Access Keys |
The Access Keys screen enables you to manage your keys and other access cards. You can track access keys such as HID cards and physical keys, and you can assign asset keys to equipment units, locations, employees, operators, or departments. You can also assign RFID access keys to enhance inventory security for high-value serialized parts. KeyValet uses data on this screen to determine which equipment unit is associated with the physical key stored in the key box.
To use access keys, keys must be in an ISSUED state and associated to an employee or operator to allow logins using a card reader. Any card ID that is used with multiple employee or operators will now log an error and fail the login to prevent any security issues.
Note: If you are interested in implementing a hardware solution for this feature, please contact your Account Manager.
Below are some helpful tips for best practice when creating Employee/Operator and equipment fuel cards.
Employee/Operator Fuel Cards
This screen does not validate for duplicate entries when it comes to entries in the employee and operator fields.
Ensure key status is set to ISSUED
When making cards for an employee or operator, you must create one card (Access key ID) for an employee and one card for an operator if both are needed. DO NOT enter an ID in both the Employee ID and Operator ID fields. You must enter either one employee ID or one operator ID per card record.
Multiple records with the same card identifier are ignored (only one record allowed as access keys per card identifier).
Equipment Fuel Cards
Ensure key status is set to ISSUED
Equipment ID must be entered.
Multiple records with the same card identifier are ignored (only one record allowed as access keys per card identifier).
The field in the top section of this tab defines the data that displays.
Access key ID
Identifier of the access key. This field has a list box. Maximum field length is 20 characters. This field is required.
The fields in the bottom section of this tab enable you to specify key status and type. You can also assign keys to equipment units, locations, employees, high-value parts, or operators. Unless otherwise indicated, these fields are optional.
Key type
The type of key. This field has a choice list:
HID
MAG
RFID
PHYSICAL KEY
OTHER
Key status
The status of the key. This field has a choice list:
NOT ASSIGNED
ISSUED
RETURNED
LOST
Facility code
Numeric facility code. This field has a list box.
Facility codes are defined on the System Mgmt -> Setup -> Security Tags -> Facility Codes screen.
Card identifier
Text field in which you can enter an identifier for the card. Maximum field length is 20 characters.
Card PIN
Personal identification number associated with the access card.
Assigned to:
Equipment ID: Identifier of the equipment assigned to the access key. This field has a list box. The equipment description displays to the right of the ID. Equipment IDs are defined on the Data -> Equipment Units -> Fleet Equipment screen.
Employee ID: Identifier of the employee assigned to the access key. This field has a list box. The employee name displays to the right of the ID. Employee IDs are assigned on the Personal Info tab of the Data -> Shop Activity -> Setup -> Employees -> Primary Information screen.
Operator ID: Identifier of the operator assigned to the access key. This field has a list box. The operator name displays to the right of the ID. Operator IDs are defined on the Personal Info tab of the Data -> Equipment Units -> Setup -> Operators -> Primary Information screen.
User ID: Identifier of the user assigned to the access key. This field has a list box. The individual's name displays to the right of the ID. User IDs are defined on the Basic Info tab of the System Mgmt -> Setup -> Access Rights -> Users screen.
Part ID: Identifier of the part assigned to the access key. This field has a list box. Part IDs and suffixes are defined on the Basic Info tab of the Data -> Parts Items -> Primary Information screen.
Part suffix: Number associated with the part in the Part ID field, which distinguishes it from other parts with the same part ID. The part suffix must be valid for the value entered in the Part ID field. Part IDs and suffixes are defined on the Basic Info tab of the Data -> Parts Items -> Primary Information screen.
Serial number: Serial or identification number of the part. This field has a list box. Serial numbers are recorded on the Data -> Part Items -> Serialized Parts screen.
Department ID: Identifier of the department to which the fuel card is assigned. This field has a list box. The department name displays to the right of the ID. This field is optional. Department IDs are defined on the Basic Info tab of the Data -> Setup -> Organization Structure -> Departments -> Primary Information screen.
Comment
Text field in which you can enter a comment on the access card for the vehicle or department. When the card is used in FuelFocus, the text in this field displays in the Comments field on the Data -> Equipment Activity -> Fueling -> Internal Fuel Tickets screen. Maximum field length is 60 characters. This field is optional.
Location ID
Identifier of the location assigned to the access key. This field has a list box. The location description displays to the right of the ID.
Locations are defined on the Basic Info tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen.
Location asset ID
Identifier of the asset's location. This field has a list box. The asset description displays to the right of the ID. Optional, but must be STATIONARY equipment if entered.