Lock Orchestrator
What happens between a booking and a working code.
"Automated" is only worth paying for if you'd trust it with a 3 a.m. arrival. Here is every step a guest code goes through, what happens when a step fails, and exactly when you hear about it.
Five steps to prepare guest access.
Sync
Your calendar is read every 15 minutes. New bookings, date changes and cancellations are picked up on the next read.
Choose a PIN
Last 4 digits of the guest's phone when the feed has them, otherwise a stable code derived from the booking. Never one already in use at that property.
Check the slot
Before writing, the slot is checked. If it holds anyone else's code, it is left alone and a free slot is used.
Write
60 minutes before check-in, the code is sent to every lock on the property.
Verify
The step that matters. The lock's code list is read back through the hub. Only then does the code show as active.
Every state a code can be in, exactly as the dashboard shows it.
No green tick until the lock agrees. A per-lock breakdown appears whenever doors on the same booking disagree, with the reason and a Retry now button.
| Status | What it means |
|---|---|
| scheduled | Booking found, PIN chosen, waiting for the write window. |
| working | Code sent to the hub; waiting for the lock to confirm. Up to 5 minutes. |
| active | The hub reports the code present. This confirms the reported code status, not the physical operation of the door. |
| partial | Live on some doors, not yet on others. Each lock is listed with its own status. |
| error | A write failed. Shown as "attempt N — retrying automatically, next try ~N min" with the lock's own error message. |
| code still on lock | Checkout removal failed. The PIN is still physically on the door, so it's shown as a problem until the lock confirms it's gone. |
| removed | Checkout passed and the lock confirmed the code is gone. |
| using existing code | This guest's code was already on the lock, so it was kept rather than rewritten. |
Retries never give up. Emails never pile up.
A code that won't come off a door matters as much as one that won't go on, so retries have no limit. The retry clock and the email clock are deliberately separate.
Retry schedule
- Attempt fails
- Retry after 1, 2, 4, 8, 16 minutes
- Then every 30 minutes
- Until the lock confirms, or you step in
Email schedule
- Immediately on the first failures
- Hourly for the first ~1.5 hours
- Every 6 hours up to ~8 hours
- Daily after that, until fixed
Edge cases already handled.
These come from real rentals, not a whiteboard.
The calendar comes back empty
Booking platforms occasionally serve a blank feed. One empty read never removes anything; it has to repeat, and a guest already mid-stay is never locked out by it.
A guest cancels
When a booking disappears from the feed, its code is removed right away instead of sitting on the door until the original checkout.
A slot is already taken
An owner code, a cleaner code, or a leftover factory code. It's never overwritten. The guest's PIN goes in a free slot instead.
Two guests, same PIN
Phone digits can collide. A PIN already live at the property is never issued twice; the second guest gets a different one.
Schlage BE469 "phantom wipe"
Some firmware reports every code deleted after a single delete. Lock Orchestrator detects it, emails you, and handle slots cautiously until the hub's list recovers.
The lock refuses the code
When the lock reports it rejected a code, or needs a different code length, you see that reason instead of a generic "failed".
The internet goes down
Codes live on the lock, so they keep working. New writes wait, then resume by themselves when the hub is reachable.
A lock battery runs low
Set a battery threshold per lock. Automatic daily checks email you when a monitored lock reports a low battery, which can give you hours or days to act before the next check-in.
A device leaves the hub
A re-paired or removed device is flagged as missing and you're emailed if an upcoming automation needs it, with a Replace option to point automations at the new device.
Know when guest access needs attention.
Daily battery checks can warn you hours or days before the next guest arrives. Code programming starts 60 minutes before scheduled check-in, with retries and email alerts if an attempt fails. Together, these checks help you spot problems early and prepare for a smooth arrival. If you need a hand, email support. A person replies to every support email within one business day.
- Live system status for the web app and calendar sync
- Troubleshooting guide for the common failure messages
- Email: support@lockorchestrator.com
Good for your guests. Important for your business.
An unresolved check-in problem can mean a disrupted stay, lost booking income, and additional cancellation or relocation costs. Lock Orchestrator checks code updates through your hub, retries failed attempts and sends email alerts to help you catch problems before arrival.
| Platform | What the published policy says |
|---|---|
| Airbnb | Failure to provide access can qualify a guest for refund or rebooking assistance and reduce or eliminate the host's payout. Separately, host-responsible cancellations within 48 hours of check-in or after check-in can carry a fee of 50% of the reservation amount for nights not stayed, subject to the policy's exceptions and special rules for longer stays. Refund policy · Host cancellation policy. |
| Vrbo | Under the policy effective October 15, 2026, inability to access the property at or after check-in that leads to an agent cancelling the booking counts as denied entry. Cancellations within 48 hours of check-in, including denied entry, carry a fee equal to 100% of the reservation amount, alongside loss of payout and possible listing suspension, subject to applicability and approved waivers. Vrbo policy and effective date. |
| Booking.com | Published partner terms require a property unable to accommodate a guest to try to arrange an equivalent or better alternative without extra guest charges and reimburse reasonable resulting costs, including alternative accommodation and transportation. This is a relocation-cost obligation, not the same percentage cancellation fee. Partner terms, section 2.6.1. |
Policy summaries checked September 29, 2026. Terms, exceptions and applicable partner agreements govern; follow the source links for current details. A temporarily failing PIN does not automatically trigger these consequences.
Keep a backup plan. Hub confirmation cannot rule out a dead battery, a jammed door or every access problem, and Lock Orchestrator does not guarantee entry or protection from fees. Send guests their code and entry instructions, keep a backup entry method, and have a reachable contact for arrival issues. Automated alerts are separate from email support, which replies within one business day.
Reliability FAQ
How do I know the code actually reached the lock?
After every write, Lock Orchestrator reads the lock's code list back through the hub and only marks the code active once it is really there. If it is not, the write is retried automatically and you get an email to help you catch problems before arrival. The time available depends on when the booking syncs and the problem is detected.
Can I get a warning hours before my guest arrives?
Yes. Set a battery alert threshold for each lock you want monitored. Automatic daily checks email you when a monitored lock reports a battery level below that threshold, which can give you hours or days to act before the next check-in. Code-programming alerts are separate: programming starts 60 minutes before scheduled check-in, and failed attempts trigger retries and email alerts. The notice you receive depends on when the issue is detected and the next arrival.
What happens if a code write fails?
The lock is retried automatically after 1, 2, 4, 8 and 16 minutes, then every 30 minutes until it succeeds. Retries do not stop on their own. You get an email straight away, then hourly, then every 6 hours, then daily, so a stuck lock is never silent and never floods your inbox.
What if a code fails to delete after checkout?
The dashboard shows it as "code still on lock" rather than as removed, keeps retrying, and emails you. A code is never reported as gone until the lock confirms it.
What if another code is already in the slot?
Lock Orchestrator checks the slot before writing. If it holds another guest's or a leftover code, it does not overwrite it; the next attempt uses a free slot instead.
What happens when a guest cancels?
When a booking disappears from the calendar feed, Lock Orchestrator marks it cancelled and removes the PIN from the lock right away instead of waiting for the original checkout. An empty feed has to repeat before anything is removed, and a stay already in progress is left alone, so a calendar hiccup cannot lock out a guest who is inside.
Do codes stop working if the internet goes down?
No. A code that is already on the lock is stored in the lock itself and keeps working during an internet or hub outage. Only new changes need a connection, and scheduling resumes when the hub is reachable again.
Try every lock free for 7 days.
Every lock and every feature, with no limits and no card. Connect a hub, pick your locks, paste a calendar link, and activate your next booking early to see its code verified on the door. About five minutes per property.