Set Up Your Property Before Going Live (Setup Mode)
Overview
Before going live, Portal allows you to configure your property in Setup Mode.
During this phase, the system receives reservation and guest data from your PMS, but no Keys are generated.
Once your property is switched to Live, Keys are created automatically and guests receive access notifications.
Before You Start
Before going live, make sure:
Your PMS is connected
Doors and locks are configured
Team members are invited
Notifications and settings are reviewed
Key Concepts
Setup Mode: Configuration phase where no Keys are generated
Live Mode: Active phase where Keys and notifications are sent automatically
Checklist: A guided list of required setup steps
Setup Mode Behavior
When your property is in Setup Mode:
PMS data (reservations and guests) is received
No Keys are created
No notifications are sent to guests
Once your property is switched to Live:
Keys are generated automatically
Guests receive access (SmartKey, Doorcode, etc.)
Setup Checklist (Required Steps)
The Dashboard provides a checklist to guide you through setup.
1. Connect PMS
Connect your PMS to start receiving reservations.
Tap on Go to page to navigate to the related page.
Connect your PMS (Mews, Cloudbeds, Apaleo, Hapi, etc.)
Tap on learn more to navigate to the related article
2. Create Doors or Import from PMS
Set up doors for your property.
Tap on Go to page to navigate to the related page.
Click Add Door or Import from PMS
Tap on learn more to navigate to the related article
3. Create Space Mappings
Map PMS spaces to Portal doors.
Open a door
Go to Mapping
Select PMS space and save
Tap on learn more to navigate to the related article
4. Link Doors
Link related doors such as common areas or shared spaces.
Examples:
Lift access
Shared entrances
Common areas
Tap on learn more to navigate to the related article
5. Check and Verify Customisation
Review all system settings.
Check:
Key activation settings
Notifications (Email/SMS)
Arrival and departure times
Doorcode settings
Security options
Tap on learn more to navigate to the related article
6. Invite Team Members
Add staff with the correct roles.
Go to Teams
Click Add Team Member
Tap on learn more to navigate to the related article
NOTE: To test a key behaviour before going live, you can create a key manually for staff. (Reservations from PMS push to Portal after going live)
7. Install Locks and Gateways
Install all devices using the Portal Staff App.
Install locks
Install gateways
Ensure devices are online
Tap on learn more to navigate to the related article
8. Set Up Keycards
Configure keycards if your property uses them.
Use the Portal Staff App
Add keycards near the lock
Tap on learn more to navigate to the related article
9. Connect Guest Communication Apps
Enable messaging services for guests.
Examples:
Mailgun (Email)
Twilio (SMS)
Tap on learn more to navigate to the related article
How to Go Live
Once all setup steps are completed:
Contact: Click on the Request to go Live button to request switching your property to Live
Support will review your setup and activate Live mode
After activation:
Keys will be generated automatically
Guests will receive access notifications
Permissions & Access
Role | Can Request Go Live |
Owner | Yes |
General Manager | Yes |
Team | No |
Tips / Best Practices
Complete all checklist steps before requesting Go Live
Test at least one reservation before going live
Ensure all locks are online
Verify door mappings and notifications
Troubleshooting / FAQs
No Keys are being generated
Check if your property is still in Setup Mode.
Guests are not receiving access
Confirm:
Property is Live (activated by support)
Notifications are enabled
Reservations are syncing, but doors are not working
Check door mapping and lock connectivity.
I completed the setup, but still can’t go live
Contact Portal Support to review and activate your property.