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.
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 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
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
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.
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.
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.
Upcoming Bookings
This report shows any upcoming bookings that are waiting to be checked out.
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.
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?
Enter a new PIN code using the keypad and click OK
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.
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 )
Updating Firmware
NOTE: The cabinet’s firmware does not update automatically. We recommend updating the firmware as the first step in troubleshooting KeyMaster issues.
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.
