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How LobbyInk works

You print the registration card as usual. The guest signs it on the tablet, and the signed card is stored on this computer.

1. In the PMS, print the registration card and choose the printer LobbyInk Tablet.
2. The card appears full screen on the tablet at the front desk.
3. The guest enters vehicle details, initials the non-smoking policy and signs. A photo is taken while they sign (if turned on).
4. The tablet shows a welcome screen with the room, floor, directions and check-out time.
5. The signed card is saved here. Find it any time under Registration cards.

The top of the Registration cards page always shows which cards are waiting for a signature and how far the guest has got.

Checking in a guest

1. Print the registration card to LobbyInk Tablet. The tablet shows the card within a few seconds.
2. Turn the tablet to the guest. They tap Next to go through each step: vehicle, initials, signature.
3. When they finish, the dashboard plays a short chime and shows Signed.

Useful buttons while a card is waiting

• Resend to tablet: the tablet was asleep or showed the wrong screen.
• Cancel (tap twice): you printed the wrong card. Nothing is saved as signed.

Printing a new card for the same desk replaces the one that is waiting. The old one is kept as Replaced.

Guest wants a different room or cancels

The guest can tap Need a change? on the tablet at any time before signing and choose I'd like a different room, Something on the card is wrong or I need to talk to the front desk.

1. A yellow message appears on the dashboard with the guest's name and reason.
2. Change the room in the PMS.
3. Print a new registration card to LobbyInk Tablet. The message disappears when the new card arrives.

The cancelled card is kept with status Cancelled. Choose Status: All in the search to see it.

Finding a card

Open Registration cards and type in any box. Results update as you type.

• Guest name: any part of the name, for example smith.
• Room: the exact room number.
• Confirmation #: any part of the number.
• Check-out from / to: a date range. Use the quick buttons Checking out today, Checked out yesterday or Last 7 days.

Click a row to open the signed card. On the right you see the guest photo, vehicle, and when and where it was signed. Download PDF saves that one card.

Printing or downloading many cards (hard copy)

Print all signed cards for a range of check-out dates in one go, for example to keep a paper copy for the week.

1. Open Registration cards and click Print or download cards.
2. Choose the first and last check-out date, or tap a quick choice such as Last 7 days.
3. LobbyInk shows how many cards it found.
4. Choose what you want:
   • Open to print: all cards in one document. Click Print and choose your normal office printer.
   • Download one PDF: the same document saved to your computer.
   • Download ZIP: one PDF per card, named by check-out date, room and guest (good for email or a USB stick).

Cards are in order of check-out date, then room number. With Add a list page at the front ticked, the first page lists every card with its page number, which makes a paper binder easy to search.

Up to 1,000 cards at a time (about a week). For a longer period, do one week at a time.

Only signed cards that have a check-out date are included. If a card has no check-out date, open it, type the date in Check-out and click Save details.

A printed or downloaded card is no longer protected by LobbyInk. Keep paper copies locked away and delete downloaded files when you no longer need them.

Fixing guest details on a card

LobbyInk reads the name, room, confirmation number and dates from the printed card. If something is missing or wrong:

1. Click the card in the list.
2. Correct the boxes on the right (dates as YYYY-MM-DD, for example 2026-09-22).
3. Click Save details.

This changes only what you search by. The signed card itself is never changed.

Set up a tablet

Do this once per tablet. It takes about 5 minutes. Any iPad, iPhone or Android tablet works.

1. Wi-Fi: connect the tablet to the same Wi-Fi as the front desk computer (not mobile data).
2. Certificate: on the Tablets page, scan the QR code in step 2 and install the LobbyInk certificate. This lets the tablet use its camera for the guest photo. See iPhone and iPad or Android.
3. Open LobbyInk: scan the QR code in step 3, then add it to the home screen so it opens full screen.
4. Test: print any registration card to LobbyInk Tablet. When the tablet asks to use the camera, tap Allow. Then click Cancel on the dashboard.
5. Lock it so guests can't leave LobbyInk: see Lock the tablet to LobbyInk.

With two front desks, choose which desk the tablet belongs to in This tablet is for before scanning the step 3 QR code.

Install the certificate on iPhone and iPad

Download

1. Open the Camera and scan the step 2 QR code on the Tablets page. Tap the link. It must open in Safari.
2. Tap Allow when asked to download a configuration profile, then Close.

Install

3. Open Settings and tap Profile Downloaded near the top. (Not there? General → VPN & Device Management → LobbyInk Local CA.)
4. Tap Install and enter the passcode.
5. A red warning says Not Verified. That is normal for a certificate made by your own computer. Tap Install, Install, Done.

Turn on trust (often missed)

6. Go to Settings → General → About → Certificate Trust Settings (at the very bottom).
7. Turn LobbyInk Local CA on and tap Continue.

A downloaded profile disappears after about 8 minutes if not installed. Just scan the step 2 QR code again.

Install the certificate on Android

Android needs a screen lock (PIN, pattern or password) before it installs a certificate.

1. Scan the step 2 QR code on the Tablets page and open the link in Chrome. The file LobbyInk.crt downloads.
2. If Android says CA certificates must be installed from Settings, tap OK. That is normal.
3. Open Settings, tap the search bar and type CA certificate. Or go to:
   • Samsung: Security and privacy → More security settings → Install from device storage → CA certificate
   • Pixel and most others: Security & privacy → More security & privacy → Encryption & credentials → Install a certificate → CA certificate
4. Tap Install anyway (the certificate belongs to your own front desk computer), enter your PIN and choose LobbyInk.crt from Downloads.

Lock the tablet to LobbyInk

Stops guests from leaving LobbyInk or opening other apps.

iPad / iPhone: Guided Access

1. Settings → Accessibility → Guided Access: turn it on and set a passcode.
2. Open LobbyInk from the home screen and triple-click the top (or home) button, then tap Start.
3. To exit, triple-click again and enter the passcode.

Android: App pinning

1. Settings → Security → App pinning (Samsung: Security and privacy → More security settings → Pin app): turn it on, with Ask for PIN before unpinning.
2. Open LobbyInk, open the recent apps screen, tap the LobbyInk icon and choose Pin.

Also recommended

• Keep the screen on: iPad Settings → Display & Brightness → Auto-Lock → Never; Android Display → Screen timeout set to the longest.
• Keep the tablet on its charger.
• Turn on Do Not Disturb so no messages pop up in front of guests.

Remove the certificate

For example after testing on a personal phone. On the front desk tablet, leave it installed.

• iPhone / iPad: Settings → General → VPN & Device Management → LobbyInk Local CA → Remove Profile.
• Samsung: Settings → Security and privacy → More security settings → View security certificates → User → LobbyInk Local CA → Remove.
• Pixel and others: Settings → Security & privacy → More security & privacy → Encryption & credentials → Trusted credentials → User → LobbyInk Local CA → Remove.

The certificate only works for your hotel's local network addresses. A phone never uses it for banks, email or other websites.

Backups to a USB drive or NAS

A second copy of every card on another drive, so nothing is lost if this computer fails.

1. Plug in a USB drive or connect your NAS (network drive).
2. Go to Settings → Storage. Click the drive, or Choose folder…, then Use this location.
3. The badge turns green: Backup on.

LobbyInk creates a folder called LobbyInk Backup on that drive and copies every new card into it within a minute. Nothing else to do: keep the drive plugged in or the NAS switched on.

The backup is encrypted. A lost or stolen drive can't be read without your recovery key.

If the badge says Backup drive missing, plug the drive back in. LobbyInk catches up automatically.

Size: about 0.85 MB per card. At 120 cards a day, 5 years is about 185 GB. A 500 GB or 1 TB drive is plenty.

Recovery key

A 64-character code that unlocks your cards on a different computer. Think of it as the spare key to a safe.

1. Go to Settings → Recovery key → Show recovery key.
2. Write it on paper or save it in a password manager.
3. Keep it away from this computer (office safe, owner's password manager). It never changes.

Without the key, nobody can open the cards on a new computer, not even the maker of LobbyInk.

Restore cards on a new computer

You need the backup drive (the one with the LobbyInk Backup folder) and the recovery key.

1. Install LobbyInk on the new computer and set up the printer as usual.
2. Plug in the backup drive or connect to the NAS.
3. Go to Settings → Storage → Restore cards from a backup.
4. Click the drive (or Choose folder…) and click Check this backup. LobbyInk shows how many cards it found and their dates.
5. Type or paste the recovery key and click Restore.
6. If LobbyInk asks, close it and open it again: right-click the LobbyInk icon near the clock → Quit LobbyInk, then open LobbyInk from the desktop.

Cards already on the computer are kept; restoring twice does not create duplicates.

Restore on a fresh installation, before signing new cards on the new computer. Then set the backup location again.

How long cards are kept

Cards are kept for 5 years after the guest's check-out date, then deleted automatically from this computer and the backup. This runs once a day.

To change it: Settings → Storage → Keep cards for. Print or download cards first if you need to keep some longer.

A second front desk computer

One computer (the main one) keeps all cards. A second front desk sends its printed cards to it.

1. Install LobbyInk on the second computer.
2. On the main computer: Settings → Computers & tablets → Add a computer. Note the address and 6-digit code.
3. On the second computer: right-click the LobbyInk icon near the clock → This computer (second front desk), enter the address and code, and click Connect.
4. Pair a tablet for that desk: on the Tablets page choose This tablet is for: Front Desk 2.

Both desks can have a card waiting at the same time. If one desk's tablet is off, its card goes to the other tablet.

Updates

LobbyInk checks for a new version once a day. When Settings → Updates shows Update available, click Install update. It takes about a minute and LobbyInk opens again by itself.

Your cards stay. Cards live in the LobbyInk data folder on the computer, which updates and reinstalls never touch.

Updates are digitally signed, so only genuine LobbyInk updates are installed.

Troubleshooting

Questions

Can I still see old cards after an update?

Yes. Updates never touch the cards.

Can I see my cards if I uninstall and reinstall LobbyInk?

Yes, on the same computer. Uninstalling leaves the LobbyInk data folder on the computer in place.

Can someone read the cards if they copy the LobbyInk folder?

No. Cards are encrypted and only open on this computer, or with the recovery key.

Does the tablet keep a copy of the cards?

No. The tablet only shows the card while the guest signs. Everything is stored on the front desk computer.

Does LobbyInk need the internet?

No. It works on the hotel's own network. The internet is only used to check for updates.