Keys Created from PMS Reservations
Overview
Keys can be created manually by staff or automatically from reservations synced through a connected PMS such as Mews, Cloudbeds, StayNTouch, and others.
When a reservation is imported from the PMS, Portal automatically creates a Key and assigns it to the guest using their email address or phone number.
How PMS Reservations Create Keys Automatically
When a reservation is received from a connected PMS:
A Key is created automatically
The Key is assigned to the guest’s email and/or phone number
No manual Key creation is required
Key Status from PMS Reservations
Automatically created Keys are grouped by status in the Keys section:
Current – Active: A key that is within its activation period, regardless of check-in status
Upcoming: A key with a start time in the future, whether it’s 5 minutes from now or up to a year ahead
Past – Keys from completed stays
Revoked – Keys that were manually or automatically revoked
Provisioned Status
A Key from a PMS reservation shows Provisioned status after:
The guest completes check-in
The Doorcode (PIN) is generated
The SmartKey is activated (magic link flow completed)
Once provisioned:
The guest can unlock doors
Credentials are active and synced to the locks
Important Notes
PMS-created Keys follow the arrival and departure times from the reservation
Updates in the PMS (room change, dates) trigger updates in Portal
Guest contact details from the PMS determine whether Email, SMS, or both are sent
Provisioning depends on:
Lock being online
Provisioning being allowed for the door
Tips / Best Practices
Use PMS integration for guest Keys whenever possible
Verify guest email and phone number in the PMS
Monitor Upcoming Keys before check-in day
Related Articles
Portal: How to view your Keys
Portal: Revoke all devices
Portal: How to change/update a Door code
Portal: How to manage manual keys
Portal Troubleshooting Keys
Portal Key status