What is a hotel key card?
A hotel key card is a credit card-sized access and security tool that lets guests into their rooms and other hotel facilities.
Also called a hotel room card, hotel card key or room key card, this technology is the modern version of a hotel room key – more versatile, easier to use, and cheaper to replace.
In this guide we’ll explore all there is to know about key cards for hotels: different hotel room card key systems, how to use key cards in hotels, and why the best hotels are choosing to implement this technology. Table of contents
Why hotels use key cards instead of keys
There are a number of reasons for hotels to implement key card systems instead of traditional, analogue, key systems:
- Enhanced security: Key cards only grant guests access to specific areas of your hotel. And if a key card is lost, you don’t have to change any locks.
- Streamlined operations: Keyless entry simplifies check-in – no more searching through a cabinet full of keys.
- Cost savings: Greater operational efficiency and fewer security issues translate to real cost savings.
- A seamless guest experience: Guests enjoy faster check-in and quick, automated, entry into permitted areas.
- Greater flexibility: You can set up your key cards to grant entry into whatever areas you choose, and can customise settings for individual guests.
What information is stored in a hotel room key card?
Hotel room key cards typically store the following data:
- Room number (or an encrypted reference to it)
- Check-in and check-out dates
- Guest access permissions (e.g. room, gym, pool)
- A unique code linked to the hotel’s security system
It’s important to note that hotel key cards don’t store any personal or confidential information, such as guest details, credit card details or security system information.
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SiteMinder seamlessly connects to all major keyless entry apps and partners, ensuring your hotel can gain maximum value from an upgraded check-in process and security system.
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3 main types of hotel key card systems
Electronic key cards in hotels are powered by three main technologies: magnetic strip, RFID and NFC. Your chosen hotel key card design or type will depend on your specific needs, wants and situation.
1. Magnetic strip hotel key card
The original key card technology, magnetic strip cards work by being swiped through a card reader. The strips can be prone to wear though, and can demagnetise over time. This is also the least secure option, as data can be duplicated with the right hotel key card maker or hotel key card machine.
2. RFID hotel key card
Radio frequency identification (RFID) cards use radio waves to communicate with readers without physical contact, making them a more durable and reliable option. The ability to encrypt data and stop unauthorised duplication also makes RFID a relatively secure option.
3. NFC hotel key card
Near field communication (NFC) is a type of enhanced RFID technology that allows for two-way communication – it’s the technology that allows you to pay for a coffee with a digital wallet. NFC technology is the most secure option, and can do away with key cards altogether, as some systems allow guests to use their own phones as keys.
What is the security on a hotel key card – how can you tell whether your hotel keys are NFC or RFID? There’s no real way to tell which technology a card uses beyond asking the hotel, unless you can use your phone as a key, in which case it’s NFC.
What are the advantages of electronic key cards in hotels?
As mentioned above, by implementing key cards hotels can enhance their security, internal operations, and the guest experience.
Are hotel key cards reused?
Yes, hotel key cards are reused, but the information on the card is generally wiped at checkout and reloaded at check-in. Hotel key card holders can make cards last longer.
Can hotel key cards go in water?
Yes, for the most part hotel key cards are waterproof, and even paper-based hotel key cards can get wet if they’re kept in waterproof hotel key card sleeves.
How long do hotel key cards last?
The lifespan of hotel key cards can vary dramatically, particularly given they’re more likely to be lost than to wear out. RFID and NFC cards last longer than magnetic strip cards, and the use of hotel key card envelopes can extend the life of all card types.
Alexandra Rolton,
Strategic Sales & Key Account Manager
Brady Hotels & Apartments
How do hotel key cards work?
Generally a hotel will encode room number, access permission and date information onto a key card at check-in, using a data system connected to the hotel management software. This information is then erased at check-out
Scale key card systems across multiple properties
If you have multiple properties, you want to ensure that you offer a consistent guest experience, so once you’ve proven the key card system at one site, implement it across all of your properties.
Enhance guest experiences with hotel key cards
Personalise the access that a guest has to on-site amenities. Brand your key cards to maximise your exposure. Use NFC technology to interact with your guests through their phones.
Address operational challenges
A reliance on technology means a reliance on electricity – so what happens when the power goes out? Train your staff on your backup plans in cases of outages and malfunctions.
Balance cost, scalability and sustainability
Consider the following when choosing your preferred key card solution:
- Cost: Consider upfront costs, ongoing costs, and the potential savings that a high-end system could generate.
- Functionality: What system offers all the functionality you need, or you may need in the future? NFC technology could prove a worthwhile investment.
- Scalability: Consider how easy each system is to scale across multiple sites.
- Sustainability: Explore environmentally friendly options like biodegradable and renewable key cards, particularly if your target market is eco-conscious.
Integrate hotel key cards with property management systems
You need to ensure your chosen key card system – whether OpenKey, Wieldy, or any other option – can be integrated into your current hotel tech stack, particularly your PMS.
And in SiteMinder, you have a hotel revenue and distribution platform that integrates seamlessly with the world’s most popular key card systems.
