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 (check with administrator if unsure what format 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.

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  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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Key Functions

Adding A New Key

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

• Ensure you have all the licence plates (regos) for the vehicles you are adding 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 Registerpage, click the Export to Excel link on the right-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

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• Follow the prompts on the screen

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• 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

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• Select Move key to another slot

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

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• 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.

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• 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.

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• Click Temporarily remove key

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• Select the key you want to temporarily remove

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• To confirm the selection, select OK

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• 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.

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• Select Temporarily remove all keys
  

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• To confirm the request, select OK

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• Follow prompts to remove the keys from the cabinet

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

Permanently removing a key

• 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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• Select Permanently remove key

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• Select the key you want to permanently remove

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• To confirm the selection, select OK

• Follow prompts to remove the key from the cabinet

• Once confirmed, the key selected has been permanently 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.

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• Click on the Change RFID Tag

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

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

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

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• 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

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• Click Add new at the bottom of the page

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

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• Complete the Prompt details

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  • 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

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  • 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

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• 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

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• Click Key Status

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• 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.

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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

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• Click Upcoming Bookings

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• 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.

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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

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• Click Keys Due Back

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• 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.

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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

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• Click Status Inconsistency

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• 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?

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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

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

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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

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• Click Open Door

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• 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

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• Click Check for Updates.

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

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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

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• On the System page, click Reboot

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• To confirm, click Reboot

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