UserDescription HOCASWin 10_8

MesserschmittKEY CARD SYSTEMS Contactfree Transponder Key Cards

or Magnetic Key Cards

User ManualHotel Card System

HOCASWin

Messerschmitt Systems GmbH Meiningerstrae 33

D - 98544 Zella-Mehlis

Technical Service and Hot-Line-SupportTel.: +49 / 3682 / 854-0 Fax: +49 / 3682 / 854-22

Website: www.messerschmitt.comE-mail: [email protected]

Errors and omissions reserved

Hotel Card System HOCASWin

10.8st User's manual HOCASWin Page 2

Table of Contents Page1. General Introduction ......................................................................................................42. Login................................................................................................................................53. Logout .............................................................................................................................64. Quit the program ............................................................................................................75. Online help ......................................................................................................................76. Data administration and card creation with HOCAS 7000 ..........................................87. user guide .......................................................................................................................98. Menu 'checkin' ..............................................................................................................10

8.1. new checkin'................................................................................................................118.2. 'duplicate Card ...........................................................................................................158.3. pre-checkin ................................................................................................................168.4. issue standbycard......................................................................................................178.5. 'issue onetime card'.....................................................................................................19

9. 'checkout' ......................................................................................................................219.1. 'checkout at departure time ........................................................................................229.2. 'cancel guest card immediately'...................................................................................24

10. 'read keycard'................................................................................................................2511. 'Administration ............................................................................................................26

11.1. 'staff administration' .................................................................................................2711.2. 'rooms administration' ..............................................................................................3711.3. 'administration areas'...............................................................................................5011.4. 'date/time function'...................................................................................................54

11.4.1. 'code date-/timecard' ........................................................................................................ 5511.4.2. 'time region' ...................................................................................................................... 5711.4.3. 'set date / time' ................................................................................................................. 60

11.5. 'issue systemcards'..................................................................................................6111.5.1. 'function card' ................................................................................................................... 6211.5.2. 'resetcard' ......................................................................................................................... 6411.5.3. 'readaddresscard' ............................................................................................................. 6511.5.4. 'setaddresscard' ............................................................................................................... 6711.5.5. 'logoutcard' ....................................................................................................................... 6811.5.6. 'logoutguestcard' .............................................................................................................. 6911.5.7. 'emergency-card issuing.................................................................................................. 70

11.6. 'systemconfiguration ...............................................................................................7211.6.1. 'securitynumber grandmaster .......................................................................................... 7311.6.2. 'securitynumber emergency............................................................................................. 7411.6.3. 'hotelcode ........................................................................................................................ 7511.6.4. 'administrationslevel ........................................................................................................ 7611.6.5. 'system registration.......................................................................................................... 77

12. Menu 'tools...................................................................................................................7812.1. 'bookings.................................................................................................................7812.2. Menu 'database ......................................................................................................81



12.3. Menu 'language ......................................................................................................8212.4. Menu 'backup .........................................................................................................8312.5. Menu 'restore database ..........................................................................................84

13. Menu 'help ....................................................................................................................8513.1. Menu 'Information ...................................................................................................8513.2. Menu 'help ..............................................................................................................86

14. Special function 'extension ........................................................................................87



1. General Introduction

Concerning the functions of the HOCASWin program described in this manual we givethe following general information:

For the Transponder Key Card System as well as for the Magnetic Key Card System,there is no difference in the usage of the program functions of HOCASWin. Both systemswill have the same program-workspace.

The functioning of the HOCASWin is based on the Windows-Standard, that meansamong other things, passing equal function keys when using program functions, e.g.function key "Coding ", "ESC"-key, and so on.

Before HOCASWin can be used, several specific data have to be entered in the admini-stration part of the program which should only be done by trained and experienced per-sons. Therefore we recommend not to use the program functions described in this ma-nual without considering the subsequent pre-conditions:

Intensive and personal preparatory training for the system users and the system-administrator.

The standard training should take 2-3 days.

Following persons of the hotel should participate the training:

Front-Office-Manager Assistant Front-Office-Manger EDP Manager (Fulltime) Security Manager (Parttime) Housekeeping Manager (Parttime) Engineering, Techn. Support (Parttime) System-Administrator



2. Login

After you have started the program HOCAS 7000 the dialogbox login will be opened. Ifthe program is in the standby mode the dialogbox can be opened with the button login oralternatively with the function-key .Please enter your user name and the password and click on the OK-button or press theENTER-key twice. You will get access to the program menues of HOCAS 7000 according to the administra-tion level which is corresponding with your password. Wrong inputs can be repeated.The dialogbox can also be closed with the ESC-key.



3. Logout

To prevent unauthorized use of the program we recommend to logout with the menulogin/logout after each use respectively login of the program.To logout alternatively use the button logout .If the program will not be used for a particular time, approx. 3-5 minutes, the programautomatically switches into the standby mode.If required, the particular time can be changed by a Messerschmitt system-engineer.



4. Quit the program

With the menu-point Quit program or alternatively with the corresponding smarticon

the program HOCAS 7000 will be terminated. Before the program will be terminated an additional message box has to be confirmed, toprevent a program termination by mistake.

The new start of the program is only possible with the icon in the program groupHOCAS 7000, with start of the Central Controlmodule or by restarting of the system-PC.

5. Online help

For quick information in the online help of HOCAS 7000 use the function key . Alter-natively use the menu-point help in the menu 'help'.To abort the online help use the ESC-key.



6. administration and card creation withHOCAS 7000

When you first start HOCAS 7000, the program displays the HOCAS 7000 workspacefor the creation and administration of all necessary system data as well as for the issuingof the needed key cards.With this programm the user has all possibilities to adjust the key system to his individualneeds.The program HOCAS 7000 was developed for the use of 4 different key card systems

and formats. With the button or alternatively with the menu-point information in themenu Help you will show information about the program version and parameter settingof the system. Some of the menues in the program will differ depending of the programversion in use. It will be referred to it in the corresponding sections of the manual.



7. user guide

How do I start the different functions over the main menu?

After the start of the programm the main menu will be opened where the user can chooseHOCAS commands.

MOUSE

Click on the selected menue point once with the left mouse button. After this a submenuewill be opened. With this procedure you also select the submenue-points. Procedureswithin the submenues will be activated or cancelled when a control button will be clickedwith the mouse. Control buttons, e.g. are named return or coding depending on theselected menu.

KEYBOARD

With the keyboard the procedure is as follows:Select the main menu point either with the F10-key or with one of the arrow-keys() or in combination with the ALT-key and the underlined character.With ther ENTER-key the main menu point will be opened. The selection of a submenuwill be done by the arrow-keys () with confirmation with the ENTER-key.

Instead of using the control-button 'return' alternatively the ESC-key can be used. The-refore all submenues can be closed with the ESC-key.Different buttons like e.g. checkin can also be selected by using the correspondingfunction key ( to )



8. Menu 'checkin'

In the menu checkin all room-specific cards can be created and the guest can be chek-ked in.

The menu checkin contains the submenu-points to create the five different card typesfor the guest area.

With mouse-click to one of the five submenu-points or alternatively with the ALT-key incombination with the character 'C' the dialogbox 'arrival' will be opened. All four menu-points will be shown in the tabs of the dialogbox so that within the dialogbox arrival theindividual menu-points can be selected by clicking with the mouse on the specific tab. The dialogbox arrival can also be opened by using the function-key or or byclicking with the mouse on the button arrival or duplicate.



8.1. new checkin'

With this menu-point 'new checkin' new guest keys will be created. New guest keys will be issued at a new occupancy of the room or when the guest haslost his old guest key.

Attention!! All previous created guest keys will become invalid. Please note that the functionduplicate must be used when an additional guest checks-in in an already occu-pied room, e.g. room sharers.

Guest keys will be created with the dialogbox 'arrival.. This is done in the menu checkin,submenu new checkin. Alternatively this function can be choosed with the function-key or the ALT-key in combination with the character 'C'. With a single mouse-click onthe control-button checkin this menu can also be selected. The dialogbox arrival willthen be opened.



For the creation of an new guest key the tab arrival is automatically selected.

To select the individual fields within the dialogbox they just need to be clicked with themouse. Alternatively all fields and (control-buttons) can be entered one by one by usingthe TAB-key..

For the creation of a new guest key enter in the left part of the dialogbox the roomnumber. The field for the input of a room number is automatically high lighted when thedialogbox is opened. It is possible to type in the selected room number directly with thekeyboard. Alternatively this field can be opened by mouse-click on the right arrow-key orby using the function-key 'and the defined room numbers can be selected with themouse.

In the field date of departure the departure date for the guest has to be typed in.

By default the field 'date of departure will be filled with the date of the next day of arrival.Example:: Arrival is 24th of january,.xx, the departure date will be set automatically to 25thjanuary..xx



The input of a date is done with a single mouse-click on the date in the calendar of theright side of the dialogbox. Alternatively the,TAB-key can be used until the cursor is in thecalendar-field. The departure date can be selected by using the arrow-keys () .

The selected date in the calendar is additional shown in the field date of departure.When leaving the field date of departure the acutal selected date remains in this field.

In the field checkout time the departure time of the guest will be typed in. By default thevalue of this field is 12.00 p.m. 8 different departure times from 12.00 p.m. until 7.00 p.m.are possible. To change the departure time of a guest, click on the right arrow key of thisfield and select the departure time per mouse-click.

Attention! For the magnetic card systems UK and MST this time has directly to beentered.

In the field adult/childwill be selected for which type of guest the card will be created.An adult gets the number 0. This is the default value when the dialogbox is opened. Fora teenager the number 1, and for a child the number 2 has to be selected. This inputis only necessary in combination of vending machines with the MesserschmittCard System.

Attention! For the magnetic card system MST this differentiation doesn`t exist.

In the field # cards will be typed in, how many guest keys for this specific person orroom will be created.

The dialogbox special area can be opened with a single mouse-click on the buttonspecial area . Alternatively the function-key can be pressed.The dialogbox special area is necessary to code the access for special areas on theguest key, e.g. bowling alley, tennis hall, etc. The different shown special areas of thehotel can be selected by single mouse-click (green) with additional mouse-click on themarked special area this selection will be cancelled and the field becomes red. With amouse-click on the button OK this selection will be confirmed and the program returns tothe dialogbox arrival.



The button coding is used to code the entered arrival and departure date (and ifselected the special areas) on the card.When all the necessary data in the specific fields of the dialogbox are entered, click themouse once on the button coding or use alternatively the function-key .

Then the window Read keyCard / Code will be opened, followed by a short signal beepof the coder. Hold the new card on the coder (distance approx. 2 cm). An additional si-gnal beep shows that the card has been coded successfully. The card can be used now.If more than one card shall be created for this room (see field # cards), the program willautomatically ask for the next card to be coded by a signal beep.



8.2. 'duplicate Card

A duplicate card is used to issue a second or a third key for a specific room. The previouscoded guest key will stay valid.

Duplicate keys will be created in the dialogbox arrival. Open the dialogbox by using thebutton duplicate with a single mouse-click. Alternatively use the function-key. When opening the tab duplicate is selected.

The creation of duplicate keys is done in the same way as the creation of guest keys (seenew checkin).To select the individual fields within the dialogbox just click the field with the mouse. Al-ternatively all fields (and buttons) can be selected by using the TAB-key.

When all specific data are entered in the fields of the dialogbox the creation of the cardswill be started by mouse-click on the button coding or alternatively by using thefunction-key .

Then the window Read keyCard / Code will be opened, followed by a short signal beepof the coder. Hold the new card on the coder (distance approx. 2 cm). An additional si-gnal beep shows that the card has been coded successfully. The card can be used now.If more than one card shall be created for this room (see field # cards), the program willautomatically ask for the next card to be coded by a signal beep.

Maximum 8 duplicate cards can be created per guest room.



8.3. pre-checkin

Guest cards can be coded in advance to create keys for guests before their arrival.

The creation of guest keys in advance is done in the dialogbox arrival. Open the dialogbox with the button checkin or alternatively with the function-key .Then select the tab pre-checkin.

The pre-coding of guest keys is done in the same way as the coding of new guest keys(see new checkin)

To select the individual fields within the dialogbox just click the field with the mouse. Al-ternatively all fields (and buttons) can be selected by using the TAB-key.


Then the window Read keyCard / Code will be opened, followed by a short signal beepof the coder. Hold the new guest card on the coder (distance max. 2 cm). An additionalsignal beep shows that the card has been coded successfully. The card can be usednow.

If more than one card shall be created for this room (see field # cards), the program willautomatically ask for the next card to be coded by a signal beep.



8.4. issue standbycard

The standbycard is a reserve guest key which can be used in case of breakdown ofthe cardcoder or of the HOCAS or Messerschmitt System-PC.

The difference to guest keys is that the standbycard doesn`t have an expiration date.That means, this card is valid without limitation.

Because of this reason there should be created one or two standbycards for eachroom and stored in a safe place, e.g. front-office- or security-manager.

If an old standbycard is not available anymore or lost, this standbycard can be made in-valid by creating a new standbycard for this room. Then this new standbycard has to beused once at the specific room door to make the old standbycard invalid immediately.

Standbycards will be created in the dialogbox arrival.

To open the dialogbox arrival click the button checkin or use the function-key andthen click the tab standby.

To select a field within the dialogbox just click with the mouse on the specific field. Alter-natively the fields (tabs and buttons) can be selected by using the TAB-key.



For the creation of a standbycard type in the room number in the left part of the dialog-box. The field for the input is highlighted when the box is opened. It is possible to enter the specific room number directly via keyboard or to open the fieldby a single mouse-click or by using the function-key and choosing the specific roomnumber by single mouse-click.

In the field # cards will be entered how many standbycards shall be created. The standbycard is a spare- or reserve key card. It is recommended, after installing thesystem, to create one or two standby key cards and store them on a save place so thatthese key cards can be used in case of a malfunction of the key card system.


Then the window Read keyCard / Code will be opened, followed by a short signal beepof the coder. Hold the new guest card on the coder (distance max. 2 cm). An additionalsignal beep shows that the card has been coded successfully. The card can be usednow.If more than one card shall be created for this room (see field # cards), the program willautomatically ask for the next card to be coded by a signal beep.



8.5. 'issue onetime card'

The creation of a onetime card is mainly used for repairmen or handymen whichare not employees of the hotel and which have only a limited entrance to a guestroom.

For a time period of approx. 2 minutes after first usage of this card on the guest room thecard will stay valid and after this time automatically becomes invalid on this reader.

Onetime cards will be created in the dialogbox arrival.

To open the dialogbox arrival click the button checkin or use the function-key ,then click the tab onetime.

To select a field within the dialogbox just click with the mouse on the specific field. Alter-natively the fields (tabs and buttons) can be selected by using the TAB-key.





If more than one card shall be created for this room (see field # cards), the program willautomatically ask for the next card to be coded by a signal beep.



9. 'checkout'

The menu checkout is used for the cancellation of key cards and is only available inthe Online-system.

The menu checkout contains the menu-points checkout at departure time and cancelguest card immediately. With mouse-click to one of the menu-points the dialogbox chek-kout will be opened.

Alternatively the dialogbox checkout can be opened with the button checkout or thefunction-key .



9.1. 'checkout at departure time

By default a card will be automatically cancelled at the extension of the departure date orthe defined departure time.

The menu-point checkout at departure time can be selected to cancel a key card at thedefined departure time independent of the defined departure day. The departure time ona card is defined by the selected time in the field checkout time in the dialogbox arrival.The cancellation of a card can be done at any particular day (before the originally defineddeparture day) at the checkout time.

Example: A guest card was created with date of departure 31th of january and checkouttime 12.00 a.m. Now the guest is checking out at 30th of january. To cancel this card at 30th of january the menu-point checkout at departure time will beselected. The card will then become invalid at 12.00 a.m. at that day. This card can beused on that specific day until the defined departure time, here 12.00 a.m.



The cancellation of a card is done in the dialogbox checkout. In the field roomnumberthe roomnumber has to be entered or can be selected and in the field time the optiondeparture time can be selected.

With a mouse-click on the button checkout or alternatively by using the ALT-key in con-nection with the character C the cancellation will be done at the departure time and thedialogbox will be closed.The guest card is now cancelled from the defined checkout time.

To check the checkout time of a guest card see dialogbox arrival, field checkout time.

To define the departure times which can be selected in the dialogbox arrival in the fieldcheckout time see submenu time region

(button ).



9.2. 'cancel guest card immediately'

By default a card will be automatically invalid respectively cancelled at the defined de-parture day at the defined departure time.

The menu-point cancel guest card immediately can be selected to cancel a guest cardimmediately, independent of the defined departure day or departure time.

The immediate cancellation of a card is done in the dialogbox checkout. In the fieldroomnumber the specific roomnumber can be typed in respectively can be selected andin the field time the option immediately has to be selected.

With mouse-click on the button checkout or alternatively by using the ALT-key in con-nection with the character C the immediate cancellation will be done and the dialogboxwill be closed.

The guest card will be cancelled for the respective roomnumber immediately.



10. 'read keycard'

This menu-point can be selected to read out the card data.The validity criteria of the key card will be analyzed and checked..

To read a card alternatively use the function-key or ther ALT-key in connection withthe character L.

Then the window Read keyCard / Code will be opened, followed by a short signal beepof the coder. Hold the card you want to read ourt in front of the reading unit of the coder(distance approx. 2 cm). An additional signal beep shows the end of the reading function.

Afterwards the dialogbox card data with all card data which have been coded on thecard appears. Should the card be recognized as invalid the concerning reasons will beshown in field validity.



11. 'Administration

In the menu Administration respectively the submenues all system-specific necessarydata and card types are created.

The menu Administration contains 6 submenus where the first 3 menu-points staff ad-ministration, rooms administration and administration areas alternatively can be se-lected by the corresponding smarticons (see following illustration).



11.1. 'staff administration'

The menu-point staff administration is used for the input and administration of allmaster data of the employees which are using Messerschmitt key cards. This contains the creation of

manager cardssteward cardschiefsteward cardsminibar cards

and the access to different hotel areas within different definable time windows.

The menu staff administration can be opened with the smarticon , alternatively withthe ALT-key in connection with the character A and confirmation with the ENTER-key.



According to the logins authorisation, the respective filing pages, data fields, and buttonsare accessible.

These four filing pages are accessible via mouse click. Staffnumber shows the specific data for each staff entry and allows parameter

setting via drop down fields (see pic. 7). Staffcards brings up a list of staffcards issued by a certain staffnumber. Stafflist shows the employees list in a table. Tools allows parameter setting for a group of staff entries.

The arrow-keys in the dialogbox can be used to pageforward or to page backwards to the next or the last staffdata record.

In the uopper right corner of the dialogue box separate areas with the following buttonsare shown:

The buttons grandmaster, master, minibar and maidwork like a filter-string, that means, in the table-view onlythe respective data records are shown. In the single-record-view the respective data records can be pagedforward or paged backwards by using the arrow-keys.

The button show all changes to the selection of all staffdata records. The button new staff entry is selected tocreate new staff records. By confirming the additionalquestion Create a new staff record? with Yes respectively the ENTER-key a new data record will auto-matically be created. Afterwards this data record can beedit.

The button delete record is used to delete a selecteddata record. By confirming the question Do you wan todelete the data record? with Yes respectively theENTER-key this data record will be deleted.

The button new card ' is used for the creation of anew staff card. After confirmation of the additional mes-sage box Code



a new card? with Yes respectively the ENTER-key thewindow read keyCard / Code appears followed by ashort signal beep of the coder. Hold the card in front ofthe reader unit of the coder. The additional signal beepshows the end of the coder function. The staff card isnow ready for use.

The button duplicate card is used for the creati-on of an additional respectivley duplication of an existingcard with the same data. After pressing of the button no further messagebox but the window read keyCard / Code appears fol-lowed by a short signal beep of the coder. Hold the cardin front of the reader unit of the coder. The additional si-gnal beep shows the end of the coder function. The du-plicate card is now ready for use.

The button print ' is used for the outprint of thestaff list. Before printing the list will be shown in the lay-out view.

The button 'return' is selected to close the dialogbox andreturn to the HOCAS desktop.



Staffnumber editing of single staff entries

Adding, editing, or viewing single staff entries is done by clicking onto the filing cardstaffnumber:

field 'staff number ': The staff number is a running number and will be generatedautomatically by the program when a new staff data recordwill be entered (button new staff entry). The staff numbercan even be entered manually. Use the function key to go into the field. By input of anexisting staff number, the corresponding staff data record willbe displayed. By input of a number where no correspondingdata record exists a message box appears. With confirmationof the message box with Yes a new staff data record withpre-defined data will be entered.When a data record will be deleted the corresponding staffnumber will be available for a new data record. With double-click in the field the staff list will be opened.Double-click again on a field within the list and the list will beclosed. Alternatively use the button list on to open the stafflist respectively list off to close it.



field 'name': Enter here the name of the employee. For users of HOCAS 7000 the input in this field is also theusername for the login (see login).With double-click in the field the staff list can be opened. Toclose the list double-click in a field within the list or use thebutton list off.

field 'first name': Enter here the first name of the employee.

field 'card valid until': Enter here the specific expiration date of the card. By input of a new data record the program automaticallyenters the present date of the day for the next month. (vali-dity 1 month).

field 'language': Here the system user can optionally choose the language forthe user interface of HOCAS 7000. Possible languages areGerman, Englisch, French, Dutch, and Italian. At the nextlogin the choosed language will be activated. Example:Press the -button and enter a staff number and thenchoose a language for the entered number, name and pass-word. Afterwards logout and login with the before enteredname and password. The language will be activated then.

Field 'employed as': Here you can choose grandmaster, master, maid and mini-bar. Select FO, and the corresponding staffnumber is set asthe current password for a bus coder.

field 'area': Here the access for master, maid and minibar to the (before)defined hotel areas is authorized. Altogether 32 areas aredefinable (see menu-point administration areas).By double-clicking in the field the table with the definedhotel areas will be opened.Double-click in the line of the area the access shall beauthorized for. The corresponding area-number will then be emtered into thefield area and the table will be closed. The access is now authorized for the specific area.



field 'time program': Here for supermaster, master, maid and minibar a time win-dow can be entered. The access for the staff to an area (fieldarea) can be defined within a certain time window, e.g. 9.00till 15.00 a.m. A maximum of 32 different time windows ispossible.By Double-clicking in the field the table with the (before)defined time windows will be opened (for the definition of ti-me windows, see menu time region)Double-click in the line of the time window the accessshall be authorized for. The corresponding time window-number will then be emteredinto the field time program and the table will be closed. The access is now authorized within the specific time win-dows.

field 'special area': Here for grandmaster, master, maid and minibar the accessto maximum 16 defined special areas of the hotel can beauthorized. (For the definition of hotel areas, see administra-tion areas, specialarea). By double-clicking the field the dialogbox special area willbe opened where the different special areas of the hotel areaare shown.By mouse-click on the symbols the specific special areawill be selected. Clicking the symbol again cancels the selec-tion for that symbol.Confirm with the OK-button the selection of the highligh-ted symbols and the window special area will be closed.Corresponding for each selected symbol the program entersa 1 in the field special area , not selected symbols corre-spond with the input of a 0. The default value for the 16special areas is 0.



field 'password/... Here the systemuser enters the individual password for the menulevel': login. (see also menu login).

In the field menulevel which is on the right hand side of thefield password the corresponding number for the menulevelhas to be entered.

With menulevels the access to the different menues of HO-CAS 7000 can be configured individually for different systemusers. The number which is entered in the field menulevel is corre-sponding with a specific defined access to the menues ofHOCAS 7000.

Example: Menulevel 1 is e.g. defined for the access to theHOCAS menue checkin and read card. This means, onlythe checkin and read card-menu within HOCAS 7000 canbe used. All other menues are locked.For the definition of menulevels, see menu-point administra-tionslevel.

field 'remark': This field can optionally be used for further information.



Staffcards list of issued cards per staffnumber

By choosing the filing card staffcards a table is shown for each employee (see staffnumber above) and ist card issuing activities. Use the navigation buttons to see, whichcards each employee has issued. The field no. Of records indicates, how many staff-cards have already issued by the corresponding employee.

Additional information is given:

Issued to the person who recieved the card. S.-no. the security number for the corresponding staff area. Ind. employee index of that card. Area employee area, but always 0 for grandmasters. Valid expiration date/time of that card. Special areas access limitation for special areas; 0=no acces, 1=access



Stafflist table with any employee entry

The stafflist shows all the employees entries in a table overview. According to the loginsauthorisation, the employees can be edited fast and comfortable.The total number of employees is shown in the field No. of records.

The most important fields are:

Name employees family name First name employees first name No. staffnumber Ind. Present staff index Valid expiration date of card/password Title type of employee card Type referring title type Area employees area T.win. time window (0..31)



Tools Editing a group of employees

The filing card tools allows the following changes

Card validity Card type (employed as) Employee area Time windowSpecial area

to a range of staffnumbers, which are selected in the fieldsstaff no. from and staff no. to:. By hitting the actionbutton, the afore selected field values are assigned to the se-lected staff number range.



11.2. 'rooms administration'

The menu rooms administration is used for the registration of all the rooms whichare equipped with card readers. This program function is used to enter which reader isinstalled on which doornumber and for the definition to which area (staff/special area) aspecific room shall be related to.With this menu-point also all room-related installation- and service-cards will be created.This includes the creation of init cards, parameter cards and office cards for the Offline-mode of the readers.

In the Offline-mode these functions will be realized automatically from the Messer-schmitt System-PC by command.

Open the rooms administration with the button , alternatively use the ALT-key inconnection with the character 'A' followed by the character 'R'.



Within this menu, any room related programming and service cards can be issued:

Initialisation cards Paramater cards Office cardsNote: These cards are only necessary for offline systes, as online any changes will betransferred directly.

The menu layout may vary depending on system characteristics (offline, online, autho-rization).

The filing cards allow acces to

Room shows room related parameters and datafields Roomlist brings up a room table with the most important parame-

ters Special functions further paramters for special and employee readers Tools allows parameter setting for a range of rooms/readers

The arrow-keys in the dialogbox can be used to pageforward or to page backwards to the next or the last staffdata record.

The filter drop down box allows browsing by reader type.By setting the filter string to e. g. staff reader, brings up staffrelated card readers only.

The button new room is used to enter a new data re-cord for a room. When a new data record is entered arunning room number will be automatically generetad bythe program. Room numbers can also manually be ente-red. If there exists already a room number for a readertype, a message box displays room already existing.

Use the button delete record to delete the present datarecord. When the list with all room- and reader data isdisplayed then the data record will be deleted which is presently marked.



The button office is used to create office cards.The office card is a room-related card for single rooms topermanently open it. When the card will be used at thereader the access to the room will be authorized orlocked in alternate way. This is however only possiblewhen the door is equipped with a special mechanicallock. For the creation of office card in the field type ofreader the corresponding readertype has to be selected,e.g. conference room. After pressing the button office itis optionally possible to create a new office card, thatmeans, confirmation of the additional message box withYes or to create a duplicate card, that means, confirma-tion with No.

The button 'initcard is used to create initializationcards. Init cards are used in the Offline-system to in-itialize the readers on the doors with the entered data inthe dialogbox rooms administration.

The button load reader is used for the initializati-on of the readers in the Online-system. By mouse-click on the button load reader alternativelywith the function-key the reader on the doors willbe automatically online initialized with the entered datain the dialogbox rooms administration.

This button is used for the outprint of 2 reports. To print areport with all rooms- and reader data confirm the ad-ditional message box with No. Toprint a report with specific installation data confirm theadditional message box with Yes. Before the outprint,the reports will be shown in the layout-view. To print the

reports use the button in the layout-view.



Rooms setting parameters for each device

roomnumber: Here the specific roomnumbers of the hotel will be entered. Usethe function key to go in the field and enter a room num-ber. If already exists a data record for the room number, thecorresponding data will be shown. If there doesn`t exist a datarecord for the entered room number an message box will beshown. Confirm with Yes to take over the entered room num-ber together with the data in the other fields of the record.

reader number: Generally the reader number has the same number as the roomnumber. It will be generated automatically by the program.

remark: Enter here addtional information concerning the installed rea-der, e.g. reader parking lot.



type of reader: Enter here the type of reader which is installed on the door withthe above entered room number. There can be selected follo-wing types of reader:

guestroom: reader at guestroom doorsspecial reader: reader for special areas, e.g. tennis hall, fitness area, etc.staff reader: reader for staff only, e.g. staff entrance, etc.elevator reader: reader on elevators, e.g. elevator calling, etc.netmodule: Only in the Online-Systemvending machine reader on machines, e.g. drinks, etc.cash desk reader: reader for PC point of sales; only for MICROS point of sales in

the moment.conference room: reader on conferenceroom doors.automatic bar : Only in the Online-Systemaccess reader: reader where specific staff cards can be authorized, e.g. offices

Online: Enter here which kind of key card system is installed. Input of0 is Offline-system, input of 1 is for Online-system. Default is0.

Online: Enter here, whether a card reader is further connected to anenergy control device (ECM, RCA, INSTAT). 0 = No, 1 =Yes.

address of bus/reader Only in the Online-system

specialarea: Enter here the special area if a special area reader is installedon the door. The default value is 0, that means, no specialarea reader is installed on the door. The input of a value will bedone with the special area table which can be opened by dou-ble-clicking the field specialarea.

When the table is opened the desired special area can beselected by double-clicking the corresponding line. At thesame time the table will be closed and the correspondingnumber of the selected special area will be entered into thefield specialarea.

The default values in the special area table can be edit indivi-dually, if required. Open the table and click into the cell to beedit, wait a moment and click once more into the cell to acitvatethe cell for the edit-mode. Enter the new data in the specific celland confirm with the ENTER-key. Afterwards the next cell canbe edit or close the table by double-clicking the field leavingtime.



leaving time: In this field for each reader a leaving time can be entered whichdefines how long the guest has access at the reader at the dayof departure. The leaving time (departure time) can be selectedfrom the time-table which can be opened by double-clicking inthe field leaving time. Double-click again closes the time-table.When the table is opened the desired time can be selectedby double-clicking the corresponding line. At the same ti-me the table will be closed and the corresponding numberof the selected time will be entered into the field leavingtime.The default values in the time-table can be edit individually, ifrequired. Open the table and click into the cell to be edit, wait amoment and click once more into the cell to acitvate the cell forthe edit-mode. Enter the new departure time in the specific celland confirm with the ENTER-key. Afterwards the next cell canbe edit or close the table by double-clicking the field leaving ti-me.

maid area: Enter here to which maid area the reader shall be related to.The relation is done in the maid area table which can be ope-ned by double-clicking the field maid area. Double-click oncemore the field, the table will be closed.

When the table is opened the desired maid area can be se-lected by double-clicking the corresponding line. At thesame time the table will be closed and the correspondingnumber of the selected maid area will be entered into thefield specialarea.

The default values in the maid area table can be edit indivi-dually, if required. Open the table and click into the cell to beedit, wait a moment and click once more into the cell to acitvatethe cell for the edit-mode. Enter the new data in the specific celland confirm with the ENTER-key. Afterwards the next cell canbe edit or close the table by double-clicking the field leaving ti-me.

master area: Enter here to which master area the reader shall be related to.The relation is done in the master area table which can beopened by double-clicking the field master area. Double-clickonce more the field, the table will be closed.

When the table is opened the desired master area can beselected by double-clicking the corresponding line. At thesame time the table will be closed and the corresponding



number of the selected master area will be entered into thefield specialarea.

The default values in the master area table can be edit indivi-dually, if required. Open the table and click into the cell to beedit, wait a moment and click once more into the cell to acitvatethe cell for the edit-mode. Enter the new data in the specific celland confirm with the ENTER-key. Afterwards the next cell canbe edit or close the table by double-clicking the field masterarea.

minibar area: Enter here to which minibar area the reader shall be related to.The relation is done in the minibar area table which can beopened by double-clicking the field minibar area. Double-clickonce more the field, the table will be closed.

When the table is opened the desired minibar area can beselected by double-clicking the corresponding line. At thesame time the table will be closed and the correspondingnumber of the selected master area will be entered into thefield specialarea.

The default values in the minibar area table can be edit indivi-dually, if required. Open the table and click into the cell to beedit, wait a moment and click once more into the cell to acitvatethe cell for the edit-mode. Enter the new data in the specific celland confirm with the ENTER-key. Afterwards the next cell canbe edit or close the table by double-clicking the field masterarea.



fixed special area: Enter here to which special areas a new guest card shall haveaccess by default.

Double-click the field fixed special area to open the selec-tion box for special areas. Click on the specific special areas to which the guests shallhave access by default when a new guest card will be createdand confirm with the OK-button. For each selected area a 1 will be entered in the field fixedspecial area.

special area: In this field no inputs or changes will be done.The field displaysall special areas to which the present guest card has access.For each special area to which the present guest card hasaccess a 1 is entered in the field special area.To open the special area table double-click the field specialarea.To check a guest card use the -key and enter the specificroom number. Then double-click the field special area to checkthe special areas to which the guest card has access.

room status: This field shows the internally given room status:

C17 room checked outB23 room occupiedL14 room blocked

Adr. of net module: for online purpose only

tech. remarks: use this field for important annotations regarding installation ordaily use.

securitynumber: The following fields display which securitynumber the cardsguest, office, precoded guest, standby and onetime have.When a new card will be created a securitynumber will be en-coded on the card.

If the securitynumber for the creation of a card will bechanged, the card becomes invalid, that means, it is nomore possible to get access to a room or area with thecard.



We recommend to make no changes of the data in thesefields. Changes will be done for test purpose and is reser-ved only for Messerschmitt system-engineers.

Inputs in the following fields will be done by Messerschmittsystem-engineers during the start-up-procedure of the sy-stem:

DIN: enter door handings according to DINfire protection: enter firesafety-specific door informationreader type: choose the product



roomlist complete overview

The filing card roomlist brings up a table containing every room/device, sorted by readernumber. Onl. Reader is 0offline or 1-online Room logical room number Reader no. physical room no., internally pre-set Bus corresponding bus no. Adr. corresponding reader address RT reader type (0..9) Type of reader description of RT Roomstatus C17, B23, or L14, see above DIN handings according to DIN StB maid area CB master area MB minibar area SU option: connecting room status SB special area CT check out time



Tools parameter settings for a range of rooms

The filing card tools provides further parametersetting; it is meant as a toolbox for easier configu-ration.

When opening the tool filing card, the sub registry area is put forward first:

On the left hand side, you find seven check boxes: leaving time, special area, suite area(connecting rooms), maid area, master area, minibar area, and fixed special area, whichcan be checked with the mouse. On the right hand side you see the according datafields, which can be edited after the check box is activated.In the example above, the leavingtime, master area, and fixed special areas will be as-signed to rooms 301 to 327 when hitting the action button.



Changes for the sub registries communication of readers and net module are done thesame way, but are exclusive to the online system.

By setting the corresponding radiobutton, the chosen range of readerscan be set online or offline; additio-nally, the parameter INCOS can beadded.

For the specified range of readers, anet module can be assigned, whichoptionally provides a software con-trolled power supply.

In the sub registry parameter cardreader specific details can be de-fined, which can either be sent di-rectly to each reader within the cho-sen range (online system only), orcan be transferred to each reader bymeans of a paramcard, as well validfor the chosen range.Note: During manual programming(offline systems) use the paramcardbefore the init card!



For special readers or staff readers a further sub registry special functionsappears, where timetables can be set for permanent open function, relatively guest cardaccess can be time limited.

In the afore seen example, the main entrance of the hotel is permanently set open during06:00 and 20:00, whereas the guest card has access 24 hours a day.

The field data is transmitted to the readers when hitting the load time frame button.



11.3. 'administration areas'

The menu-point administration areas is used for the definition and administration of the(staff-) areas maid, master, minibar and special areas. These areas have to be definedand entered for each hotel individually. After this data have been entered by the Messer-schmitt system-engineer or a trained system-administrator the access to these areas canbe authorized individually for the staff (see staff administration, field area) as well asthe access for the guests to the special areas (see dialogbox arrival, button specialarea).



Use the button to open the dialogbox administration areas. To edit or define an areaselect one of the corresponding tabs maid, master, minibar or specialarea.

In the first column no. (area-no.) no input have to be done.The column no. has by default running numbers from 0 to 31 for the areas maid, masterand minibar (= maximum 32 inputs) and the special area has running numbers from 1 to27 (= maximum 27 inputs).

In the column signification the hotel-specific areas will be entered, e.g. floor 1, floor 2,etc. The column remarks will be used for additional information, e.g. section 1, section2, etc.



In the column securitynumber (randomno.) no inputs have to done. The numbers are fixed default values and will automatically be generated by the pro-gram.

When a new card will be created a number will be encoded on the card, the securitynum-ber. On guest cards this is a running number which will be generated automatically bythe program. On staff cards this is the fixed number which will be entered automaticallyby the program in the column securitynumber.

The fixed securitynumber for an area, for example area maid,. floor, section 1 has thesecuritynumber 89 (see illustration above) will be encoded on all staff key cards whichhave access to the corresponding area.

The fixed securitynumber for an area can be changed manually.When the fixed old securitynumber for an area will be edit with a new securitynumberall staff cards for the corresponding area will become invalid.

When the securitynumber will be changed following rule has to be applied:The new securitynumber can be higher maximum +20 than the old one. When theold securitynumber e.g. was 89 then the new securitynumber can have the number 89+ 20, that means a number between 90 and 109.



Example: Locking of staff cards by input of a new securitynumberSee the illustration below. In the first line, floor, section 1, in the column randomno.(=securitynumber) the fixed number 89 is entered. All staff cards which were created in the dialogbox staff administration with access to thearea floor/section 1, will be encoded with the number 89.

.

To make these cards invalid open the dialogbox administration areas.Click the cell with the number 89 and enter the new securitynumber by applying the ru-le: old number + max. 20 higher. For example enter the number 90 and confirm withthe ENTER-key.Staff cards which had access to the floor, section 1 will be invalid now.

The possibility to make staff cards invalid by changing the securitynumber is given for theareas maid, master and minibar. The special area has no column securitynumber. In-stead in the column picture the filename of the pictures will be entered which illustratethe special areas. The picture-files are stored in the folder \HOC7000\Daten.



11.4. 'date/time function'

The menu date/time function is used for the initialization of the date- and time ad-justments of the reader, for the definition of expiration times for guest- and staffcards as well as for the adjustment of the system time.

The corresponding menu-points will be selected in the menu Administration, submenudate/time function, each with a mouse-click. With the keyboard use the ALT-key in con-nection with the character A and then the charakter D. The submenu-points will be se-lected with the arrow-keys () and opened with the ENTER-key.



11.4.1. 'code date-/timecard'

This menu-point is used in the Offline-system for the creation of init cards to ad-just the reader with the present date- and time data. After the init card for a readerhas been created, the card has to be used at the reader like a key card to initializethe reader with the encoded data.

Changes of date and time data will be done e.g. when readers have to exchanged.

Open the dialogbox code date-/timecard by selecting the corresponding submenu-pointin the menu date/time function with a mouse-click.

In the field time enter the present time. This data will be entered by default if the system-time of the PC is adjusted correctly.

To initialize a reader with the correct time take into account the time you will needto go to the reader, because you have to use the card directly at the reader to storethe encoded time in the reader (only to be done in the Offline-system).

In the field date enter the present date. This data will be entered by default if the sy-stem-date of the PC is adjusted correctly.



After input of time and date use the button coding or the function key .

Then the window Read keyCard / Code will be opened, followed by a short signal beepof the coder. Hold the card on the coder (distance approx. 2 cm). An additional signalbeep shows that the card has been coded successfully. The card can be used now.



11.4.2. 'time region'

This menu-point is used for the definition of the expiration times of guest cards aswell as for the definition of time windows for staff cards.

The expiration time of a guest card defines how long the card will be valid at the day ofdeparture. The time window of a staff card defines within which time window the card willhave access to a specific area.

The data in the expiration time table and in the time window table will be generatedautomatically during the installation (default values)The menu-point time region is used to change these data manually.

Attention!Changes of the default values have to be loaded directly into the reader.In the Offline-system the changes can be loaded into reader with an Hand HeldTerminal, which optionally can be ordered from Messerschmitt. In the Online-system the changes can be loaded with the load reader-function inthe dialogbox rooms administration.



Open the dialogbox with the button .

To change the expiration time table select the tab departuretime for guestkeys.

Click the cell you want to edit and enter the new value. The new value will be stored byclosing the dialogbox with the button cancel or alternatively use the ESC-key.

The expiration time table is used in the dialogbox arrival, field checkout time. To openthe table click the down-arrow in the field checkout time.



To change the time window table select the tab region for staffkeys.

Click the cell you want to edit and enter the new value. The new value will be stored by closing the dialogbox with the button cancel or alternati-vely use the ESC-key.

The time windows table is used in the dialogbox staff administration, field time program.To open the table double-click the field time program.



11.4.3. 'set date / time'

The menu-point set date / time is used to set the system-time of the PC.

Use the button to open the dialogbox set date / time.

Enter the present time and date in the corresponding fields and press the button set.



11.5. 'issue systemcards'

For the creation of different system cards select the menu-point issue systemcards inthe menue Administration.



11.5.1. 'function card'

Function cards will be used in the Online-system for the transmission of events,e.g. room clean, etc.

Function cards will be used in connection with the Front-Office-System of the ho-tel.

Function cards will not be used for the opening or locking of a room, but only forthe transmission of a status which will be shown in the Front-Office-System whenthe card will be used at the reader.

The releasecard respectively cancelcard will be created for the use at specialaccess readers. Special access reader will be used for example at staff entrances,back offices, etc.



Use the button to open the dialogbox for the creation of function cards.

In the area type of card click beside one of the function card 1 - 5 . In the field # cardschoose the number of cards to be created. Afterwards click the button coding .

Then the window Read keyCard / Code will be opened, followed by a short signal beepof the coder. Hold the card on the coder (distance max. 2 cm). An additional signal beepshows that the card has been coded successfully. The card can be used now.

If more than one card shall be created (see field # cards), the program will automaticallyask for the next card to be coded by a signal beep.



11.5.2. 'resetcard'

The reset card is used in the Offline-system to reset a reader, that means, the in-ternal memory of the reader will be completely erased for the new-initialisation ofthe reader. The reset card is used for example when a reader will be changed to a new room num-ber. The creation and the use of reset cards is recommended to be done only by atrained system-administrator or a Messerschmitt service engineer.

Open the dialogbox for the creation of a reset card with the button

In the area type of card click beside resetcard. In the field # cards choose the numberof resetcards to be created. Afterwards click the button coding .

Then the window Read keyCard / Code will be opened, followed by a short signal beepof the coder. Hold the new guest card on the coder (distance max. 2 cm). An additionalsignal beep shows that the card has been coded successfully. The card can be usednow.If more than one card shall be created (see field # cards), the program will automaticallyask for the next card to be coded by a signal beep.



11.5.3. 'readaddresscard'

The readadresscard is used in the Offline-system to read out the bus address of areader. The creation and the use of readaddresscards is recommended to be doneonly by a trained system-administrator or a Messerschmitt service engineer.

The bus address will be shown by the blinking of the red and green LEDs on the reader.The green LED shows the 10-digit part of the address and the red LED the 1-digit part ofthe address, e.g. when the green LED blinks twice (= 20) and the red LED blinks one ti-me (=1) then the bus address is 21.

Open the dialogbox for the creation of a readaddresscard with the button

In the area type of card click beside readaddresscard. In the field # cards choose thenumber of readaddresscards to be created. Afterwards click the button coding .




If more than one card shall be created (see field # cards), the program will automaticallyask for the next card to be coded by a signal beep.



11.5.4. 'setaddresscard'

The setadresscard is used in the Offline-system to set the bus address of a reader.The creation and the use of setaddresscards is recommended to be done only by atrained system-administrator or a Messerschmitt service engineer.

Open the dialogbox for the creation of a setaddresscard with the button

In the area type of card click beside setaddresscard. In the field # cards choose thenumber of setaddresscards to be created. Afterwards click the button coding .




11.5.5. 'logoutcard'

A logoutcard is used for the immediate locking of guest- and staff cards for thespecific room or area.The logoutcard is used for example when the room has temporarily to be locked forguests and staff in case of theft or fire in the room. A room which is temporarily locked with the logoutcard can only be entered withthe emergency card.

Open the dialogbox for the creation of a logoutcard with the button

In the area type of card click beside logoutcard. In the field # cards choose the num-ber of logoutcards to be created. Afterwards click the button coding .




11.5.6. 'logoutguestcard'

A logoutguestcard is used for the immediate locking of guests cards for a specificroom or area. The staff will have further on access to the room or area.

When the logoutguestcard is used at the reader the door will be locked and opened inalternate way.

Open the dialogbox for the creation of a logoutguestcard with the button

In the area type of card click beside logoutguestcard. In the field # cards choose thenumber of logoutguestcards to be created. Afterwards click the button coding .




11.5.7. 'emergency-card issuing

Emergency-cards have access authority on all doors and will be used like a mainkey. With an emergency-card the door can even be opened when the guest haslocked the door from inside. A special feature is an encoded securitynumber on each emergency-card.With the creation of a new emergency-card also a new securitynumber will be en-coded and the old emergency-cards will become invalid.

Attention!!In the Offline-system the old emergency-cards will only become invalid when thenew emergency-card was used on the door before, that means, when new emer-gency-cards will be created that each door has to be opened once with this emer-gency-card.

Open the dialogbox for the creation of an emergency-card with the button

In the area type of card click beside new emergency card. Please note, if you create a duplicate emergency-card, that the present emergency-cards will stay valid.In the field # cards choose the number of cards to be created. Afterwards click the but-ton coding .



11.6. 'systemconfiguration

For different system configurations see the menu Administration, submenu systemcon-figuration.



11.6.1. 'securitynumber grandmaster

With the menu securitynumber grandmaster the securitynumber for managercards can manually be changed.In HOCAS 700 securitynumbers are used as identification- and security feature forthe creation, reading and locking of cards.

With the change of the securitynumber for manager cards all manager cards will becomeinvalid immediately.

Open the dialogbox for the editing of a new securitynumber with the button

In the field grandmaster enter the new securitynumber and confirm with the OK-button.With the creation of new manager cards in the menu staff administration the new secu-ritynumber, which was entered here, will be encoded.All manager cards which were created with the old securitynumber are invalid.



11.6.2. 'securitynumber emergency

With the menu securitynumber emergency the securitynumber for emergencycards can manually be changed.With the change of the securitynumber of emergency cards all emergency cards will belocked immediately, that means, no more access authority to rooms and areas.

Attention!!In the Offline-system the old emergency-cards will only become invalid when thenew emergency-card was used on the door before, that means, when new emer-gency-cards will be created that each door has to be opened once with this emer-gency-card.

Open the dialogbox for the editing of a new securitynumber with the button

In the field emergency enter a new securitynumber an confirm with the OK-button. Withthe creation of new emergency cards in the menu emergency-card issuing the new se-curitynumber, which was entered here, will be encoded.



11.6.3. 'hotelcode

The menu Hotelcode is not included in the standard version of HOCAS 7000 andwill only be used from Messerschmitt system-engineers to enter a hotel-specificcode for the different system installations of Messerschmitt key card systems.

Open the dialogbox for the input the hotelcode with the button

Enter the specific hotelcode and confirm with the OK-button.



11.6.4. 'administrationslevel

Administrationslevel control the access to the menues of the program HOCAS7000, that means, the access to the different menues of the program can be confi-gured individually for different users.

To open the dialogbox administrationlevels use the menu Administration, submenu sy-stemconfiguration.

There can be defined up to 15 administrationlevels which are numbered from 1 to 15(levelnumber). With the arrow-keys it is possible to navigate through the different levels.

For the definition of an individual administrationslevel click in the field administrations-level and enter a specific name for the level.Afterwards click beside the functions which shall be authorized for this level and confirmwith the OK-button.With the button print it is possible to print a table of all defined administration-levels.

For the relation of the levelnumber to a staff card, see menu staff administration, fieldadministrationlevel. The levelnumber which is entered there refers to a specific abovedefined configuration of an administrationlevel.



11.6.5. 'system registration

With this menu option you can register your HOCAS 7000 system.

Re-login to your HOCAS 7000 software by using

Login name: estartPassword: hocas

Insert the Messerschmitt HOCAS 7000 Licence diskette into drive A: and open themenu

AdministrationSystem configuration

System registration

Confirm Yes to start registering your software. An information window will now indicatethe registration status. When that window disappears, close the HOCAS 7000 softwareand restart the system.



12. Menu 'tools

The tools menu contains five submenus for protocol and help purpose, whereas the firstfour can as well be reached by hitting the corresponding shortcut button.

12.1. 'bookings

In the bookings menu you can choose from five different tables:



Explanation of filing cards:

Reader gives a complete list

UserDescription HOCASWin 10_8

Documents

Transcript of UserDescription HOCASWin 10_8