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 (please check with your administrator if you’re unsure of what format your 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 profile in Pool Booking. 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 carpooling and require access to a plant's key from the KeyMaster.
Setup Menu Guide
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 )
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 stored inside the unit should have a black RFID tag attached, it is required for returning of keys.
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
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 )
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
Moving a key to a different slot
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 )
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.
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.
Click 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 )
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 the KeyMaster main screen, click 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 )
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.
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 )
Click on the KeyMaster main screen, click 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 )
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.
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
Click on the KeyMaster main screen, click 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 )
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
Editing a check-in prompt
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
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
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
Click on the KeyMaster main screen, click 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 )
Click Check In Prompts
Follow the process above for Check-in prompts
Reboot the cabinet
Changing the Admin PIN Code?
Click on the KeyMaster main screen, click 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 )
Click Change PIN Code
Enter a new PIN code using the keypad and click OK
Opening the key unit’s door as an Admin without a booking
Click on the KeyMaster main screen, click 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 )
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
· 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 carpark.
· Close the door when finished
What reports are available on KeyMaster?
· On the KeyMaster main screen click the Setup icon
· Click Reports
· Select the report you would like to run
o Key status
o Upcoming Booking
o Keys Due Back
o Status inconsistency
System Settings
Rebooting the KeyMaster
Click on the KeyMaster main screen, click 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 )
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
