the
user. If the user is still employed, the card is re-encoded, or revalidated, to operate
for one more day. If a card is lost it can be canceled as usual and the new
information automatically gets encoded on the proper cards the next morning.

With the flexibility of the revalidation system you can set the cards to work for a
week at a time or only a few hours. The choice is yours. Revalidating more
frequently obviously offers more security, but it may also be more inconvenient for
your staff. Revalidating daily at the beginning of the work day is a compromise that
does not cause much inconvenience and maintains a very high level of security.
Revalidation is not only about expiration dates and security. Because the users must
update their cards on a regular basis, the revalidation system provides a simple way
to distribute information about assignments, schedules, or special events. This is
also a convenient way to change an employee's shift or other attributes such as office
mode.
The following sections will provide details about how to set up the parameters for
revalidation. See page 85 for additional information.
Note: The parameters for revalidation can be different for each master user.
Master Users (F11)
The Master Users List is a table that shows many of the attributes of your master
users and the cards they hold. From this screen, you can perform all of the
Master Users functions necessary to manage all of your master card holders. These functions,
create, modify, encode, update and cancel, are accessed with the buttons at the
bottom of the screen.
To view this list, Select Master Users List from the Masters menu or click the
Master Users List Tool to open the Masters window.
Master Users List Details

The Master User list provides an overview of the parameters assigned to every
master user. This section explains each field in the list.
• ID – The software assigns each master an ID number for easy reference.

• User Name – This field should hold the name of the person who has been issued
a card. It is this name that is displayed in the lock audit report to indicate who
has entered a room.
• Master – The master field indicates the function and locking plan of the master
user. For example, a GM template typically has access to all or most of the
doors on a property, while a Floor Master template will only have access to
doors on one floor.
• Up-to-date – If a master user has been modified since the time the card was
encoded, the card is not considered up-to-date. The next time the card is
revalidated, the card will be encoded with the new parameters. An X indicates
that the card is up-to-date.
• Enabled – An X indicates that this master user is allowed to revalidate if there is
an X in this column.
• Privacy – An X indicates that this master user can override the guest privacy
indicator.
• Office – An X indicates that this master user can use the card to place a lock into
and out of office mode.
• Block – An X indicates that this user can override a lock that has been blocked
with the Blocking Card.
• Shift – The shift that applies to this user is indicated in this column.
• Authorization – All authorizations that are granted to this master user are listed
in this column.
• Date Encoded – This is the most recent date that a card has been issued to this
user.
• Expiration Date – The card will no longer operate the locks after this date.
• Expiration Time – This is the time on the expiration date that the card quits
working.
Filter – How to Show Only a Few Master Users

The filter screen allows you to select which masters appear in the Master Users List.
If you have a lot of master users you may find that this is a handy tool. For example,
you can use the filter to see which users have expired cards, or cards that need to be
re-encoded because of a change in a shift or some other parameter.
Note: The bottom of the master users list will indicate if a filter is being applied.

Mastering – Which Doors Can This Card Enter?
It is challenging to remember which master cards can access which doors, especially
in larger hotels. To easily see which doors a master card can enter, simply highlight a
master user on the Master Users list and click the Mastering button.
If the list of doors is lengthy, you can check a particular door by typing it in the text
box and clicking the Search button. If this master can enter that door, the list will
jump to that door and highlight it. A message will be shown if this master cannot
open that door.
New – Create New Master Users

New Master User Button When new employees come in to work to fill new positions, you need to create new
master users. These users will have access to doors based on the template you
choose for them.
The New Master screen is divided into two tabs – General and Revalidation. The
General tab contains the standard master user information such as card type, shift,
and other attributes. The Revalidation tab allows you to set and manage the
revalidation attributes for this user. Each user can have different revalidation
attributes.

General Tab
1. Enter the name of this user. Entering the full and correct name will help you to
find this user in the list in the future when you need to encode a new card or
cancel this user.
2. The Master Template determines where this master card can be used. For
example, a master template called 2nd FLOOR HM, would be used to access guest
rooms and housekeeping closets on the second floor.
3. Now you must select a shift for this Master User. The shift limits the time that a
card will work in the locks to a specific time window. Enter shift number 0 to
allow 24 hour access or refer to your property paperwork to select the appropriate
shift number for this user.
4. Next, you can choose if this Master User has certain special privileges. To select
a privilege, click the appropriate option button or press the space bar when the
option is hi-lighted. All special privileges are explained below.
• Override Privacy – This privilege allows the card to enter guest rooms even
if a guest has activated the privacy indicator.
• With Office Function – This privilege allows the Master User to place certain
doors into Office Mode so that they remain unlocked.
• Override Blocking – This privilege allows the master card to enter a room
that has been blocked by the Blocking Card.
5. Now, select any authorizations that this user will have. Authorizations allow
access to amenity areas, such as pools or exercise facilities.

6. Finally, if you want the master card to expire make sure the Use Expiration Date
box is checked and the date is the way you want it. By default, the card will
expire in one day.
Note: TESA recommends that you encode all master cards with an expiration date.
This can be the best way to reduce the threat of a lost card.
Revalidation Tab
The Revalidation tab contains the settings for using the revalidation system. If you
are not using this system in your facility the information on this tab is not
important.
1. The PIN information section applies when the master user uses a revalidation
terminal. If your facility is not using the revalidation function, leave the PIN
Information section completely blank.
• PIN – This is the Personal Identification Number that may be required for
the user to use a re-validation terminal.
• Ask PIN to revalidate card – If this box is checked, the user will be required
to enter the PIN to use the re-validation terminal.
• User MUST modify PIN – This box indicates that a user must change his or
her PIN during the next use of the revalidator.
• User CAN modify PIN – If this box is checked, the user has the option to
change his or her PIN during the next revalidation session.
2. The Revalidation Information section contains parameters used to determine
when the card will expire and what will happen when the card is encoded again.

• Increment – This field is used in the revalidation process. It indicates the
length of time the expiration date of a card will be extended the next time it
is revalidated.
• If the increment is set in days or months the card always expires at the
same time of day. If the expiration time set on the general information
tab is set to 6 PM for example, it does not matter if a user revalidates at
8 AM or 3 PM. The card will always expire at 6 PM.
• If the increment is set in hours, the revalidator acts as a 'recharger' and
the card is encoded so that it will expire in X hours. If the setting is 24
hours, a user revalidating at 8 AM will extend her expiration until
tomorrow at 8 AM.
Note: All expiration times are on the hour. When the card is
revalidate, the time is rounded to the nearest hour. For example,
when the revalidation increment is set to 1 hour and a card is
revalidated at 9:15, the new expiration time will be 10:00. If the card
is revalidated at 9:45, the new expiration time will be 11:00.
• Expiration Date – The expiration date encoded on the current master card is
displayed below the Increment field. Use this information to determine
when a lost card will expire.
• Next Expiration Date – This would be the expiration date if the master user
revalidated her card right now.
• Enable revalidation – If this check box is not checked, the master user is not
allowed to revalidate the card. This is commonly used to temporarily
prevent a user from using the card. To permanently prevent usage, cancel
the master.
Note: Even though revalidation has been disabled for a user, the card will
operate normally until it expires.
• Revalidation Shift – If you wish, you can limit the time of day that the
master users can revalidate their cards. To do this, simply enter the
beginning and end times that they are allowed to revalidate. By default,
these times are set to 00:00 and 24:00 so users can revalidate at any time.
Tip: Use the message feature 3. Message for the user – This section is again used in the revalidation system.
to communicate important You can enter a message in this section that will be displayed to the master user
information to your staff each each time the card is revalidated, for the number of times indicated. The
time they revalidate. message text can be printed from the revalidation terminals with the printer
option enabled.
4. When you have finished making all of your selections, click the OK button at the
bottom of the window. If you choose not to finish creating this user, click the
Cancel button.
Modify – Edit Master User Data

Modify Master user Button From time to time, you may wish to change the shift, authorizations, or other
attributes of a master user. You may modify the attributes of a Master User at any
time. The steps and the screen to modify a user are exactly the same as those to
create a user.
Note: Changes do not take effect Because most of the master user attributes are stored on the card, most changes will
until the card is encoded or not take effect until you encode a new card for this user.
updated.

Cancel – Disable Master Cards
Cancel Master User Button There are many reasons you may wish to disable a master card. The most
common reason is a lost card. When a card is lost, you need to disable the lost
card in the guest room locks. There are three ways to do this.
• Let the card expire. To check the expiration date of a lost card, highlight the
master user in the list and click the View button. The expiration date is on the
Revalidation tab.
• Cancel the lost card and create new master cards that lock out the lost card.
• Encode a canceling card and use it in all of the locks. See the next section for
details about canceling cards.
Hint: All canceled master cards Canceling a master affects every user that has this type of master card. Let us
are shown in RED in the Master say, for example, that Sandra, a GM type master card holder, loses her card and
Users List. you wish to cancel it. Follow these steps:
1. Highlight the lost master card in the list – in this example, Sandra.
2. Click the Cancel button.
3. Answer Yes to confirm that you wish to cancel this user.
A name in red letters indicates that she is canceled in the systems and no new
cards can be made for her. But to cancel her in the locks, the other GM type
masters need new cards that lock her out. You must make new cards for all of the
other GM type master users, or one of them might get locked out of a room. Use
the Update function to re-encode the other GM master cards with the new code. If
you are using the revalidation system, the cards will be updated the next time they
are revalidated.
Since Sandra lost her card and is still an employee, she needs a new card to
continue working. You must re-activate her to encode a new card.
1. Highlight Sandra in the list and click the Modify button to enter the Modify
Master screen.
2. Click the OK button to re-activate Sandra as a user.
3. Then use the Encode button to make a new card for her.
Encode – Create or Copy Master Cards

Encode Master User Card Button When you create new master users or re-activate canceled users, a new card must
be made. Simply highlight the user and click the Encode button to make a card for
a new or re-activated user.
If your system allows copies of master cards, you can use the Encode button to
make copies. Note that copies of master cards make it impossible to tell which
card has been in a room, because all copies are assigned to the same user.
Never make a copy of a Master card that was lost. Always cancel the user,
re-activate and issue new cards. Master copies are exact duplicates and
cannot be individually identified.

Update – Encode Master Cards With New Data
Update Master Card Button The Update function is a simple way to bring existing cards up-to-date with any
attribute changes or a new expiration date. The following steps explain how the
update function operates.
1. Click the Update button.
2. Press any key to begin.
3. Insert and remove the card. If you are using smart cards, insert the card and
leave it in. This step reads the information on the card to see if there are any
changes.
4. If the card is not up-to-date, insert the card again to re-encode the card with the
new data.
5. If there is a message for the user, it is displayed along with a list of the new data.
View – Show Master User Data

View Master Data Button It may be useful for some operators to be able to see the attributes given to a master
user, but not be able to make changes. For example, anyone could answer "When
does my card expire?", but only a few operators could actually change that attribute.
The View screen allows operators to see everything about a master user, but no
changes can be made.
Disable/Enable – Deny/Allow Card Updates

Disable/Enable Updates If you disable a master user, that user will not be allowed to revalidate the card.
Button Disabling a master user does not prevent you from encoding cards or making
privilege modifications.
You may want to disable a user if you want the user to see a manager before he is
able to revalidate.
Master Canceling Card

This function is used to cancel a lost master card in the locks. When a master is
lost, cancel the master user in the Master Users List (F11) and then encode a
master canceling card for that type of master. Insert the master canceling card into
each lock that can be accessed by the lost master. Once the master card is canceled
in the locks, you must modify the master user that was canceled to reinstate the
master user, then re-encode the master cards for all cardholders with that type of
master. If using revalidation, users cards not canceled will be re-encoded upon
revalidation. The lower portion of the screen will indicate which master users
need new cards.

To encode a master canceling card, select Master Canceling Card from the Masters
menu. Select a master template from the list. The lower list will show all the active
users holding a copy of the master. All of these people will need a new card once you
encode and use the canceling card. If these users revalidate their cards, they will be
encoded automatically – unless the master user has been canceled in the Master Users
List.
When you have selected the master you want to cancel, click the Encode Card button.

Special Cards Menu
Encode Guest Canceling Card
This function is used to encode a guest canceling card. The guest canceling card is
a card with a special code that will lock the current guest card out of a guestroom
Encode Guest lock. Once the guest canceling card has been used in a lock, the guest must receive
Canceling Card a new guest card in order to get into the room.
To encode a guest canceling card, perform the following steps:
1. Select Encode Guest Canceling Card from the Special Cards menu or click on
the Canceling Card Tool.
Using a card with a new code 2. The screen will prompt you to decide if the code of the card should be changed,
in a lock will void any or if a copy of the existing code should be used. Make a selection by clicking
previous guest canceling one of the option buttons and press the ENTER key or click the OK button.
cards.
3. You will be prompted to insert a card into the encoder. When you have finished
encoding the card, your canceling card is ready to use.
4. Insert this card into any guest room lock where you wish to invalidate the cards
of the current guest.
Encode Blocking Card
This 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.
Encode Blocking When a blocking card is used in a lock, no other card will operate that lock, unless
Card 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.
1. Select Encode Blocking Card from the Special Cards menu or click on the
Blocking Card Tool.
Using a card with a new code 2. The screen will prompt you to decide if the code of the card should be changed
in a lock will void any or if a copy of the existing code should be used. Make a selection by clicking
previous blocking cards. one of the option buttons and press the ENTER key or click the OK button.
encoding the card, your blocking card is ready to use.

Encode Diagnostic Card
This function is used to encode a Diagnostic Card. 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. 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.
To encode a diagnostic card, perform the following steps:
1. Select Encode Blocking Card from the Special Cards menu.
encoding the card, your diagnostic card is ready to use.
Encode Spare Cards

Remember that when you This function is used to encode Spare Cards. Spare Cards are used in conjunction
need the Spare Cards or a with the programming cards to allow new guests to check in to a room in the event
Programming Card urgently, that the front desk card issuing system is completely down. The spare cards must be
you will not be able to pre-encoded and stored in a safe place that is accessible to the front desk staff in the
encode them. event of an emergency, such as a power outage. Spare cards are not assigned to a
room until the programming card is used. Continue reading for further operating
instructions.
Remember that when you need the Spare Cards or a Programming Card urgently,
you will not be able to encode them.
Encoding Programming and Spare Cards

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.
To encode programming and spare cards, perform the following steps:
1. Select Encode Spare Cards from the Special Cards menu.
2. You must decide if you need to encode new programming cards or if you only
need spare cards. To encode programming cards, click on the check box and
enter the number of cards in the appropriate field. Make as many copies as you
think you will need because making new programming cards invalidates any
existing programming cards.
3. Then enter the number of spare cards you want to encode and press the ENTER
key or click the OK button.
4. You will be prompted to encode programming cards first. When you have
encoded all the programming cards you selected, you will be prompted to encode
the spare cards.

Using the Spare Card System
Allowing a guest into a room is a very simple process. 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.
To assign the Spare Card, a hotel employee, such as a bellman, must walk with the
guest to the proper room. The employee will insert and remove the Programming
Card. At this point, the Green and Red lights will both be on. The lock is now
programmed to accept a Spare Card. The employee then inserts the Spare Card into
the lock. If the Spare Card is accepted, only the Green light will be on. At this
point, the lock is now ready to use this 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.
Note: You cannot program a lock to accept more than one Spare Card.
Encode Safe Emergency Card

This function allows you to make a temporary master card that will work in
conjunction with an existing guest card to open an HTCombo Model guestroom safe
in the event that the 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.
To encode a Safe Emergency card perform the following steps:
1. Select Safe Emergency from the Special Cards menu.
2. You will be asked to confirm that you really wish to encode a Safe Emergency
Card. Press the ENTER key or click the OK button to confirm.
3. Next, you will be prompted to insert a card in the encoder. When encoding is
finished, your Safe Emergency Card is ready to use.
Using the Safe Emergency Card

In the event that a guest forgets the PIN for a guestroom safe, simply accompany the
guest to the guestroom.
1. Insert the Safe Emergency card into the safe. The green and red lights should
illuminate.
2. While the 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 normally.

Maintenance Menu
The Maintenance Menu provides the most useful functions for monitoring and
maintaining the software and locks.
Load Portable Programmer
This function is used to transfer current data to the Portable Programmer. The
Portable Programmer (PP) is then used to update the data in the stand-alone locks.
Load Portable After 48 hours, the PP will erase this data as a security precaution.
Programmer
To load the PP with current data from the front desk console, perform the
following steps:
1. Connect the Portable Programmer and turn it on. See the System
Components section of this manual for details about connecting the Portable
Programmer.
2. Select Load Portable Programmer from the Maintenance menu or click on
the Load Portable Programmer tool.
3. Before you load data into the programmer, you must decide what data you
need to load. You can choose one of three choices. To select one, click on
the option button beside your choice.
• All Doors – Loads data for all of the stand alone TESA locks for your hotel,
or as much data as the Portable Programmer can hold.
• Select Doors – Loads only the data for the doors you select. This option
can save you time if you only need to visit a few doors. Click on the Select
Doors button to pick from the list.

• Doors Needing Updates – Loads data for any doors that need updating.
Doors can need updates because of changes in mastering schemes, changed
master, blocking, or programming card codes, or time changes.
4. The PP can be loaded with timetable and code information or only timetable
data. For example, if you only need to set the time in the locks, for Daylight
Savings Time or after changing batteries you only need timetable data.
The Portable Programmer 5. Now you must enter a four-digit password. This password may be different
can be used to open every time you load the programmer. The password is used to protect the
guestroom doors. A password Open function of the portable programmer from being used by someone else
is used to protect the guests if should the PP be lost or stolen. Use the number keys to enter a password
the unit is lost or stolen. which you will use to unlock doors and press the ENTER key or click OK.
6. Loading the PP can take a few moments, so wait until the system confirms
that the PP is loaded before you disconnect it from the computer.
Peripheral Diagnosis
This function is used to establish and monitor communications with all on-line
devices. There are three functions within the peripherals screen – Address, Update,
Peripheral Diagnosis and Change mode. These three functions are used to keep the data current and
determine the operating parameters in the on-line devices. The peripherals that
may be connected to the System include insertion and motorized encoders, guest
identifiers, and on-line card readers.
The main peripherals window maintains a list of these units and their current status.
The list shows the peripheral name, type, address, and communication status. To
open the peripherals window, select Peripheral Diagnostics from the Maintenance
menu, or click on the Peripheral Diagnostics Tool.

Addressing a Peripheral
This function is used to establish communications between the system and the
peripheral the first time it is connected.
To initialize a peripheral device, perform the following steps:
Only one unit may be 1. Prepare one unit to be initialized. Consult your unit’s technical manual for
addressed at a time. instructions on proper wiring and preparations for initialization. There should
be a message in the diagnostic messages box showing that there is one
peripheral asking for an address.
2. Select the peripheral from the list that corresponds to the unit you just cleared.
Click on the Address Peripheral button at the bottom of the window.
3. If you are addressing an identifier, you will see a screen asking you to enter the
identifier password. This password prevents unauthorized people from reading
the information encoded on guest and master cards. Press ESCAPE to load the
Identifier without a password.
Updating a Peripheral
This function is used to transfer the current console data into an on-line reader
or identifier.
To update an on-line card reader or identifier, select a peripheral from the list and
click the Update Peripheral button. Updating can take a few moments for larger
hotels, so be patient.
Changing the Mode of an Encoder

This function is used to change the operational mode of the HT22i or HT24i terminal
encoders between Regular Encoder mode and Terminal Encoder mode (for a
description of these modes, see the section on Terminal Operation). This is useful in a
system controlled by a PMS if the PMS is not working properly. The hotel may
change the encoders to Terminal Encoder mode and continue to make cards on the
terminal encoders until the PMS is back on-line. Then they simply change back to the
Regular Encoder mode to operate with the PMS.
To change the operating mode of a workstation, select an encoder from the list and
click Change Terminal/Encoder. In the type column of the list, regular encoders will
be listed as Reader/Writer and terminal encoders will be listed as Terminal.
Making the Encoder Local

There is a feature in the software that allows online devices like encoders and wall
readers to be connected to any TESA computer. Encoders connected to a
workstation computer can be terminal encoders or PMS controlled encoders. In
previous systems, a workstation computer could only control one encoder.
If an online device is connected to a workstation computer, it must be declared in the
peripheral diagnostic screen from the workstation. All of the devices are listed on the
screen, and the computer that controls the is listed in the right-hand column. Simply
highlight any encoder in the list and click Make It Local to transfer control to this
computer.
Note: This feature is optional and it may not be active in your installation.
This feature is useful in installations that have several large check-in areas with
multiple encoders. It can be less expensive to place a PC in each location than to
provide the cabling necessary to control all of the devices from the server computer.

Station Diagnosis
The Station Diagnosis screen shows a list of all TESA computers. The list shows
which operator is logged in, the network address, if the station is communication
with its encoders, and the name of the computer. This information can be helpful
when troubleshooting problems.
When TESA technicians are making changes to the system, to add new doors for
example, the server must be the only computer accessing the files. This tool is useful
for determining which stations, if any, are logged in to the system.
Room Out of Service

This function is used to take a guestroom lock out of service for an indefinite period
of time. When the room is marked as Out of Service, cards cannot be encoded for that
guestroom. Once the room is placed back in service, cards may once again be issued
for that room. Taking a room out of service does not affect the operation of the
guestroom lock itself. Master cards will still operate the lock, allowing renovations or
repairs during the out of service period.

To take a room Out of Service or return a room to active service, perform the
following steps:
1. Select Rooms Out Of Service from the Maintenance menu.
2. You can use the ARROWS or the mouse to select a room. To take a room out of
service or to bring it back into service, Double Click or press the SPACE bar. To
select rooms in a rectangular block, hold down the left mouse button or hold
down the SHIFT key and press the SPACE bar to toggle.
3. Press the ENTER key or click OK for the changes to take affect.
Mastering Changes
Your hotel may have different mastering schemes set up. Having different schemes
allows you to change the way your guest and master cards operate the locks. It is
easiest to understand the way mastering schemes work with a good example.
Example:
If you occasionally have important visitors at your hotel, you may wish to have a
mastering scheme that only allows guest keys and emergency keys to operate the
guestroom lock.
You may also wish to lock rooms down if they are out of service such that only the
maintenance staff can enter the room.
With these scenarios in mind, we could create the following mastering scheme.
A) Standard – Guest cards and master cards function normally.
B) VIP – Guest cards and the EK card are the only functioning cards.
C) Maintenance – Maintenance master cards are the only cards that operate the
lock.
You can have a maximum of 3 different mastering schemes and you can switch
between these modes of operation at any time without requiring any action from
TESA. The schemes must be set up by TESA before they are available. If you do not
have mastering schemes set up and you would like to have this feature, call TESA.

To make a mastering change, follow these steps:
1. Select Mastering Changes from the Maintenance menu.
2. The Mastering Changes window shows all of the rooms in the hotel and the
current scheme for each room. The three schemes are labeled A, B, and C and
the description of each can be found in the legend at the bottom of the window.
You can use the ARROWS or the mouse to select a room. To change the
mastering scheme, Double Click, press the SPACE bar, or press the letter of the
scheme. To select rooms in a rectangular block, hold down the left mouse
button or hold down the SHIFT key and press the SPACE bar to toggle.
3. Press the ENTER key or click OK for the changes to take affect.
4. You will be asked to confirm that you really want to make the changes. Click
OK to confirm.
5. To inform the locks of the changes, you must load the PP with the new
information and update each lock. A message box will appear asking if you
want to load the PP at this time. If you say no, the changes will not occur until
you update the locks.
Note: You must update the locks with the PP before any changes will take affect.

Backup Data
The TESA system requires many data files to function properly. If these files are
ever corrupted by a hardware failure of the computer system or some other anomaly,
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.
TESA recommends that you back up your data files every day to maintain the
performance of the system.
To use the Backup function, follow these steps.

1. Select Backup Data from the Maintenance menu or click on the Backup Tool.
2. You can choose the directory that you want to put the backup file in by clicking
the Browse button, or you can use the default directory. If you want to copy the
files to a floppy disk, select 3½ Floppy from the browse list. Regularly
scheduled backups to a floppy disk are highly recommended to prevent
unnecessary down-time in the event of a computer failure.
3. You can elect not to copy the system auditor in your backup because this file
can get very large over time. If you are copying to a floppy disk, you probably
don’t want to check this box because this file can grow very large and ,may
require several floppy disks.
4. When you have selected the directory, click the Copy button to initiate the
Backup process. The process may take a few moments and the system will
notify you when it is finished.
Emphasized Authorizations Data

The sale of certain amenities provided by your hotel through the use of special
authorizations, called Emphasized Authorizations, can be tracked by the TESA
system. You can generate reports of ‘per day’ usage of these amenities based on
Check-In and Check-Out dates.

Generating Reports
To generate an Emphasized Authorization report, follow these instructions.

1. Select Emphasized Authorizations from the Maintenance menu.
2. Select one authorization from the list of Emphasized Authorizations for your
hotel.
3. Select the month and year of the data for the report.
4. Press the ENTER key or click OK.
What it Means
The Emphasized Authorization report contains enough information to accurately track

the usage of an amenity on a ‘per day’ basis. Each line in the report shows:
• The Check-In date and time.
• The operator that ‘sold’ the amenity during the Check-In process.
• The room number of the card with the specified authorization.
• The expiration date and time of the card.
• The total number of nights the card was valid for the amenity.

If a guest leaves before the expiration date on the card, it is important to perform the
Check-Out operation. This will credit the guest for any unused nights. Early Check-
Outs will be designated in red by a negative number of nights in the report.
The report can be printed or saved to a file so that it can be imported into another
system or examined at a later time.

Security Menu
The Security Menu contains the functions most helpful in monitoring and
maintaining the security of the system and locks.
System Auditor
This function is used to view the transactions that have occurred on the computers.
The system records all the transactions that have occurred in the system, who made
System Auditor them, and when they were made. These transactions may be viewed on the screen, or
printed out.
To view the System Auditor, click the System Auditor Tool.
System Auditor Filter
To generate an audit report, perform the following steps:

1. Select System Auditor from the Security menu or click on the System Auditor
Tool.
2. The software has the ability to show you only the audits you wish to see. To
select audits from a particular time period, enter the dates in the Date Filter
section. The default dates will show you the whole history of your system.

3. The Operator Filter section allows you to view the audits from a particular system
operator.
• All Operators shows you the operations performed by any operator, current
or deleted, on your system.
• Specific Operator will show only the operations performed by one particular
operator selected from the pick list.
• PMS shows any operations performed as a result of a Property Management
System request.
• TESA Maintenance shows any operations performed while a TESA trainer or
technician is logged into your system.
• Deleted Operators shows any actions performed by operators who are no
longer active in your system. This allows you to immediately secure your
system and analyze the auditor at a later time.
4. With the Function Filter, you can view only the operations you wish to see. For
example, you may only wish to view the system history for room 101.
• All Functions will show any operation made on the system.
• Specific Guest Room will show only operations regarding a particular guest
room, selected from the pick list.
• Special Operations shows operations that are not related to guestrooms, such
as encoding a programming card. Select a specific operation from the pick
list.
• Master Cards shows operations regarding any master card function. Note
that changing a generic master code and encoding master canceling cards
must be viewed with the Special Operations option.
5. The Encoder Filter will allow you to view the transactions of a specific
workstation, terminal, or PMS encoder.
• All encoders will show transactions regardless of location.
• At Workstation PC - will show any transactions at a specific workstation
computer, selected from the pick list.
• At Terminal - will show any operations performed at a specific HT22i or
HT24i terminal encoder, selected from the pick list.
• By the PMS on encoder - will show operations of a specific PMS encoder,
selected from the pick list.
6. When all of your filters are selected, click the OK button and the software will
combine all of your criteria and display a report.

System Auditor Report
The System Auditor Report shows all of the transactions that matched the criteria set
up in the Filters window. If the list does not contain the information you are looking
for, you can adjust the filter at any time by clicking the Filter button.
The report shows the date, time, operator, operation, and location of each transaction.
If the transaction is a New Guest Check-In or a Guest Copy, the Details button will
show all the attributes of the card, including expiration date, authorizations, and
special privileges encoded on the card.
Note: If you need to scroll You can view a Real Time report of transactions if you check the Real Time check
through a long list, turn the box. As soon as a transaction takes place that fits your Filter criteria, an entry will
Real Time feature off. appear at the bottom of the list. The list will refresh every few seconds even if there
are no new events. After each refresh, the last transaction will be selected.

Lock Openings
This function is used to display or print the audit trail from a guestroom lock or off-
line card reader. This data is retrieved from the locks using the portable programmer.
To view the openings of a lock, follow these steps:

1. Connect the portable programmer and turn it on.
2. Select Lock Openings from the Security menu.
3. A list will appear with all of the locks that have been read by the PP. If you read a
lock more than once, there will be two entries in this list. Select one entry and
press ENTER or click the Read button.
4. Now a window will appear with all of the recorded events from the lock you
selected. You can view the whole list on screen or print it for inspection.
To view the openings record of another lock, click the Close button and return to
Step 3 above.
Peripheral Transactions
This function is used to display or print the audit trail from an on-line card reader.
This data is retrieved from the locks using the front desk console. The audit trail of
the on-line reader will include both valid access entries and invalid access attempts.

Filtering the Peripheral Transactions Report
Follow these steps to set up the definition of the openings you wish to see:
1. Select Peripheral Openings from the Reception Menu, or click on the Peripheral
Openings Tool.
2. Choose the peripheral you are interested in from the list and press the ENTER
key. The list of peripherals includes online wall readers and online identifiers.
3. Using the date filter, you can limit the openings you see to only those in the time
frame that interests you. The dates default to the beginning of this year and
today, but you can set these limits to any dates you choose. Use the number pad
to change the dates that limit your search. Only those openings that fall between
the dates will be shown.
4. The Function Filter can further limit your search to only those openings that
interest you. You can view all openings, only the openings for a particular guest
room card, special operations, or openings of a particular master card. Special
operations include the use of the Exit Button, Spare Cards, Programming Cards,
Canceling Cards, and other operations that might interest you. All available
options are included in the selection list.
Select the option button beside the filter you wish to use. If you are not viewing
all the openings, you must specify a particular guest room, master card, or special
operation from the selection list.
5. Select whether you want to show all transactions, only openings, or only
incidences. Incidences include cards denied for many reasons. You can select
which types of incidences you want to see by checking the boxes to the right of
the screen.
6. When you are satisfied with your filter criteria, click the OK button to view the
openings. If the list of openings does not contain the event you were searching
for, you can modify your filter at any time. To reset all the filters back to the
default, click the Reset button.

The Openings List
The openings list is a table showing all of the openings from the selected peripheral
that match your filter criteria. The table shows the date, time, and which card was
used.
The table shows the openings in Real Time. This means that if someone uses their
card in this peripheral, you will see a record of the opening within moments of the
actual event. The system will scan the peripheral every few seconds, and any new
openings will be added to the bottom of the list. If your list is long, you may wish to
turn this feature off while you look at your list so that the list is not changing. To
turn off the Real Time feature, click the check box at the top of the window so that
there is no check in the box.
Navigation Buttons With the Real Time feature turned off, you can use the special navigation buttons to
move to the first record at the top of the list, to the previous record, to the next
record, or to the last record at the bottom of the list.
To print your list, click on the Print button at the top of the window.
Card Activity Report
When smart cards are used by guests or staff in an HT28 smart lock, the lock can
write information onto the smart card after each use. This is one of the most
Card Activity Report
powerful features of the HT28 smart locks. This information can be very useful in
recognizing problems in the locks or with the cardholders. The information includes
which doors the card has been used to open, when those doors were opened, and if
Available only with those doors had low batteries or other maintenance issues.
HT28 Smart! To see a report of all the collected card information select Card Activity Report from
the Security Menu or click the tool.

Filtering the Card Activity Report
The card activity report can be filtered to show only the data that is interesting to
you. You can view the activity of a particular master user, or the traffic through a
particular door, or any combination. The report can also be filtered by date so that
you get exactly what you want to see.
The Report – What It Means
The Card Activity report shows a lot of useful data. Perhaps the most interesting is
the time and date that a user unlocked a door. This data is shown with the user's
name and the type of master card they used, the door name, and a lock status
indicator. If the lock status indicator shows 'Changed' you can view details of the
parameters stored inside the lock memory.

Lock Status Detail
The lock status indicator will show if anything has changed in the parameters stored
inside the lock. If all parameters are normal there are no details to show. Each
parameter is explained below.
• Office Mode status – reports whether the lock is in office mode or not.
• Blocked status – reports whether the door has been blocked with the blocking
card
• Battery status – reports if the battery level is good.
• Code status - reports whether the card that was used has a new code or the same
code. When a lost master card is replaced, the new card gets a new code.
• Guest status – reports whether a guest canceling card has been used in the lock,
if a spare card is currently being used, if a suite card is being used, or if a normal
guest card is being used.
Other Options – Real Time

If you are using several revalidation units around your property, the system
continually checks for updates from the devices. Each time an update occurs the
new information is placed at the bottom of the list.
If you want to scroll through the list be sure the Real Time box is unchecked so your
data will not be changing while you are browsing through it.
Other Options – Count

By clicking the Count button you can see the number of records that matched your
filter criteria.
Lock Status Report

The lock status report will show you the most recent information about the locks in
Available only with your hotel based on the collection of all of the data on the smart cards carried by the
HT28 Smart! master users or guests.
Although in most cases you only need to see the most recently collected information,
this report will show you up to 9 records per lock. For example, you may want to
view more than one record to know if you have had low battery indications for
several days.

The report displays the following information:
• Room number
• Office function status
• Blocking card status
• Battery level
• Guest status - reports whether a guest canceling card has been used in the lock,
if a spare card is currently being used, if a suite card is being used, or if a normal
guest card is being used.
• Reading Date – this is the most recent opening known to the system.

Filtering the Lock Status Report
You can use this filter to view only the records with certain features, such as low
battery or only reports from this morning.
To narrow the view, check one or more of the filter boxes. Then select the records
you want to see from the list boxes on the right side of the screen. If a check box is
unchecked, the report will show all records for that category.
Unknown Rooms
Unknown button In some cases there may be rooms that do not appear in the list so their status is
unknown. Maybe the rooms did not fit the filter criteria, or maybe the room is not
accessed very often and there is no reading in the system. If you want to see the
rooms that do not appear in the list, simply press the Unknown button.
Operators
This function is used to enter system operators, their passwords, and their access
levels into the system.

Adding Operators
To add a new operator to the system, perform the following steps:

1. Select Operators from the Security menu.
2. Click the Append button at the bottom of the Operators window.
3. Enter the operator’s name and press the ENTER key. Each operator must have a
unique operator name because this name is recorded in the System Auditor.
4. Enter a password for this operator. Each operator must have a unique password.
If you enter a password that matches an existing password you will get an error
message.
Note: A higher number in the 5. Press the ENTER key. The screen will prompt you to select the access level of
level field allows access to the operator. You can only create an operator on the same level or lower than
more functions. yourself. The maximum number of levels for the system is nine, but most
systems only use levels one through five.
6. Each operator can use the system in a different language. Select one of the
loaded languages from the pick list and press the ENTER key. If you require a
language that is not loaded, contact your TESA representative.
Modifying Operators
Click the Modify button to change the attributes of an existing operator. The steps to
change attributes are the same as those to add a new operator.
Deleting Operators
To delete a system operator, select Operators List from the Security menu. Select an
operator from the list and click the Delete button. 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.

Operator Levels Required
There are nine levels Operators in the system are only allowed to access certain menu items or functions.
available, but in the US most This control is managed by the level of the operator and the level of the function.
properties only use five. The level required to use each function can be customized by the hotel management.
To view or modify the operator levels required to perform functions, select Levels
Required from the security menu. Every function is listed with the current level
required to access it. The functions are listed in the order they appear on the menus
starting with the Reception menu and working down and then across. Also included in
the list are some function buttons that are not in menus. Create New Master is an
example of one of these function button items. To change the level required to use a
feature, simply highlight the feature and type a new number between 1 and 9.

Configuration
Language
The language option allows the system operator to view messages and screen text in
any of the loaded languages. To change the language of the system, simply select
the Language option from the configuration screen and pick a language from the list.
If a required language is not loaded with your system, contact a TESA representative
to check the list of available languages.
Change Date and Time

The locks in the system and most computers will adjust automatically for Daylight
Savings Time, but occasionally it may be necessary to update the time on your
computer. The Change Date and Time function will allow you to make updates
without exiting the system. TESA 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.
Station Configuration
There are a few parameters that must be set for your system to function properly.
These parameters can be adjusted by using the Station Configuration selection on the
Configuration Menu.
• Auto Log-Off – This option lets you choose whether the system will log users out
after a certain period of not being used. If the Enable Auto Log-Off check box is

selected, the system will lock the screen after the number of minutes entered in
the box below.
• HTCOM Communication Port – This is the serial port that the system uses to
control any encoders, PPs or other online peripherals. Encoding cards is
impossible if this parameter is set wrong.
• PMS Communications Port – This setting defines how the PMS is connected to
the TESA system. The port type setting defines if the connection is through an
RS232 serial connection or through TCP/IP over an Ethernet connection. If the
connection is serial, the port and baud rate must be set to match the settings of
the PMS system. If the setting is Ethernet, the PMS system will need to know
the port setting in order to communicate properly.
Change Encoder
There is a feature in the software that allows online devices like encoders and wall
readers to be connected to any TESA computer. Encoders connected to a
workstation computer can be terminal encoders or PMS controlled encoders. In
previous systems, a workstation computer could only control one encoder.
If using this system, you must declare which encoder each workstation will use
locally. Choose Change Encoder from the Configuration Menu, and select the
encoder to be used by the local workstation.
This encoder will be used when making keys from the workstation.
Check-Out Warning
The system can warn you if you are about to perform a New Guest Check-In for a
room that has not Checked-Out. If you would like to use this feature, select Check-
Out Warning on the configuration Menu. If the feature is active, there will be a
check mark next to the menu item. To deactivate the feature, click again and the
check mark will disappear.
PMS Enabled
If your hotel has a Property Management System that is interfacing to TESA, the
PMS Enabled item on the Configuration menu must be checked. To change the
setting, simply click on the menu item.

Show PMS Communications
When troubleshooting a connection with a PMS, it is often useful to see the data that
flows between the systems. The Show PMS Communications window does this. All
of the valid commands that the system receives and all of the responses it sends to the
PMS are displayed here.

Hardware
HT24W System Components
HT24 Magnetic Stripe Lockset
1. Rear View 8. Battery Access Cover

2. Side View 9. Battery Access Cover Screw
3. Front View 10. Portable Programmer Connection
4. Privacy Indicator Connection 11. Mounting Posts
5. Clear Button 12. Spindle
6. Light Indicators 13. Escutcheon Screws
7. Card Insertion Slot 14. Back Cover Screws
TESA Entry Systems Hardware • 63

Modes of Operation and Capabilities
• Standard Guestroom Mode / Suite Mode
The standard operation of an HT24 lock is normal guest room mode. In this
mode, a single guest card code is allowed to enter along with any selected
master cards. 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.
• Foyer Mode
A foyer lock does not keep an audit trail or card codes. To gain access, the card
must have the proper site code, any applicable authorization, and within the
activation and expiration dates.
• Selective Mode
The selective lock is a combination of corridor and back-of-house locks found in
HT24 systems. Essentially, a selective lock is a freely keyed lock that can
accept as many as 250 users with an audit trail, or 500 users without (when
equipped with the CT20 circuit board). Guest room keys and staff cards can be
set to have 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 TESA 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
TESA locks are powered by 4 AA size alkaline batteries. These batteries are
expected to last between 2 and 4 years, depending on a number of factors.
Factors that can shorten battery life are:
A) The freshness of the batteries when they are purchased.
B) The number of transactions per day.
C) Extreme cold weather.
D) Battery quality.
TESA 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 TESA.
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
TESA locks use non-volatile memory to store a record of the most recent
openings. The TESA HT24 lock records the last 100 openings. This means that
the locks will not lose the audit trail, even if the batteries are removed. Reading
TESA Entry Systems Hardware •64

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 TESA 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 Savings Time Change

With the software, TESA locks can be loaded to automatically change for Daylight
Savings 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
TESA locks feature panic retraction of the deadbolt from inside the guestroom.
Operation of the lever from inside the guestroom retracts both the deadbolt and
the latch, fulfilling the requirements of various building codes, life safety codes,
and the ADA.
Magnetic Cards
Operating Instructions
Insert With arrow

pointing
downward,
insert card
into slot.
Remove
Remove
card
from slot.
When
Open green light
appears,
depress
lever and
open door.
Red light
staffi
i Electronic Locking
Solutions
The standard TESA magnetic keycard is an ISO standard three-track, low-coercivity,

flush mount magnetic stripe keycard. The card complies with the ABA requirements
for keycard dimensions and materials. The TESA information is encoded on track
three in an encrypted and proprietary format, leaving tracks one and two open for use
in another system, such as a point-of-sale system.
The card is re-usable. When the card is re-encoded with new information, the previous
information is destroyed, much like taping over an old movie on videotape.
If the card becomes dirty, scratched, or cracked, you must discard it. Dirty cards can
contaminate the heads in the locks and encoding equipment which will result in those
units requiring more maintenance. Scratched cards may not operate reliably. Cracked
cards might break off inside the locks or encoding equipment, again requiring
immediate maintenance and causing inconvenience to your guests.

Replacement keycards are available from TESA in both a generic format and with
custom graphics. Replacement keycards may also be purchased from another vendor
who can guarantee adherence to the ISO standards and the quality of the card. As a
benchmark indicator of keycard vendors, TESA rejects cards from over 90% of the
keycard vendors because of poor quality.
Card Care
Magnetic cards can be re-used many times without affecting the card. There are a
few precautions that can extend the life of the cards even further.
• Make sure the cards are clean. This is very important because dirt and grime
can scratch the surface of the magnetic stripe affecting the ability of the lock to
read the information. Dirty cards can also cause damage to the reader of the
lock and the encoding equipment.
• Make sure the cards are flat. The lock cannot read a card that has been folded or
creased.
• Keep the cards away from magnets. Because the information is encoded on a
magnetic stripe, magnets can destroy the data. Direct contact with a small
refrigerator magnet will erase all or part of a card.
In some instances powerful motors, such as the kind that drive some elevators,
can damage cards that are stored nearby.
• Throw away worn out cards. Eventually any card will become worn out. The
magnetic material will become thin and the information cannot be properly
encoded on the card.
Card Readers
Off-line
Off-line readers are stand-alone units that do not require connections to a central
computer. The off-line readers do require a 12-volt DC power supply to operate.
The off-line reader acts as a switch to control an electrical locking device, such
as an electric strike, magnetic lock, automatic door, or gate operator. In all other
regards, the off-line reader behaves like the stand-alone lock. The off-line reader
can operate in three modes – Standard mode, Selective mode, and Foyer mode.

The reader is declared as a door to a single room or suite. The reader will only
open to master cards or cards made specifically for its room designation and will
store the last 500 events.
• Selective Mode
The reader will recognize the individual codes for up to 1000 cards. If there are
250 cards or less with access assigned, the reader will record the last 500 events.
If there are more than 250 cards, then no audit trail will be kept by the reader.
• Foyer Mode
The reader is declared as a common entrance door for a section of the property.
The reader will check the card for valid site data, proper authorizations (if any),
valid time shift, and expiration date. If the card meets these criteria, then the
reader will allow access to the property.
Off-line readers can be set up to perform actions automatically. At pre-specified
times, the reader may lock and unlock the door it controls. As an example, the
reader may be programmed to unlock the lobby doors at 6:00a.m. and lock the
lobby doors at 11:00p.m. Cards with the office attribute may also be used to
toggle the off-line reader from locked to unlocked, and back again.
On-line
On-line readers are devices that are connected to the front desk main console for
instantaneous update and audit capability. Each reader is connected to a controller,
which in turn is connected through the TESA HTCOM network to the front desk main
console. All Check-In and Check-Out information is immediately relayed to the
reader, so that access privileges can be granted or denied on a minute-by-minute basis.
The on-line reader acts as a switch to control an electrical locking device, such as an
electric strike, magnetic lock, automatic door, or gate operator. If the locking device
requires 12VDC power, and draws less than one Amp of current, the internal power
supply of the reader control unit may be used to power the locking device.
The on-line reader has a much larger capacity for data than the stand-alone locks. The
on-line reader can recognize the codes for up to 8000 rooms and masters, and will
store the last 8000 openings. If communication with the front desk console is
interrupted, the on-line controller continues operating normally with the last access
data received from the front desk console. Once communications are restored, the
front desk console will update the on-line reader with any changes made during the
interruption.
The on-line reader has a feature called anti-passback. This feature allows connection
of a second reader to the controller. The second reader is used to record exits. Anti-
passback only allows cards to re-enter an area if the card was used to exit the area. As
an example, if an on-line reader was used to control the gates in a parking deck, users
may freely enter the deck the first time. Once they use their card to exit the deck, they
may re-enter at a later time. However, if they were to enter the deck, then give the
card to a friend to allow them to park in the deck, the card will not allow the second
entry, because no exit has been recorded. This feature is optional; it is not active
unless requested at the time of setup.
Encoders
Encoders are used to create working guestroom and master cards for your TESA
locks. They can operate with a Property Management system or directly from the
software. There are several varieties of encoder available from TESA, each with
different features, but they all serve the same basic purpose.

HT22i Manual Insertion Encoder
The HT22i insertion encoder is a single-track manual insertion encoder. No
information can be encoded on track 1 or 2. The HT22i insertion encoder can be
controlled directly from a PC or through HTCOM in a PMS network. In addition,
the HT22i can use the onboard display and keypad to function as a terminal on the
HTCOM network. From an HT22i in terminal mode, users can create new keys and
perform other transactions directly with only one PC acting as the server. Refer to
the section of this manual about Terminals for details.
• Display and keypad
The display on the HT22i encoder provides instructions and messages to the
front desk operator. The eight-line display is back-lit when messages are
displayed for easy viewing. The characters on the display can be made lighter
or darker by adjusting the contrast knob under the left rear ledge of the unit.
• Connections
The DB9 connectors (8 and 9) are used to connect the encoder to the
communication distributor through the HTCOM network.

1. Not Used With This System 6. On/Off Switch
2. HTCOM Connection – AB Format 7. Not Used With This System
3. Firmware Update Connection 8. HTCOM Connection
4. 12VDC Power Input 9. HTCOM Connection
5. Strain Relief
HT24+ Motorized Encoder

The TESA motorized encoder is a three-track magnetic stripe card encoder. It records
TESA information in a secure proprietary format on track 3 and can encode
information in ISO standard format for other systems on tracks 1 and 2. This
information can be entered by the desk clerk at the time of check-in or it can be
specified by the Property Management System. Limited default information, including
room number and expiration date, can also be encoded on track 1 or 2.
The TESA motorized encoder can be controlled by a PC running the software as a
server or as a workstation. The motorized encoder can also be controlled through
HTCOM in a PMS network.
• Light Indications
The red LED (1) is illuminated when the unit is turned on
The green light (2) is illuminated when the encoder is waiting for a card to be
inserted for reading or writing. Once the card is inserted, this LED will go out.
The other red light (3) is illuminated when the encoder returns the card after
finishing a read and/or write operation.
• Switches
The red power setting switch (7) is used to select the type of power that is being
supplied at the site; either 115VAC or 220VAC. Installations within the United
States will use the 115VAC setting. For information about the power supplied to
your property, please contact your local electric utility company.
The Power switch on the back of the unit (11) is used to turn power to the unit
on or off. Inside the switch housing is a small compartment that contains the
main power fuse and one spare.
If you have the High Coercivity model, the encoding mode selector switch (12)
is used to select either High Coercivity or Low Coercivity encoding. High
Coercivity encoding uses either 2750 Oersted or 4000 Oersted magnetic stripe
cards. Low Coercivity encoding uses 300 Oersted magnetic stripe cards.

• Connections
The DB9 connectors (9 and 10) are used to connect the encoder to the
communication distributor through the HTCOM network.
1. Red Light (Power) 7. Power Selection Switch – 110/220 VAC

2. Green Light (Begin Operation) 8. Rear Ejection Port
3. Red Light (Operation Complete) 9. HTCOM Connection
4. Card Insertion Slot 10. HTCOM Connection
5. Clear Button 11. On/Off Switch and Fuse
6. Card Encoding Unit 12. Encoding Mode Selector – HiCo/LoCo

HTCOMBO Safe
The TESA HTCOMBO guest room safe is designed to provide in room storage of guest
valuables. The safe is designed to resist forced entry attacks using common hand tools. It
is operated by a user selectable 4 digit code entered by each new user of the safe.
Operation
Upon arrival at the hotel the guest receives a new room key. This key may contain an
optional authorization that may be required to operate the safe. Upon arrival to the room
the guest opens the door as usual. To operate the safe the guest inserts the room key into
the safe reader. (The safe MUST be unlocked). Upon insertion of the card both the green
and red LED’s illuminate. The guest should enter any random 4 digit code number. Both
LED’s will flash rapidly for 1 second, then go out. The guest should close the door and
enter the code again to confirm the code and lock the safe. To unlock the safe again,
enter the code number. The guest card is not used to operate the safe; it is only used to
program the code number for a new guest. Instructions for using the safe are provided in
the form of a large cardboard card suitable for wall mounting and a decal affixed to the
outside of the door of the safe. The card is provided in English, French, Spanish, and
German.
Should the guest arrive in the room and discover that the safe is locked, the guest card
will not operate the safe. Under these conditions, the safe must be opened by
management using either the safe master card or the Portable Programmer.
TESA recommends that every lock be tested twice per year for proper operation and
battery strength. This scheduled maintenance can coincide with the daylight savings time
change adjustment. Update the time in every lock, and run the Test function with the
portable programmer to make sure the keypad and all of the switches are functioning
properly. This function is also used to test the battery pack. Also test each lock by
inserting a diagnostic card. This will test the read head’s ability to read the data encoded
on a card. If the lock will not read the diagnostic card, clean the head with a TESA
supplied cleaning card. If you experience delayed red lights or erratic reading, cleaning
the head usually restores normal operation.

HT28 Smart System Components
HT28 Dual Technology Lockset
1. Rear View 8. Battery Access Cover

2. Side View 9. Battery Access Cover Screw
3. Front View 10. Portable Programmer Connection
4. Privacy Indicator Connection 11. Mounting Posts
5. Clear Button 12. Spindle
6. Light Indicators 13. Escutcheon Screws
7. Card Insertion Slot 14. Back Cover Screws
Modes of Operation and Capabilities

The standard operation of an HT28 lock is normal guest room mode. In this
mode, a single guest card code is allowed to enter along with any selected
master cards. 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.
• Foyer Mode
A foyer lock does not keep an audit trail or card codes. To gain access, the card
must have the proper site code, any applicable authorization, and within the
activation and expiration dates.

• Selective Mode
The selective lock is a combination of corridor and back-of-house locks found in
HT24 systems. Essentially, 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 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 TESA 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
TESA locks are powered by 4 AA size alkaline batteries. These batteries are
expected to last between 2 and 4 years, depending on a number of factors.
Factors that can shorten battery life are:
A) The freshness of the batteries when they are purchased.
B) The number of transactions per day.
C) Extreme cold weather.
D) Battery quality.
TESA 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 TESA.
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
TESA locks use non-volatile memory to store a record of the most recent openings.
The TESA HT28 lock records the last 500 openings. 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 TESA 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 Savings Time Change

With the software, TESA locks can be loaded to automatically change for Daylight
Savings 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
TESA locks feature panic retraction of the deadbolt from inside the guestroom.
Operation of the lever from inside the guestroom retracts both the deadbolt and the
latch, fulfilling the requirements of various building codes, life safety codes, and the
ADA.
Smart Cards
In addition to traditional magnetic stripe cards, the HT28 lockset will read and write
to microprocessor cards and memory cards. Smart cards can not only store a great
deal more data than magnetic stripe cards, they are also more robust. Smart cards
cannot be damaged by magnets or small scratches that will destroy the information
on a magnetic card.
A variety of smart cards are available on the market today and all of them have
different features and capabilities. The TESA HT28 Smart system can work with
several different types of smart cards and memory cards – each with its own features
and costs. The section below offers a brief description of the cards offered and
approved by TESA.
Memory Cards
Memory cards, like magnetic card, can be freely 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.
Microprocessor Cards
Microprocessor cards are really 'smart' cards. They are equipped with a tiny
microprocessor chip that can perform fairly complicated tasks such as password
protection and data encryption. Microprocessor cards can typically handle a much
larger amount of data than memory 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.

• 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.
• 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.
• 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. This is, after all, a very tiny computer inside the card.
Note: Magnets cannot damage or erase smart cards.
Encoder
The HT22i Smart insertion encoder is based on the HT22i single-track manual
insertion encoder and uses an external encoder to encode smart cards. This is the
only TESA encoder that can encode smart cards.
The HT22i insertion encoder can be controlled directly from a PC or through
HTCOM in a PMS network. In addition, the HT22i can use the onboard display and
keypad to function as a terminal on the HTCOM network. From an HT22i in
terminal mode, users can create new keys and perform other transactions directly
with the PC acting as the server. Refer to the section of this manual about Terminals
for details.
• Display and keypad
The display on the HT22i encoder provides instructions and messages to the
front desk operator. The eight-line display is back-lit when messages are
displayed for easy viewing. The characters on the display can be made lighter
or darker by adjusting the contrast knob under the left rear ledge of the unit.
• Connections
The external encoder connects to the RS-232 port on the rear of the HT22i
encoder.

Power Requirements
The external encoder requires a separate 5 VDC power transformer. The transformer
plugs into the DB9 connector at the rear of the HT22i.

Encoding Smart Cards
Smart cards can hold a very large amount of data, so the encoding process is longer
than with magnetic cards. The security features used by microprocessor cards can
also lengthen the encoding time. Overall, the time to encode a smart card is still only
a few seconds.
Because of the memory structure of smart cards, brand new cards require an
initialization process to claim an area of memory for use by TESA. This process,
called personalization, may take a few seconds.
Smart cards are inserted into the external encoder as shown in the picture below,
with the gold contacts facing the GemPC410 label.

General Components
Portable Programmer
The Portable Programmer, commonly called the PP, is used to carry information
between the lock and the front desk equipment. It can also be used to open a
guestroom and to test the operation of a lock.
When the locks are first installed, the PP is used to initialize each lock to a
particular room number, load its table of room codes, and set the internal clock.
Note: Since the PP can be used to unlock a door, it should be secured when not in
use.
If you are unable to secure the PP, remove and reinstall one battery after use.
This will clear the memory and require that the PP be connected to the console
before it can be used again. Connection to the console requires a management
level password; therefore, proper security is maintained.
Batteries
The PP uses 4 AA batteries which are expected to provide about 50 hours of use.
If the display is not visible, the batteries must be replaced.
Connecting to the Lock

The PP is connected to the lock with the plug on the attached cable. On the
bottom of the lock, to the right, you will see a hole (called a jack). Insert the end
of the cable (the plug) into the jack. Before you connect the PP to the lock,
however, you may first need to connect it to the console. This generally depends
upon the operation you wish to perform. In fact, the PP may inform you if it
needs to be connected to the console first. The reasons for this will become clear
as you read further in this section.

Connecting to the Front Desk Console
The PP is connected to the front desk console with a 9-pin 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 rear of the console labeled PP RS 485. The connector will only go in one way. Refer
to the sections called Lock Openings for the steps required to perform each specific
operation
Portable Programmer Buttons

ON/CLR (red)
The ON/CLR key turns the PP on. It also is used to clear or abort an operation
and return to the menu.
OFF
The OFF key turns the PP off. The PP will turn itself off after about 30 seconds
of inactivity.
MENU
The MENU key selects the various menu choices. Each time you press the
MENU key it will advance to show you the next menu choice.
TX (green)
The TX key is the "transmit" or "GO" button. It is used to start the
communication with the lock once the correct menu selection has been made.
UP & DOWN ARROWS
The UP / DOWN ARROW keys scroll through the options within a menu
choice. For example, 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
Update is used to make the data in the lock match the data in the front desk console.
You will update a lock for the following reasons:
1. Twice each year to load the daylight savings time information.
2. If you change the code of a Programming Card, a Canceling Card, or a
Blocking Card.
3. If a change is made to the locking plan such as adding new doors or new
master cards.
Update will also notify a lock if a master card has been 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. Plug the PP into the lock.
2. Press the ON/CLR key to turn on the PP.
3. Press the MENU key until UPDATE appears.
4. Press the UP or DOWN arrow key to select the desired room. (see note)

5. Press the green TX key.
6. Unplug the PP when it is finished.
NOTE: While it is good procedure to select the proper room number with the
arrow keys, you will find that you cannot update a lock to the wrong room number.
The PP is intelligent in that it "knows" what lock it is plugged into and will update
the information for THAT lock. You will also notice that if you need to update
several locks, the room numbers disappear from the list in the PP as they are
updated.
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.
To read a lock, follow these steps:
1. Go to the desired door and connect the PP.
2. Turn the PP on and select READ OPENINGS by pressing the
MENU key.
4. Unplug the PP and take it to the front desk console.
5. Refer to the section on Lock Openings to print this report.
NOTE: You may read the openings of more than one lock. You will be allowed
to select which lock openings to print at the front desk console.
TEST Option
The TEST function will test most functions of the lock, including the batteries, the
electronics, and the handle switches. It will also indicate the reason a card was
rejected in a lock. A good time to test each lock is during the time change that occurs
twice each year, since you are at the door with the PP.
To test each lock, follow these steps:
1. Connect the PP to the lock, turn it on and select TEST with the
MENU key.
2. Press the green TX key. This will show you the room number of this lock,
the lock type and version, the door number and will test the red and green
lights.
3. Press the TX key again, this will show the date and time in the lock
and test the batteries. You should see "Batteries OK". If not, replace
the batteries.

4. Press the TX key again and operate the outside handle, the deadbolt, and
insert a card. 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 completed the operation, the lock needs to be
repaired.
5. Press the TX key again. If your lock has a keyboard, press the buttons. The
character you press should be displayed.
6. Press the TX key again. You will see “MAN. DATE” and the
manufacturing date of the lock electronics.
7. Disconnect the PP.
8. Insert and remove the Diagnostic Card. You should see a green light. Go to
the next door.
NOTE: It is a good idea to use the Diagnostic Card during this test. You will need
a card anyway to perform the card switch test and the Diagnostic Card can be used
for this purpose.
NOTE: The TEST function may also be used to indicate why a card was rejected
by the lock. Simply 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.
INITIALIZE Option
The INITIALIZE function is generally 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.
To initialize a lock, follow these steps:
1. Turn the PP ON and select INITIALIZE with the MENU key.
2. Use the UP or DOWN arrow keys to select the room number. Make certain
to select the CORRECT room number.
4. Disconnect the PP when it is finished.
This lock is now initialized. Make a guest card for the lock and test it. Also, be sure
to test the master card(s).

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 even open a door that has missing or dead batteries.
To OPEN a door with the PP, follow these steps:
1. Connect the PP to the lock and turn it ON.
2. Select OPEN by pressing the MENU button.
3. The message "Access Code:" will be displayed on the screen. Press the UP
arrow key to find the first digit of the code, and then press the TX key. Press the
UP arrow key again to find the second digit, and press the TX key. Repeat this
procedure for digits 3 and 4. Upon entering the fourth digit, the PP will display
"Transmitting" and the lock should open.
Just like an Emergency key, the OPEN function will unlock a door that is locked
with the deadbolt. For this reason the PP should be secured when not in use. If you
cannot secure the PP, remove and reinstall one battery after each use. This will
require that you connect the PP to the console load the programmer prior to
performing the three steps above.
Communications Windows Distributor

The communications windows distributor is one of the most important pieces of
the TESA system. Without it you cannot load the Portable Programmer or
encode cards. The communications distributor converts signals from the serial
port of a computer to a secure proprietary communications network called
HTCOM.
HTCOM Network
The HTCOM network has a total distance limit of 4500 feet. That is the entire
distance from the communications distributor to the very last device on the
network. This distance limitation can be extended by using repeaters in the
network. If you require online devices with cable distances over 4500 feet,
contact TESA technical support for assistance in configuring your HTCOM
network.

Connections and Light Indications
The following picture shows all of the connections of the distributor. It also
shows the location of lights that may be useful in troubleshooting HTCOM
network problems. When the distributor has power, the power LED should be
on and steady. When the distributor is connected to the PC and the software is
running properly, the LED labeled IN should be flashing rapidly. When the
HTCOM network is active and devices are connected properly, the OUT LED
should also be flashing rapidly.
1. Power – 12VDC 6. Portable Programmer Connection

2. PC Connection 7. HTCOM OUT LED
3. Repeater Connection 8. HTCOM IN LED
4. HTCOM Output – DB9 connection 9. Power LED
5. HTCOM Output – 2-wire terminal block

Terminal Mode Encoders
Terminals are HT22i 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 HT22i is used when the unit is in terminal mode to
perform common front desk operations. Menus allow the operator to select the desired
function and “Hot Keys” provide quick access to the most common front desk
operations: New Guest Check-In, Copy Guest, Check Out and Read. A Single
Opening Card can also be made by using a menu system. The following paragraphs
will explain the steps necessary to perform each of these tasks. To access any of these
functions, you must enter your user password. This is the same password used to
access the software.
New Guest Check-In

1. Enter a room number and press the DOWN ARROW. You may enter another
room if this key is to open multiple guestroom locks. A card can have as many as
3 rooms on it. When you have entered all of the rooms, press the DOWN
ARROW again to continue.
2. If your hotel is using authorizations, the screen will prompt you to grant or deny
access for each one. To grant access, press the green ENTER button. To deny
access, press the red CLR button. Continue this until all authorizations have been
completed.
3. The screen will now prompt you to enter the number of nights this guest will be
staying. You may change the default by using the number pad. Press ENTER
when the screen shows the correct number of nights.
4. The unit will calculate the expiration date based on the number of nights you
entered. Check this to make sure it is correct. You may use the LEFT/RIGHT
ARROW keys and the number pad to make changes. Press ENTER when it is
correct.
5. Now, you must enter the number of cards you wish to issue to this guest. To
change the default, use the number pad. Press ENTER when you are ready to
encode cards.
6. The screen will prompt you to insert and remove each card. If there is an error in
the encoding process, the screen will let you know to re-insert the card.
Copy Guest
The steps to make an additional card for a guest are exactly the same as for a new
guest. Refer to the New Guest Check-In procedure above.
WARNING: 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.
Check-Out
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 will inform you when the operation is complete.

Read Card
To read a card, press the READ hot key at the top of the keypad. The screen will
prompt you to insert a card. When you do this, the information about the card will be
displayed on the screen. Reading Master cards and special cards will not give you
any information except that it is a master or special card.
Single Opening Card

1. To access the Single Opening Card operation, press the MENU button. Press the
DOWN ARROW until Single Opening Card is highlighted and press ENTER.
2. Enter a room number to check the guest into and press the DOWN ARROW.
You may only make a Single Opening Card for one guest room.
3. If your hotel is using authorizations, the screen will prompt you to grant or deny
access for each one. To grant access, press the green ENTER button. To deny
access, press the red CLR button. Continue this until all authorizations have been
completed.
4. The screen will now prompt you to enter the number of nights this guest will be
staying. You may change the default by using the number pad. Press ENTER
when the screen shows the correct number of nights.
5. The unit will calculate the expiration date based on the number of nights you
entered. Check this to make sure it is correct. You may use the LEFT/RIGHT
ARROW keys and the number pad to make changes. Press ENTER when it is
correct.
6. The screen will prompt you to insert and remove a card. If there is an error in the
encoding process, the screen will let you know to re-insert the card.

Online Revalidator
The TESA Revalidator provides a way to securely manage staff cards following a
very simple philosophy. If each master card is encoded to expire in six months, the
risk associated with a lost master card is large. Each master card of that type,
Housekeeping masters for example, must be re-encoded with a new code to lock out
the lost card. This could involve many cardholders and could be very inconvenient.
However, if each master card expires at the end of each shift, the risk associated with
a lost master card is reduced, especially if the lost master card is reported at the end
of the day.
To easily manage cards that expire daily a system is needed to extend the expiration
date of master cards without inconveniencing security personnel or managers. This
is the beauty of the revalidation system. Each morning, master users simply
perform a quick operation at a revalidation device and the master cards are extended
for another day.
The revalidation system can be used for much more than just extending the
expiration date on the master cards. You can also change any master user parameter,
such as shift or authorizations, and office mode or privacy override attributes. You
can also use this system as a communications tool to get messages to your staff such
as weekly schedules, daily task lists, benefits updates or a simple birthday greeting.
If you are using smart cards with card activity reporting, the revalidation process can
be an extremely effective way of retrieving usage reports and information about lock
problems such as low batteries.
Options
There are many options available when using the revalidation system. Most options
can be different for each master user and the options are enabled on the Revalidation
tab of the Master Users screen.
PIN – Personal Identification Number

Because the revalidation station may be in an unattended area and master cards can
have access to a large number of guest rooms and other secure areas, you may decide
that extra protection is required to be sure that the system is secure. To add some
extra security to the revalidation system, you can require that master users enter a 4-
digit personal identification number to ensure that the person revalidating the card is
actually the staff member assigned to that card.
Each master user can have a unique PIN that you assign, or you can allow the master
user to change the PIN whenever they revalidate. You could even require that a staff
member change their PIN the next time he or she revalidates the master card.
For detailed instructions on setting these features, please refer to the Master User
screen described earlier in this manual.
Revalidation Increment
The revalidation increment is the length of time the expiration date of the card can be
extended when it is revalidated. The highest level of security is achieved with the
shortest revalidation increment. However, this could be very inconvenient for your
staff, so the option is left for management to decide for each specific card holder.

The revalidation increment can be in hours or days, and the operation of the system
is slightly different depending on this setting.
• Hours
With the revalidation increment in hours, master cards are "recharged" with
Use revalidation increments
the number of hours you set. That is, the new expiration time is based on the
in hours to "recharge" the
time the card is revalidated.
master cards.
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 staff member revalidates
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
Use revalidation increments
same time, only the expiration date will change. It does not matter what time
in days to maintain consistent
the card is revalidated.
expiration times.
For example, the increment is set for 1 day and a master card is set to expire at
7:00 Tuesday evening. If the staff member revalidates at 4:30 PM on Tuesday
the expiration date will be extended to 7:00 PM on Wednesday. If the staff
member revalidates again at 8:00 PM, the expiration date is not changed, as it
is already set for the next day.
Note: We recommend that you 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
You can prevent a master user from revalidating his card by simply disabling the
revalidation option. For example, you may need to speak with the staff member or
there may be a disciplinary reason to prevent revalidation. Whatever the case, the
card cannot be revalidated until you change this setting.
Revalidation Shift
The revalidation shift can be used to limit the time of day a master user can
revalidate his/her master card. This can be a useful tool to prevent large groups of
staff members from trying to use the revalidation station at the same time. It can also
allow you to maintain a tighter level of security over the master cards carried by your
staff.
Messages for Users

Because your staff members must revalidate their master cards frequently, the
revalidation system can be a very useful communications tool. You can provide
room lists for your housekeepers, or task lists for your maintenance personnel. There
are many reasons you may wish to get some information to your employees.
Messages for each master user are entered in the Master Users screen on the
Revalidation tab. Messages can be up to 1,000 characters long including spaces.
Remember though that the on-line revalidation station has a small screen, so long
messages may be difficult to communicate.
Users can print messages when they revalidate if revalidator unit is attached to any
standard parallel printer or the special revalidator printer available from TESA as an
option.

Using the Revalidator
From the staff member's point of view, the revalidation process is very simple and
quick. In its idle state, the revalidator will display "Press any Key".
• To revalidate a master key, first press any key on the revalidator.
• The revalidator will then prompt the user to insert the card. If using a
magnetic stripe key, the stripe on the key should be facing upward and
on the left side of the keycard as you insert the keycard. If using a
smart card, the chip should be facing down as you insert the keycard
into the slot.
• Once the card has been inserted, do not remove the card until the
display prompts you to do so. If using a smart card, this process may
take a few seconds for the system to recover the card activity
information.
• If a message has been entered for this user, the screen will beep and
prompt the user to press enter to see the message. The message will be
displayed on the screen.

• If the optional printer component is installed, the user may press the
star key (*) to print the message.
The following list gives a description of the revalidation process.

1. Read the card. The first step in the process is to identify the card and check
the attributes of the master user.
2. Recover card activity information. If the card is a smart card, the system
will recover card activity and lock status reports.
3. Encode new information onto the card. New information includes extended
expiration date and any attribute changes.
4. Display messages. If there is a message for this user it is displayed now.
The user can scroll through a long message and print it out if an optional
printer is connected.
Emergency Mode
If the revalidator loses communication with the main TESA server, the revalidation
process can continue in Emergency Mode. When this happens, the system has fewer
features and is intended to maintain active master cards until the connection can be
re-established.
To maintain the security of the revalidation system, a revalidation station will not
enter Emergency mode without a password.
Configuring Emergency Mode

In order to use emergency mode, it must first be set up in the TESA software. From
the Configuration Menu, select Config. Emergency Reval. Enter the password that
must be used to set an encoder into emergency mode. You must also choose the
Expiration Date increment that will be used while in emergency mode, as all masters
are extended for the same revalidation increment. If a PIN is required, check the box
labled "Ask PIN to revalidate" and the user must enter a PIN in order to revalidate.
Note: It is very important to remember the password that is set up in this step.
Without this password, it will be impossible to use the Revalidator if
communication is lost.

Revalidator Emergency Menu
Being in Emergency Mode does not prevent you from disabling revalidation for
users or changing the revalidation parameters. When the revalidation station is in
Emergency Mode, press the MENU button and enter the Emergency mode password.
The menu has several options and allows you to modify the expiration increment, the
PIN Required option, manage users, and set the date and time.
To disable revalidation for a user, highlight the Mast. Users option and press
ENTER. Scroll through the list until you find the user you are looking for. Press the
* button to enable or disable revalidation for this user. Enabled users are marked
"OK”, and disabled users are marked "off."
Any changes made during Emergency Mode should be made identically at all
revalidation stations. When the connection to the main TESA server is re-
established, highlight Quit Emerg. Mode on the menu and press ENTER.
Emergency Mode Limitations

In emergency mode, all users have the same revalidation increment and PIN required
attribute. Also, card activity and lock status reports are not collected because there is
no connection to the main TESA server. When Emergency Mode ends, all functions
will return to the previous settings.

Quick Reference Guide
Lockset Light Indications

• Green Light – Valid Opening. Operate the handle to gain access to
the room.
• Red Light – Invalid Attempt. Card may have expired, been voided by a
new guest card, or may be for a different room.
• Alternating Red and Green Lights – Privacy indication or card out of
shift.
• Flashing Red Light – Blocked.
• Flashing Green Light – Office Mode.
• Delayed Red Light (Illuminates six seconds after card insertion) – Card
not encoded or incorrectly inserted.
• Green Light with Flashing Red Light – Low battery indication.
• Flashing Green and Red Lights – A Canceling card has been used for
this guest or master card.
TESA Entry Systems Quick Reference Guide • 91

HT24W / HT28 Smart Software Icons
- New Guest Check-In
- Guest Copy
- Check-Out
- Single Opening Card
- Read Card
- Erase Card
- Groups
- Peripheral Openings
- Master Users
- Encode Canceling Card
- Encode Blocking Card
- Portable Programmer
- Peripheral Diagnostics
- Back Up Data
- System Audit
- Card Activity Report
TESA Entry Systems Quick Reference Guide •92

HT24W / HT28 Smart Shortcut Function Keys
These keys can be pressed from the main screen any time an operator is logged in to
quickly access 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.
F1 - Help
F2 - Rooms List
F3 - Read Card
F4 - Erase a Card
F5 - New Guest Check-In
F6 - Guest Copy
F7 - Check-Out
F8 - Single Opening Card
F9 - Logout
F10 - Reception Menu
F11 - Master Users

What to Do If …
The following section provides a quick reference answering common questions
concerning the system. The answers to these questions provide step by step
instructions to solve the problems and may refer you to other sections of this manual
for more details on a particular step.
A staff member has lost a master card …

If a staff member has lost a master card you need to make sure that the card cannot
be used if found. There are several options described in the Master cards section of
this manual.
The most secure way to lock out a lost master card is to follow these steps.
• Enter the Master Users List (F11)
• Highlight the lost master user in the list
• Click the Cancel button at the bottom of the screen
• Answer Yes to confirm that you wish to cancel this user
• Select Master Canceling Card from the Masters Menu
• Highlight the type of master that was lost, GM for example. The master
user that list the card will be displayed in the lower section of the screen
• Click the Encode button to make the card.
• Use this card in any lock that the lost master card could open.
• If the staff member needs a new card, you can re-enable (or un-cancel) her.
• Highlight the name in the Master Users List and click the Modify button.
• Click OK on the Modify screen and answer Yes to re-enable.
• Now you can make a new card for the staff member.
Note: Any other cardholders of this type (GM in the previous example) 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 TESA
computer.
Our PMS interface is down …

If you have multiple encoders that are normally controlled by the PMS you can
easily convert them to operate as terminal mode encoders. Go to the Peripheral
Diagnostics option on the Maintenance Menu. Use the Change Mode feature to
change the PMS encoders to terminal mode encoders. Then, operators can log into
the terminals with their normal operator password. Once logged in, they can encode
guest keys, make copies, read cards and perform other functions that will keep the
front desk operational until the PMS is back online.
There is an entire section in this manual dedicated to explaining the operation of
terminal mode encoders.
Note: Motorized encoders cannot be used as terminals because they do not have
keypads or displays.

Power is out and our encoders don't work …
Although all TESA encoders have battery backup, except for the motorized encoder,
if the power goes out for an extended period of time the encoders may stop working.
If this happens, you can still get new guests into their rooms by using the Spare Card
system. The Spare Cards will operate the guest rooms until you are able to issue new
cards to the guest.
Note: Spare Cards and Programming Cards must be prepared in advance because
you will not be able to make them when you need to use them.
To review the use of the Spare Card system and how to prepare for a power outage,
refer to the section of this manual titled Using the Spare Card System.
A guest needs a late check-out time …

Typically, the expiration time on the card is shortly after your standard check-out
time. If a guest needs to stay for a late check-out you should make a copy for that
room and adjust the expiration time to be long enough for the guest's needs.
Daylight Savings Time is next week …

Planning for Daylight Savings Time changes does not only involve changing the time
on your 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:
If you have a PMS Interface, 1. Your TESA computer may adjust for daylight savings time automatically. If
make sure to change the time on it does not, you can manually adjust the time in your TESA front desk
both systems. system. Refer to the section of this manual titled Change Date and Time for
step by step instructions on this procedure. A message box may
automatically pop up to confirm the time change.
2. Load the Portable Programmer. Refer to the section of this manual titled Load
Portable Programmer for step by step instructions on this procedure.
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.
We want to provide our own cards …

TESA rejects over 90% of the Technical Support recommends purchasing magnetic stripe cards from TESA. TESA
magnetic keycard vendors uses only the highest quality mag-stripe cards available. TESA’s quality
who submit samples. requirements are so strict that over 90% of the vendors who apply to supply cards
through TESA fail to meet the requirements.
Because it is impossible for TESA locks to work with all varieties of smart cards
they are only available through TESA. Our smart cards are pre-configured by the
manufacturer with special information that is required for operation.

We want to punch holes in our master cards to
wear them on a chain …
The trick with punching a hole in the card is picking a non-vital area for the hole.
Place the card in 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 should we replace our cards …

When the cards become scratched, or the plastic can be seen through the magnetic
stripe, they should be replaced. It is important to note that many times, the leading
edge of the magnetic stripe will wear before the rest of the stripe. If you have a
question, compare the card to a new card. If the stripe has receded from the edge,
replace it.
Troubleshooting
Guest card will not open the door – red light

A quick red light indicates that the lock has properly read the card, and made an
informed decision to reject the card. Begin by using the READ function of the front
desk console. Most problems of this nature begin with the encoding process. As a
final step, you may proceed to the door with the guest card and the Portable
Programmer. Use the following checklist to assist you:
1. Read the card. What is the expiration date and time? Has the
card expired?
2. Was the card made for the proper room number?
3. Has another guest been 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 buttons. 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 the door – flashing red

light
This means that the lock was blocked with a blocking card. Assign the guest to
another room or use the blocking card again to unblock the lock.
Guest and staff cards will not open the door –

flashing red and green lights
A flashing red and green indicator means the privacy indication has been activated.
Since this is only accomplished from inside the room, the room is probably occupied.
If you know for a fact that the room is not occupied, use the PP to test the function of
the privacy indicator. If the indicator is faulty, replace the lock.

Guest and staff cards will not open the door – solid
green, flashing red light
This is the low battery indication for the lock. The lock has two levels of low battery
detection:
1. A warning level indicating that the batteries are weak but the lock
remains operational. This indication is typically displayed to staff
cards only.
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 batteries in the lock with fresh AA Alkaline batteries.
Card has broken in lock

Use the point of a knife and pry the broken card up from the slot. When the card is
removed, make a new card for the guest. If the card cannot be removed from the lock,
use the Portable Programmer to open the door, and then replace the lock.
The programmer will not turn on

The Portable Programmer runs on 4 AA Alkaline batteries, which are good for about
50 hours of usage. If the unit will not turn on, make sure that the batteries are fully
seated in the battery compartment. If they are, then replace the batteries.
The programmer beeps, but the screen is blank

Replace the batteries in the Portable Programmer.
The screen on our encoder is blank

Make sure that the power cord is plugged in and the unit is turned on. Double-check
your power by installing 6 AA Alkaline batteries in the encoder and checking all of
the functions.
We get encoding errors when making cards

Make sure that the cards are not worn or dirty. The front desk area of a hotel is a
very busy area, and debris can build up around the encoders. Make sure the card slot
is free of debris by gently blowing air through the slot. If the problem persists,
purchase cleaning cards from TESA, and use one in the encoding slot.

Our PMS says that TESA is not responding
The most common problem with the PMS interface is the inability to make keys.
Some of these issues relate to the PMS companies and how they code the software,
but the vast majority of these issues can be solved using common sense. If the PMS
appears to be operating normally, and the TESA system appears to be operating
normally, but the two systems are not working together, check the following items:
1. Make sure the PMS interface cable is fully connected to the back of the TESA
server. If the connector is installed at an angle, straighten it so that all of the pins
may make contact.
2. Make sure the PMS interface cable is fully connected to the PMS terminals. If
there is also an intermediate connection, make sure it is fully connected.
3. Make sure that the TESA server is not running a process that will temporarily halt
PMS communications, such as viewing the Peripheral Diagnostic screen.
4. Make sure that the PMS server is not running a process that will temporarily halt
communications, like a batch reporting process.
Make sure the baud rate settings for the two systems are set the same. Consult your
PMS manuals for the proper settings, and refer to the section of this manual titled
Station Configuration to set the TESA baud rate.
If the PMS connection is through Ethernet, be sure the Port Number is set properly in
both systems.

Glossary of Terms
Amenity
An item or service that a hotel offers to some guests but not to all guests. There may
be a charge for the use of this service. Concierge lounges, guestroom safes and
fitness centers are some common amenities.
Grand Master Key

In a conventional metal key system the grand master key will open every door in the
system.
HTCOM
The proprietary communications network between TESA computers and peripheral
devices like encoders, revalidators and on-line readers.
ISO
International Standards Organization - This group defines standards such as
magnetic card encoding. TESA Motorized encoders can encode magnetic tracks 1
and 2 with ISO information.
Memory Card
A smart card with memory that can be written or read without requiring a password.
Microprocessor Card
A type of smart card with built in data security features such as encryption and
password protection.
Office Function
The ability of a lock to be unlocked for unrestricted access. This may be
accomplished by using an authorized card or automatically at predefined times. The
lock will remain in office mode until manually or automatically changed back into
standard mode.
TESA Entry Systems Glossary of Terms • 99

Panic Retraction
The ability to retract both the deadbolt and the latch on a lockset by simply using the
lever handle or knob.
PMS
Property Management System - A computer system used by hotels to control and
monitor the operation of the property such as reservations, billing and guest
reception.
Revalidation
A system used to effectively manage master card holders that reduces the
inconvenience associated with lost cards and the staff members who carry the cards.
Smart Card
A general term used in this manual to refer to any contact type memory card or
microprocessor card.
Terminal Mode Encoders

TESA encoders that can be used to encode and read guest cards without being
controlled by the PMS or a TESA computer. Room number and other information is
entered by using the keypad of the encoder.
TESA Entry Systems Glossary of Terms •100

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TESA Entry Systems

HT24W / HT28 Smart

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TESA Entry Systems Contents • i

Contacting TESA Entry Systems................................................................................................i

Software - HT24W / HT28 Smart 3

TESA Entry Systems Contents • ii

Quick Reference Guide 91

TESA Entry Systems Contents • iii

TESA Entry Systems Contents • iv

TESA Entry Systems Contents • v

Problems with Metal Key Systems

Benefits of TESA Electronic Locking Systems

TESA Entry Systems Introduction • 1

TESA Entry Systems Introduction •2

HT24W vs. HT28 Smart

TESA Entry Systems Software - HT24W / HT28 Smart • 3

New Guest Check-In (F5)

TESA Entry Systems Software - HT24W / HT28 Smart •4

TESA Entry Systems Software - HT24W / HT28 Smart • 5

5. If your property offers optional authorizations for other amenities, such as

TESA Entry Systems Software - HT24W / HT28 Smart •6

Copy Guest (F6)

To encode a copy of a guest card, perform the following steps:

TESA Entry Systems Software - HT24W / HT28 Smart • 7

TESA Entry Systems Software - HT24W / HT28 Smart •8

TESA Entry Systems Software - HT24W / HT28 Smart • 9

Designed for keyboard use!

To check a guest out of a room, perform the following steps:

Single Opening Card (F8)

TESA Entry Systems Software - HT24W / HT28 Smart •10

TESA Entry Systems Software - HT24W / HT28 Smart • 11

4. If your property offers optional authorizations for other amenities, such as

TESA Entry Systems Software - HT24W / HT28 Smart •12

To read a card, perform the following steps:

TESA Entry Systems Software - HT24W / HT28 Smart • 13

TESA Entry Systems Software - HT24W / HT28 Smart •14

Hotel Information (F2)

Room List Tab

TESA Entry Systems Software - HT24W / HT28 Smart • 15

Room Details Tab

TESA Entry Systems Software - HT24W / HT28 Smart •16

TESA Entry Systems Software - HT24W / HT28 Smart • 17

Creating New Groups

To create a New Group, follow these steps:

If you are using Emphasized Authorizations, message boxes will appear

TESA Entry Systems Software - HT24W / HT28 Smart •18

There are a few rules to be aware of when selecting rooms.

TESA Entry Systems Software - HT24W / HT28 Smart • 19

Encoding Group Cards

Follow these steps to encode the cards for this group.

TESA Entry Systems Software - HT24W / HT28 Smart •20

Automatic Group Function Reminders

TESA Entry Systems Software - HT24W / HT28 Smart • 21

TESA Entry Systems Software - HT24W / HT28 Smart •22

TESA Entry Systems Software - HT24W / HT28 Smart • 23

Logout / Login (F9)

TESA Entry Systems Software - HT24W / HT28 Smart •24

TESA Entry Systems Software - HT24W / HT28 Smart • 25