Time back at reception
A full group export becomes print-ready labels in minutes, not a block of handwriting before guests walk through the door.
Select → Paste → Print → Done
Group arrivals without stickers or handwriting.
Key staging is preparing a group’s keycard holders ahead of pickup: names printed, keys inside, ready on the table. PrintKey turns MEWS exports into those labels in minutes. No stickers, no handwriting, less time at the desk.
- Key staging in minutes
- Names straight from MEWS
- Less stress at peak hours
- Works in the browser
Used at Clarion Hotel The Pier and Clarion Hotel Karlatornet.
The problem
Group check-ins should be easy, but they often are not.
Guest names are already in MEWS. Yet before a conference group arrives, front desks still apply stickers or copy names by hand for dozens of keycard holders (sleeves) laid out on a table.
Time lost preparing labels
Groups are often received ahead of arrival, not only when everyone checks in at once. Preparing 50 or 100 keycard holders by hand takes focused desk time that could go to the guests already in the building.
Avoidable errors
Manual copying brings spelling mistakes and uneven formatting, especially with international names. Crooked stickers and one-off handwriting are hard to keep consistent across a long guest list.
Extra focus, professional finish
Group arrivals ask more of the team, and the labels are often the first thing guests see on the table. You want a clean, uniform look, not handwriting that is personal but not quite representative of the hotel.
Live workflow
See how PrintKey works, step by step.
Paste a MEWS export, choose label options, and print. Same workflow your front desk would use. No installation. Runs in the browser.
Scroll here or press Start demo.
What changes
Less desk time. Correct names. Calmer group arrivals.
PrintKey is built for the moment a group is due in and every keycard holder label needs to be right the first time.
Names you can trust
Guest names come from the same MEWS export you already use. Review the list, adjust if needed, then print the entire group at once.
A workflow you can learn once
Sticker labels often mean exporting, spreadsheets, and several steps in another program before anything prints. PrintKey is paste, collect, print. Straightforward to pick up and easy to hand over to staff with access.
What you get
Everything to go live at your property.
Software, hardware prepared remotely, and remote onboarding. One package so your team can start printing labels during real group arrivals.
Faster group check-ins
Less manual work at the desk when a full group needs labels before arrival.
Consistent, correct names
Names from your MEWS export, formatted the same way every time you print.
Calmer peak hours
A fixed workflow your team can follow, even when the desk is under pressure.
Printer-ready setup
Brother USB printer, prepared remotely and calibrated for your property before it ships.
A7 paper inlay
Consistent label stock sized for your keycard holders.
No installation
Runs in the browser. No Excel, no desktop software to maintain.
Guest lists stay on your front desk computer, not in a central PrintKey database. How we handle guest data
Pricing & plans
Choose the setup that fits your property.
Start with a one-month pilot, or implement the full system. Either way, you test PrintKey with your own group arrivals before you commit long term.
All prices excl. VAT (moms).
Pilot Program
Try it for a month
3,500 SEK
Not sure PrintKey is right for your hotel? Test it for one month during your own group arrivals and see how it fits your front desk.
- Remote onboarding for your team
- Prepared printer and A7 inlay shipped to you
- Real group arrivals, your workflow
- Email support throughout the month
PrintKey System
19,900 SEK One-time implementation
The complete go-live package: hardware prepared remotely and shipped to you, remote onboarding, and your first year of PrintKey software.
- Brother printer and A7 insert, shipped ready to connect
- Remote onboarding and user setup
- Shipping to your property
- First year of software included
Custom Setup
Custom quote
For hotels with requirements outside the standard PrintKey workflow.
- Another PMS or export format
- Custom workflows
- Multiple properties
- Special operational requirements
Not sure which setup fits? We will help you pick the right onboarding and printer configuration during the planning phase. For the cost of a pilot, you can see how PrintKey works with your own arrivals before deciding.
Guest data
Your guest lists stay at the front desk, not in our database.
A short overview. For the full explanation, see our privacy page.
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Processed locally
Arrival lists are handled on the front desk computer during label generation. They are not sent to PrintKey servers for printing or storage.
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No central guest database
PrintKey does not keep guest names or room lists in a database for printing or later retrieval.
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Cleared after use
Guest information stays on screen only while staff are working. It is cleared on logout, session timeout, or when the list is cleared.
FAQ
Common questions
Hardware, onboarding, pilots, and how staff get access. If something is missing, ask us when you apply.
Who is PrintKey for?
PrintKey is for hotels that handle group arrivals and want a faster, more consistent way to print labels for keycard holders from MEWS, without sticking labels by hand or copying names manually.
It helps most when several groups arrive in a short period, or when names are international and hard to get right on every label.
You can also use PrintKey for smaller tasks, such as printing breakfast times for regular check-ins, not only full group label runs.
What is key staging?
Key staging is printing guest names on keycard holders (sleeves), putting the keys in, and laying the group out on a table for pickup. Many hotels do this overnight, or just before a conference group comes back from their session.
PrintKey handles the printing from MEWS. That is usually the slow part of the job.
Hardware and printing
Which printer does PrintKey use?
PrintKey works with a standard Brother label printer connected to your front desk or back-office computer via USB.
The printer is prepared and calibrated remotely for your property before it ships, including the correct paper path and label layout for keycard holders. Your team connects it by USB at reception. With the PrintKey System package, the prepared printer and remote setup are included.
Where is the printer connected?
The printer connects by USB to the computer your team uses at reception or the back office, the same workstation where staff paste the MEWS export and generate labels.
PrintKey runs in the browser on that computer. No separate print server is required.
What is the A7 inlay?
The A7 inlay is a small module that fits in the paper tray of a standard Brother printer.
It holds A7-format label stock sized for your keycard holder in the right position so labels feed and print correctly. Without the inlay, a standard office printer is not set up for this label format.
The inlay is part of the prepared PrintKey hardware setup.
Do I print directly from PrintKey?
PrintKey generates a print-ready PDF in the browser. Your team reviews the labels, then prints using the normal print dialog (Cmd+P / Ctrl+P) and selects the correct printer.
PrintKey does not send jobs silently to a printer. Your team always confirms the printer and layout before printing.
Software and guest data
Does PrintKey work only with MEWS?
PrintKey is built for the MEWS export workflow used at most Nordic hotels today. It is a separate tool: not part of MEWS, not a MEWS integration, and not connected through Reconnect or an API. Staff copy the export from MEWS and paste it into PrintKey.
If you use another PMS or have special requirements, choose Custom Setup on the pricing page. We will discuss whether your export format can be supported.
Is guest data stored in PrintKey's database?
No, not for label printing. Guest arrival lists are processed on your computer during the active session. They are not uploaded to PrintKey servers for storage or printing.
For more detail, see how we handle guest data on this page.
Pilot and pricing
What is included in the Pilot Program?
The Pilot Program (3,500 SEK) is a one-month evaluation during real group arrivals at your property.
It typically includes remote onboarding, workflow review, hardware preparation, shipping, email support, and testing with your own arrivals.
If you continue with the PrintKey System, the pilot fee is fully credited toward that purchase.
What happens if we decide not to continue after the pilot?
If you choose not to move forward after the pilot evaluation period, your access to PrintKey software is cancelled at the end of the pilot.
The printer and A7 inlay must be returned to PrintKey. Return shipping is at the hotel's expense.
Before closing the pilot, we will review with you why it did not work out and whether adjustments to the workflow, setup, or training could still make PrintKey fit how your team operates.
If you later want to try again, we can discuss a new pilot or a different setup path.
What is included in the PrintKey System?
The PrintKey System (19,900 SEK, one-time implementation) is the complete remote go-live package for one hotel property:
- Prepared Brother printer, configured remotely and shipped to you
- A7 inlay configuration
- Remote hotel onboarding and user setup
- Shipping to your property
- First year of PrintKey software
Your team connects the printer by USB at the front desk. Setup and walkthrough are done remotely, not on site.
What happens after the first year?
After the first year, the annual renewal is 14,900 SEK per property for the 2026–2027 license year.
This covers continued software access, updates, support, and the property license for one year.
When you start with PrintKey, your renewal rate for the next license year is confirmed upfront. We do not change the price halfway through an active license period.
For future years, we publish renewal rates before each calendar year. If your renewal falls in a new year, we will confirm the rate with you in good time before it renews.
Onboarding and staff access
How does onboarding work?
Onboarding is remote and guided. A typical path:
- You apply for a Pilot or PrintKey System via the contact form.
- We plan when you want to start: where the printer will sit, how PrintKey fits into your check-in routine, and when you are ready for the first real group.
- We configure your property in PrintKey (hotel, printer calibration, label layout).
- Hardware is prepared and shipped (pilot or full system).
- You provide a list of staff who should have access (names and work email addresses). This is usually a selection of people with front desk responsibility, such as shift leaders or night staff, not necessarily the entire team.
- Staff accounts are activated and linked to your hotel.
- A short walkthrough with your team before the first real group.
You do not need IT to install desktop software. Staff use a web browser and sign in with their work Google account.
How do staff get access?
Each team member signs in with their authorized work Google account (for example, a hotel email address).
Access is not open to everyone at the property. Only people on the list you provide during onboarding can use PrintKey.
During onboarding, you share who should have access. PrintKey then activates those accounts in the system.
Why might someone see "access denied" the first time they sign in?
This is normal and part of how access is set up.
When a staff member signs in with Google for the first time, the system registers their account, but they are not yet authorized until PrintKey has linked that account to your hotel.
So team members on your access list will often make one login attempt without access. After that, PrintKey completes the setup and they can sign in successfully.
What staff should do: Try once, then contact PrintKey if access is still missing. Share the staff list early in onboarding so activation can happen before go-live.
Can we add and remove staff ourselves?
Today, staff access is set up and updated by PrintKey during onboarding and when you request changes (for example, a new hire or someone leaving).
You provide the list. We link each person to the correct hotel.
A self-service admin portal may come later. It is not part of the standard setup today.
Get started
Tell us about your property.
Whether you want to start with a pilot, the full PrintKey System, or a custom setup, we will help you plan the right path.
Contact PrintKey
Pilot evaluations, full system implementation, and custom setups for Nordic hotel operations.