Here is how to set it static pin codes and how your guests receive their access info.
Locating Lock Pin Settings
Go to Settings > Rooms > Lock Pins
Setting Up a PIN
You can set a PIN for a room in two ways. Remember that these are static codes. You must manually program the same code into your physical door lock.
Via Unit Management
Open Settings and select Unit Management.
Click the Lock PINs tab.
Enter a code between 3 and 12 characters (letters or numbers) for the desired unit.
Click Save.
Via the Edit Room Sheet
Open the Edit Room sheet for a specific unit.
Locate the Lock code / PIN field.
Enter the code and save your changes.
Note: To remove a PIN, simply leave the field blank and save.
How Guests Receive the PIN
The system keeps the PIN hidden until the guest has officially completed their check-in process.
The Trigger The PIN is revealed only after a guest successfully finishes the self check-in flow.
The Email The guest automatically receives a "Check-in complete" email. This message includes their assigned room number, the access PIN in a clear format, and your hotel contact information.
In-App Confirmation The PIN also appears immediately on the guest's screen once they finish the check-in steps in the app.
Important Safeguards
No Duplicate Emails: The system marks the PIN as sent so guests never receive the same reveal email twice.
Automatic Fallback: If you forget to set a PIN for a room, the email will simply instruct the guest to collect their code at the front desk. This ensures the check-in process is never interrupted.
Testing: Emails are suppressed for demo hotels and test email addresses to prevent accidental notifications during setup.
Other things to note
Hotelia.io does not communicate directly with your hardware (yet). If you change a PIN in the dashboard, you must also change the code on the physical lock. The dashboard entry only controls what information is shared with the guest.