1.1.1       Introduction – When do you use the Keys?


The Keys module manages key sign-ins and sign-outs. It is mostly used by concierge & reception desks where there are frequent key exchanges. When recording a key issue or return, the system allows you to enter the customer details and grab their signatures by using either a signature pad attached to your PC or a tablet such as Apple iPad, Samsung Galaxy Tab and others. Keys are grouped into private and contractor keys. They are also color-coded for ease of use.

1.1.2       How to create a private key?


1.       Click on Keys in the menu on the left to open the Keys section. The private keys are managed in the top half of the screen.
2.       The tiles on display show the apartment number. An apartment can have more than one key. If all keys are signed in, the apartment tile shows in green. If all keys are signed out, the tile is red. If it is a mix of keys, the apartment tiles is shown in orange color. The apartment tile appears grey when there are no keys assigned to it.
3.       Click into an apartment to view its keys.
4.       Press the New button in the top right corner.
5.       In the popup form, enter Key ID, select type, choose location and enter any (optional) comments. If you are providing concierge services, always choose the location as Concierge, because only these keys can be signed in or out. Repeat this step to add as many keys as you want.

1.1.3       How to search, edit or delete a private key?


1.       Click on Keys in the menu on the left to open the Keys section. The private keys are managed in the top half of the screen.
2.       The tiles on display show the apartment number. To search across pages, type in the apartment number in the search box.
3.       Click into an apartment to view its keys.
4.       To edit a key information, click the Edit (pencil) icon at the right end of the corresponding row. The key information window will open. Update the fields and press Save to finish editing.
5.       To delete a key, click the Bin icon at the right end of the corresponding row.  A confirmation dialog will appear. Press OK to finish.

1.1.4       How to sign a private key in or out?


1.       Search for the apartment for which you want to sign a key in or out. See How to search, edit or delete a private key for details.
2.       When you click into the apartment, the signed-in keys are shown in green, while the ones signed-out are shown in red.
3.       To sign-out a key:

a.       Click the green rectangular tile at the left of the key row. Receiver’s information form will appear. Enter information of the person receiving the key. You can also enter the key return due date and also expiry date (if applicable).
b.       In the signature box, you can also grab the signatures of the person signing out the key by using a signature pad or a touch phone or tablet.
c.       Press Sign Out button to confirm.

4.       To sign-in a key:

a.       Click the red rectangular tile at the left of the key row. Key holder’s information form will appear.
b.       In the signature box, you can also grab the signatures of the person signing in the key by using a signature pad or a touch phone or tablet.
c.       Press Sign In button to confirm.

1.1.5       How to view a private key issue and returns history?


1.       Search for the apartment for which you want to see key history. See How to search, edit or delete a private key for details.
2.       Click on the apartment number to view its keys.
3.       Click on the history/clock icon at the right end of the key row.
4.       The key row will expand to show its issues and returns history.
5.       Hover the mouse at the right end of the history area to view the scroll bar and scroll up and down the list.

1.1.6       How to create a contractor key?


1.       Click on Keys in the menu on the left to open the Keys section. The contractor keys are managed in the lower half of the screen.
2.       Click the new button at the right end of Contractor Keys label.
3.       In the popup form, enter key ID, type, location and comments. Press Save to finish.
4.       The new key will be shown immediately in the Contractor Keys section.

1.1.7       How to search, edit or delete a contractor key?


1.       Click on Keys in the menu on the left to open the Keys section. Contractor keys are managed in the lower half of the screen.
2.       Contractor key tiles show the Key ID and Comments. Green keys are signed in while red keys are signed out.
3.       To search across pages, type in the Key ID in the search box.
4.       To edit a contractor key information:

a.       Click the Settings (gear) icon in the top right corner of the key.
b.       Click Edit Key in the popup men.
c.       The key information window will open. Update the fields and press Save to finish editing.

5.       To delete a contractor key:

a.       Click the Settings (gear) icon in the top right corner of the key.
b.       Click Delete Key in the popup men.
c.       A confirmation dialog will appear. Press Yes to finish.

1.1.8       How to sign a contractor key in or out?


1.       Search for the key you want to sign in or out. See How to search, edit or delete a contractor key for details.
2.       The signed-in keys are shown in green, while the ones signed-out are shown in red.
3.       To sign-out a key:

a.       Click the key. A receiver’s information form will appear. Enter information of the person receiving the key. You can also enter the key return due date and also expiry date (if applicable).
b.       In the signature box, you can also grab the signatures of the person signing out the key by using a signature pad or a touch phone or tablet.
c.       Press Sign Out button to confirm.

4.       To sign-in a key:

a.       Click on a key to view the pre-filled key holder’s information form.
b.       In the signature box, you can also grab the signatures of the person returning the key by using a signature pad or a touch phone or tablet.
c.       Press Sign In button to confirm.

1.1.9       How to view a contractor key issues and returns history?


1.       Search for the key you want to view history for. See How to search, edit or delete a contractor key for details.
2.       Click on the Settings (gear) icon in the top right corner of the key tile.
3.       In the popup menu, click History.
4.       Key history area would appear below the key tiles in grey background.  
5.       Hover the mouse at the right end of the history area to view the scroll bar and scroll up and down the list.