What this does
When you connect a smart lock account to Hotelia, every booking gets a unique access code created automatically on the day the guest arrives. The code works from their check-in time to their check-out time, then stops working on its own. You never have to create, send, or deactivate a code by hand.
If you don't use smart locks, you don't need this. You can keep setting manual door PINs in Hotelia, and nothing changes for you.
Why use it
No manual work. Codes are created, delivered, and expired automatically. You stop managing door codes entirely.
Every guest gets their own code. No two guests share a code, so you always know who had access and when.
Codes expire on their own. When a guest checks out, their code stops working. No lingering codes from past guests, no security gaps.
Fewer front desk interruptions. Guests get their code as part of pre-check-in, so they can let themselves in without stopping by the desk.
Works with the locks you already have. Seam supports August, Yale, Schlage, Salto, SmartThings, and more, so you likely won't need new hardware.
What you need
A smart lock from a brand Seam supports, and the account you use to manage those locks (your August account, your Yale account, and so on). That's it. Hotelia connects to your existing lock account through Seam.
How to set it up
Step 1: Connect your lock account
In Hotelia, go to Settings, then Integrations. Find the Seam card and click Connect. A secure window opens where you choose your lock brand and sign in with your existing lock account. Approve the connection and you're brought back to Hotelia.
Step 2: Map your rooms to your locks
Once connected, you'll see a list of your rooms with a dropdown next to each one. Match each room to its physical lock. This tells Hotelia which lock belongs to which room, so it sends the right code to the right door.
If a room isn't mapped to a lock yet, Hotelia flags it so you know. Unmapped rooms won't get automatic codes until you map them.
Step 3: That's it
From now on, every booking on a mapped room gets an automatic code when the guest completes pre-check-in on their arrival day. You don't have to do anything else.
What the guest experiences
Nothing changes from the guest's side. When they complete pre-check-in on the day they arrive, they receive their access code, the same moment they'd receive a manual PIN. They don't know or care whether the code came from a smart lock or was set by hand. It just works.
What happens automatically
A guest books: No code yet. Codes are created on arrival day, not weeks ahead, which keeps them secure.
Arrival day, the guest completes pre-check-in: A unique code is created on their room's lock and delivered to them.
Guest checks out: The code stops working on its own.
A booking is cancelled: The code is removed automatically.
A guest extends their stay: The code's active window extends to match the new dates.
You don't manage any of this. Hotelia keeps the codes in sync with the bookings.
Managing codes yourself
Sometimes you need to step in. On any reservation, you can:
See the current code for that guest.
Regenerate the code if a guest loses it or you want a fresh one. The old code stops working and a new one is created.
Revoke the code to cut off access early if you need to.
These controls appear on the reservation for hotels using Seam. For hotels using manual PINs, the usual PIN controls stay as they are.
When something goes wrong
Smart locks are hardware, so occasionally a lock goes offline or a code doesn't sync right away. Hotelia is built to handle this gracefully.
If a code can't be created in time, the guest sees a message that their code is being prepared and the front desk has been notified. You get an alert so you can help. In the background, Hotelia keeps trying, and once the code is ready, the guest receives it automatically. No one gets locked out without anyone knowing.
If a lock disconnects or a code fails, Hotelia surfaces it in Settings, Integrations, so you can catch and fix problems before your guests are affected.
Disconnecting
If you ever want to stop using the integration, go to Settings, Integrations, and disconnect Seam. Your existing codes remain in Seam, and Hotelia returns to manual PIN mode. You can reconnect anytime.
Frequently Asked Questions
Do I need smart locks to use Hotelia? No. Smart locks are optional. Without them, you set manual door PINs, which works perfectly well for smaller properties.
What if some rooms have smart locks and others don't? Map the rooms that have smart locks. For now, connecting Seam applies to your mapped rooms. If you have questions about a mixed setup, reach out and we'll help you figure out the best approach.
Will my guests have to do anything different? No. The code arrives during pre-check-in exactly as it would otherwise.
When is the code created? On the guest's arrival day, when they complete pre-check-in. Not in advance, which keeps codes short-lived and secure.
Where do I find my code controls? On the individual reservation, once Seam is connected.