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.
  

  

• 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

How do I change the Admin PIN Code?

·        On the KeyMaster main screen click the Setup icon

·        Click System

·        Click Change Pin Code

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

How do I open the door as Admin without a booking?

·        On the KeyMaster main screen click the Setup icon

·        Click 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

Key Status                                                                 Upcoming Booking

Keys Due Back                                                         Status Inconsistency

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 Reports