5th May 2026 / Case Study

Emergency Key Card Supply Resolved in Under 90 Minutes

Overview

Industry: Hospitality – 100+ room Hotel
Scenario: Emergency key card shortage – Assa Abloy lock system – MIFARE Ultralight AES Chip
Challenge: Supplier delay with no remaining stock during peak occupancy period
Solution: Same-day supply and direct delivery
Outcome: Full resolution within 90 minutes with no disruption to operations

The Situation

A hotel contacted RFID Hotel late on a Friday afternoon after being informed of a delay from their existing supplier. As a result, they were about to run out of room key cards ahead of a busy weekend check-in period. For hotels, key cards are critical to daily operations. Without them, guests cannot access rooms, front desk teams face increased pressure, and service levels can quickly decline.

The Challenge

The hotel needed an immediate solution to avoid running out of key cards entirely.

Key risks included:

Guests being unable to access their rooms
Long queues and delays at the front desk
Increased pressure on staff during peak check-in
Negative impact on the guest experience

With no time to wait for standard delivery, the situation required a fast and reliable response.

The Solution

RFID Hotel assessed the requirement immediately and confirmed the correct key card specification, ensuring full compatibility with the hotel’s ASSA ABLOY (VingCard) system using MIFARE Ultralight AES technology. We were able to:

Identify and prepare the correct key card type
Supply fully compatible cards from available stock
Arrange direct, same-day delivery to the hotel

To minimise delays, a team member delivered the cards in person directly to the front desk.

Implementation

From the initial call to delivery, the entire process was completed in under 90 minutes. The replacement cards were ready for immediate use upon arrival, requiring no additional setup or changes to the hotel’s existing system. All cards were also pre-prepared and verified for compatibility before delivery.

The Result

The hotel received replacement key cards before stock was fully depleted, allowing operations to continue without disruption.

Key outcomes:

Emergency key card supply delivered the same afternoon
No interruption to guest access
Front desk operations continued as normal
Issue fully resolved within 90 minutes

The hotel was able to manage a busy Friday evening and weekend check-ins without any operational impact.

Customer Feedback

“We were incredibly impressed by how quickly Sonny Fox responded. What could have become a major issue for our guests was resolved in under an hour and a half. The support and urgency shown by the team made all the difference.”

What Made This Project Unique

This project required immediate action, local coordination, and a rapid understanding of compatibility requirements. The ability to supply correct, ready-to-use key cards and deliver them directly to the hotel within a short timeframe prevented a situation that could have escalated quickly. Because the system used MIFARE Ultralight AES, selecting the correct card type and ensuring accurate compatibility was critical to avoiding further issues.

What This Means for Other Hotels

This case highlights how important it is to have access to reliable key card supply, particularly during peak periods.

Hotels can reduce risk by:

Ensuring access to backup stock
Confirming compatibility in advance
Working with suppliers who can respond quickly when issues arise

Key Takeaways

Fast access to compatible key cards can prevent major operational issues
Stock availability and responsiveness are critical in hospitality
Immediate action and correct specification are essential in urgent situations
Reliable supply partners help protect the guest experience

Need support with RFID key cards?

Speak to Sonny Fox, Head of UK Sales, for practical advice on compatibility, stock availability, and improving RFID key card reliability.

What should I do if my key card supplier lets me down last minute?
If your current supplier cannot deliver on time, the priority is finding a supplier that can confirm compatibility immediately and provide stock without delay. In urgent situations, having access to pre-approved, in-stock cards that match your system can prevent disruption and keep operations running.
Why are my replacement key cards not working with my ASSA ABLOY system?
This is usually due to incorrect chip type or configuration. ASSA ABLOY systems, particularly newer setups, often require MIFARE Ultralight AES. Ensuring the correct specification is confirmed before supply avoids cards failing at the door or needing re-encoding.
How can I avoid delays when ordering replacement key cards?
Delays often happen when compatibility needs to be rechecked or cards are made to order. Using a supplier that holds stock of commonly used chip types and can quickly verify your system setup helps reduce lead times and ensures faster turnaround when it matters.
How do I make sure replacement cards work immediately on arrival?

Cards should be supplied with the correct chip type and verified against your system requirements before dispatch. This ensures they can be encoded and used straight away, avoiding additional setup or disruption at the front desk.