Reunion West is beta testing the process property managers and some homeowners can use to issue QR codes to their guests with an Excel spreadsheet upload.  The current system requires a property manager to issue QR codes on a house-by-house basis.  This new process will allow property managers to upload guest information for multiple homes at the same time using a spreadsheet. The QR codes will work at any of the gates for the duration of the guest’s stay.  Bulk upload allows a property manager to request QR codes for multiple properties simultaneously using spreadsheets.  

This new process is in beta testing.   We expect to make refinements as the process is used.   Please let us know if you would like to participate in this beta testing by emailing admin@ReunionWestPOA.com and provide your main company phone number and email for our security team to use.   We ask for your feedback during this beta testing period.

Note:  there is no set time on when beta testing will be over. You may choose to continue using your existing process until the Reunion West POA completes this beta process.

Frequently asked questions

1. Can I have one master QR code that I shared with the guests for multiple stays and/or different guests?
   1. The QR codes must be tied to each home and the guest’s stay duration.
   2. The QR codes do expire and get disabled for misuse and over usage and there is a high chance the system will disable the overly shared QR code. It is very risky to have one QR code for multiple homes or for a long period of time.
2. What is the best way to test out the QR codes?
   1. We recommend starting with your internal team. For example, you can create QR codes for yourself and your team members to experience the process. Fill out the spreadsheet with your team’s information and see how it works.
3. How far in advance do I need to send the spreadsheet?
   1. There is no time limit. You can send the spreadsheet a year or longer in advance if you prefer.
4. After uploading the sheet to Google Drive, do we need to inform Encore at Reunion West it was uploaded?
   1. No, you don’t need to inform Reunion West. You will receive an email if there is an error during the upload process.
5. How do guests know they need QR codes?
   1. Both you and your guests will receive a confirmation email stating that the QR code has been sent. 
6. When do the QR codes get sent to the guests?
   1. The QR codes go out via text and/or email at 9amEST on the day of the guest’s arrival. An email is sent at 9:30am to the property manager that the QR codes went out.
7. Is Excel only for bulk uploads, or do we also need to send a sheet for a single guest?
   1. Even for a single guest, you still need to upload the spreadsheet containing their information.
8. Do guests need to download any app?
   1. No, guests don’t need to download any app. The QR codes are sent to them via email and text message.
9. What if I have my guest’s first name and last name in one column in the Excel spreadsheet?
   1. Please use a new column called “GuestName” in the spreadsheet and enter the guest’s first name and last name separately in this new column.
10. Who do I contact if I have issues?
    1. For any issues, please contact admin@ReunionWestPOA.com and technology@reunionwestpoa.com via email.
11. How long does it usually take to process the QR codes?
    1. The full process typically takes about 30 minutes.
12. How do I know if the spreadsheet upload worked?
    1. The spreadsheet will disappear from Google Drive after a minute of upload, indicating that the system is processing your spreadsheet.
    2. You will receive an email confirming that the QR codes have been sent, along with a table of the guests in 30 minutes.
    3. Remember, QR codes are only sent on the day of arrival.
13. Do I have to enter guest data into both GateAccess.net and the Excel spreadsheet?
    1. No, you only need to enter guest data into the spreadsheet. The system will automatically transfer it to GateAccess.net.
14. Why should I use the spreadsheet instead of manually entering data in gateaccess.net?
    1. If you have multiple entries, the spreadsheet will be faster.
    2. Guests will receive an email and/or text message with the QR code, ensuring they have easy access to it on their arrival day.
    3. QR codes provide faster entry into the community, as guests can use any gate without needing to interact with the guards.
15. Will the guest receive both a text message and an email?
    1. Yes, if you have both the guest’s phone number and email address entered in the spreadsheet.
16. Can I send texts from GateAccess.net?
    1. No, GateAccess.net only sends out emails.
    2. However, you can manually text the QR code by downloading or taking a screenshot of the QR code. Also, using the bulk upload will send text messages.
17. When will the guest receive the QR codes?
    1. Guests will receive the QR code via email and text message on the day of their arrival starting at 9am EST. For example, if the booking is for 10/2/2024, the guest will receive the QR code on 10/2/2024 at 9am EST.
18. Do I need to include all guests in the spreadsheet?
    1. You only need to include the primary person renting the home in the spreadsheet. They will share the QR code with other guests, just like in gateaccess.net. Including additional drivers’ data is optional.
19. Can guests share the QR code with other members of their group?
    1. Yes, guests can share the QR code with other members of their group.
20. Should team members from the property management company have permanent QR codes, or are there other ways to grant them access?
    1. It’s recommended to obtain RFID hang tags for your team members as they provide the fastest access into the community. Find more information on how to get a car mirror hang tag for access on the Reunion West POA website.
21. Does the MyEnvera system still work?
    1. No, the MyEnvera system is no longer operational. We have transitioned to RAMCO’s ABDi CMS GateAccess.net.
22. How often can we upload the QR codes?
    1. You can upload the QR codes as frequently as needed. The codes will be sent on the day the guests are arriving. Therefore, you can submit guest information months in advance or on the same day.
23. Will the text messages for the QR codes be sent internationally?
    1. Yes, the text messages should work internationally using our phone system.
24. What is the format for phone numbers in text messages?
    1. The system is flexible regarding phone number formats. Whatever format you currently have should work.
25. What if changes are required for the QR codes?
    1. You have the autonomy to make changes to the QR codes within GateAccess.net.
26. Are there multiple logins for GateAccess.net if I have more than one property?
    1. No, there’s only one login for GateAccess.net that you can use for all your properties.
27. How do I remove a guest that is no longer coming on property? 
    1. You may reupload the spreadsheet of the guest with a fake phone number and email to stop it from going out like 555-555-5555 and none@google.com.