At any point, you can convert regular user cards (store cards) into any system card you may need (like a Management, Activation, or Collection card).
Note: Before starting this process you need to obtain a regular user laundry card that you'd like to convert into a new system card.
The card you want to convert has to have interacted with a VAC kiosk BEFORE you'll be able to convert it. So you should either:
dispense a new card from your VAC kiosk, which will be initialized during the dispensing process.
take a brand new card from stock, and place it into the VAC card holder to initialize it.
the VAC will display a card balance if this card has been successfully initialized to your store.
take a laundry card that has previously been used to start machines in your store.
only a card that's been initialized to your store will be able to start machines in your store.
The LaundroPortal will NOT be able to convert a laundry card, that has never been initialized by a VAC in your store, so be sure you're using an initialized card before proceeding.
Converting a Regular User Card into A System Card:
Step 0: Ascertain a Laundry Card to convert
Before you being, you first need to have a Laundry Card to convert into a new system card.
The Laundry Card you'll be converting must be a card that's been initalized to your store, so place the card into a VAC's card holder, and if the VAC is able to display that card's balance, you'll know it's a card initalized to your store
Brand new out of the box cards are NOT initialized to any store location, so you must place them in the VAC card holder to initialize them, if they've never been dispensed by your VAC kiosk
Step 1: Navigate to the Create System Card menu
Log onto the LaundroPortal and click on the location that you are creating this system card for:
On the right side of the main LaundroPortal page, in the Management Tools pane, click on the Create System Card option:
Step 2: Make the Create System Card request
Select the type of system card you want to create using the Operation drop down menu.
Enter the 10-digit card number of the Laundry Card you'll be converting into a new system card, then click on Make Request to finalize the request:
Note, you can complete ignore the Expiry field (which is only shown when creating Management Cards), as this is a legacy field which no longer affects anything within the system.
Management Cards no longer expire once created, should you want to deactivate a Management Card, you should ban that card
Step 3: Bring the Card to a VAC kiosk to convert the card
Once you've finalized the create system card request, check the status of the newly made request, in the Recent System Card Requests section at the bottom of the Create System Card menu.
You want to ensure that your request's status changes to Uploaded:
Newer VAC software versions add the ability to cancel a create system card request, after the request is made but before it's applied to the affect card number by a VAC kiosk.
Instead of the request Status changing to Uploaded, it's status will display "Ready for Pickup", and while in this state, there will be an "x" icon in the delete column.
When the request is in the Ready for Pickup state, it's ready to be applied to the Laundry Card number;
however, should you want to reomve this request, clicking the "x" icon will delete it so it will no longer be applied to the card number:
Once the Create System Card request is in the Pickup/Uploaded state, the last step is to bring this laundry card to a Value Add Center (VAC) kiosk, and place it into the card holder to actually carryout the system card conversion.
Once the VAC sees this card number, it will carryout the conversion request, and the messages: "Wait", "Card Created", "Remove Card" on the screen.
It's at this point that the Laundry Card has now been converted into the system card you created the request for.
Note: if you've converted a user card, into a system card (Management, Activation, Collection, etc.), you are now also able to revert that card back into a regular user card.
This use to be a permanent change, however you can now recycle these cards by simply putting them back into the VAC Card Dispenser.
Whenever the VAC re-dispenses these cards, they will automatically be reverted back into a regular user card.
It is recommended to put these cards on the bottom of the card dispenser, and manually re-dispense these cards to ensure they are reverted back into a regular user card correctly. If you run into issues reverting a system card back into a regular user card, contact our support team for help reverting these cards.
Assigning Employee Information to a Management Card
If creating a new Management Card, or issuing an existing Management Card to someone, it is strongly recommended that you enter the Manager's/Employee's information to that card, so that you always know who this Management Card belongs too.
You can enter the card holders information by searching the Management card number using the Card Tracker, and navigating to the User Info tab.
From here, you can enter the card holders information so you always know who has this card. Make sure to click the Save button once completed:
If this Management Card is ever lost, you'll be able to use the Card Report to generate a list of all Management Cards for the store, and this list will include the registered information for each card that has registration information entered:
Searching for Management Cards:
To find all of the Management Cards associated with your store, you can use the Card Report.
This will give you a full list of all the Management Card numbers, as well as the registration information (if assigned) for each of them.
Navigate to the Card Report, and then setup the filters like they are below, so you are only seeing Management Cards associated with your store:
Once you click Run Report, the system will display all Management Cards that were ever associated with your store (active and banned cards)