Vostio Online

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1. Introduction

With a Vostio system set up for online communication via Zigbee, the locks can both send and receive information.

• For general information about Vostio and features which do not require that the system is set up for online, see Setup and user guide Vostio.
• For mounting of Zigbee end device on a lock, see 1.

2. Prerequisites

• The Vostio system must be prepared for online use (requires a subscription for Vostio Online). If room move/extension of stay is applicable, this also requires setup according to 2.
• Doors of all types (Guest, Elevator etc) which are set up for online use must belong a door template where the radio button ‘Enabled’ is chosen at Online door.
• Make sure to have the latest version of Vostio Service Tool; available on Google Play.

For information about the below items, see 3:

• Supported browsers for Vostio Web Portal
• Supported RFID cards/tags
• Lock models and LCU versions
• BLE modules
• Android phone models for which Vostio Service Tool is tested and approved

Note: Vostio Service Tool may work on other Android phones as well, with general requirements as below:

• The phone has one of the three latest major Android versions.
  
• USB On-The-Go is enabled on the phone.

Internet speed
For Vostio Web Portal, a 10Mbit/s continuous internet connection is recommended.

3. View, add, or edit network

3.1 Overall procedure

For general information about the Zigbee Gateways page in Vostio Web Portal, see View or edit Zigbee gateways.

1. Mandatory: Each online integration must have a unique client certificate; see Add network for details.
2. Optional: To get a better overview of the gateways which are shown in Vostio Web Portal, gateway groups can be added (where a gateway group e.g. corresponds to a floor). See Add or edit gateway group for details.
3. Mandatory: Commission the gateways and IoT controller(s) in the third-party system; see documentation from the third-party integrator. Once this has been done, the gateways will be displayed in Vostio Web Portal and some gateway information can be added; see View or edit Zigbee gateways for details.
4. Mandatory: Each door which should be online must first be assigned to a gateway (can be done either in Vostio Service Tool or Vostio Web Portal), then be paired with the gateway (must be done via Vostio Service Tool). Either follow steps a1-a2 or b1-b3 below:

a1. In Vostio Service Tool: Assign the door to a gateway by clicking the gateway under Pair to gateway.
a2. In Vostio Service Tool: Wait for the app to indicate a successful connection.
b1. In Vostio Web Portal: Assign the door to a gateway; see Edit or delete gateways.
b2. In Vostio Service Tool: Click Currently assigned gateway; see Perform pairing of lock and gateway.
b3. In Vostio Service Tool: Wait for the app to indicate a successful connection.

3.2 Add network

1. Click the Property settings icon up to the right in Vostio Web Portal.

Figure 1

2. Choose Network in the left menu. Certificate handling in Vostio Web Portal requires that you are an administrator in the Vostio system. Each integration must have a unique client certificate. It is not possible to reuse the same certificate for more than one client connection at a time.

Figure 2

3. On the Network page, choose the Third-party networks tab.

Figure 3

4. Click the Add network button up to the right.
5. In the dialog which is shown, enter a Description and in the Certificate field paste the certificate string which has been provided by the third-party integrator.
6. Click Save.

Figure 4

7. The client ID must be communicated to the third-party integrator. A few additional steps are required in the third-party system (described by the third-party integrator).
8. The network will appear in the list.
   Note: If ‘Disconnected’ is displayed as status for a network, go to the third-party network site page to troubleshoot.

Figure 5

9. To see details for a network, click on it in the list shown in Figure 5. See Figure 6 for an example of network details.

• To edit the network description, click the pencil up to the right in the network details dialog. A dialog as in Figure 7 is shown; make the desired changes and click Save.
• To delete the network, click the dustbin.

Figure 6

Figure 7

10. It is also possible to edit or delete a network from a menu in the list on the network page. Hover over the network; a menu containing Edit and Delete will be shown. If choosing Edit, the dialog as in Figure 7 will be shown.

Figure 8

11. If clicking the dustbin in step 9, or clicking Delete in the menu displayed in Figure 8, a dialog as below will be shown.

Figure 9

3.3 View or edit Zigbee gateways

Once the Zigbee gateways are commissioned, they will appear in Vostio Web Portal under the Zigbee gateways tab of the Network page. By default all gateways are shown, but by using the drop-down lists the gateways can also be sorted on status, number of doors, gateway group and enable join status.

Figure 10

Each gateway has one of the following statuses:

• Disconnected
• Door issues
• OK

The gateway list is by default sorted according to the above bullet list, i.e. disconnected gateways are shown on top of the list. Other sorting can be done by clicking the applicable column header. The number in parentheses after the column heading Status describes how many gateways that are disconnected or have issues.

The number of doors assigned to a gateway is shown in the Doors column. Click the icon to see details about the doors under a gateway. The number in parentheses after the column heading Doors states how many doors that are assigned to gateways which have status ‘OK’.

LQI = link quality index

RSSI = received signal strength indication

Note: At assignment of new locks to a gateway, make sure that LQI is 60 or above. If it is lower: decrease the distance between gateway and lock, and/or reposition the gateway in other ways that increase the LQI.

Figure 11

All operations in the following subsections are performed from the Zigbee gateways tab of the Network page.

3.3.1 Add or edit gateway group

To get a better overview of the gateways which are shown in Vostio Web Portal, gateway groups can be added (where a gateway group e.g. corresponds to a floor).

1. Click the Edit gateway groups icon.

Figure 12

2. In the Edit gateway groups dialog, click Add gateway group; enter a suitable name and click Save.
3. To delete a gateway group, click the dustbin next to the group.

Figure 13

3.3.2 View gateway details

1. Click the applicable blue gateway name in the list (see Figure 10). A dialog with more information will be shown.
   Note: Doors which are assigned under a gateway in Vostio Web Portal, i.e. are shown under Connected doors in the Gateway details dialog, must also be paired to the gateway via Vostio Service Tool to get online. The assignment to a gateway can also be done directly in Vostio Service Tool; the pairing will then be performed automatically. See Perform pairing of lock and gateway for more information.

Figure 14

3.3.3 Edit or delete gateways

1. Mark the checkboxes to the left for one or more gateways.

Figure 15

2. Click the applicable icon up to the right and fulfill the operation in any following dialog.
   

Edit several gateways:

1. If several gateways are marked, the only available editing operation is moving the gateways to another gateway group. Choose the applicable group and click Save.

Figure 16

Edit single gateway:

1. The fields Name, Description, Group and Connected doors are editable as in Figure 17. The Connected doors are assigned to a gateway, but note that they must also be paired to the gateway via Vostio Service Tool to get online; see Perform pairing of lock and gateway for more information.The assignment to a gateway can also be done directly in Vostio Service Tool; the pairing will then be performed automatically.
2. Make the desired changes and click Save. To delete the gateway, click the dustbin.

Figure 17

There is also a gateway menu available, with the same choices as in the top menu. Hover over a gateway in the list to view the menu button. Click the button to see the alternatives Edit, Delete and either Enable join or Disable join (depending on the joining status for the gateway).

Figure 18

3.3.4 Ping, move, or disconnect doors

1. Expand the applicable gateway by clicking the arrow icon in front of the gateway.
2. Mark the checkboxes for the applicable door(s) under the gateway.
3. Click the applicable icon up to the right and fulfill the operation in any following dialog.

Figure 19

There is also a door menu available, with the same choices as in the top menu. Hover over a door in the list to view the menu button. Click the button to see the alternatives Ping, Move and Disconnect.

Figure 20

4. Perform pairing of lock and gateway

1. Sign in to Vostio Service Tool; this requires that you are a Vostio Service Tool user in the Vostio system. Enter your username and password, or if SSO login is applicable click ‘Sign in with single sign-on’.
2. Connect the service cable to the Android phone first, then the other cable end to the service connector at the lock.
3. Click Settings at the bottom of the Vostio Service Tool screen, and then under Support choose Help. Under How to, click the help section Connect lock to cloud.
4. Follow the steps described at Connect lock to cloud. If the lock has already been assigned to a gateway in Vostio Web Portal, or at a previous pairing attempt in Vostio Service Tool, the chosen gateway will be highlighted at Currently assigned gateway on the Pair to gateway screen.
5. After choosing the gateway to which the lock should pair (either the Currently assigned gateway or another gateway in the list displayed in Vostio Service Tool), a list of gateways that are already scanning (if any) will be shown. Follow the instruction on the screen.

4.1 Move lock from one gateway to another

1. Move the lock in Vostio Service Tool by clicking the new gateway in the Pair to gateway screen. OR
2. Move the lock in Vostio Web Portal according to Ping, move, or disconnect doors.
3. Wait for Vostio Service Tool to indicate a successful connection.

5. Perform cancellation of keys

5.1 Cancel staff keys

In Vostio online doors, staff keys can be cancelled from the reception without the need to go out to the doors.

1. Choose Staff in the left part of the Vostio Web Portal window.
2. Mark the applicable staff member in the list.
3. Click the applicable key on the Staff member page.

Figure 21

4. A Staff key page for that key will be shown. At the bottom of the page, all doors where the staff key has access are shown.

Figure 22

5. Click the Cancel access button down to the right on the Staff key page; a dialog as in Figure 23 will be shown.
6. If applicable, mark the checkbox ‘Create cancel card’ (this is needed if the key should be cancelled in any disconnected or offline doors).
7. Click Cancel access.

Figure 23

8. The Doors section of the Staff key page will show the cancel status for each door; see example in Figure 24. If any door for a key requires manual cancellation, the cancel status for that key will be ‘Manual cancellation needed’. The status will also be reflected on the Staff member page (Figure 21).

Figure 24

9. When the cancellation is done, the Cancel status column will state ‘Cancelled’.

Figure 25

5.2 Cancel guest keys

In Vostio online doors, guest keys can be cancelled from the reception without the need to go out to the doors. This is done in the guest room view.

1. Enter the applicable guest room number in the search field on top of Vostio Web Portal.

Figure 26

2. A guest room page will be shown; click Cancel keys. In the below example, there is only one active guest key for the room. If there are several active guest keys for the room, all will be cancelled.
   Note: If there are several active guest keys for a room, but the access differs for the keys, the online cancellation process is not supported. Example: All family members have access to the children’s room, but the parents also have access to the parents’ room. In this scenario, online cancellation of guest keys from the children’s room cannot be done.

Figure 27

3. A dialog Cancel all access for keys is shown; click Yes.

Figure 28

4. Click Refresh under Active guest keys; if the guest key only had access to the online guest room, the status of the guest key will now be ‘Cancelled’. If the guest key also had access to one or more offline or disconnected rooms (e.g. a common room which has not been set up as online), the status will instead be ‘Manual cancellation needed’. Click on the key under Active guest keys to see details about additional access. For offline or disconnected guest doors, override by a new guest key must be done. For common doors, present a cancel key (not yet implemented July 2025) at each offline or disconnected common door where the guest key has access.

Figure 29

6. Perform room move or extension of stay

The following operations can be performed without the guest needing to go to the reception for an update of the guest key:

• Room move (e.g. due to insufficient cleaning of the first room)
• Extension of stay

Notes:

• Room move/extension of stay are not applicable for mobile keys or for MIFARE Plus cards/tags.
• Room move/extension of stay are at this point (July 2025) not implemented for the guest access concept.
• Only one room at a time can be moved.
  Example: It is possible to move all guests from room 101 to 104, but not from rooms 101 and 102 to rooms 104 and 105.

If a guest calls the reception and informs that he/she wants to move to another room and/or extend the stay, the reception should perform the steps below:

1. In the search field on top of the portal, enter the room number for the existing room.

Figure 30

2. A room view is shown; click the Edit card keys button.

Figure 31

3. An Edit dialog is shown.

Figure 32

Move guest room: If the guest(s) in a room should be moved to another room, enter the new room number or choose the applicable new guest room in the drop-down list. Note that the move will affect all active guest keys for the guest room.

Change validity: The current Valid to date and Valid to time are pre-filled; choose the new date and/or time. If there are several guest keys for the room but with different Valid to date, the fields will be empty from the start. Note that the extended validity will affect all active guest keys for the guest room.

4. Once all desired changes have been done, click Continue.
5. After refreshing the room view, the status will be ‘Needs update’.
6. When the guest presents the key(s) at his/her guest room lock, the key(s) will immediately be updated with new access and/or validity without the guest needing to go to the reception. Note that for room move, the key(s) should be presented at the new guest room lock for the move to take effect.

Figure 33

7. Perform troubleshooting

Verify connection between gateway and Zigbee end device
Verify that correct Zigbee end device is used
View lock events
Date and time filters
View alerts
View battery level and connectivity
Disconnect lock and connect it again
Troubleshoot firmware upgrade failure
View logs for RS485 gateway V2

7.1 Verify connection between gateway and Zigbee end device

If there are connection problems between a third-party gateway and a Zigbee end device, discuss with your third-party provider.

7.2 Verify that correct Zigbee end device is used

Note that the Zigbee end device for Vostio looks different than the one used for Visionline.

Vostio:

There is no connector on the left side.

Figure 34

Visionline:

There is a connector on the left side.

Figure 35

7.3 View lock events

By choosing Lock events in the left part of the Vostio Web Portal window, a live stream of lock events for online doors will be displayed. Filters for doors, events, door types and UUIDs are available; see Figure 36. The UUID filter is e.g. useful when tracking events for a door that has changed name.

• Default for the Lock events page is that all events are shown, i.e. no filter is chosen.
• Lock events can be managed by staff members who have the role administrator in Vostio Web Portal.
• If a door is deleted from the system after an event for the door was created, the door will be marked by ‘Deleted’. Information about the time of deletion is shown if clicking the icon at that door.
• If the network is unstable or if a factory reset has been done, the timestamp will be grayed out and the reason will be displayed if clicking the icon at the timestamp.

Figure 36

7.4 Date and time filters

The events can be filtered on time, if desired in combination with the other filters mentioned previously in View lock events.

Figure 37

1. If clicking in the field From date or To date, a calendar will be shown. Mark the applicable date in each of these fields.
2. If clicking in the field From time or To time (grayed out until something has been chosen in the corresponding field From date or To date), a drop-down list with times will be shown. Mark the applicable time in each of these fields.

Figure 38

Figure 39

7.5 View alerts

1. Alerts for online doors that are ajar and for low batteries in online locks are shown under Alerts.

Figure 40

2. Expand to see the number of alerts in the following categories:

• Door ajar
• Lock batteries: critical
• Lock batteries: warning

Figure 41

7.5.1 View door ajar alerts

If expanding the Door ajar section, door name and information about how long the door has been ajar will be shown. The alert is automatically cleared when the door is closed. Door ajar alerts can also be cleared manually, using Clear/Clear all.

Figure 42

7.5.2 View battery alerts

• A battery alert of type warning is triggered when the battery level is in the range 3.3V-3.5V.
• A battery alert of type critical is triggered when the battery level is below 3.3V.

If expanding a section, the affected doors will be displayed; see examples below. Note that it is not possible to clear battery alerts.

Figure 43

Figure 44

7.5.3 Modify alert settings

1. Click the Property settings icon up to the right in Vostio Web Portal (requires that you are an administrator in the Vostio system).

Figure 45

2. In the left menu, click Settings.

Figure 46

3. Choose the Alerts tab; Figure 47 shows the default settings. If applicable, make modifications to the radio button settings.
4. If one or more doors should be excluded from alerts, expand the Select doors field and mark the doors to exclude; see example in Figure 48.
5. The chosen doors will appear under Doors excluded from alerts as in the example in Figure 49. If a door should later trigger alerts again, click the icon up to the right of the door.

Figure 47

Figure 48

Figure 49

6. If one or more staff members should be notified by email when an alert is triggered, expand the Alert Notifications section at the bottom of the page. Click the icon and mark the checkboxes for the applicable email receivers.If needed, use the search field on top to find the receivers in the list.

Figure 50

Figure 51

The chosen staff members will appear under Receivers of alerts. If a staff member should at a later occasion no longer receive alerts, click the icon to the right of the alert receiver.

Figure 52

7.6 View battery level and connectivity

1. Choose Doors in the left portal menu to show the door page.
2. If hovering over a battery icon, information about idle voltage and load voltage is shown.
3. If the Connectivity column (not displayed by default, but this can be modified according to here) displays a warning triangle, hover over the triangle to see more information about the issue.

Figure 53

Figure 54

7.7 Disconnect lock and connect it again

If the pairing of a lock to a gateway (see Perform pairing of lock and gateway) does not work after repeatedly tries:

1. Connect Vostio Service Tool to the lock; first connect the service cable to the Android device, then the other end to the lock.
2. In Vostio Web Portal: Disconnect the lock from the gateway (see Ping, move, or disconnect doors.
3. In third-party system: Delete the lock from the third-party system.
4. In Vostio Service Tool: Configure the lock and wait for the app to indicate a successful connection.
5. In Vostio Web Portal: Verify the connection by pinging the lock.
6. In Vostio Service Tool: Perform the pairing steps 3-5 in Perform pairing of lock and gateway.

7.8 Troubleshoot firmware upgrade failure

• If state for the Zigbee end device is ‘Lost connection’ or ‘Lost connection searching’, disconnect the Zigbee end device from power and connect it again; retry to upgrade the firmware.
• For any other state than above, retry to upgrade the firmware.

References

[1]
Online quick installation guideline Vingcard Classic RFID ANSI (DB)
Online quick installation guideline Vingcard Signature RFID, ANSI (DA)
Online quick installation guideline Vingcard Signature RFID, ANSI (DB)
Online quick installation guideline Vingcard Signature RFID, EURO
Quick installation guideline Vingcard Essence (v2)
Quick installation guideline Vingcard Flex
Quick installation guideline Vingcard Flex tubular

[2] Preparation guide for business units Vostio room move/extension of stay

[3] Knowledge article Vostio compatibility

References 1-3 are available on https://my.vingcard.com.