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USER MANUAL

HOTEL KEYCARD SYSTEM


2900 MIFARE LOCK
Version 2.8

CLASSIC

Hotek Hospitality Group


Munnikenheiweg 27
4879 NE Etten-Leur
HOLLAND
Tel. +31 (0)76 502 47 50
Fax +31 (0)76 502 47 60
www.hotek.nl
info@hotek.nl
Index
1. General Information....................................................................................................................................................... 3
1.1 Hotek 2900 Keycard ......................................................................................................................................................... 3
1.2 Hotek 2900 Software ....................................................................................................................................................... 3
1.3 System requirements ....................................................................................................................................................... 3
1.4 Hotek 2900 Keycard Encoder ........................................................................................................................................... 4
2. Daily use of the Hotek 2900 Keycard System .................................................................................................................. 5
2.1 Guest Keys ........................................................................................................................................................................ 6
2.1.1 How to create a guest key ........................................................................................................................................ 6
2.1.2 Creating a second guest key / Blocking a guest key ................................................................................................. 8
2.1.3 Modifying and erasing a guest key ........................................................................................................................... 9
2.2 Staff Keys........................................................................................................................................................................ 10
2.2.1 Creating a Master Card .......................................................................................................................................... 11
2.2.2 Creating a Floor Card .............................................................................................................................................. 12
2.2.3 Creating a HSKP Card .............................................................................................................................................. 13
2.2.4 Creating a Staff Card ............................................................................................................................................... 14
2.2.5 Creating a Spare Card ............................................................................................................................................. 15
2.2.6 Blocking a Staff Key ................................................................................................................................................ 16
2.3 Other Key types .............................................................................................................................................................. 17
2.3.1 The System Card ..................................................................................................................................................... 17
2.3.2 The Setting Card ..................................................................................................................................................... 18
2.3.4 Setting of Date and Time using a Clock Card .......................................................................................................... 20
2.3.5 Blocking a room using the Inhibit Card ................................................................................................................... 21
2.3.6 Creating a Meeting Card for stand open ................................................................................................................ 21
2.3.7 Creating an Emergency Card for evacuation .......................................................................................................... 21
2.3.8 Using an Erase Card to block a guest ...................................................................................................................... 22
2.3.9 Readout a lock using the Query Card ..................................................................................................................... 22
2.4 Readout, Modify or Erase a key using the Read Button ................................................................................................. 23
3. Extended system functions ........................................................................................................................................... 24
3.1 Creating / Modifying / Deleting users ............................................................................................................................ 24
3.2 Readout a lock................................................................................................................................................................ 26
3.3 Changing System Settings .............................................................................................................................................. 27
3.4 Changing the password of your user account ................................................................................................................ 31
4. Maintenance and Troubleshooting............................................................................................................................... 32
4.1 Software – Messages and solutuins ............................................................................................................................... 32
4.2 Hardware – Messages and solutions .............................................................................................................................. 32
4.3 Replacing the batteries of the lock ................................................................................................................................ 33
4.4 Replacing a complete Hotek 2900 Lock ......................................................................................................................... 34
4.5 (Re)Programming the Hotek 2900 lock .......................................................................................................................... 36
4.6 Connecting a Wallreader................................................................................................................................................ 37
4.7 Re-installing the software .............................................................................................................................................. 38
5. Hotek Contact Details .................................................................................................................................................. 49
5.1 Service call...................................................................................................................................................................... 49
5.2 General Contact Details ................................................................................................................................................. 50

Hotek 2900 Keycard System – User Manual 2


1. General Information

1.1 Hotek 2900 Keycard


This manual describes the Hotek Keycard System, model 2900. The keycard system uses the Mifare Remote
frequency technology.
The keycard contains a transponder, that can receive and transmit radio signals. It allows a contactless
connection with a lock and encoder.

1.2 Hotek 2900 Software


The Hotek Keycard System is the software that is installed on the computer. All system transactions that are
described in the menu Daily use of the system are based on this software.
The software can be started by double-clicking the following icon on the desktop:

After starting the software the user has to log on to use the system. The following logon screen appears:

The User ID and Password have to be entered. Press OK to enter the software.

1.3 System requirements


The Hotek Keycard System software can be installed one or more computers. Therefore, the following is
needed:
- Operating System: Windows 2000, XP, Vista, 7
- Hard Disk: min. 250mb
- Other requirements: Pentium III processor, equal, or better
Minimum 512mb internal memory
User Account with sufficient rights to install software

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1.4 Hotek 2900 Keycard Encoder
When installed, an encoder is connected to the Keycard System. For each system transaction, the following
keycard encoder is used:

The encoder is connected to the computer using USB connection.

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2. Daily use of the Hotek 2900 Keycard System
Daily use of the Hotek 2900 Keycard System gives an overview of all the system transactions: how to create,
delete and block guest and staff keys.
After logging on using a valid user account, the user gets the following main menu:

The keycard software has different parts. Each part can be opened by clicking one of the big buttons in the
menu bar on top:

The following chapters give an overview of the different types of keys that can be made.
Depending on the authorization of your user account, some of the keys can or cannot be created.

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2.1 Guest Keys

2.1.1 How to create a guest key


A guest key is made based on one or multiple rooms. Creating guest keys always starts from the button Guest
in the main menu:

After clicking the button, the following menu to create guest keys appears:

Take the following steps to create a guest key:


o Holder Name: Insert the guest/user name. The field cannot be empty. ID No. can be used for a
(reservation) number, this can be blank.
o Common Door: Each guest key is made for one or more guest rooms and one or more optional
(common) doors. Check the common doors the guest should be able to enter.
o Parameter: Insert the room number. The room number has to be inserted in 4 digits (example: 0101).
Using the button gives an overview of all the available room numbers. Multiple room numbers can be
separated: 0101,0102.
o Day(s): The key can be made for multiple days. Change the amount of days to the desired check out
date.
o Check-out Time: Check-out time is the final time the key works. It can be changed.
o Click OK to create the key.

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When pressing the button next to the room number:

the following screen appears:

Select the room numbers and press [Select] to add them to a key. Click [OK] to go back to the guest menu.

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2.1.2 Creating a second guest key / Blocking a guest key
When a valid card is available for a room, the keycard system gives the following message to notify the user a
key has been made before:

o By choosing [Duplicate] or [Add Key] an extra key can be made for the room, without blocking the
existing key.
o By selecting [New Key] a complete new key will be made. As soon as the new key is used on the
lock(s), the existing keys are blocked.

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2.1.3 Modifying and erasing a guest key
From the moment the guest key has passed its checkout date and time, it does not work anymore on the
lock(s). But, the key still contains information.
Press the button [Read]:

The following screen appears:

o By using the button [Erase] the can be erased.


o By changing information and pressing the button [Modify], the changed information can be written on
the key.

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2.2 Staff Keys
There are several different types of staff keys. For each staff key, it’s functionality is described. Also you can
take a look at the way how to create it.
Press [Staff] in the main menu:

The following screen appears:

For each type of Staff Key, the following functions are the same:
o Open Deadbolt: when checked, the key is allowed to overrule the “Privacy Function”.
o Meeting Status Function: when checked, the key can be used together with a Meeting Card to set the
lock in stand-open mode.
o Time Controls:
o None: no end date or time
o Valid Date: end date only
o Valid Date + Time Zone: end date and daily work hours
o Week + Time Zone: end date, work days and daily work hours

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2.2.1 Creating a Master Card
The Master Card is valid for all locks in the Keycard System. At Card Type select Master Card. The following
screen appears:

o At Holder Name insert the user name. ID No. Can be empty.


o At Cards select the amount of keys that will be made for that user
o At Functions select the different key functions:
o Open Deadbolt: overruling guest privacy function
o Meeting Status Function: when selected the key can be used together with a Meeting card for
stand open function
o Time Controls: selection of end/time validation.
o Click [Issue] to write the key.

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2.2.2 Creating a Floor Card
The Floor Card can be made for a certain part of the hotel. Floors are based on the actual floors in the building.
At Card Type select Floor Card.

o At Holder Name insert the user name. ID No. Can be empty.


o At Cards select the amount of keys that will be made for that user
o At Functions select the different key functions:
o Open Deadbolt: overruling guest privacy function
o Meeting Status Function: when selected the key can be used together with a Meeting card for
stand open function
o Time Controls: selection of end/time validation.
o At Parameter, select the Floor where the key should work.
o At Common Door, select optional doors.
o Click [Issue] to write the key.

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2.2.3 Creating a HSKP Card
HSKP means Housekeeping. The key can be made according to a pre-made setting of the rooms.
At Card Type select HSKP Card:

o At Holder Name insert the user name. ID No. Can be empty.


o At Cards select the amount of keys that will be made for that user
o At Functions select the different key functions:
o Open Deadbolt: overruling guest privacy function
o Meeting Status Function: when selected the key can be used together with a Meeting card for
stand open function
o Time Controls: selection of end/time validation.
o At Parameter, select the HSKP Zone where the key should work.
o At Common Door, select optional doors.
o Click [Issue] to write the key.

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2.2.4 Creating a Staff Card
The Staff Card is exactly the same type of key as a Floor Card.
At Card Type select Staff Card:

o At Holder Name insert the user name. ID No. Can be empty.


o At Cards select the amount of keys that will be made for that user
o At Functions select the different key functions:
o Open Deadbolt: overruling guest privacy function
o Meeting Status Function: when selected the key can be used together with a Meeting card for
stand open function
o Time Controls: selection of end/time validation.
o At Parameter, select the Floor where the key should work.
o At Common Door, select optional doors.
o Click [Issue] to write the key.

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2.2.5 Creating a Spare Card
The Spare Card can be used as an extra guest key in case of power or system failure.
At Card Type select Spare Card:

o At Holder Name insert the user name. ID No can be empty.


o At Parameter select one or more guest rooms
o At Common Door select optional doors.
o Click [Issue] to create the key

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2.2.6 Blocking a Staff Key
Blocking a Staff Key can be done from menu part Lost. Press button Lost in the main menu:

The screen shows the different types of keys that have been made in the past:

When a key is lost take the following steps:


o Select one of the staff keys in the overview
o Press button Lost, the following message appears:

o Click Yes, and then OK.


o Create or modify the Setting card according the steps as in part 3.2.3.
o Use the Setting Card and a new made Master/Floor/HSKP/Staff on the locks.
o Renew all of the keys of the same type (for example Floor Key for Floor 1).
Attention: When a certain key is lost, all keys of the same type have to be modified. Example: all of the HSKP
keys for the HSKP Zone “Hotelrooms”.

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2.3 Other Key types
In menu part Setting different types of programming keys are available.
Press the button Setting to open the menu.

2.3.1 The System Card


The System Card saves the license code in the lock.
Select System Card at Card Type:

Insert a name at Holder. Click Issue. The key is made.


Attention: When the installation is done, the System Card is already available in the systembook. In that case
the message “The System Card is existing” appears.

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2.3.2 The Setting Card
The Setting Card is used to program updates of Staff Keys in the lock. When a staff key is deleted from the
system, the setting card can be used to update this in the lock.
Click Setting Card at the Card Type:

At Holder insert a name. Click Issue. The key is made.


Attention: When the installation is done, the Setting Card is already available in the systembook. In that case
the message “The Setting Card is existing” appears.
The you can take your existing Setting Card: put it on the encoder and click Read. Than click Modify.

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2.3.3 Setting of the room number using a Parameter Card
The setting of the lock regarding Floor Zone, HSKP Zone and Room Number is set in the lock using a Parameter
Card.
At Card Type select Parameter Card:

o At Holder Name insert the user name.


o At Parameter select the room(s) you want to reprogram using the Parameter Card
o Click Issue to create the key(s).
o When the Parameter Card is used on a lock, the lock’s information changes.

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2.3.4 Setting of Date and Time using a Clock Card
Each lock as a clock. This clock is used to compare the key information with the actual date and time. Based on
the comparison, a user access is granted or not.
At Card Type choose Clock Card:

o At Holder insert the user name.


o At Parameter choose the date and time of use.
o Click Issue to create the key.

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2.3.5 Blocking a room using the Inhibit Card
The Inhibit Card can be used in case that the (guest)room should be blocked for use. When the key has been
used, only the Master Card, Emergency Card and mechanical emergency key can be used on the lock.
At Card Type select Inhibit Card. Enter a Holder Name and click Issue to create the key.
Use a valid Floor Card followed by the Inhibit Card to block the lock. Use the Inhibit card again on the lock to
unblock the lock.

2.3.6 Creating a Meeting Card for stand open


The Meeting Card can be used in combination with an authorized staff key to give the lock Stand Open
function.
Select Meeting Card and click Issue to create the key.
On a lock, use a Staff Key with Meeting function to open the lock. Before using the handle, use the Meeting
Card, the lock remains opened.
To reset the lock, use the Meeting Card for the second time.

2.3.7 Creating an Emergency Card for evacuation


The Emergency Card can be used in case of an evacuation.
At Card Type, select Emergency Card. Click Issue to create the key.
When the Emergency Card is used, the lock opens and remains opened. Also the alarm is activated.
Use the key for the second time to reset the lock in normal state.

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2.3.8 Using an Erase Card to block a guest
The Erase Card can be used to Block a guest key for use.
At Card Type select Erase Card. The following menu appears:

At Parameter select the room or room key.


Click Issue to create the Erase Card.
Use it on the lock to Block that guest key.

2.3.9 Readout a lock using the Query Card


In the system book there is a special readout card. It is marked with “Readout Card” or “Uitleeskaart”.
Before the key can be used on a lock, put it on the encoder. Select Query Card at card type. Click Issue to create
the key. The other steps are described in part 3.2, “Readout of a Lock”.

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2.4 Readout, Modify or Erase a key using the Read Button
All of the keycards that are made can be readout using the [Read] button.
After clicking the Read button:

Put a key on the encoder and the key information is shown:

If you have the rights to change the key information, you can change it in the menu.
Using the button Modify, you can save the changes.
Using the button Erase, the key is deleted.

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3. Extended system functions
Besides creating and reading out keys, there are many other possibilities in the Hotek 2900 Software. This
chapter contains the extended system functions of the software.

3.1 Creating / Modifying / Deleting users


As system administrator of the Hotek 2900 Keycard System you can create your own user accounts for the
keycard software. For each account you can insert which system functions are available and which keys are
available to create.
Click menu part System and Users. Menu User Management appears:

 Click Add, the following menu appears:

Insert the user information and click Next. The following menu appears:

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Insert the password (twice) and click [Next]:

Choose the user type. Click [Next]

Insert the read and write-rights for each card type. Then click [Finish].

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3.2 Readout a lock
In the system book there is a readoutkey. Using the readout key, the memory of the lock can be readout to see
who has entered the room.
o In menu part Setting select Query Card. Click Issue to reset the readout card.
o Take the readout card to the lock. The lock gives a beep signal twice: one at the start of the procedure
and one at the end.
o Take the readout card to the computer and readout using the Query button in the main menu:

o The information is read of the key. The following screen with opening information is shown:

o On top of the menu the date of the opening scan be selected. Using button Report a printout can be
made. Using the button Excel a document can be created in Microsoft Excel.

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3.3 Changing System Settings
Click System in the grey menubar. Then click System Parameters. The following menu appears:

General:
 Hotel Name
 Checkout Time: standard checkout time
 Net Port: port number used on the network
 Default day: standard amount of days
 Encoder Port: COM/USB-poort of the encoder

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Card:
 Holder Must be Input: Yes or No
 ID No. Must be Input: Yes or No
 Allow Add Key Function: Yes or No
 Allow Duplicate Key Function: Yes or No
 Group card only select empty room: shows only empty rooms
 Auto Erase Guest Card when overdue: automatically erases invalid guest keys
 Allows to change card functions when issued: allows to change functions when creating staff keys

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Functions:
o Open Deadbolt: standard for each key type if it can overrule the privacy
o Meeting Status function: standard possibility of each key to use it in combination with Meeting card
o Time Controls: standard settings of validation for each key type
o None: no end date/end time
o Valid Date: end date only
o Valid Date + Time Zone: end date and daily work hours
o Week + Time Zone: end date, daily work hours and work days

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Other:
 “… Times invalid entry, lock account”: when selected, after the amount of tries the account is blocked
 Min Length of PIN: minimal amount of characters for the user password
 Delete card info: deletes the info of guest keys after a certain amount of days
 Delete log: deleting the log after amount of days.
 Opening record save: inserting the maximum amount of Query history

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3.4 Changing the password of your user account
Each separate user can change his own password. Click System:

Then click Change Password. The following screen appears:

o Password Insert the current password


o New Password Insert the new password
o Confirm Password Insert the new password again

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4. Maintenance and Troubleshooting
The part maintenance and troubleshootings gives descriptions of common problems.

4.1 Software – Messages and solutuins


When starting the software:
Message Problem Solution
Please Set System Parameters Database is empty, corrupt or Build the database
overwritten

When creating a keycard:


Message Problem Solution
Communication Error! The encoder cannot be found in the Check the cables and encoder settings
software (System Parameters)

No Card! There is no key on the encoder Put a key on the encoder

Please Input Room No. There is no room number information Insert the room number

Please Input Holder There is no information at Holder Insert a Holder Name

Read/Write Error The key on the encoder cannot be Take another key
written

4.2 Hardware – Messages and solutions

Blue – Lock opens and locks after some seconds The lock responds normally

Red – Lock does not open The lock does not accept the key: the card is invalid for
that lock.
The lock is not programmed correctly. Reprogram the lock.

Blue and Alarm signal – Lock opens The lock accepts the key, but the battery level is low.
Replace the batteries.

Red blinking light The lock is locked from the inside. The privacy function is
activated.
The lock is locked from the inside. The lock only accepts
keys that have “Unlock Deadbolt” activated.

Blue blinking light The lock does not have any or incorrect date/time. Use a
Clock card.

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4.3 Replacing the batteries of the lock
To reach the external battery box the battery cap has to be released.

o Use a cross-screwdriver to release the battery cap


o The battery box can be released to replace all 4 batteries, model AA, 1,5v.

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4.4 Replacing a complete Hotek 2900 Lock
Take off the Business Line lock:
o Take off the batterycap on the back side using allen key size 4mm

o Take off the battery box and disconnect the 2 connectors


o Take out the 4 screws on the corners of the backside of the lock. Attention: front- and backside of the
lock are released
o Take out the spindles on front and backside
o Take out the 2 screws on the head side of the door. Take off the plate
o Release the now visible small screw. Then turn the cylinder to the left until it is released.
o Take out the fixation screws holding the lock case and take out the lock case.
Installing the Business Line lock:
o Take the lockcase out of the box and take out the cylinder by turning it to the left.
o Insert the lockcase in the door. Take care with the cables. Fix with the 2 screws.
o Turn in the cylinder and make shure that the cylinder is pointing like in this example:

o Fix the Small screw on the front side of the door. Check if the cylinder is fixed.
o Install the metal plate on the lockcase and fix with the 2 small screws.
o Install the spindles on front and backside of the lockcase.
o Install the longer and smaller spindle on the inside of the door. Insert the longest part in the lockcase.
o Install the card reader on the front side and connect the cables..
o Then install the backside of the lock and fix it with the 4 screws.
o Make shure that all cables are well in the holes and if necessary, install the battery cap.

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Hotek 2900 Keycard System – User Manual 35
4.5 (Re)Programming the Hotek 2900 lock
To reprogram the lock, the following keys are needed from the system book:
System Card
Parameter Card To program the room number
Clock Card To program date and time

o Program the Parameter card based on the room number (see 2.3.3 for detailed explanation Parameter
Card)
o Program the Clock Card (see 2.3.4 to program the Clock card.)

Programming Steps:
1. Take the programming keys to the lock.
2. Use the System. Two responds are possible
 Blue light and alarm beep: Lock is reset,
 Blue light and normal beep: System ID is accepted
3. Use the Parameter Card. The lock gives a normal beep and blue light.
4. Use the Clock Card.
5. Test the lock using a valid key.

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4.6 Connecting a Wallreader
In case of special installations, a seperate wallreader can be used to send out a pulse for opening a sliding door
or automatic door opener.
For installing a wallreader, a 12v power supply or the possibility to connect a 12v power supply is needed.

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4.7 Re-installing the software
Using the supplied software CD or USB device, it is possible to reinstall the software on another computer.
Therefore, the existing database is needed from the old computer.
This part describes the steps to be taken for reinstalling the software.
Existing Computer
On the existing ‘Hotek Server’ the Microsoft SQL Server is installed. This program runs in the background to run
the database.
 Go to Start  All Programs  Microsoft SQL Server 2005  Configuration Tools  SQL Server
Configuration Manager

 Click with the right mouse button on “SQL Server” and then “Stop”

 Go to the following path in Windows Explorer:


C:\Program Files\Microsoft SQL Server\MSSQL.1\MSSQL\Data

 Copy the files “Lock_Mifare.mdf” and “Lock_Mifare_Log.LDF” to another network location or USB
device.
 Restart the SQL Server to use the old computer again.

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New Computer
 Open the software CD-ROM or USB device. The following files are available:
- 1. SQL Install
- 2. Program Install
- Drivers
- Overige
Open the folder “1. SQL Install”
 If the installer asks for the “Microsoft .Net Framework 2.0” to be installed, the installer is available in
the folder. In that case, use ‘dotnetfx.exe’. This is not needed from Vista onwards.
 Open the file “SQLEXPRSP3.EXE”

Click “I Accept the licensing terms and conditions” and then [Next]

Wait until the installation files are loaded and click [Next]. The following screen appears:

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Click [Next]. The following screen appears:

When the configuration check is finished, click [Next]. The following screen appears:

Turn the option “Hide advanced configuration options” off. Click [Next]. The following screen appears:

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Select “Entire feature will be installed on local hard drive” for all parts. Click [Next]. The following
screen appears:

Select “Default Instance” and click [Next]. The following screen appears:

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Click [Next]. The following screen appears:

Click [Next]. The following screen appears:

Click [Next]. The following screen appears:

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Click [Install]. The following screen appears:

The installation may take a few minutes.

Click [Next]. The following screen appears:

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The installation is finished. Click [Finish].
 Open folder “2. Program Install” and the file “Hotek Lock System Classic V9.3.msi”

Click [Next]

Click [Next].

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When desired, change the installation path and click [Next]

Click [Install]

Click [Finish]
 Start the software via the start menu:

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At SQL Server, insert the computer name and click [Next]

Insert the “SA” password and click [Next]

Click [OK]. The screen for the license code appears:

Click [Exit]

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 Go to Start  All Programs  Microsoft SQL Server 2005  Configuration Tools  SQL Server
Configuration Manager

 Click with the right mouse button on “SQL Server” and then “Stop”

 Go to the following path in Windows Explorer:


C:\Program Files\Microsoft SQL Server\MSSQL.1\MSSQL\Data

 Paste the files “Lock_Mifare.mdf” and “Lock_Mifare_Log.LDF”.


 Restart the SQL Server.
 Start the Hotek Software in the start menu:

 Log on using the known user details


 In the main menu go to System  Parameter:

The following screen appears:

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Connect the encoder. When asked, install the drivers that can be found in the folder “Drivers”.
Change “Encoder Port” to “USB”. Click [OK].
 The software is ready to use.

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5. Hotek Contact Details

5.1 Service call


For a service call it is possible to use the service mode on the website.
 Go to our website www.hotek.nl:

 Go to “Customer Service”:

 Select “Reporting a malfunction outside office hours” to log on.

 Insert your contact details and click “Inloggen”.

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 Insert the name, telephone number and message. Press “Meld Storing” to send the message.
 The message will be processed by the system. You will receive contact by our service department
within 15 minutes.

5.2 General Contact Details


For general questions or information you can call our Head Office in Oud Gastel, The Netherlands, during office
hours.
Hotek Security
Munnikenheiweg 27
4879 NE Etten-Leur
HOLLAND
Tel. +31 (0)76 502 47 50
Fax +31 (0)76 502 47 60
www.hotek.nl
info@hotek.nl

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