This guide explains how to set up and use the Assa Abloy Vostio door lock integration in RMS to cut physical RFID key cards directly from the reservation screen.

Overview

With the Assa Abloy Vostio integration, you can:

• Connect your RMS database to your Vostio account.
• Link your RMS rooms and common areas (such as lifts and lobby doors) to Vostio doors.
• Cut RFID room keys straight from an RMS reservation using your Vostio encoder and cards.

Once everything is set up, your front desk team can issue or re-issue room keys without ever leaving RMS.

Important Information

Vostio Credentials Are Required

You will need your own Vostio login and API credentials. These are provided directly by Assa Abloy / Vostio. RMS cannot supply them or reset them for you. You will need the following credentials on hand before starting setup:

• API User
• Password
• Client ID
• User Pool ID

Physical Encoder and Cards Required

To use this integration, you must have:

• A compatible Vostio card encoder installed on a workstation that staff can access.
• Valid RFID key cards (supplied and supported by Assa Abloy).

Common Area Defaults in Vostio

In the Vostio extranet, you can set up default common areas against each door or room. For example, Room 101 might automatically get access to the Lift and Lobby Entrance. These defaults are managed in Vostio and apply automatically to every key cut for that door.

The common area mapping in RMS (covered in this article) is only for additional, selectable common areas that staff can choose to add when they cut a key. It does not replace or override the defaults configured in Vostio.

Prerequisites

Before you begin, confirm the following requirements are met.

Assa Abloy Hardware

• A compatible Vostio encoder is installed on a workstation that staff can access.
• Valid RFID key cards (supplied and supported by Assa Abloy) are available.
• Drivers and local Vostio components required by Assa Abloy are installed.
• You have confirmed the encoder works via a Vostio test or their portal.

Vostio Configuration

• Rooms and doors are configured in Vostio.
• Each door has a door number or identifier.
• Door descriptions are finalised (these are used for mapping and must not change frequently).
• Common area door descriptions are confirmed (the description in RMS must match the description in Vostio exactly, including spelling, spaces, punctuation, and capitalisation).

RMS Access

You will need an RMS Security Profile with access to:

• The Module Market to activate and configure the integration.
• Door Locks setup screens.
• Reservations (for operational staff who will cut keys).

Setup Guide

The setup process involves four steps: activating the module, mapping rooms, optionally mapping common areas, and adding key encoders.

Step 1: Activate Vostio in Module Market

Module Activation - RMS Help Centre

In RMS, go to Module Market.

1. Search for the Assa Abloy Vostio module.
2. Click the Activation Toggle.
3. Select the Configuration icon.

4. Enter the credentials provided by Vostio:
   • API User
   • Password
   • Client ID
   • User Pool ID
5. Select Save/Exit.

Once the module is activated and credentials are saved, proceed to map your rooms to Vostio doors.

Step 2: Area (Room) Mapping

In the Side Menu of RMS, go to Setup > Door Locks > Vostio Area Mapping.

1. Select the relevant Property (if available).
2. Assign a Vostio Door Number to each Area. You will see a list of doors to map in the Lock Name drop-down field.

Mapping is automatically saved.

Step 3: Common Areas Mapping (Optional)

Mapping common areas to individual rooms will automatically grant access to those common areas when keys are cut for that room. Examples of common areas include car parks, lifts, pools, and gyms.

There are two parts to this process:

1. Create the Common Area
2. Assign the Common Areas to the relevant rooms

Create Common Areas

In the Side Menu of RMS, go to Setup > Door Locks > Common Areas.

1. Select the Property (if available). Only select a Property with Vostio enabled, and do not use "All Properties".
2. Select the + (Add) icon.
3. Enter a Description.

4. Map to the relevant Door Lock.

5. Navigate to the Properties tab.
6. Select the + (Add) icon and assign the appropriate property.
7. Select Save/Exit.
8. Repeat to add more Common Areas.

Assign Common Areas to Individual Areas (Optional)

In the Side Menu of RMS, go to Setup > Door Locks > Vostio Area Mapping.

1. Select the relevant Property (if available).
2. Double-click in the Common Areas field next to the relevant Area.
3. Select the Common Areas for this Area using the '>' icons.
4. Select Save/Exit.
5. Repeat for all Areas.

Step 4: Key Encoder Setup

Before keys can be cut, at least one key encoder must be configured in RMS.

In the Side Menu of RMS, go to Setup > Door Locks > Key Encoders.

1. Select the '+' Add icon.
2. Enter an Encoder Name (for example, "Front Desk Encoder 1").
3. Select Save/Exit.
4. Repeat to add multiple encoders.

Key Cutting

Once all setup is completed, the key cut screen will be available on the reservation screen. 

To Cut a Key on a Reservation:

1. Open the Cut Keys screen from the reservation.
2. Cut Keys.
3. Cancel Keys.
4. Refresh PIN to generate a new PIN (if a guest forgets their key).
5. Assign or remove access to Common Areas.

When keys are successfully cut, they will use the check-in and check-out dates and times that match the reservation.

Cutting Multiple Keys for the Same Room

1. Start the Key Cut process once from the reservation.
2. When prompted, 
   • Place the first key card on the encoder.
   • Wait for the encoder to finish.
   • Replace with the second card, and continue for each additional card you require.
3. Only after all cards have been encoded will RMS display a success message.

FAQs

Do I need a separate RMS module for Vostio?

Yes. The integration is managed via the RMS Module Market. The Vostio module must be activated and configured with your Vostio credentials.

Where do I get my Vostio credentials?

Your credentials are supplied by Assa Abloy / Vostio as part of your lock system setup.

What hardware do I need?

• A Vostio-compatible card encoder.
• RFID key cards.
• A supported PC or workstation with the required drivers and local components.

RMS provides the integration; hardware is supplied and supported by Assa Abloy.

The common area I added in RMS does not work. Why?

This is most often because the Description in RMS does not exactly match the Vostio door description. Check and correct the name in: Setup > Door Locks > Common Areas.

Can I control default common areas from RMS?

No. Default common areas (for example, Lift and Lobby Entrance automatically for all keys) are configured in Vostio, not in RMS. The RMS common areas feature is for extra, manual selection at key-cut time only.

How do I cut a replacement key for a guest?

1. Open the guest's reservation.
2. Initiate the Key Cut process.
3. Confirm the door and any common areas.
4. Place a new card on the encoder and cut the key.

Troubleshooting

Use this section when something goes wrong while cutting RFID key cards with the Assa Abloy Vostio integration.

"Key cut failed" or "Unable to encode card."

What you will see: An error message appears when you try to cut a key from the reservation, or the process stops before RMS shows a success message.

Quick checks:

• Check the encoder and card: 
  • Is the encoder plugged in and powered on? 
  • Is the card placed flat on the encoder in the correct position? 
  • Try another card in case the card itself is faulty.
• Check the local workstation: 
  • Confirm you are using a PC that has the Vostio encoder drivers and software installed. 
  • If the encoder works in the Vostio test tool or portal but not in RMS, note any error text and contact RMS Support.
• Try again: 
  • Close the key-cut window in RMS and reopen it from the reservation.
  • Try the key-cut again, following the prompts.

Who to contact if it continues:

• If the encoder fails everywhere (RMS and Vostio tools): contact Assa Abloy / Vostio.
• If it fails only in RMS, contact RMS Support with a screenshot of the error and the time it occurred.

Card cut successfully, but the door will not open

What you will see: 

• RMS shows a success message after cutting the key, but the guest's key does not open the room or common doors.

Quick checks:

• Confirm the correct room: 
  • Check the room number on the reservation matches the physical door the guest is trying. 
  • Make sure the reservation has not been moved to another room after cutting the key.
• Check door and area mapping: 
  • In RMS, confirm the room is mapped to the correct Vostio door in Area Mapping. 
  • If you recently changed door names or numbers in Vostio, update the mapping in RMS.
• Check stay dates and time: 
  • If your setup uses date- and time-based key validity, confirm: 
    • The reservation arrival and departure dates are correct
    • The current time is within the valid period.
• Try a fresh card: 
  • Cut a new key for the same reservation and try again. 
  • If the lock still does not respond, test with a known-working master or service card if your procedures allow.

Who to contact if it continues:

• For lock hardware or door configuration issues, contact Assa Abloy / Vostio.
• For mapping or RMS errors: contact RMS Support.

Common area access not working (for example, gym, car park, pool)

What you will see: 

• The room door works, but the common area door does not. 
• Or the common area is not available to select when cutting the key.

Quick checks:

• Check the common area name: 
  • Go to Setup > Door Locks > Common Areas in RMS. 
  • Confirm the Description exactly matches the Vostio door description (spelling, spaces, punctuation, capitalisation).
• Check if the common area is active: 
  • Make sure the common area is enabled in RMS. 
  • Confirm the door exists and is active in the Vostio portal.
• Check for Vostio defaults: 
  • Some access (such as lobby or lifts) may be applied by default in Vostio. 
  • RMS common areas are for extra, selectable access only.

Fix: 

• Correct the Description in RMS to match Vostio exactly, save, and then cut a new key for the guest.

I cannot see the key-cut option in the reservation

What you will see: 

• No door-lock, key-cut button, or menu option on the reservation.

Quick checks:

• Check Module Market: 
  • Confirm the Assa Abloy Vostio module is activated in Module Market. 
  • Make sure the integration has valid Vostio credentials.
• Check user permissions: 
  • Your login may not have permission to use door-lock functions. 
  • Ask your RMS administrator to confirm that your security profile allows door-lock and key-cut access, and that Vostio is enabled for your property.
• Check the reservation: 
  • Make sure the reservation has a room assigned and is in a status that allows key cutting.

Multiple keys: only some cards work

What you will see: 

• You cut several cards in one go. Some cards open the door, others do not.

Quick checks:

• Follow the prompts carefully: 
  • Start one Key Cut action from the reservation. 
  • Present each card in turn to the encoder when prompted. 
  • If a card was removed too early or missed a step, it may not have encoded correctly.
• Test each card: 
  • Test each card at the door. 
  • Any card that does not work should be recut.
• Recut only the failed cards: 
  • Start the key-cut process again from the reservation. 
  • Cut only the cards that failed, following prompts until a success message appears.

Integration suddenly stops working (was working before)

What you will see: 

• Key-cutting used to work, but now you receive connection-type errors, or nothing happens when you attempt to cut keys.

Quick checks:

• Vostio credential changes: 
  • Check whether Vostio has changed API keys or passwords. 
  • If so, update the Module Market configuration in RMS.
• Network and internet: 
  • Confirm the workstation can access the internet and Vostio endpoints. 
  • If firewall, proxy, or network settings changed recently, ensure RMS-to-Vostio traffic is still allowed.
• Recent changes: 
  • Note any recent changes, such as RMS upgrades, PC rebuilds, or new hardware, or door renaming in Vostio.

If you still cannot cut keys after these checks: 

Contact RMS Support and include: 

• The approximate time of the failed attempt 
• Any error messages (screenshots help)
• The reservation number and room number used in testing.