Contents
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Accessing the KeyMaster Setup Menu
To access the Setup Menu, click the Setup button.
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 )
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Ensure you have all the licence plates for the vehicles you are able to add to the KeyMaster
Note: If you need a list of the vehicles, you can generate a list on Poolcar admin by following these steps:
Click Sysadmin and select Vehicle Register from the drop-down
On the Vehicle Register page, click the Export to Excel link on the left-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.
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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
Follow the prompts on the screen
Once the prompts have been completed, the key is now added to the cabinet
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On the KeyMaster main screen, click the Setup button
Enter the Admin PIN number
If you are unsure of the PIN code, please raise a Service Desk ticket(
For more info,refer to
Service Desk )
Accessing the KeyMaster Setup Menu for more information)
On the Setup menu, select Keys
Select Move key to another slot
Tap the Select button for the key you want to move
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.
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.
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In an emergency situation or if there are syncing issues with the KeyMaster, temporarily removing the key from the KeyMaster may be required.
Click on On the KeyMaster main screen, click the Setup button
Enter Admin PIN number
Enter the Admin PIN number
If you are unsure of the PIN code, please raise a Service Desk ticket(
For more info,refer to
Service Desk )Accessing the KeyMaster Setup Menu for more information)
On the Setup menu, select Keys.
Click Temporarily remove key
Select the key you want to temporarily remove
To confirm the selection, select OK
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
Click on On the KeyMaster main screen, click the Setup button
Enter Admin PIN number
Enter the Admin PIN number
If you are unsure of the PIN code, please raise a Service Desk ticket(
For more info,refer to
Service Desk )Accessing the KeyMaster Setup Menu for more information)
On the Setup menu, select Keys.
Select Temporarily remove all keys
To confirm the request, select OK
Follow prompts to remove the key from the cabinet
Once confirmed, all of the keys in the cabinet have been temporarily removed from the cabinet.
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Obtain a new RFID tag – if you don’t have any spare, contact Smartrak (For more info, refer to Service Desk )
Click on On the KeyMaster main screen, click the Setup button
Enter Admin PIN number
Enter the Admin PIN number
If you are unsure of the PIN code, please raise a Service Desk ticket(
For more info,refer to
Service DeskAccessing the KeyMaster Setup Menu for more information)
On the Setup menu, select 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.
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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
Click on On the KeyMaster main screen, click the Setup button
Enter Admin PIN number
Enter the Admin PIN number
If you are unsure of the PIN code, please raise a Service Desk ticket(
For more info,refer to
Service Desk )Accessing the KeyMaster Setup Menu for more information)
Click Check In Prompts
Click Add new at the bottom of the page
A new prompt should show up just above the Add new button. Click the pencil icon to edit the prompt.
Complete the Prompt details
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
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Click the pencil icon on the prompt you would like to edit
Make the change required
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
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Click the pencil icon on the prompt you would like to delete or disable
Either slide the Enable button to Disable or click Delete
Reboot the cabinet
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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
Click on On the KeyMaster main screen, click the Setup button
Enter Admin PIN number
Enter the Admin PIN number
If you are unsure of the PIN code, please raise a Service Desk ticket(
For more info,refer to
Service Desk )Accessing the KeyMaster Setup Menu for more information)
Click Check Out Prompts
Follow the process above for Check-in prompts
Reboot the cabinet
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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).
Click on On the KeyMaster main screen, click the Setup button
Enter Admin PIN number
Enter the Admin PIN number
If you are unsure of the PIN code, please raise a Service Desk ticket(
For more info,refer to
Service DeskAccessing the KeyMaster Setup Menu for more information)
Click Reports on the Setup menu
Click Key Status
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.
Upcoming Booking
This report shows any upcoming bookings that are waiting to be checked out.
Click on On the KeyMaster main screen, click the Setup button
Enter Admin PIN number
Enter the Admin PIN number
If you are unsure of the PIN code, please raise a Service Desk ticket(
For more info,refer to
Service Desk )Accessing the KeyMaster Setup Menu for more information)
Click Reports on the Setup menu
Click Upcoming Bookings
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.
Keys Due Back
Click on On the KeyMaster main screen, click the Setup button
Enter Admin PIN number
Enter the Admin PIN number
If you are unsure of the PIN code, please raise a Service Desk ticket(
For more info,refer to
Service Desk )Accessing the KeyMaster Setup Menu for more information)
Click Reports on the Setup menu
Click Keys Due Back
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.
Status inconsistency
Click on On the KeyMaster main screen, click the Setup button
Enter Admin PIN number. If you are unsure of the PIN code, please raise a Service Desk ticket (For more info, refer to Service Desk )
Accessing the KeyMaster Setup Menu for more information)
Click Reports on the Setup menu
Click Status Inconsistency
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?
System Menu
Changing the Admin PIN Code
Click on On the KeyMaster main screen, click the Setup button
Enter Admin PIN number
Enter the Admin PIN number
If you are unsure of the PIN code, please raise a Service Desk ticket(
For more info,refer to
Service DeskAccessing the KeyMaster Setup Menu for more information)
Click Change PIN Code
Enter a new PIN code using the keypad and click OK
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.
Click on On the KeyMaster main screen, click the Setup button
Enter Admin PIN number
Enter the Admin PIN number
If you are unsure of the PIN code, please raise a Service Desk ticket(
For more info,refer to
Service Desk )Accessing the KeyMaster Setup Menu for more information)
On the Setup menu, select System
Click Open Door
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.
Click on On the KeyMaster main screen, click the Setup button
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Enter Admin PIN number
Enter the Admin PIN number
If you are unsure of the PIN code, please raise a Service Desk ticket(
For more info,refer to
Service Desk )Accessing the KeyMaster Setup Menu for more information)
On the Setup menu, select System
Click Check for Updates.
A confirmation message below the button should show up once it’s done.
Rebooting the KeyMaster
Click on On the KeyMaster main screen, click the Setup button
Enter Admin PIN number
Enter the Admin PIN number
If you are unsure of the PIN code, please raise a Service Desk ticket(
For more info,refer to
Service Desk )Accessing the KeyMaster Setup Menu for more information)
On the Setup menu, select System
On the System page, click Reboot
To confirm, click Reboot
The screen should turn off. The cabinet will take a minute to start again
