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<< Click to Display Table of Contents >> Issuing Keys |
  
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<< Click to Display Table of Contents >> Issuing Keys |
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You issue Keys and Key Rings from the Personnel Screen using Wizards. The program maintains a complete audit trail of the keys and rings that are created, issued, returned, over due, and lost, as well as the remainder that should be available for issuance. Keys may be created in advance to be issued to personnel at a later time or you may issue and create keys as you go.
This topic includes:
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Field Descriptions of the Key Ring Issuance for Personnel Subscreen |
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Field Descriptions of the Key Issuances for Personnel Subscreen |
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The Key Issuances Screen for Personnel is divided into the two Secondary Record Lists, Key Issuances and Key Rings. You issue individual keys using the Key Issuances list and key rings using the Key Rings list. At the bottom of each of these lists are buttons that start wizards for issuing and returning keys and rings. You may also transfer all keys from the selected personnel record to another person and print key receipts. To return or transfer key rings and to print ring receipts, you do this from a subscreen that is linked to the Key Rings list. The program maintains an audit trail for all of the different issuance transactions that are made. This audit trail information about each key in your system is maintained on the Key Numbers Screen where you can access log listing reports for every transaction type.
To Open the Key Issuances Screen:
1. Click the Personnel icon on the Main Button Bar.
2. Look up the person to whom you want to issue keys or key rings to or add a new personnel record.
Help with > Looking Up Records, Adding Records
4. Click on the Key Issuances tab on the top of the Personnel Screen to display the key issuance information about a selected individual. The record information is on the right side of the screen and the people to select from are on the Primary Record List on the left.
Field Descriptions of the Key Issuances Screen:
Name: The name of the keyholder.
Total Deposit: The total deposit amount held for all key issuances.
Keys Held: The total quantity of keys currently issued.
Total Overdue Keys: The total quantity of keys that have become past due.
Total Rings: The total number of key rings currently issued.
Total Overdue Key Rings: The total quantity of key rings that have become past due.
Show All Access (button): This runs a report displaying all of the doors the person can open with the keys and/or key rings that they have been issued. Note: This feature works mathematically, so you are required to have the Bittings of your Key Numbers added for this report to work.
Important: You can issue keys either by the Building/Room or by the Key Number. The default is by Building/Room because it links the key issuance directly to the room record. If you issue a key by Key Number the program will not assign a room to the issuance record when using the Issue Keys Wizard. At times, however, you may need to issue a key, such as a master key, using the by Key Number method. For example, this would be the case if the master key does not have any room assignments.
1. Click on the Issue Keys button below the Key Issuances list. This displays the Issue Keys Wizard.
2. In the Entered By field the program displays name of the user who is currently logged on. You can type in another name that will also be recorded by the program or you can log off and then log in under your own user name.
3. The Wizard Screen is divided into two lists. The list on the right lets you look up keys by Building/Room. The list on the left displays the key issuances that you have assigned. The two arrows between the lists move the records in either directions. This allows you to undo an issuance assignment.
4. On the Locate Key Number list on the right, select the building from the Building record selection field. If your site has many buildings, you can start typing the building name into the field. The program will return the first building name that matches what you typed in. For example, if you type in a "W" the program would display "Wellsworth Hospital." If you type in a "W" again the program would display "Whitmore Towers" if it exists. Select the building that you want to use.
5. In the Room field, type in the Room Number that you want to use. The Room field is also a look up field so you can type in any search criteria to look up room records. You can also type in a question mark and press Enter on your keyboard to return all records.
6. The results of your look up are displayed as a list that includes the Building/Room(s) and Key Number(s). Click in the Sort by Key Number option at the bottom of the list to sort the list by Key Number. For example, if the room number was left off the key request form, you can locate it by the key number.
7. You can double-click on the record that you want to assign or highlight the record and use the right-to-left arrow key to move the assignment over to the left list. Use the right-to-left arrow to remove an assignment.
8. Once a key assignment is moved to the left list (Key Issuance List), the program automatically fills in the linked information that appears in the lower left portion of the screen (Edit Key Issuance fields).
9. For each key that you assign, the program automatically enters the Keyway, Key Number, Quantity, Serial No., Issuing Department, Issue Date/Time, Deposit, and Charge for Key.
10. You may edit most of the information in these fields. See field descriptions below.
11. When you are done assigning keys for this transaction, click on the Finish button to issue the keys.
12. The keys are displayed in the Key Issuances List on the Key Issuances Screen.
1. Click on the Issue Keys button below the Key Issuances list. This displays the Issue Keys Wizard.
2. In the Entered By field, the program displays the name of the user who is currently logged on. You can type in another name that will also be recorded by the program or you can log off and then log in under your own user name.
3. At the bottom of the list on the right (Locate Key Number), select the By Key Number radio button. This method is recommended for issuing Master Keys.
4. The Wizard Screen is divided into two lists. The list on the right lets you look up keys by Key Number. The list on the left displays the key issuances that you have assigned. The two arrows between the lists move the records in either directions. This allows you to undo an issuance assignment.
5. On the Locate Key Number list on the right, select the Keyway for the key that will be issued. If your site has many keyways, you can start typing the keyway into the field. The program will return the first matching keyway. For example, if you type in "C" the program displays the "C" keyway. If you type in "C" again the program will display the next "C" keyway, such as "CE" if it exists. Select the keyway that you want to use.
6. In the Key Number field, type in the Key Number that you want to use. The Key Number field is also a look up field so you can type in any search criteria to look up Key Number records.
7. The results of your look up are displayed as a list showing you the Key Number(s).
8. You can double-click on the record that you want to assign or highlight the record and use the right-to-left arrow key to move the assignment over to the left list. Use the right-to-left arrow to remove an assignment.
9. Once a key assignment is moved to the left list (Key Issuance List), the program automatically fills in the linked information that appears in the lower left portion of the screen (Edit Key Issuance fields).
10. For each key that you assign, the program automatically enters the Keyway, Key Number, Quantity, Serial No., Issue Date/Time, Deposit, and Charge for Key. The Issuing Department that is displayed is the first one in the department list (alphabetical).
11. You may edit most of the information in these fields. See field descriptions below.
12. When you are done assigning keys for this transaction click on the Finish button to issue the keys.
13. The keys are displayed in the Key Issuances List on the Key Issuances Screen.
Important: When you're using the Issue Key Wizard, you may switch between the By Building/Room and By Key Number options so you can issue multiple keys by either method.
Field Descriptions of the Issue Key Wizard:
Quantity: The default is one key. For nonserialized keys you may type in a multiple quantity to be issued.
Serial No.: For serialized keys the program displays the lowest serial number that's available. If you are issuing one more serial number than has been created, the program will create the key and enter the next serial number if you have the "Auto-create keys" feature turned on in the Locksmith Setup Screen. If you have this feature turned off and you have issued all of the available serial numbers, then the program will display a message asking you if you want it to create another one. When you have more than one serial number available you may select any one to issue. Click on the Record Selection button (down-arrow) next to the Serial No. field and select the number from the drop-down list.
Issuing Department: The program displays the department that has been assigned to the room record (default). Use the Record Selection button to pick another department for the key issuance.
Important: If you are issuing a key by Key Number, you must select the issuing department.
Authorized By: This selection box field allows you to pick the Authorized Signer for the key issuance. Click on the Open Folder button next to this field to jump to the screen of this authorized signer. The electronic signature of the signer is also displayed if available. Use the Clear Record button (Red X) to clear the Authorized Signer field.
Idea: On the Departments Screen, add your Authorized Signers. If you scan the signatures of authorized signers and add the images to their Personnel records, the signatures will automatically be displayed on this Authorized Signers subscreen.
Issue Date/Time: The program enters the date and time of the issuance. Clicking the Finish button determines the date/time of the key issuances.
Due Date/Time: Type in the Date and Time that the key(s) must be returned. If a key or keys becomes overdue, the overdue key quantity is flagged in red on the person's record for Key Issuances. You can also run overdue key reports by selecting, Key Number Reports > Key Number Overdue Issuance Listing in the Reports Menu.
Deposit: If you have set up a default deposit amount in System Setup, that amount will be displayed by the program. You may also edit this amount.
Charge for Key: If you have set up a default charge amount in System Setup, that amount will be displayed by the program. You may also edit this amount.
Comments: You may type in any information that you may have about the key issuance. This information appears in the Comments field on the Key Issuance Information subscreen.
Summary Fields: The fields entitled Total Keys, Total Deposit, Total Charge, and Total Fees below the Comments field will total the amounts for this key issuance transaction.
To Edit and Delete Records:
Once you have records added, you can edit or delete the records as well as the linked information associated with those records. Editing and deleting records affect any parent-child relationships of those records. To learn about editing and deleting records, see Editing Records or Deleting Records.
To Look Up Records:
The program's interface provides you with an extremely efficient way to look up and sort records and to find linked record information. To learn how to look up records, see Looking Up Records.
To Access Reports:
Click on the pull-down Reports Menu at the top of the Main Menu. To learn about the reports for this topic, see Reports.
This list on the Key Issuances Screen displays the historical record for all of the individual keys that have been issued to a person. The fields in the list include Issued (quantity), Key Number, Serial Number, Tag Number, Date/Time Issued, Building, Room, Date/Time Due, Date/Time Returned, and Date/Time Lost. This is a Secondary Record List so you may re-sort the list by clicking on any of the Field Column Names. This list will display key issuance records three different ways. Click on the Show Keys Held (default view) radio button to display only the keys that are currently issued to the person. Press the Show Returned Keys radio button to only display the keys that the person has returned. Press the Show All radio button to display all of the keys both held and returned.
Unassigned Keys - For keys issued by the Building/Room method, any issued keys that are no longer assigned to the indicated Building/Room record, due to re-keying, are marked with an asterisk (*), so they may be returned. Note: Sometimes, keys are keyed-alike to multiple rooms/ doors, so the person may still need the issued key.
The Key Issuances for Personnel subscreen
Every key that is issued and that appears in the Key Issuances List is linked to the Key Issuances for Personnel subscreen. This screen provides the complete record for each key that is issued, and it is here that individual keys are returned and marked as lost.
1. Double-click on any key issuance record in the Key Issuances List. This displays the Key Issuances for Personnel subscreen for that specific record. You may also click on the Open Folder button on the Key Issuances List so that you can select and then display any key issuance record on the Key Issuances for Personnel subscreen.
2. The program automatically enters the record information into the fields of the Key Issuances for Personnel subscreen. When you return a key or mark a key as lost, the program also enters that information into those related fields. Some of these fields may be edited in case you need to adjust the dates, deposit, fee, or comments information, for example.
Field Descriptions of the Key Issuances for Personnel subscreen:
Current Status: This displays the current status of the key issuance record. For example, if the key is returned, the current status would be Returned with Date and Time.
Keyholder: The ID Number and Name of the Keyholder.
Key: The Key Number name.
Tag Number: The tag number where the key is located, or the location where you store the key. This data is loaded from the Key Numbers screen.
Building/Room: The building and room that was assigned when the key was issued. This record may be edited so, for example, if the key was issued using the By Key Number option, you could later assign the building and room information to the issuance record.
Important: If you issue keys using the By Key Number method, and later assign the Building/Room record to the key issuance, make sure that the Building/Room record that you assign is one that's actually linked to the key (i.e., Change Key). If not, your key issuance and room access reports will not be accurate. This is because the Binoculars button on the Building/Room field can look up any and all room records, and not just those that are linked to the key record.
Issued by Department: The department that was assigned to the room when the key was issued. You may edit the department name.
Authorized By: The Authorized Signer is displayed for the key issuance.
Quantity Issued: This is the quantity of keys that was issued.
Date/Time Issued: The date and time that the key was issued. You may edit this information.
Date/Time Due: The final date and time that the key is required to be returned. You may edit this information.
Amount Charged: The fee that was charged during the key issuance. You may edit the amount.
Deposit Held: The deposit amount that was entered during the key issuance. You may edit the amount.
Comment: The comment that was typed in during the key issuance. You may edit the comment information.
Quantity Returned: When keys are returned, the total quantity of returned keys is displayed in this field. This will always be a maximum of one key for serialized keys.
Date/Time Returned: The date and time the key or the last quantity of keys was returned. You may edit this information.
Deposit Returned: The amount of the deposit that was returned for the key issuance record. This amount may be edited.
Quantity Lost: The quantity of keys that was lost for this key issuance record. This will always be a maximum of one key for serialized keys.
Date/Time Lost: The date and time the key or the last quantity of keys was lost. You may edit this information.
The program allows you to return all of the keys that someone has been issued, or keys may be returned one at a time. You return all the keys for a keyholder on the Key Issuances Screen using the Return All Keys button. To return keys one at a time, use the Return Key button that's located on the Key Issuances for Personnel subscreen.
To Return All Keys for a Keyholder:
1. Click on the Return All Keys button on the Key Issuances Screen. This displays the Return All Keys Wizard.
2. The program enters the current date and time into the Return Date/Time field. You may edit the date and time in case the keys were turned in earlier.
3. The Return All Deposits option is selected by the program but you may choose the other option (radio button), Do Not Return Deposits. The first option removes any deposits on the returned keys.
4. The Entered By field displays the name of the user who is currently logged in. You can type in a different name that is also recorded by the program.
5. Click on the Finish button to return all of the person's keys. The date and time returned are entered by the program for each key on the Key Issuances List. The key quantities are automatically updated on the Key Numbers Screen for each one of the returned keys. For example, there is now one more key available to be issued for each one of the keys that has been returned.
Important: Before you use the Return All Keys feature, check to see that the keyholder does not have any lost keys. Lost keys will not be returned when using this feature. If the keyholder is returning a key that was marked as lost, you will have to use the "Found" button on the lost key record to change the status of the lost ket. Then you can use the Return All Keys feature to return all keys.
To Return Keys for a Single Key Issuance Record:
1. On the Key Issuances List, double-click on any of the key issuances records in the list. This displays the Key Issuances for Personnel subscreen for that record.
2. Click on the Return Key button. This displays the Return Key Wizard.
3. The program enters the key return information. If there is a multiple quantity of keys issued on the record, you have the option to return a portion of the total quantity or all of the keys.
4. In the Quantity field, enter the quantity that you wish to return at this time. For serialized keys, you can only return one key.
5. The Return Date/Time is entered by the program but you may edit the date and time.
6. The Deposit Returned amount is entered by the program but you may edit this amount. For example, if you wanted to return only three out of five keys that are issued, you would only return the deposit amount for three keys.
7. The program enters the name of the user who is currently logged in.
8. Click on the Finish button to return the key(s).
9. The key issuance record is updated on the Key Issuance Information Screen. The key(s) are assigned the Date/Time Returned on the Key Issuances List. On the Key Numbers Screen the quantities are updated for the audit trail.
Unless a key is physically returned, the key remains issued to the individual. This is true when a key is recorded as Lost. The Lost category is really a "catch-all" for all missing keys. Whether a person claims that their key was stolen, borrowed, lost, or the dog ate it, the bottom line is that the key is missing. The purpose of having a Lost category is to enable you to decide whether or not you have a security issue or problem with missing keys.
1. Double-click on any key issuance record on the Key Issuances List. This opens the Key Issuances for Personnel subscreen.
2. Click on the Lost Key button. This displays the Lost Key Wizard.
3. The program enters the lost key information that you may edit.
4. If you have a multiple quantity of keys issued, you can edit the Quantity field and type in the actual quantity of keys lost. For serialized keys, you may only enter one key.
5. Either accept the date and time in the Date/Time Lost field or edit the date and/or time.
6. The program enters the name of the user who is currently logged in.
7. Click on the Finish button to record the key(s) as lost.
8. The program updates the Key Issuances information on the screen record and in the Key Issuances List. On the Key Numbers Screen the key quantities are updated for Total Keys Lost.
1. Click on the Found Key button on the Key Issuances for Personnel subscreen for the lost key record. The Found Key button is only active on lost key records.
2. The Found Key Wizard opens with the information entered. You may edit the information for Quantity and Date/Time Found. For example, the person lost three keys and later finds two out of the three. For serialized keys the lost and found quantity will always be one key.
3. Click on the Finish button to record the key(s) as found.
4. The program updates the Key Issuance Information record as well as the Key Issuances List. On the Key Numbers Screen the key quantities are adjusted for the found key(s).
The program lets you transfer all of the keys on a person's record to another person. You may also transfer individual keys from one person to another. When you transfer keys, the program automatically handles the key issuance information on both person's records. This includes key quantities, serial numbers, issue dates, return dates, due dates, deposits, and fees.
To Transfer All Keys from One Person to Another:
1.Click on the Transfer All Keys button on the Key Issuances Screen of Personnel. This displays the Transfer All Key Issuances Wizard.
2. Click on the Binoculars button next to the Transfer All Keys to field. This displays the Personnel Find Screen.
3. Look up and select the person who will be issued the keys. This enters that person into the Transfer All Keys to field.
4. Decide if you want to transfer any due dates or deposits for the keys being transferred. If not, click on the check boxes Transfer Due Dates and/or Transfer Deposits to deselect these options.
5. The program enters the current Date and Time into the Transfer Date/Time field. You may edit the date and time.
6. The current user who is logged in is displayed in the Entered By field. You may type in another user's name.
7. Click on the Finish button to transfer the keys.
To Transfer a Single Key from One Person to Another:
1. Double-click on any key issuance record in the Key Issuance list to display the Key Issuances for Personnel Screen.
2. Click on the Transfer Key button. This displays the Transfer Key Wizard.
3. Click on the Binoculars button next to the Transfer Key to field. This displays the Personnel Find Screen.
4. Look up and select the person who will be issued the key. This enters that person into the Transfer Key to field.
5. Decide if you want to transfer the due date or deposit for the key being transferred. If not, click on the check boxes called Transfer Due Date and/or Transfer Deposit to deselect these options.
6. The program enters the current Date and Time into the Transfer Date/Time field. You may edit the date and time.
7. The current user who is logged in is displayed in the Entered By field. You may type in another user's name.
8. Click on the Finish button to transfer the key.
For any keyholder, you can preview and print key issuance receipts for all keys issued, keys issued by a specified date, or for a single key issuance record. The receipts may be selected for either issued or returned keys. The receipts may be customized for the text that appears as an agreement of responsibility regarding the issuance of keys. The name of your site and address are also displayed on the receipts. To learn how to customize the agreement of responsibility that's displayed on receipts and to add your site's name and address, see System Setup Screens.
To View or Print Receipts for Multiple Key Issuances:
1. On the Key Issuances Screen of Personnel, click on the Receipts button. This displays the Print All Receipts Screen.
2. Select either an Issuance or return type of Receipt. A third option is the Pick List that is not a receipt, but a report that lists the key issuances/returns by Tag Number, so you can quickly locate the Tag Numbers when gathering keys to be issued or for returning keys.
3. From the Receipts field, select the Date/Time for the receipt you wish to view or print. You also use this for the Pick List report option.
4. Click on the Preview button to preview the report with an option to Print.
5. Click on the Print button to print the report.
To View or Print Receipts for a Single Key Issuance Record:
1. Double-click on any record on the Key Issuance list. This displays the Key Issuances for Personnel Screen.
2. Click on the Print Receipt button. This displays a message window asking you if you want to preview the report. Click Yes to preview or No to print.
To View or Print Receipts During the Issuance of Keys:
1. When you are finished issuing keys on the Issue Keys Wizard Screen, you can either click on the Preview Receipt or the Print Receipt buttons at the lower left corner of the screen.
2. Click on the Preview Receipt button to first preview the issuance record that pertains to all of the keys that you have assigned on the Issue Keys Wizard Screen. You may then Print the report.
3. Click on the Print Receipt button to print the report. Before you actually print, you may select a multiple number of copies to print.
Quickly Locating Your Available (Cut) Keys to be Issued
You have the option to assign Tag Numbers to your Key Number records. These could be hook numbers or wherever you store your keys. The program displays Tag Numbers for both your keys and key rings on the Issue Keys Wizard, the Key Issuances list, and the Key Issuances for Personnel screen. When issuing and returning keys and rings, use the Tag Numbers to quickly locate your keys and rings.
Key Issuance Pick List Report - When issuing multiple keys to a person, this report displays the list of keys to be issued and includes the Tag Numbers and Serial Numbers, if included. This allows you to quickly locate and pick the person's keys. Fields on the report include, Tag Number, Quantity, Key Number, Serial Number, and Initial. The reports are located on the Key Issuances screen. You can click on the Receipts button for the Pick List option. You can also print the reports from the Issue Keys Wizard. This report may also be used to cut/collect the keys to be picked up later, for example. And, it includes a place for someone to put their initials on the form for each key.
Before you can issue any key rings you must first create your rings on the Key Rings Screen. All key rings are serialized by the program when they are created and then they are issued by serial number. This means that you will need to have at least one key ring created in order to issue it to personnel. The process of issuing key rings is almost identical to that of issuing keys. One difference is that the Auto-Create Keys feature does not work for key rings. This is why the key rings must be pre-made to be issued. See Key Rings.
1. On the Key Issuances Screen of Personnel, click on the Issue Key Ring button. This displays the Issue Key Rings Wizard.
2. In the Entered By field, the program enters the name of the user who is currently logged on. You may type in another user name.
3. In the Key Ring field, type in the name of the ring you want to issue. The program will only display the serial numbers for rings that have been created. You may type in a question mark "?" to display all key rings.
4. Once key rings are displayed in the list on the right, you can double-click on a ring record to assign it to the list on the left. You may also press the Enter key on your keyboard or click on the right-to-left arrow between the lists to assign a key ring record that is highlighted. When this is done a second arrow appears between the lists that allows you to undo a ring assignment that has been made.
5. For each key ring that you assign, the program automatically enters the Key Ring, Serial Number, Tag Number, Issue Date/Time, Deposit, and Charge for Ring information into the Edit Key Ring Issuance fields on the lower left portion of the screen. The Issuing Department field is blank because a ring may contain many keys from different departments. Set up a department(s) for your site, such as Maintenance or Security, that has the authority to issue key rings.
6. Select the Issuing Department from the record selection field.
7. Select an Authorized Signer from the Authorized By field.
8. See Field Descriptions of the Issue Key Wizard to learn how to use and edit the remaining issuance fields on this screen.
9. Click on the Finish button to issue the key ring(s). For each key that is on an issued ring, the program adjusts the Total Keys Issued quantity on the Key Numbers Screen.
Once you have issued a key ring to someone, the issuance record appears on the Key Rings list on the Key Issuances Screen of Personnel. This list displays the historical record for all of the key rings that have been issued to a person. The fields in the list include Issued (quantity), Key Ring, Serial Number, Tag Number, Date/Time Issued, Date/Time Due, Date/Time Returned, and Date/Time Lost. This is a Secondary Record List so you may re-sort the list by clicking on any of the Field Column Names. This list will display key ring issuance records three different ways. Click on the Show Rings Held (default view) radio button to display only the rings that are currently issued to the person. Press the Show Returned Rings radio button to only display the rings that the person has returned. Press the Show All radio button to display all of the key rings both held and returned.
The Key Ring Issuance for Personnel subscreen
Every key ring that is issued and that appears in the Key Rings List is linked to the Key Ring Issuance for Personnel subscreen. This screen provides the complete record for each ring that is issued and it is here that rings are returned and marked as lost.
1. Double-click on any key issuance record in the Key Issuances List. This displays the Key Ring Issuance for Personnel subscreen for that specific record. You may also click on the Open Folder button on the Key Issuances List so that you can select and then display any key ring issuance record on the Key Rings for Personnel subscreen.
2. The program automatically enters the record information into the fields of the Key Ring Issuance for Personnel subscreen. When you return a ring or mark a ring as lost the program also enters that information into those related fields. Some of these fields may be edited in case you need to adjust the dates, deposit, fee, or comments information.
Field Descriptions of the Key Ring Issuance for Personnel subscreen:
Current Status: This displays the current status of the key ring issuance record. For example, if the ring is returned, the current status would be Returned with Date and Time.
Keyholder: The ID Number and Name of the Keyholder.
Key Ring: The Key Ring name.
Tag Number: The tag number where the ring is located, or the location where you store the ring. This data is loaded from the Key Rings screen.
Issued by Department: The department that was assigned when the key ring was issued. You may edit the department name.
Authorized By: The Authorized Signer is displayed for the key ring issuance.
Quantity Issued: Because key rings are serialized, this will always be a maximum quantity of one.
Date/Time Issued: The date and time that the ring was issued. You may edit this information.
Date/Time Due: The final date and time that the ring is required to be returned. You may edit this information.
Amount Charged: The fee that was charged during the key ring issuance. You may edit the amount.
Deposit Held: The deposit amount that was entered during the key ring issuance. You may edit the amount.
Quantity Returned: Because key rings are serialized, this will always be a maximum of one key ring.
Date/Time Returned: The date and time the ring was returned. You may edit this information.
Deposit Returned: The amount of the deposit that was returned for the key ring issuance record. This amount may be edited.
Quantity Lost: Because key rings are serialized, this will always be a maximum quantity of one.
Date/Time Lost: The date and time the key ring was lost. You may edit this information.
Comment: The comment that was typed in during the ring issuance. You may edit the comment information.
The program allows you to return all of the key rings that someone has been issued, or rings may be returned one at a time. You return all the rings for a keyholder on the Key Issuances Screen using the Return All Rings button. To return rings one at a time, use the Return Key Ring button that's located on the Key Ring Issuance for Personnel subscreen.
To Return All Key Rings for a Keyholder:
1. Click on the Return All Rings button on the Key Issuances Screen. This displays the Return All Key Rings Wizard.
2. The program enters the current date and time into the Return Date/Time field. You may edit the date and time in case the keys were turned in earlier.
3. The Return All Deposits option is selected by the program but you may choose the other option (radio button), Do Not Return Deposits. The first option returns all deposits on the returned rings.
4. The Entered By field displays the name of the user who is currently logged in. You can type in a different name that is also recorded by the program.
5. Click on the Finish button to return all of the person's key rings. The date and time returned are entered by the program for each ring on the Key Issuances List. The program adjusts the Total Keys Issued quantities for each key on each ring that has now been returned.
To Return a Single Key Ring Issuance Record:
1. On the Key Rings List, double-click on any of the key issuances records in the list. This displays the Key Ring Issuance for Personnel subscreen for that record.
2. Click on the Return Key Ring button. This displays the Return Key Ring Wizard.
3. The program enters the key ring return information.
4. The Return Date/Time is entered by the program, but you may edit the date and time.
5. The Deposit Returned amount is entered by the program, but you may edit this amount.
6. The program enters the name of the user who is currently logged in.
7. Click on the Finish button to return the key ring.
8. The key ring issuance record is updated on the Key Issuance Information Screen. The ring is assigned the Date/Time Returned on the Key Rings List. The program adjusts the Total Keys Issued quantities for each key on the ring that has now been returned.
Unless a key ring is physically returned, the ring remains issued to the individual. The program marks the ring as lost, which is another way of saying that the ring is missing. The Lost category is designed to handle all of the situations that involve missing keys or key rings such as lost, stolen, or borrowed. If you are in the process of doing a security audit, you can review your lost keys and key rings in order to make decisions about rekeying rooms and/or upgrading security requirements.
1. Double-click on any key ring record on the Key Rings List. This opens the Key Ring Issuance for Personnel subscreen.
2. Click on the Lost Key Ring button. This displays the Lost Key Ring Wizard.
3. The program enters the lost key ring information that you may edit.
4. Either accept the date and time in the Date/Time Lost field or edit the date and/or time.
5. The program enters the name of the user who is currently logged in.
6. Click on the Finish button to record the ring as lost.
7. The program updates the Key Ring issuance information on the screen record and in the Key Rings List. On the Key Numbers Screen, the key quantities are updated for Total Keys Lost for each key that is on this key ring.
To Record a Key Ring as Found:
1. Click on the Found Key Ring button on the Key Ring Issuance for Personnel subscreen for the lost key record. The Found Key button is only active on lost ring records.
2. The Found Key Ring Wizard opens with the information entered. You may edit the information for Date/Time Found or change the Entered By name.
3. Click on the Finish button to record the key ring as found.
4. The program updates the Key Ring Issuance for Personnel record as well as the Key Rings List. On the Key Numbers Screen the Total Keys Lost are readjusted for each found key on the ring.
The program lets you transfer a key ring on a person's record to another person. When you transfer a key ring the program automatically handles the key issuance information (returns and issues) on both person's records. This includes key quantities, serial numbers, issue dates, return dates, due dates, deposits, and fees.
To Transfer a Key Ring from One Person to Another:
1. Double-click on any key ring issuance record in the Key Rings List to display the Key Ring Issuance for Personnel subscreen.
2. Click on the Transfer Key Ring button. This displays the Transfer Key Ring Wizard.
3. Click on the Binoculars button next to the Transfer this Key Ring to field. This displays the Personnel Find Screen.
4. Look up and select the person who will be issued the ring. This enters that person into the Transfer this Key Ring to field.
5. Decide if you want to transfer the due date or deposit for the ring being transferred. If not, click on the check boxes called Transfer Due Date and/or Transfer Deposit to deselect these options.
6. The program enters the current Date and Time into the Transfer Date/Time field. You may edit the date and time.
7. The current user who is logged in is displayed in the Entered By field. You may type in another user's name.
8. Click on the Finish button to transfer the key ring.
For any keyholder, you can preview and print key ring issuance receipts for all rings issued, rings issued by a specified date, or for a single ring issuance record. The receipts may be selected for either issued or returned rings. The receipts may be customized for the text that appears as an agreement of responsibility regarding the issuance of rings. The name of your site and address are also displayed on the receipts. To learn how to customize the agreement of responsibility that's displayed on receipts and to add your site's name and address, see System Setup Screens.
To View or Print Receipts for Multiple Key Ring Issuances:
1. On the Key Issuances Screen of Personnel, click on the Ring Receipts button. This displays the Print All Receipts Screen.
2. Select either an Issuance or Return type of receipt.
3. For the Receipt field, select the Date/Time for the receipt you wish to preview or print.
4. Click on the Preview button to preview the report with an option to Print.
5. Click on the Print button to print the report.
To View or Print Receipts for a Single Key Ring Issuance Record:
1. Double-click on any record on the Key Rings list. This displays the Key Ring Issuance for Personnel subscreen.
2. Click on the Print Ring Receipt button. This displays a message window asking you if you want to preview the report. Click Yes to preview or No to print.
To View or Print Receipts During the Issuance of Key Rings:
1. When you are finished issuing key rings on the Issue Key Rings Wizard Screen, you can either click on the Preview Receipt or the Print Receipt buttons at the lower left corner of the screen.
2. Click on the Preview Receipt button to first preview the issuance record that pertains to all of the rings that you have assigned on the Issue Key Rings Wizard Screen. You may then Print the report.
3. Click on the Print Receipt button to print the report. Before you actually print, you may select a multiple number of copies to print.
Locate Personnel by Unique Serial Number
On the Locksmith Setup Screen you have the option to create your keys using unique serial numbers. This means that each key, regardless of its key number, is assigned a unique serial number by the program. If you wanted, you would only have to stamp this serial number on your keys in order to identify them. This feature allows you to instantly look up the personnal record that's linked to this unique serial number. See the Locksmith Setup Screen.
Important: For this feature to work, you must have "Use unique serial numbers throughout system" turned on (Locksmith Setup Screen). You must also have some keys with unique serial numbers created and issued.
1. From the Reports Menu, select Quick Reports - Locate Personnel by Unique Serial Number option. This displays the Locate by Unique Serial Number Wizard Screen.
2. Type in the unique serial number and click on the Finish button. The program displays the personnel record that's assigned to the serial number.
Deleting Personnel with Key Issuances
We recommend that you don't delete personnel who are issued keys. Instead, we recommend that personnel remain in your database until they have returned all of their keys. Personnel that are deleted will not appear on the Personnel screen even though they were issued keys and have not returned them.
In the event that you must delete a person who's been issued keys, the program will still handle this type of transaction. When someone is deleted and has keys issued, the person becomes "inactive." This means that the key issuance record still exists for that key but the person is no longer displayed on the Personnel screen. None of the Personnel reports, except for the Detail Personnel Listing, will include deleted personnel. However, the various key issuance reports for Key Numbers will still display keys that are issued to deleted personnel. The reason that the Detail Personnel Listing report still displays "inactive" records, is to make it possible to figure out the issued keys at a later date. For example, a deleted individual is a suspect in an investigation, and law enforcement wants to know the keys that were issued.
Returning, Losing, Finding, or Transferring Keys for Deleted Personnel
It's possible for a person, who's no longer in Personnel, to come back and return his or her keys. You can also change the issuance status for keys that have been issued to personnel that have been deleted.
Important: You cannot restore deleted personnel that no longer have any keys issued. For example, you return the last key for an inactive person's record. You will no longer be able to access that person's record once you exit the record. See Recalling Deleted Personnel with Key Issuances below.
Note: If you're trying to figure out what keys a deleted (inactive) person has been issued, run the Detailed Personnel Listing report. Do not choose the "One Person Only" option because the individual will not show up.
1. On the Key Numbers Screen look up the Key Number that you want to return, mark as lost, find, or transfer to someone else, and click the Key Issuances button.
2. On the Key Issuances list, look up the deleted person to whom the key is issued.
3. Double-click on that person's record in the Key Issuances list. This will jump to the Key Issuances screen for that record.
4.You can now perform any of the available key issuance transactions; return key, lost key, found key, or transfer key.
Returning, Losing, Finding, or Transferring Key Rings for Deleted Personnel
1. Go to the Key Ring screen and look up the key ring that you want to return, mark as lost, find, or transfer to someone else.
2. On the Key Ring Issuance History list, look up the deleted person to whom the key ring is issued.
3. Double-click on that person's record in the Key Ring Issuance History list. This will jump to the Key Ring Issuance History screen for that ring issuance.
4.You can now perform any of the available key ring issuance transactions; return key ring, lost key ring, found key ring, or transfer key ring.
Note: To figure out what key rings a deleted (inactive) person was issued, run either of the two Key Ring Detailed Listing reports for Personnel.
Recalling Deleted (Inactive) Personnel with Key Issuances
Important: This feature lets you restore a deleted (inactive) personnel record, but only if that person still has at least one key issued. You can also restore deleted (inactive) personnel that once had a key ring issued even if they returned the ring. This is accomplished by accessing the person's inactive record through the Key Ring Issuance History list on the Key Rings screen.
1. Look up any key or key ring that the deleted person is still issued.
2. For keys, go to the Key Issuances sub-screen in the Key Numbers screen. For Key Rings, go to the Key Ring Issuance History list on the Key Rings screen.
3. In either the Key Issuances list or the Key Ring Issuance History list, double-click on the inactive person's issuance record. This takes you to the key or key ring issuance screen.
4. Click on the Open Folder button to the right of the Keyholder field. This takes you to the record for the inactive person. On this screen you should see "Inactive."
5. Click on the Recall button to restore the personnel record.
6. Perform any necessary key transaction(s) such as returning the person's keys.
7. Once the person has no keys/rings issued, you can permanently delete their record.