Getting Started

What is KeyMaster?

KeyMaster® is an easy-to-use electronic key cabinet. Each key fob is held in place with a locking pin. When a driver enters their Employee ID or Booking ID or scans their RFID card (please check with your administrator if you’re unsure of what format your the KeyMaster uses) 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 either a unique ID code, unique booking ID, or the user’s staff RFID card against their driver profile in Poolcar.  As part of the initial setup of KeyMaster, Smartrak can provide a bulk upload of this information into the system.  The Employee ID/Booking ID/RFID card is used every time you make a booking and require access to an asset's key from the KeyMaster. 

Setup Menu Guide

Accessing the KeyMaster Setup Menu

• To access the Setup Menu, click the Setup button.

  Image RemovedImage Added

  Enter the Admin PIN Code provided by Smartrak. If you are unsure of the PIN code, please raise a Service Desk ticket (For more info, refer to Service Desk )

  Image RemovedImage Added

Key Functions

Adding A New Key

When you received the KeyMaster it will include plastic (white) fobs and black RFID tags/discs.  Every bunch of keys to be key stored inside the unit should have a black RFID tag attached, it this is required for returning of the keys.

• Ensure you have all the licence plates (regos) for the vehicles you are able to add adding to the KeyMaster

  • Note: If you need a list of the vehicles, you can generate a list on Poolcar admin Admin by following these steps:

    • Click Sysadmin and select Vehicle Register from the drop-down

      Image RemovedImage Added

    • On the Vehicle Registerpage, click the Export to Excel link on the leftright-hand side of the page to generate the report.

• Add a plastic fob and a black RFID tag to each of your pool vehicle key rings

• On the KeyMaster main screen, click the Setup button (refer to Accessing the KeyMaster Setup Menu for more information)

• On the Setup menu, select Keys.

  Image RemovedImage Added

• Then, on the Keys menu, select Add new key.

• Note: If you leave the slot number to allocate the key to empty the system will automatically allocate one

  Image RemovedImage Added

• Follow the prompts on the screen

  Image RemovedImage Added

• Once the prompts have been completed, the key is now added to the cabinet

Moving a key to a different slot

• On the KeyMaster main screen, click the Setup button (refer to Accessing the KeyMaster Setup Menu for more information)

• On the Setup menu, select Keys

  Image RemovedImage Added

• Select Move key to another slot

  Image RemovedImage Added

• Tap the Select button for the key you want to move

  Image RemovedImage Added

• The Select button chosen will now be greyed out and all other unused buttons will be valid to tap. Tap the unused key slot for the key to be bonded to.

  Image RemovedImage Added

• 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. The key is now in the new slot. 

Temporarily removing a key

In an emergency situation or if there are syncing issues with the KeyMaster, temporarily removing the key from the KeyMaster may be required.

• On the KeyMaster main screen, click the Setup button (refer to Accessing the KeyMaster Setup Menu for more information)

• On the Setupmenu, select Keys.

  Image RemovedImage Added

• Click Temporarily remove key

  Image RemovedImage Added

• Select the key you want to temporarily remove

  Image RemovedImage Added

• To confirm the selection, select OK

  Image RemovedImage Added

• Follow prompts to remove the key from the cabinet

• Once confirmed, the key selected has been temporarily removed from the cabinet

Temporarily remove all keys

• On the KeyMaster main screen, click the Setup button (refer to Accessing the KeyMaster Setup Menu for more information)

• On the Setup menu, select Keys.

  Image RemovedImage Added

• Select Temporarily remove all keys

  Image RemovedImage Added

• To confirm the request, select OK

  Image RemovedImage Added

• Follow prompts to remove the key keys from the cabinet

• Once confirmed, all of the keys in the cabinet have been temporarily removed from the cabinet.

Replacing a lost or broken RFID tag

• Obtain a new RFID tag – if you don’t have any spare, contact Smartrak (For more info, refer to Service Desk )

• On the KeyMaster main screen, click the Setup button (refer to Accessing the KeyMaster Setup Menu for more information)

• On the Setup menu, select Keys.

  Image RemovedImage Added

• Click on the Change RFID Tag

  Image RemovedImage Added

• Select the Slot/Registration of the keys you wish to add a new RFID tag to

  Image RemovedImage Added

• Confirm the registration is correct and click Yes to continue or No to cancel.

  Image RemovedImage Added

• The next screen will ask you to tap the new RFID tag to the reader

  Image RemovedImage Added

• A message will be displayed to confirm the new tag has been registered. Click OK.

Create, Edit or Delete Check-in Prompts

Prompts are used to remind employees about what they need to check before checking a vehicle in or out e.g. fuel levels, cleanliness. The responses to prompts are currently unable to be reported against. 

NOTE: Any prompt creation, edit or deletion will require a reboot. Refer to Rebooting KeyMaster on how to do this.

Creating a check-in prompt

• On the KeyMaster main screen, click the Setup button (refer to Accessing the KeyMaster Setup Menu for more information)

• Click Check In Prompts

  Image RemovedImage Added

• Click Add new at the bottom of the page

  Image RemovedImage Added

• A new prompt should show up just above the Add new button. Click the pencil icon to edit the prompt.

  Image RemovedImage Added

• Complete the Prompt details

  Image RemovedImage Added

  • Prompt message – what is the question or comment to the driver?

  • Type of text input – what response is required?

    • Nothing / Alpha-numeric / Numeric / Numeric + Decimal Place / Yes or No

  • List of keys (comma separated) -which keys does this apply to?

  • 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 once finished

• Reboot the cabinet

Editing a check-in prompt

• Click the pencil icon on the prompt you would like to edit

  

• Make the change required

  Image RemovedImage Added

  • Prompt message – what is the question or comment to the driver?

  • Type of text input – what response is required?

    • Nothing / Alpha-numeric / Numeric / Numeric + Decimal Place / Yes or No

  • List of keys (comma separated) -which keys does this apply to?

  • 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

• Reboot the cabinet

Deleting or Disabling a check-in prompt

• Click the pencil icon on the prompt you would like to delete or disable

  

• Either slide the Enable button to Disable or click Delete

  Image RemovedImage Added

• Reboot the cabinet

Create, Edit or Delete Check-out Prompts

Prompts are used to remind employees about what they need to check before checking a vehicle in or out e.g. fuel levels, cleanliness. The responses to prompts are currently unable to be reported against. 

NOTE: Any prompt creation, edit or deletion will require a reboot. Refer to Rebooting KeyMaster on how to do this.

Creating/Editing/Deleting a check-in prompt

• On the KeyMaster main screen, click the Setup button (refer to Accessing the KeyMaster Setup Menu for more information)

• Click Check Out Prompts

• Follow the process above for Check-in prompts

• Reboot the cabinet

Reports on KeyMaster

Key Status Report

This report shows the keys' status and other details such as User ID and due date (both populated only if the vehicle has been checked out).

• On the KeyMaster main screen, click the Setup button (refer to Accessing the KeyMaster Setup Menu for more information)

• Click Reports on the Setup menu

  Image RemovedImage Added

• Click Key Status

  Image RemovedImage Added

• A list will show up with the Slot, Rego, and In/Out columns always populated. The User ID and Due Back columns will be populated for any vehicles that are currently out for a booking.

  Image RemovedImage Added

Upcoming Bookings

This report shows any upcoming bookings that are waiting to be checked out.

• On the KeyMaster main screen, click the Setup button (refer to Accessing the KeyMaster Setup Menu for more information)

• Click Reports on the Setup menu

  Image RemovedImage Added

• Click Upcoming Bookings

  Image RemovedImage Added

• This will show a list of upcoming bookings that show the vehicle’s rego, the user who booked it, the booking ID, and the booking start date and time.

  Image RemovedImage Added

Keys Due Back

• On the KeyMaster main screen, click the Setup button (refer to Accessing the KeyMaster Setup Menu for more information)

• Click Reports on the Setup menu

  Image RemovedImage Added

• Click Keys Due Back

  Image RemovedImage Added

• This will show a list of checked-out bookings that shows the vehicle’s rego, the user who booked it, the booking ID, and the booking end date and time.

  Image RemovedImage Added

Status inconsistency

• On the KeyMaster main screen, click the Setup button (refer to Accessing the KeyMaster Setup Menu for more information)

• Click Reports on the Setup menu

  Image RemovedImage Added

• Click Status Inconsistency

  Image RemovedImage Added

• This report will show the key’s database (i.e. server status based on booking events) and the physical status (i.e. Keymaster status based on key movements). For more information, please refer to How do I run a Status Inconsistency Report?

  Image RemovedImage Added

System Menu

Changing the Admin PIN Code

• On the KeyMaster main screen, click the Setup button (refer to Accessing the KeyMaster Setup Menu for more information)

• Click Change PIN Code

  Image RemovedImage Added

• Enter a new PIN code using the keypad and click OK

  Image RemovedImage Added

Opening the door as an Admin without a booking

NOTE: 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 car park.

• On the KeyMaster main screen, click the Setup button (refer to Accessing the KeyMaster Setup Menu for more information)

• On the Setup menu, select System

  Image RemovedImage Added

• Click Open Door

  Image RemovedImage Added

• The KeyMaster will then prompt you to open the door and advise you once it’s open

• Close the door when finished 

Updating Firmware

NOTE: The cabinet’s firmware does not update automatically. We recommend updating the firmware as the first step in troubleshooting KeyMaster issues.

• On the KeyMaster main screen, click the Setup button (refer to Accessing the KeyMaster Setup Menu for more information)

• On the Setup menu, select System

  Image RemovedImage Added

• Click Check for Updates.

  Image RemovedImage Added

• A confirmation message below the button should show up once it’s done.

  Image RemovedImage Added

Rebooting the KeyMaster

• On the KeyMaster main screen, click the Setup button (refer to Accessing the KeyMaster Setup Menu for more information)

• On the Setup menu, select System

  Image RemovedImage Added

• On the System page, click Reboot

  Image RemovedImage Added

• To confirm, click Reboot

  Image RemovedImage Added

• The screen should turn off. The cabinet will take a minute to start again