Mews / RemoteLock Integration Instructions

RemoteLock + Mews: Overview

 RemoteLock's integration with Mews offers vacation rental property managers. a powerful, automated solution for managing guest access and housekeeping workflows. By syncing guest reservations and housekeeping details directly with device access permissions, this integration eliminates the need for keys or manual PIN programming, providing a frictionless guest experience and operational ease.

Jump to How it works ,Step-by-step process of integrating Mews with RemoteLock , Advanced Settings , Points to Note:

Key Capabilities

• Automated Guest Access: PIN codes are auto-generated and delivered to guests upon reservation confirmation in Mews and automatically revoked upon cancellation.
• Real-Time Sync: Instant updates through Mews webhooks ensure accurate access control based on the latest reservation data.
• Department Automation: Cleaning crews/maintenance staff receive time-bound access credentials only for the duration of their assigned tasks.
• Bulk Mapping: Property managers with multiple listings can utilize a CSV upload tool to quickly map Mews guests to RemoteLock access guests for seamless onboarding.

How it works

Guest Access

When a new reservation comes and become "Confirmed" Status in Mews, RemoteLock System create a PIN for the guest.
The PIN and Access Instruction will be sent in a few minutes to the Guest by email. Access Instruction mail is  along to the Guest Email template and sender settings in RemoteLock system.Guest can confirm the PIN, start and end data time, room number( device name ), property address with the email. If you don't like tell the PIN via email, you can disable the Email Notification.

( Email )

Property manager can see the PIN in Mews ,select the reservation and see the "Notes" area.

Property manager can also see and edit the PIN in RemoteLock as Access Guest.

Reservation change

When the duration is changed, or assigned room is changed,  the Access Instruction Email will be sent immediately with updated information.

Reservation Cancellation

When the reservation is canceled , the PIN will be deactivated.  The PIN deactivation will not notify to the guest.

Multiple room reservation

When a single reservation has multiple rooms,  a single Access Instruction Email  will be sent to the guest. In the email , multiple  room numbers ( device name )  are written and PIN is common to the rooms.  In Mews screen ,  PIN will be written to not all but representative  one room. When one of the rooms is canceled, the PIN will be deactivated only for the canceled room door access. 

If you need different PINs for the rooms, please issue/edit PIN and notify from RemoteLock Cloud system directly.

Department Automation

Department Automation is a feature to issue PIN for property staff based on task in Mews.  You can use this feature as a option. 

To enable this feature,  you need upload E-mail address of department and make "sync task" setting enable in RemoteLock system.  
When a task that tied to the room and assigned to the department, the time limited  PIN will be issued and notified via Access Instruction mail.Email will be sent to the email that uploaded department email in RemoteLock not to the personal email in Mews.

System behavior of Task is different from time line, soon(today) or planned in the future.
Today task: When you set the "deadline" today,  the PIN access period starts from task created date time to task dead line. The access instruction email will be sent soon at 10 minutes cycle.
Future task:  When you set the "deadline" tomorrow onwards,  the Access Instruction mail is sent on the morning of the dead line day and active until the dead time date time. This is determined based on UTC 0:00. For users in Japan UTC+9, this is based on 9:00 AM, meaning that PINs for tasks due on that day will be sent at 9:00 AM on that day.

An alternative option is to create an Access User for staff, with restrictions such as scheduled time slots.
 

Step-by-step process of integrating Mews with RemoteLock

Pre-requisites

• A valid Mews Account
• Properties and spaces configured in Mews
• RemoteLock account with devices ( and door groups if needed) configured

STEP 1 - Selecting the Mews tile in RemoteLock

• Log in to RemoteLock
• Click the “Integrations” tab
• Click the “Mews” tile

STEP 2 - Connecting Mews to RemoteLock

• Click on the Mews tile to navigate to a new page and click “Get Started”

• Login to your RemoteLock Account to initiate the integration with your Mews Account

• Authorize your RemoteLock Account

STEP 3 - Add Access Token

• Provide the Access Token and hit the connect button to import the properties from Mews to RemoteLock 

STEP 3.1 - How to Get Access Token from Mews

From the Marketplace page in Mews, search "remotelock" and you will find  RemoteLock and Remote-Lock Japan tiles.  Select Remote-Lock Japan when you are using RemoteLock account in Japan or Asia ( the service URL you are using is https://connect.remotelock.jp/ ) and push " Connect integration".  If you are using US server https://connect.remotelock.com/, select the "RemoteLock".

You can get API Access Token to input here.  Copy the Access Token.

• In Mews PMS > Select My Subscription > Remotelock account > Edit > Top right corner

STEP 4 - Successful Connection Established

STEP 5 - Map Properties to Locations

• Map the properties pulled from the Mews Account to Locations in RemoteLock

If you want to import more properties, click the “Import Property” button. It will open a pop-up which will allow you to add the access token and then import the property that can then be mapped as part of the integration.

Note:  This setting cannot be trimmed by user side. Please  contact RemoteLOCK support in Japan (inquiry form) if you need to redo the mapping Locations setup.

STEP 6 - Check to ensure devices and/or door groups are added in RemoteLock

STEP 7 - Map Property to Door Groups

This is to ensure that when a property is mapped to a door group(s), all the spaces within the property are automatically mapped to the selected door group(s).

If you do not need a Door Group, simply click "Next".

STEP 8 - Map Spaces to Door Groups and/or Devices

This step will allow you to map the spaces (Room, Apartment, Dorm and Bed) from Mews to devices and/or door group(s) in RemoteLock such that when a reservation is created for a specific space, the access guest gets access to the mapped device and/or door group(s).

STEP 9 - Map Guests from Mews to Access Guests in RemoteLock

• This is useful for existing customers of Mews and RemoteLock.
• This is required to ensure that there are no duplicate access guests created in RemoteLock during the time of integration set-up.
• If you do not have reservations to map to RemoteLock Access Guest in Mews, simply click "Next".

STEP 10 - Upload Department Details

This is an optional setting to issue PINs for tasks in Mews. With this setting, the task assignee can get a PIN code by email for the tied space that is valid until the task deadline.

Due to GDPR restrictions, Mews does not allow the retrieval of names or email addresses for department-related tasks. To bypass this limitation, you must upload a CSV file mapping each department to its respective email address during the integration setup. This ensures that when a department task is created for a specific space, the integration can look up the correct email address and successfully deliver the access instructions.

You can skip this step.

STEP 11 - Complete the Integration Set-up

In this step, you can click the “Import” button to start syncing your guest and department data from Mews into RemoteLock

• NOTE: The number of digits specified in the field “Number of digits for auto-generated PIN” will be used to generate the PIN by the Mews integration. So if you choose 4 digits, the last 4 digits of the guest phone number will be used for PIN.  

Configure Email and Sync Tasks

• As a property operator, you can now configure if you want to leverage the email notification capability of RemoteLock to send access related email to the guests or continue to rely on Mews or other 3rd party application for the email sending feature. 

• You can also choose if you want the tasks created in Mews to be synced to RemoteLock or not. 

Both these capabilities have been introduced via a settings option as part of the integration between RemoteLock and Mews.

Navigate to the Integration page and on the top right corner, you will find a hamburger menu. 

On clicking the hamburger menu, you will see an option called “Settings”. On clicking “Settings”, a pop-up will open with 2 options – Email Notification and “Sync Tasks”

You can select the appropriate option for “Email Notification” and “Sync Tasks”.

Email Notification

• Choosing “Enable” for “Email Notification” will mean that any new guest created in RemoteLock will receive the access instructions email from RemoteLock (the email notification template must be configured in RemoteLock).

• Choosing “Disable” will mean no email will be sent from RemoteLock for any new access guest created in RemoteLock. 

Sync Tasks

• Choosing “Enable” for “Sync Tasks” will mean that any new task created in Mews for, say housekeeping, will be pulled into RemoteLock and an access guest will be created in RemoteLock.

• Choosing “Disable” will mean no access guest is created in RemoteLock for any task that gets created in Mews, either for an existing or a new reservation. 

The Save button in the pop-up will save the changes made.

Points to Note:

The syncing of guest data from Mews into RemoteLock is real-time, as we leverage the webhooks available from Mews
For department data, there is no webhook from Mews, and hence we have a scheduler service that runs every 10 minute to sync the tasks created in Mews to RemoteLock. It is near real-time.