# How to create rooms and check in guests in Salto Nebula Hospitality > Want to know how to create rooms and check in guests in Salto Nebula Hospitality? Find out here in this short guide. ## Descripción general {#overview} {{% info-panel %}} You must be a manager or an owner to be able to create a room. {{% /info-panel %}} To create a room, go to the **Rooms** section in the main navigation bar. - Select **Create** and enter the name of the room, for example "Room 301". - Once created, you can navigate to the specific room view within your installation. If you have access to multiple rooms, these are listed when you select the **Rooms** section in the main navigation bar. ## Checking in rooms {#checking-in-rooms} Once you've created the room, you can check in guests using the **Check in** button, available both on the room list view and on the room detail page. Checking in sets the room status to **Occupied** and, if desired, enables encoding of key cards for guests. ### Room status {#room-status} Rooms can have the following statuses: - **Vacant**: the room has not been checked in. No guests or keys belong to the room. - **Occupied**: the room has been checked in. Guests and keys are active. ## The check-in form {#check-in-form} The check-in dialog is a single form which you access via the **Check in** button from the rooms list. It contains the following elements. ### Check-in date {#check-in-date} The check-in date is set automatically to today's date and time. It is not editable. ### Stay duration {#stay-duration} Use the nights counter to set the length of the stay. The **Checkout date** and **Checkout time** fields update automatically based on the counter, or you can set them directly. Quick options (**Tomorrow**, **2 nights**, **1 week**) are available to speed up the selection. ### Number of guests {#number-of-guests} Use the guest counter to set the amount of guests checking in. A maximum of 10 guests can be checked in to a single room. Guests are created automatically at check-in and assigned a generated identifier, for example "Guest SZRKJ". Unlike staff users, guests do not have individually assigned names. **Assigning physical keys during check-in** is optional, but enabled by default if you have a connected encoder. Use the **Assign physical keys now** toggle if you want to disable encoding key cards as part of this check-in. If you leave the toggle off, you can encode key cards later from the room detail page. When the toggle is enabled, and an encoder is connected, it will automatically display in the **Encoder** field. You can select different encoders if you have more than one in your installation. ### Access rights {#check-in-access-rights} The access rights section shows the access rights that will apply to all guests in this room. There are two types: - **Room access right**: the access right that gives guests access to the room door. This is set when the room is configured and is required. It can be considered as the default access right for the room. - **Additional access rights**: optional extra access for shared facilities such as the gym, car park, or main entrance. Select **Add additional access right** to add up to 9 additional access rights. A room can have a maximum of 10 access rights in total (1 room access right + 9 additional). ## Encoding key cards {#encoding-key-cards} If the **Assign physical keys now** toggle is enabled, the check-in form transitions to the encoding screen after you select **Check in**. The system encodes one key card per guest. {{% info-panel %}} The number of guests determines the number of key cards encoded. If not every guest needs their own key - for example, a family of four that only needs two cards - set the guest count to match the number of keys required rather than the number of people staying. {{% /info-panel %}} Place an empty key card on the encoder when prompted. A progress indicator shows the amount of keys that have been encoded and the amount that remain. Once all keys are encoded successfully, the screen displays **Keys encoded: Keys are ready for use**. Select **Finish** to complete the check-in. ### Possible encoding errors {#encoding-errors} | Error | Cause | Resolution | | ------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------ | ------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Key not found** | The encoder did not detect a card. | Place the card correctly on the encoder and select **Retry**. | | **Key already in use** | The card contains data belonging to another user. | Select **Overwrite key data** to reuse the card and clear its previous data, or select **Use another key** to present a different card. | | **Overwrite error** | The card's data could not be overwritten. No changes were made and the card remains valid for its previous user. | Select **Retry** to try again, or select **Use another key** to present a different card. | | **Encoder not available** | The encoder is not connected. | Check the encoder connection and select **Retry**. | | **Key encoding failed** | The key was not encoded due to an unexpected error. | Select **Retry** to try again. | ### Encoding keys after check-in {#encoding-after-check-in} If you skipped encoding at check-in, or if a guest needs a replacement card, you can encode cards at any time from the room detail page. The replacement card receives the same access and validity window as the original. {{% warning-panel %}} When a replacement key card is encoded, the previous card is automatically added to the denylist and will be rejected at all access points. At offline locks, the old card may still work briefly until it is next presented at an online access point. {{% /warning-panel %}} ## Creating room access rights {#creating-room-access} Before checking in guests, a room access right must exist for the room. The room access right defines which doors the room key card opens - typically the guest room door itself. You can also create additional access rights for communal areas such as the main entrance, gym, or car park. These are assigned as **additional access rights** during check-in. The room access right is created automatically when you create a room, and is named "[room name] access right" by default. You can edit the access right to change its name and the access points it gives access to at a later stage if required. ## Access points {#access-points} Only users with management roles at the installation level (managers, owners) can create and configure electronic locks and their associated doors. When creating a new electronic lock, use the **Room access points** option in the main **Access points** menu to associate the device with a specific room. One of the main advantages of creating access points at the room level is that when a room is checked out, guests and their keys become invalid, but the access rights and the associated access points that belong to the room remain in place, ready for the next guest. See also the section for installers on [configuring devices using the Salto Nebula app](/nebula/user-guide/installer/configure-devices).