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Table of Contents

Table of Contents

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 a booking is made and the driver requires 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 Modified 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 Modified
Key Functions
Adding

A

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. 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. 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 Image Modified 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.* Image Modified 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 Modified Follow the prompts on the screen Image Modified 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 Modified Select Move key to another slot Image Modified Tap the Select button for the key you want to move Image Modified 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 Modified 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 Modified Click Temporarily remove key Image Modified Select the key you want to temporarily remove Image Modified To confirm the selection, select OK Image Modified 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 Modified Select Temporarily remove all keys Image Modified To confirm the request, select OK Image Modified 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. Image Modified Select Permanently remove key Image Modified Select the key you want to permanently remove Image Modified To confirm the selection, select OK Image Modified Follow prompts to remove the key from the cabinet Once confirmed, the key selected has been permanently removed from the cabinet Permanently removing a key also makes it available to reinstate under a different vehicle
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 Modified Click on the Change RFID Tag Image Modified Select the Slot/Registration of the keys you wish to add a new RFID tag to Image Modified Confirm the registration is correct and click Yes to continue or No to cancel. Image Modified The next screen will ask you to tap the new RFID tag to the reader Image Modified 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. 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	On the KeyMaster main screen, click the Setup button (refer to Accessing the KeyMaster Setup Menu for more information) Click Check In Prompts Image Modified Click Add new at the bottom of the page Image Modified A new prompt should show up just above the Add new button. Click the pencil icon to edit the prompt. Image Modified Complete the Prompt details Image Modified 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 Image Modified Make the change required Image Modified 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 Image Modified Either slide the Enable button to Disable or click Delete Image Modified 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

out 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 Modified Click Key Status Image Modified 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 Modified
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 Modified Click Upcoming Bookings Image Modified 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 Modified
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 Modified Click Keys Due Back Image Modified 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 Modified
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 Modified Click Status Inconsistency Image Modified 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 Modified
Networking Menu
Setting up the network settings	On the KeyMaster main screen, click the Setup button (refer to Accessing the KeyMaster Setup Menu for more information) Click Networking Image Added Click Configure Image Added Fill in the network details by clicking on the fields outlined Image Added Click Apply once done and reboot the cabinet
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 Modified Enter a new PIN code using the keypad and click OK Image Modified
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 Modified Click Open Door Image Added Select the door that you want to open Image Modified The KeyMaster will then prompt you to open the door and advise you once it’s open Close the door when finished
Checking Logs	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 Added This displays the latest events in the cabinet regarding photo capture during check in / check outs or failed attempts to access the Setup menu and cabinet error messages. NOTE: If you need more log information or need to retrieve a photo capture, please contact us through our Service Desk (For more info, refer to Service Desk ) Image Added
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 Modified Select Update Firmware Image Added Click Check for Updates. Image Modified A confirmation message below the button should show up once it’s done. Image Modified
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 Modified On the System page, click Reboot Image Modified To confirm, click Reboot Image Modified The screen should turn off. The cabinet will take a minute to start again
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.