Table of Contents
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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 ( |
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check with |
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administrator if |
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unsure |
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what format |
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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 |
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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 |
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booking is made and the driver requires access to |
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an asset's key from the KeyMaster. | |
Setup Menu Guide | |
Accessing the KeyMaster Setup Menu |
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Key Functions | |
Adding |
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a New Key | When you received the KeyMaster it will include plastic (white) fobs and black RFID tags/discs. Every |
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key stored inside the unit should have a black RFID tag attached, |
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this is required for returning |
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the keys. Please note that if you are using your own access cards, then the black RFID tags/disks are not supplied and users will need to touch their access card to the reader.
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Moving a key to a different slot |
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Enter the Admin PIN number
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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. |
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Enter Admin PIN number
Enter the Admin PIN number
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Temporarily remove all keys |
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Enter Admin PIN number
Enter the Admin PIN number
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Permanently removing a key |
Permanently removing a key also makes it available to reinstate under a different vehicle |
Replacing a lost or broken RFID tag |
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Enter Admin PIN number
Enter the Admin PIN number
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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 |
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NOTE: Any prompt creation, edit or deletion will require a reboot. Refer to Rebooting KeyMaster on how to do this. NOTE: Changing the Prompt Message must be done via an desktop computer, as the touchscreen won't show a keyboard - Accessing the KeyMaster from your Computer. |
Creating a check-in prompt |
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Enter Admin PIN number
Enter the Admin PIN number
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Editing a check-in prompt |
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Deleting or Disabling a check-in prompt |
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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. |
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Creating/Editing/Deleting a check- |
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out prompt |
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Enter Admin PIN number
Enter the Admin PIN number
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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). |
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Enter Admin PIN number
Enter the Admin PIN number
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Upcoming |
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Bookings | This report shows any upcoming bookings that are waiting to be checked out. |
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Enter Admin PIN number
Enter the Admin PIN number
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Keys Due Back |
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Enter Admin PIN number
Enter the Admin PIN number
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Status inconsistency |
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Networking Menu |
Changing the Admin PIN Code
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Setting up the network settings |
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Enter Admin PIN number
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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 )
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System Menu | |
Changing the Admin PIN Code |
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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. |
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Enter Admin PIN number
Enter the Admin PIN number
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Checking Logs |
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Updating Firmware | NOTE: The cabinet’s firmware does not update automatically. We recommend updating the firmware as the first step in troubleshooting KeyMaster issues. |
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Enter Admin PIN number
Enter the Admin PIN number
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Rebooting the KeyMaster |
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Enter Admin PIN number
Enter the Admin PIN number
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Exceptions | If your organisation has access card (RFID Swipe Card) integration, please note the black RFID tags/fobs are not provided. Instead you should swipe your access card on the scanner when accessing and returning a key. If your organisation has the departing method set to RFID Swipe Card (i.e. integrated with building entry cards), and the driver does not have the card, they will be unable to get the key out of the KeyMaster. The only option available is for an admin to remove the key temporarily. Please also note that the booking will also need to be manually checked out and in as well as odometer reading updated. |
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