Identify the sample and agree the scope
Create a separate record for each materially different door or configuration. Begin with the hotel door lock selection guide if the property requirements are still undecided.
- Project, door reference and test date.
- Manufacturer, exact model, mortise, handing and sample identifier.
- Software/firmware releases, encoder, gateway and credential type.
- Installation drawing and operating manual revisions.
- Supplier representative, installer and hotel decision-makers.
If a component changes after the trial, record it and decide which checks must be repeated. Avoid approving an entire model family on the basis of one configuration.
Record observable results
| Check | Record | Decision |
|---|---|---|
| Door fit and closing | Door reference, fitting drawing, clearances and photographs | Pass / fail / not tested |
| Guest access | Issuing method, room, validity period and observed result | Pass / fail / not tested |
| Staff access | Role, permitted doors and revocation procedure | Pass / fail / not tested |
| Room move or extended stay | PMS/software releases and old/new access behaviour | Pass / fail / not tested |
| Recovery | Agreed lost-credential and interruption scenarios | Pass / fail / not tested |
| Handover | Documents, training, support contact and open items | Pass / fail / not tested |
Write what happened. “Card opened the assigned room after reception issued it” is more useful than “system works”. Keep test inputs and observations together. For dimensions, use the door survey checklist; for integrations, use the PMS workflow guide. Follow the manufacturer’s procedures rather than improvising destructive tests.
Keep evidence gaps visible
Attach the quotation line item, document URL or revision and observed result to each requirement. The specification evidence audit explains the distinction between a published value and missing evidence.
If a required limit is absent, write “awaiting manufacturer documentation”. If equipment was unavailable, write “not tested”. Neither becomes a pass because the brochure uses reassuring language.
Keep supplier explanations distinguishable from installer measurements and hotel observations. Label photographs with the actual door and sample. Retain the first result when an issue is retested so the decision trail remains understandable.
Close failures and changes explicitly
- Give each failed or untested requirement an issue number.
- Name the responsible party and agreed action date.
- State the evidence needed to close the issue.
- Record replacement hardware or software changes.
- Repeat affected checks and retain both results.
- Obtain written acceptance from the agreed decision-makers.
Use three decisions: accepted for the recorded scope, conditional acceptance with listed restrictions, or not accepted. An unresolved mandatory requirement must stay visible. Agree how conditions affect ordering and rollout before signing.
Carry the accepted scope into the purchase
The final order should identify the tested configuration and approved document revisions. Confirm quantities by door type, accessories, spares, software, training and support. Compare this scope with the complete supplier quotation so the delivery matches the accepted sample.
Keep acceptance records alongside the exact product records and corresponding supplier profiles. During rollout, check each room, document exceptions and identify who closes outstanding work.
Sources and further reading
Public sources checked 23 October 2026.