Supra KeyAdvantage, User Manual

Page 1: ...KeyAdvantage System User Manual ...

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Page 3: ...ns apply to this document a UTC Fire Security with respect to title to or warranty of the Software means UTC Fire Security Americas Corporation Inc a Connecticut corporation b Software means the executable software or firmware programs and accompanying documentation installed on the UTC Fire Security products plus any upgrades modified versions updates additions and copies of the software furnishe...

Page 4: ...m the date of delivery Media Warranty Period Except as specifically provided therein any other software and any hardware furnished with or accompanying the Software is not warranted by UTC Fire Security Your exclusive remedy under this limited warranty for nonconforming Software shall be repair or replacement of the Software at the sole discretion of UTC Fire Security To obtain a repair or replace...

Page 5: ...For the latest product information contact Supra or visit us online at www keyadvantage com FCC Compliance This equipment has been tested and found to comply with the limits for a Class B digital device pursuant to part 15 of the FCC rules These limits are designed to provide reasonable protection against harmful interference when the equipment is operated in a residential environment This equipme...

Page 6: ...rogramming the KeyBox 14 User Operations 15 The KeyTag 18 Physical Characteristics 18 KeyTag Programming 18 The KeyCaddy 19 The Programming Base 20 Physical Characteristics 20 Visual Feedback LEDs 20 User Operations 21 Software Overview 22 System Users 22 User and Product Status 24 Importing KeyAdvantage Inventory Files 25 Entering Vehicle Information 25 Assigning KeyTags 26 Maintaining the KeyAdv...

Page 7: ...eyPads 47 Modifying KeyPads 47 Diagnosing KeyPads 48 Flashing KeyPads 51 Importing firmware 51 Flashing KeyPads 51 Modifying KeyBoxes 52 Programming KeyBoxes 53 Reading KeyBoxes 53 Diagnosing KeyBoxes 54 Chapter 4 Reports 58 Scheduling Reports for Automatic Distribution 58 Chapter 5 Database Maintenance 60 Backing Up KeyAdvantage Data 60 Archiving KeyAdvantage Data 61 Unarchiving KeyAdvantage Data...

Page 8: ...ing or operating this product The most current versions of this and related documentation may be found on our website The following conventions are used in this document Bold Menu items and buttons Italic Emphasis of an instruction or point special terms File names path names windows panes tabs fields variables and other GUI elements Titles of books and various documents Blue italic Electronic ver...

Page 9: ...hift You can limit the number of KeyPads a key holder is allowed to check out KeyAdvantage Overview At the beginning of their shift each salesperson checks out a KeyPad at the KeyAdvantage computer Checking out a KeyPad activates it and programs the key holder s PIN code and permissions into the KeyPad In order to check out a KeyPad the key holder must be set as Active in the KeyAdvantage software...

Page 10: ...eck out KeyPads or log into the KeyAdvantage software Users with an Inactive status cannot access the system KeyPad Controls KeyAdvantage KeyPad controls include the use of PIN codes KeyPad expiration KeyBox access limits bad PIN code lockout KeyBox access tracking audit trails and purpose codes PIN Code The most basic security feature of the KeyPad is the PIN code Accessing the vehicle keys requi...

Page 11: ...ccess Each time the KeyPad is checked in its access information is automatically downloaded to the KeyAdvantage system software and can be viewed through reports and other software screens If a KeyPad is not checked in at the end of the key holder s shift it is automatically checked in the next time it is checked out Purpose Codes A dealership may require that a key holder specify the purpose of a...

Page 12: ... purpose codes are required why it was accessed The KeyBox access audit trail includes the name of the key holder the KeyTag accessed the date and time of access and the purpose code for the access The KeyBox stores the most recent 35 access records The information can be viewed either by reading the KeyBox with a KeyPad or connecting the KeyBox to the system software using the programming base Ni...

Page 13: ...le keys were taken When the vehicle keys were taken Why the vehicle keys were taken How long a KeyTag was out of the KeyBox Physical Characteristics The KeyPad has an infrared interface on the top of the KeyPad which is used to communicate with the KeyBox and programming base The KeyPad has a backlight to easily view the display in outside evening lighting conditions The KeyPad has audible and vis...

Page 14: ... Up Down Scroll Arrows Enter Backspace Backlight KeyPad Navigation Green Start button Powers on the KeyPad Resets the KeyPad Press a blue menu button when the KeyPad is powered on to launch the menu options Press a blue menu button repeatedly to cycle through the KeyPad menu options KeyBox Information Read KeyBox View last KeyBox read KeyPad Information View user info Review error codes Display Ke...

Page 15: ...hort beep repeated KeyPad is communicating with KeyBox Silence Communication between KeyPad and KeyBox interrupted 2 short buzzes KeyPad batteries are low 3 short buzzes KeyPad has been disabled Visual Feedback If an error occurs a problem tone is sounded and an error message is displayed See Appendix A Troubleshooting on page 67 for more information on error codes User Operations KeyPad user oper...

Page 16: ...e Down Arrow button will show the date and time that the KeyPad is valid The time displayed on the KeyPad will always be Standard Time If Daylight Savings Time is in effect only the time shown on reports will reflect Daylight Savings Time a D will be displayed next to the time on the KeyPad To display the user information 1 Press the Start button to turn on the KeyPad 2 Press the KeyPad Informatio...

Page 17: ...nter button if less than four digits have been entered and it ignores any numbers entered after four digits 5 Press Enter View Error Codes The most recent errors that have occurred using the KeyPad can be displayed on the KeyPad This menu option also displays the current firmware version of the KeyPad and the KeyPad s current date and time The KeyPad stores the last 16 error code entries Scroll th...

Page 18: ...the checkout process The KeyPad assumes the permissions of the key holder as set up in the KeyAdvantage system software If the KeyPad was not checked in at the end of the previous user s shift the KeyAdvantage software checks in the KeyPad and uploads the previous key holder s access activity before checking out the KeyPad to the new user See Checking Out KeyPads on page 47 for details on checking...

Page 19: ...the most recently read KeyBox including information about when the KeyBox was accessed and by whom as well as when the KeyTag was returned to the KeyBox Information includes accessing KeyPad number user name and ID number date and time accessed the KeyTag and vehicle information the purpose code used and the date and time of KeyTag return KeyBox Back Read Displays KeyBox access information stored ...

Page 20: ...llows it to communicate with the KeyAdvantage KeyPad and programming base The KeyBox has a large internal key container to accommodate the vehicle s keys and the electronic KeyTag to which they are attached The key container in the KeyBox has a bright red label which displays the KeyBox serial number The key container closes only if a KeyAdvantage KeyTag is properly placed in the key container If ...

Page 21: ...e programmed to dealership groups dealerships and departments so that the administrator can control which groups of key holders can access which KeyBoxes The dealership group code dealership code and department code can also be programmed by the dealership using the programming base See Programming KeyBoxes on page 54 for details on programming KeyBoxes KeyBox Access Records The KeyBox stores the ...

Page 22: ...press the Enter button 3 Enter the purpose code and press the Enter button 4 Connect the KeyPad to the KeyBox using the IR ports The key holder has up to two minutes to connect with the KeyBox 5 When you hear the operation complete tones 4 short beeps press up on the key container to release it and access the vehicle keys After authorization has been granted the user has 12 seconds to access the K...

Page 23: ...ming base In addition an activity report can be generated for an individual KeyBox The Modify KeyBox menu option allows users to view the following KeyBox information Serial number Status Programmed date Battery status Notes Lockout list Current department assignment Activity report Programming the KeyBox When the KeyBox is connected to the KeyAdvantage software by means of the programming base th...

Page 24: ...ship department assignment defined in the KeyAdvantage software as compared to the dealership department assignment that is actually programmed in the KeyBox Access Log Displays KeyPad serial number user information KeyTag number vehicle assignment information and date time for the most recent KeyBox accesses as well as the date and time that the KeyTag and vehicle key were returned to the KeyBox ...

Page 25: ...cts of a KeyTag are present and therefore that the vehicle keys are present When the KeyTag makes contact with the KeyBox the KeyBox reads the serial number and the vehicle ID information programmed into the KeyTag If the metal contacts of the KeyTag do not connect with the KeyBox the key container will not completely close providing visible evidence that the vehicle keys are not present The KeyTa...

Page 26: ...hat holds up to 50 KeyTags with vehicle keys attached It allows for fast and easy removal and replacement of the vehicle keys in and out of the KeyBoxes The KeyCaddy can be attached to a shoulder strap for convenient carrying during nightly key removal or daily replacement ...

Page 27: ...amming base at a time Communicates with KeyBoxes and KeyPads through IRDA infrared communication The programming base connects to the KeyTag through physical contacts Connects to a PC through a serial connection Visual Feedback LEDs The front panel contains 5 LEDs for visual feedback When the programming base is powered on all lights quickly blink on and off The red LED indicates that the power sw...

Page 28: ...xes and KeyPads and downloads diagnostic information and audit trails The programming base is used to Program diagnose and read KeyBoxes Program and diagnose KeyPads Check KeyPads in and out Program unassign and read the serial number and assigned vehicle ID in KeyTags Assigning KeyBoxes to dealerships departments ...

Page 29: ...tory System Users The KeyAdvantage software allows administrators to create two types of users those who are able to check KeyPads in and out and those who can log into the KeyAdvantage software to perform administrative tasks KeyAdvantage Key Holders KeyAdvantage key holders only have access to the KeyAdvantage system software to check in and check out KeyPads When a key holder record is created ...

Page 30: ...up Administrator and Customer Super Administrator Each has increasing levels of privileges Custom users can be created by either adding or removing privileges assigned to the five predefined software user types See System Users on page 23 for details on creating system users KeyAdvantage Operator KeyAdvantage operators have basic administrative privileges An operator can Create modify import and d...

Page 31: ...administrators dealership group administrators and other customer super administrators Configure dealership system settings such as defining purpose codes and email options for automatic system notifications Backup restore purge archive and unarchive the entire KeyAdvantage database configuration data and user information data User and Product Status Statuses are used to manage users and product i...

Page 32: ...ssigning and unassigning KeyTags Importing KeyAdvantage Inventory Files KeyPads and KeyBoxes ordered from Supra must be imported into your system software so that they can be assigned and accessed Inventory shipped from Supra includes a supra file containing your inventory information Customer Super Administrators Dealership Group Administrators and Dealership Administrators have permissions to im...

Page 33: ...at any time Archiving Data Both transaction and history data can be archived to improve system performance Archived data is stored separately on the server and is not displayed in Activity reports Data can be archived at any time or scheduled to archive automatically at a specific monthly interval Archived data can be retrieved at any time using the Unarchive Data function Archived back up data is...

Page 34: ...hich KeyBoxes key holders have accessed within a specified date range Can be set to report activity by key holder key holder group or by KeyPad serial number Can be set to report only accesses using specified purpose codes Can be set to report only the accesses of a specified duration of time during which the vehicle keys were out of the KeyBox Vehicle keys must be removed at the end of the day to...

Page 35: ... History Report Shows KeyPad assignment history within a specified date range Can be configured by any or all key holders key holder groups or KeyPad serial numbers Displays key holder ID and name as well as date and time of checkout and expiration Reconciliation Reports There are two Reconciliation reports Vehicle Key Removal and KeyTag Vehicle Key Removal Reconciliation Report Used to confirm th...

Page 36: ...Key Holder Configuration and Key Holder KeyPad Assignment Configuration System User Configuration Report Shows KeyAdvantage software authorization levels of users Displays Dealership name user ID number user name and authorization level Can be configured for all users or by specific login permissions Key Holder Configuration Report Summarizes key holder access hours Displays key holder user ID las...

Page 37: ...ey holders or key holder groups user login permission change history key holder group assignment change history key holder group change history database maintenance activity history key holder KeyPad assignment change history and KeyPad flash change history Scheduling Reports Access Assignment and Reconciliation reports can all be set up to be automatically generated and delivered to an email addr...

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Page 39: ...sword Figure 2 Note The dealership system administrator creates the login ID and password during the KeyAdvantage software installation process The dealership system administrator can set up login IDs and passwords for others needing access to the KeyAdvantage software Figure 2 Enter login ID and password 4 Click Login The menu options available to the user when logged on to the KeyAdvantage softw...

Page 40: ...ify users Check out KeyPads Check in KeyPads Modify KeyPads Modify Keyboxes Program KeyBoxes Cut Copy Paste Logout Screen toolbar The Screen toolbar Figure 4 provides the tools used in the KeyAdvantage screens If a button is dimmed it is currently unavailable Figure 4 Screen toolbar Search Add new Copy current record Modify Cancel changes Save Delete First record Previous record Next record Last r...

Page 41: ... KeyAdvantage software installation CD package 2 Click Browse 3 Locate the supra inventory file Highlight the file and click Open 4 Click Import 5 Click Yes to view the log file 6 If you have another inventory file to import repeat the process 7 Click Close Creating Key Holder Groups Key holder groups categorize key holders who access the same KeyBoxes during the same working shift You can assign ...

Page 42: ... the same each day of the week enter the hours in the first line and check the Apply all box 6 Check the dealerships and departments the key holder group should be able to access 7 Click Save Creating Users and Key Holders To create a new user or key holder do the following 1 Click Users Modify Users 2 Click Add new 3 Select the user status from the dropdown list Active The user can check out KeyP...

Page 43: ...he key holder does not belong to a key holder group manually enter the access hours and KeyBox access permissions by doing the following Enter the hours the key holder is allowed to access vehicles If the hours are the same each day of the week enter the hours in the first line and check the Apply all box Check the dealerships and departments the key holder can access Note If a new dealership depa...

Page 44: ...Custom in the User type field 16 Enter and confirm a password for the user The user logs on to the KeyAdvantage software using the login ID and password The password must contain a minimum of eight characters and at least one numeral one uppercase character and one lowercase character 17 Check the dealerships and departments the user should be able to access 18 If you ve configured your system to ...

Page 45: ... they can be assigned to a key holder group To assign key holders to groups do the following 1 Click Users Modify Key Holder Group 2 Click Search 3 Enter or select the search criteria in any active field Both the asterisk and the percent sign can be used as wildcards when searching for a record 4 Click Find 5 If necessary scroll through the records using the arrow buttons at the top of the screen ...

Page 46: ... KeyPad Before you can assign KeyPads to specific key holders you must configure your system to do so Administrators can enable the Assign KeyPads to key holders option in the Administrator Configuration menu under the Customer site options tab To assign a KeyPad to a key holder do the following 1 Click Modify Users on the Users menu 2 Click Search 3 Enter or select the key holder search criteria ...

Page 47: ...llowing Users User information KeyBox access permissions login permissions and KeyPad assignment Key Holder Groups Key holder group details KeyBox access permissions and key holder assignment To view the change history for a user or key holder group do the following 1 Click Users Modify Users or Modify Key Holder Group 2 Click Search 3 Enter or select the search criteria in any active field Both t...

Page 48: ...hicle information into the KeyAdvantage System before a KeyTag can be assigned to the vehicle To enter a vehicle information do the following 1 Click Vehicle Information Modify Vehicle Information The Modify Vehicle Information window displays as shown in Figure 14 Figure 14 Modify vehicle information window 2 Click Add New 3 Enter the VIN ...

Page 49: ...ke 20 character limit 5 Model 20 character limit 6 Color 20 character limit 7 Status A Active I Inactive L Lost S Sold 8 Note1 50 character limit 9 Note2 50 character limit You must include all nine fields in the vehicle data file even if no data is present The blank fields create placeholders and ensure that the vehicle data is imported into the correct fields in the database Press the Tab key to...

Page 50: ...de imported vehicle information for identical records 7 A status bar displays the number of records imported A log file generates automatically that displays the total number of vehicles successfully imported as well as any skipped records and the reason why they were not imported Assigning KeyTags to Vehicles Once the vehicle information has been entered assign a KeyTag to the vehicle record To a...

Page 51: ...an assign more than one KeyTag to a vehicle if there are more than one set of vehicle keys Unassigning KeyTags from Vehicles When a vehicle is sold or when a KeyTag is removed from a vehicle for another reason you will need to unassign the KeyTag from the vehicle To unassign the KeyTag do the following 1 Click KeyTag Unassign KeyTag 2 Place and hold the KeyTag in the programming base KeyAdvantage ...

Page 52: ...45 KeyAdvantage User Manual Figure 18 Unassign KeyTag ...

Page 53: ...1 Click KeyPad Check Out The KeyPad Check Out window displays as shown in Figure 19 Figure 19 KeyPad check out window 2 Enter your login ID and PIN code 3 Click Check Out The KeyPad Check Out window displays as shown in Figure 20 Figure 20 KeyPad check out confirmation 4 Place the KeyPad upside down on the programming base 5 Once the yellow IR light on the programming base is lit press the green S...

Page 54: ...own in Figure 21 Figure 21 KeyPad check in confirmation b Place the KeyPad upside down on the programming base c Once the yellow IR light on the programming base is lit press the green Start button on the KeyPad d Click Next KeyPad to check in another KeyPad or Close if done checking in KeyPads Modifying KeyPads To change the status of a KeyPad to Lost or Inactive so it can no longer be checked ou...

Page 55: ... be checked out Lost The KeyPad can be checked in but cannot be checked out 8 Click Save Diagnosing KeyPads The Diagnose KeyPads menu option displays the settings programmed into the KeyPad and provides information that is helpful in diagnosing the KeyPad To diagnose KeyPads do the following 1 Click KeyPad Diagnose KeyPads 2 Place the KeyPad upside down on the programming base 3 Once the yellow IR...

Page 56: ... The KeyBox Permission tab Figure 24 shows the dealerships and departments the KeyPad can access Figure 24 KeyBox permission tab The Error Log tab Figure 25 displays errors that have occurred in the KeyPad Figure 25 Error log tab ...

Page 57: ...og tab Figure 26 shows the KeyBoxes accessed since you last checked out the KeyPad Figure 26 Access log tab The KeyBox Read tab Figure 27 displays information stored in the KeyPad from a key holder performing a Read Box function Figure 27 KeyBox read tab ...

Page 58: ...into your system and then flash the KeyPads to update the firmware Importing firmware To import a new firmware file into your KeyAdvantage system do the following 1 Copy the HEX firmware file from Supra to the KeyAdvantage computer 2 Click File Import 3 Click Browse and navigate to the HEX firmware file saved on the computer 4 Highlight the HEX file and click Open 5 Click the Import button 6 Click...

Page 59: ...You can search for a single KeyBox by serial number or search for all KeyBoxes by status battery status or department Scroll through multiple KeyBox records using the arrow buttons To view KeyBox details or modify a KeyBox do the following 1 Click KeyBox Modify KeyBoxes The Modify KeyBoxes window displays as shown in Figure 30 Figure 30 Modify KeyBoxes window 2 Click Search 3 Enter the KeyBox seri...

Page 60: ...currently in use and Inactive for KeyBoxes that are not in use Notes Add or edit KeyBox notes Lockout list Add or change the KeyPads on the lockout list by selecting the KeyPad serial number and clicking the appropriate arrow KeyBox assignment You can change the dealerships or departments where the KeyBox is used if you are logged in as a dealership administrator 4 Click Program Reading KeyBoxes T...

Page 61: ...laced the KeyTag display Diagnosing KeyBoxes The Diagnose KeyBoxes menu option displays the settings programmed into the KeyBox and provides information that is helpful in diagnosing the KeyBox To diagnose a KeyBox do the following 1 Place the KeyBox in the programming base 2 Click KeyBox Diagnose KeyBoxes 3 The diagnostic information displays the following The General tab Figure 33 displays gener...

Page 62: ...55 KeyAdvantage User Manual Figure 33 General tab The KeyBox Permission tab Figure 34 shows the dealerships and departments where you can place the KeyBox Figure 34 KeyBox permission tab ...

Page 63: ...yPads and KeyBoxes The Error Log tab Figure 35 displays the recent errors in the KeyBox Figure 35 Error log tab The Access Log tab Figure 36 shows the KeyPad access information stored in the KeyBox Figure 36 Access log tab ...

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Page 65: ...ata Inventory reports summarize KeyPad KeyBox and vehicle inventory information Configuration reports display system user configuration and key holder configuration data History reports show all record changes made within a specific time period 3 Set the report options 4 Select the report destination by clicking the Print Print Preview or Export button or schedule the report for e mail distributio...

Page 66: ...report can be distributed daily weekly or monthly Daily Contains access activity for the previous day For example a report run on May 20 would contain data from May 19 Weekly Contains access activity for the previous seven days For example a report run on May 20 would contain data from May 13 through May 19 Monthly Contains access activity for the previous month For example a report run on May 20 ...

Page 67: ...To schedule an automatic backup do the following 1 Click Administrator Backup Schedule The Backup Schedule window displays as shown in Figure 39 Figure 39 Backup schedule window 2 Select the time for the automatic backup to occur each day 3 Select the drive and folder to place the backup data 4 Click Enable 5 You will receive confirmation that you successfully backed up the schedule Click OK 6 Cli...

Page 68: ...em can archive any vehicle access information stored in the database For optimal system performance archive any data over two months old The server stores archived data separately and does not display it in activity reports You can retrieve archived data any time using the Unarchive Data function To manually archive data at any time do the following 1 Click Administrator Database Maintenance 2 Cli...

Page 69: ...eriod section specify the number of months of data to archive 7 Click Archive 8 Click Yes to confirm archiving the records prior to the specified time period To discontinue automatic archiving follow steps 1 to 3 above then deselect the Automatic Scheduling box and click Close Unarchiving KeyAdvantage Data Use the Unarchive Data function to unarchive any data that has been archived in the KeyAdvan...

Page 70: ... deleted and will not display in activity reports Back up your system data before performing a purge To purge sold vehicle records do the following 1 Click Administrator Database Maintenance 2 Click Purge Data 3 Enter your KeyAdvantage password 4 Choose whether to purge data prior to a specific date or all data older than a specific number of months then enter the date or number of months as shown...

Page 71: ...ore Data 3 Enter your KeyAdvantage password 4 Click Browse to locate the backup file on your computer then click Open 5 Click Restore 6 The KeyAdvantage software asks if you d like to create a backup file Choose Yes or No If you choose to create a backup file a Select the backup option Entire Database Configuration Data or Configuration and User Information Data b Select the drive and folder to pl...

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Page 73: ... See Diagnosing KeyBoxes on page 55 and Diagnosing KeyPads on page 49 for details on diagnosing KeyBoxes and KeyPads KeyBox KeyPad Connection Errors Most KeyBox errors occur when accessed by a KeyPad KeyBox KeyPad errors can be connection or access issues See KeyPad Error Messages on page 69 for details on KeyPad errors To resolve many connection issues Reenter the PIN code and try again Shield th...

Page 74: ... the application GUI Attempt to restart the application If the problem persists contact customer support Internal error Please contact customer support Yes Yes Message box Internal application failure The file provided does not include a valid profile Yes No Message box Attempting to import a file not exported by the tool or a file that is corrupt The service shut down unexpectedly Yes Yes Log fil...

Page 75: ...Authorized 26xx 28xx 2Axx 42xx 43xx 76xx 78xx 79xx E8xx ECxx 7Fxx Place KeyPad on programming base and check in or out Not Authorized 4Axx 46xx 7Exx Reprogram KeyPad and or KeyBox Not Authorized 7Dxx Reenter update code Not Authorized F5xx Maximum number of KeyBox accesses reached Place on programming base and reprogram with increased number of accesses allowed Not Authorized 49xx Remove the KeyPa...

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Page 77: ... this document and any other documentation provided If you still have questions contact us 5 a m to 7 p m seven days a week excluding holidays Website http www keyadvantage com E mail suprasupport fs utc com Telephone 866 259 8077 Visit the www keyadvantage com website to view KeyAdvantage documentation and download the current software ...

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