KeyMaster - Administrator User Guide
Contents
How do I access my Setup Menu?. 4
How do I move a key to a different slot?. 5
How do I temporarily remove keys?. 5
How do I temporarily remove all keys?. 6
How do I replace a lost or broken RFID tag?. 6
How do Create, Edit or Delete Check in Prompts?. 7
How do Create, Edit or Delete Check out Prompts?. 7
How do I change the Admin PIN Code?. 8
How do I open the door as Admin without a booking?. 8
What reports are available on KeyMaster?. 9
Getting Started
What is KeyMaster?
KeyMaster® is easy-to-use electronic key cabinet. Each key fob is held in place with a locking pin. When a driver enters their Employee ID at the large 7″ touch screen, the door unlocks, and a light comes on to indicate which key they can take.
Employee ID / Booking ID Code / RFID Card
For KeyMaster to work all Drivers must have a unique ID code against their profile in Pool Booking. As part of the initial setup of KeyMaster Smartrak can provide a bulk upload of this information into the system. The Employee ID code is used every time you make a car pooling and require access to a plants key from the KeyMaster.
How do I access my Setup Menu?
To access the Setup Menu, click the gear icon.
Enter the PIN Code provided by Smartrak, if you are unsure of the PIN code please raise a Service Desk ticket
Loading Keys in KeyMaster
When you received the KeyMaster it will include plastic (white) fobs and black RFID tags/discs. Every bunch of keys to be stored inside the unit should have a black RFID tag attached, it is required for returning of keys.
Ensure you have all the rego numbers for the vehicles you are able to add into the KeyMaster – the Vehicle Details Report from Smartrak admin can help provide this information
Add the two KeyMaster fobs to each of your pool vehicle key rings
On the KeyMaster main screen click the Setup icon
Enter Admin PIN number
Click Keys and then Add Keys
Note if you leave the Slot number to allocate the key to empty the system will automatically allocate one
Frequently Asked Questions
How do I move a key to a different slot?
· On the KeyMaster main screen click the Setup Icon
· Click Keys
· Select the Move key to another slot option.
· Tap the Select button for the key you want to move
· The Select button chosen will now be grayed out and all other unused buttons will be valid to tap. Tap the unused key slot to for the key to be bonded to.
· Confirm that the key is to be moved slot. Once confirmed the system will walk you through the process of moving the key physically.
· Firstly, you will need to open the door, and remove the key from the highlighted (in green) slot.
· Once removed a different slot will highlight (in green) and insert the key into that slot.
· The cabinet will ask you to close the door and that's it. The key is now in the new slot.
How do I temporarily remove keys?
If there is an emergency or syncing issues temporarily remove keys from the KeyMaster may be required.
· Click on the KeyMaster main screen click the Setup icon
· Click Keys
· Click Temporarily remove key
· Select the key you want to temporarily
· Select OK
How do I temporarily remove all keys?
· On the KeyMaster main screen click the Setup icon
· Click Keys
· Click Temporarily remove all keys
· Click OK
How do I replace a lost or broken RFID tag?
· Obtain a new RFID tag – if you don’t have any spare contact Smartrak
· On the KeyMaster main screen click the Setup icon
· Click Keys
· Click on the Change RFID Tag
· Select the Slot/Registration of the keys you wish to add a new RFID tag to
· Confirm the registration is correct and click Yes to continue or No to cancel.
· The next screen will ask you to tap the new RFID tag to the reader
· A message will be displayed to confirm the new tag has been registered. Click OK.
How do Create, Edit or Delete Check in Prompts?
The responses to prompts are currently unable to be reported against. Prompts are used to remind employees about what they need to check before checking a vehicle in or out e.g. fuel levels, cleanliness.
Create
· On the KeyMaster main screen click the Setup Icon
· Click Check In Prompts
· Click Add new
· Click the message icon
· Complete the Prompt details
o Prompt message – what is the question or comment to the driver?
o Type of text input – what response is required?
Nothing / Alpha-numeric / Numeric / Numeric + Decimal Place / Yes or No
o List of keys (comma separated) -which keys does this apply to?
o Field name – What does the question or comment relate to?
Damage or Issue / Fuel / Odometer Start / Odometer End / Cleaning / Nights /
Home Garaged / Percent Private Use / Parking Bay Location
· Click Done
Edit
· To edit; click the message icon on the prompt you wouldn’t to edit
· Make the changed required and click Done
Delete or Disable
· To delete or disable; click on the message icon on the prompt you wouldn’t to edit
· Either slide the Enable button to Disable or click Delete
How do Create, Edit or Delete Check out Prompts?
· On the KeyMaster main screen click the Setup icon.
· Click the Check Out Prompts
· Follow the process above for Check In Prompts
· Reboot the cabinet via System à Reboot after changing any prompts.
How do I change the Admin PIN Code?
· On the KeyMaster main screen click the Setup icon
· Click System
· Click Change Pin Code
· Enter a new PIN code using the keypad and click OK
How do I open the door as Admin without a booking?
· On the KeyMaster main screen click the Setup icon
· Click System
· Click Open Door
· The KeyMaster will then prompt you to open the door and advise you once it’s open
· The keys will remain locked in place. Good for seeing which keys are allocated to which slot or if you need to add keys (non-vehicle related) keys to a key fob e.g. keys to a shed or carpark.
· Close the door when finished
What reports are available on KeyMaster?
· On the KeyMaster main screen click the Setup icon
· Click Reports
· Select the report you would like to run
o Key status
o Upcoming Booking
o Keys Due Back
o Status inconsistency
Key Status Upcoming Booking
Keys Due Back Status Inconsistency