A System Cards refers to any Laundroworks card that is not a regular user Laundry Card.
This includes the Management Card, Activation Card, Collection Card, along with optional System Card types.
If you misplace any System card, you can easily create a new one by converting a regular user card into whichever system card you may need for your store.
Just follow the instructions in our Creating New System Cards article, if you need to create a new system card for your store.
Management Card
(Property Management Card)
These are the most used type of system card, as they are generally what owners, managers and employees will use to carryout daily duties in the store. These cards have a couple different uses:
Starts Machines for free
Starts Machines for free
It has an unlimited balance. It is commonly used by attendants to start machines for Wash and Fold orders, or to start machines for customers who run into an issue.
The card has a unique 10-digit number and is fully tracked online, just like regular user cards. Wash/dry cycles started using the management card do NOT accrue under the revenue accounts in the web reporting system; these cycles accrue under the Management Card use figure on all LaundroPortal reports.
Starting machines with a Management Card does NOT require any PIN to use. Simply placing a management card on any Card Reader in the store will trigger payment for that machine.
Administrative use at the Value Add Center (Touch screen models ONLY!)
Administrative use at the Value Add Center (Touch screen models ONLY!)
The Management Card can be used to add value (or change the balance) of any user Laundry Card directly at the VAC. It can also be used to dispense new laundry cards with value.
To access the administrative menu of a VAC (touch screen models only) simply place the card into a VAC's card holder and enter the unique 4-digit PIN for that specific Management Card:
Assigning Employee Information to a Management Card
If you're issuing a Management Card to a specific person, it is strongly recommended that you register the Manager's/Employee's information to that card, so that you always know who this Management Card is in the possession of.
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 easily figure out which card was lost by using the Card Report to generate a list of all Management Cards for the store.
This list will include the registered information for each card that has registration information applied to it.
For cards that are not registered, you'll simply see the card number in the generated report which can make it difficult to figure out which is the lost Management Card:
Retrieving the 4-digit PIN for any existing Management Card
Each management card is protected by a 4-digit PIN when used at the VAC.
You obtain a Management Card's PIN from the LaundroPortal directly, by clicking into the Card PINs section, and entering the 10-digit number on the back of the card:
Notes about Management Card PINs:
The PIN cannot be changed. Every Management Card has a different 4-digit PIN that is created by the system automatically when the card is created.
Should you want to change the PIN of a Management Card for any reason, you can follow the instructions from our Create System Card article.
Instead of converting a regular user card, you'll simply be "converting" the existing Management Card. This process will trigger the system to create new PINs for this Management Card.
If you don't want store attendants using the Management card at the VACs, simply do not disclose the PIN.
If a Management card is lost, you can ban it, just like a regular user card.
Notes about different PIN access levels:
Providing the Full Access PIN to a Management Card holder allows them to carry out balance updates and the dispense new user Laundry Cards.
Providing the Limited Access PIN allows the card holder to only viewing User Card Statuses and access Employee Tracking features (Clock In/Out).
You do NOT need to provide a Management Card holder with any PIN number if you do not need them to access the VAC's Management menu.
Management Cards will always be able to start machines, without requiring any PIN.
Below is a picture showing what the Management Card's Management screen looks like when using the Full Access PIN vs the Limited Access PIN:
Management Cards verses Administered Cards:
On your LaundroPortal, you will see a section called Administrated Accounts under the Management Tools menu:
The Administered Accounts section where you are able to apply a custom discount to any specific regular user Laundry Card.
See our article about Discount Cards/Administered Accounts for more information about the Administered Accounts section.
If you are looking for a list of all the Management Cards associated with your store, you can use the Card Report to generate a list of all Management Cards.
Collection Card
This card is used to track cash collections and reset the VAC's bill counters.
When collecting cash from the bill acceptor inside the VAC, simply place this card into the VAC's card holder and the system will register a collection in the LaundroPortal's Collection Report section.
You'll know the collection has been registered successfully when you see the VAC display the messages Coll Registered and then Remove Card:
Once you see the Remove Card message, you can remove the collection card from the VAC card holder as the cash collection has been registered successfully.
The Collection Report
Registering a collection tells the online system to reset the counters that are displayed on the VACs status section of the LaundroPortal:
The Cash Inside numbers are then used to generate a Collection Report record that can be viewed inside the Collection Report section.
This report shows you how many bills and total money was retrieved from the bill acceptor during that specific collection:
Note that the Collection Report, as it's currently displayed on the LaundroPortal, only has bill columns that show you bill denominations from $1 to $20; however the Collection Report also tracks $50 and $100 bill denominations.
If you use the Export button to download a copy of the generated report (as a .CSV file) the downloaded report will include separate columns for $50 and $100 bill denominations.
You can register the cash collection either before removing the cash, or after removing the cash.
The order you register a collection in does NOT matter as long as no new money is inserted between collecting the cash and registering the collection.
Use of the Collection Card is NOT required, but it is recommended.
If using the Collection Card, whenever you collect cash from the bill acceptor be sure to present the Collection Card to the VAC so that you can benefit from cash reporting and audits.
Note: If you forget to use the Collection Card during a cash collection, this will throw off the next Collection Report's figures.
If you notice that a collection report was missed, it is recommended that you empty the cash box and register a new collection to reset all of the VAC counters so that any following collection that is registered will record accurate figures.
Activation Card
This card is used to activate new Card Readers and VAC control boards, with identification and security information related to your specific store location.
It is only used during new system installation, or to activate new equipment (Card Readers or VAC control boards) to the specific store location.
Equipment that has not yet been activated to a store location will show a "Not Activated" message on its display.
Note: if you own multiple store locations it is important to use the correct activation card for the specific location you're activating new equipment too.
If you activate equipment using the incorrect location's activation card, you'll need to factory reset that equipment in order to reactivate it using the correct location's activation card.
Deactivation Card
A Deactivation Card is an optional system card that can be created via the Create System Card menu:
This card is generally only used if you have more than 1 store location, and need to deactivate equipment in order to move it to a different store location.
You can create a Deactivation Card in order to deactivate equipment, and then once it's installed in a different store, you would use that store's Activation Card in order to re-activate that equipment to the new store.
A Deactivation Card is not required, as you can also deactivate equipment by doing the Factory Reset procedure using the physical reset button.
Note about Deactivation Card usage:
These cards will only work to deactivate equipment that is currently activated to the location the Deactivation Card was created for.
So if you create a Deactivation Card for store "A", this card will NOT work to deactivate equipment from store "B"; it will only work to deactivate equipment that is currently activated to store "A".