Supra KeyAdvantage User Manual
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Supra KeyAdvantage User Manual

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  • Page 1 KeyAdvantage System User Manual...
  • Page 2 This page was intentionally left blank.
  • Page 3 For the latest documentation, contact Supra or visit us online at www.keyadvantage.com. This publication may contain examples of screen captures and reports used in daily operations.
  • Page 4 Software, at the sole discretion of UTC Fire & Security. To obtain a repair or replacement of nonconforming Software, contact UTC Fire & Security Customer Service toll-free at 1-866-259-8077 or online at www.keyadvantage.com during the Software warranty period. Except as expressly provided above, the licensed product is provided “as is” without warranty...
  • Page 5 Intended use Use this product only for the purpose it was designed for. 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.

  • Page 6: Table Of Contents

    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 KeyAdvantage Database..............26 System Configuration ....................26 KeyAdvantage Reports ....................
  • Page 7 Chapter 2. Getting Started ................32 Logging on to KeyAdvantage ..................32 KeyAdvantage Software Toolbars ..................33 Importing KeyAdvantage Inventory ................34 Creating Key Holder Groups ...................34 Creating Users and Key Holders ..................35 Assigning Key Holders to Groups .................38 Assigning KeyPads to Key Holders ................39 Viewing Change History ....................40...

  • Page 8: Preface

    Preface Preface This manual includes an overview of KeyAdvantage products, and detailed instructions explaining: • how to log on to KeyAdvantage; • how to create and assign users, key holders, and key holder groups; and • how to use KeyPads, KeyBoxes, and KeyAdvantage data.

  • Page 9: Chapter 1. Introduction

    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 and within the set access hours.

  • Page 10: Keyadvantage System Controls

    The KeyAdvantage system utilizes user permissions to control access to the software. There are two types of system users: those who only need access to the KeyAdvantage software in order to check in and out their KeyPad, and those who need access to the software in order to administer the system.
  • Page 11 • When a KeyPad reaches the maximum number of vehicle accesses, the KeyPad does not allow access to another KeyBox until the access information in the KeyPad is transmitted to KeyAdvantage software. • Checking in the KeyPad clears the tracking information.

  • Page 12: Keybox Controls

    KeyAdvantage User Manual KeyBox Controls The KeyAdvantage KeyBox controls include the use of lockout lists, bad code lockout, audit trails, and nightly key removal. Lockout List • If an active KeyPad is lost or stolen, a KeyBox can be programmed to lock out a KeyPad.

  • Page 13: The Keypad

    The KeyAdvantage KeyPad is an electronic key that is used to access the KeyAdvantage KeyBox. A KeyPad is programmed daily when a user places it on the KeyAdvantage programming base to check it out. During checkout, the KeyPad is programmed with the permissions and access hours assigned to the user in the KeyAdvantage software.

  • Page 14: Keypad User Interface

    KeyAdvantage User Manual KeyPad User Interface The KeyPad features 16 buttons: • 10 buttons numbered 0–9 used to enter codes • Green start button • Three blue menu buttons • Blue enter button • Blue backspace/backlight button • Up & Down scroll buttons, numbered buttons 2 and 8, are used in some menus...

  • Page 15: Audio Feedback

    Chapter 1 Introduction Backspace/Backlight • Press to backspace (erase) an incorrect number entered. • Press and hold for 1 second to toggle the backlight on or off while the KeyPad is powered on. The backlight turns off when the KeyPad times out and powers down. Up/Down Scroll Buttons •...
  • Page 16 Manually updated KeyPads are activated until midnight of that night. If you have users whose shift lasts past midnight, Supra Support can generate a special update code for the KeyPad that allows the KeyPad to be active until midnight of the next day.
  • Page 17 Press Enter on an error code to view the error message describing the error. • The error code audit trail can also be viewed on the KeyAdvantage System software by placing the KeyPad on the programming base. on page 49 for details on diagnosing KeyPads.

  • Page 18: Programming The Keypad

    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.
  • Page 19 49 for details on diagnosing KeyPads. Flash KeyPad The Flash KeyPad function is used when a new version of KeyPad firmware is available from Supra. After the new firmware file is imported into the KeyAdvantage database, KeyPads are placed in the programming base and “flashed”...

  • Page 20: The Keybox

    KeyAdvantage User Manual The KeyBox The KeyAdvantage KeyBox is an electronic KeyBox that mounts on a vehicle window by means of a window hanger. The KeyBox stores ignition keys at each vehicle for easy access. CAUTION: The KeyAdvantage KeyBox should be removed from the window before the window is completely rolled down and before the vehicle is driven.

  • Page 21: Programming The Keybox

    Chapter 1 Introduction Programming the KeyBox When the KeyBox is connected to the KeyAdvantage software by means of the programming base, the programming in the KeyBox can be read, diagnosed, and changed. KeyBox Assignments • All KeyAdvantage KeyBoxes are programmed with an owner system code that cannot be changed. Every customer has a unique owner system code to prevent unauthorized access.

  • Page 22: User Operations

    When an authorized KeyPad accesses a KeyBox, the access information for that event and the previous event are recorded in the KeyPad. • KeyBox access information can be viewed on a KeyPad or in the KeyAdvantage software through the use of a programming base. •...
  • Page 23 Activity report Programming the KeyBox When the KeyBox is connected to the KeyAdvantage software by means of the programming base, the programming in the KeyBox can be read, diagnosed and changed. Each time that the KeyBox is placed on the programming base, the vehicle access audit trail in the KeyBox is uploaded to the system software.
  • Page 24 Displays KeyBox programming information, including the serial number, manufacture date and current lockout list KeyBox Permission Tab • Displays the KeyBox dealership/department assignment defined in the KeyAdvantage software as compared to the dealership/department assignment that is actually programmed in the KeyBox. Access Log •...

  • Page 25: The Keytag

    Chapter 1 Introduction The KeyTag The KeyAdvantage KeyTag is used to attach vehicles keys to KeyBoxes and to track the activity of the vehicle keys. • Vehicle keys are securely attached to the KeyTag with a tamper-evident KeyTag attachment. •...

  • Page 26: The Keycaddy

    KeyAdvantage User Manual The KeyCaddy The KeyCaddy is a metal hoop that 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...

  • Page 27: The Programming Base

    Chapter 1 Introduction The Programming Base The KeyAdvantage programming base provides a programming interface between the KeyAdvantage software and KeyPads, KeyBoxes and KeyTags. The programming base is capable of reading and writing KeyBoxes, KeyPads and KeyTags. It is used to program, deprogram, and troubleshoot KeyBoxes and KeyPads.

  • Page 28: User Operations

    KeyAdvantage User Manual User Operations The programming base reads and writes programming information to KeyBoxes and KeyPads and downloads diagnostic information and audit trails. The programming base is used to: • Program, diagnose and read KeyBoxes • Program and diagnose KeyPads •...

  • Page 29: Software Overview

    The KeyAdvantage system software maintains all KeyAdvantage data. System administrators primarily use the KeyAdvantage software to control access to vehicle keys. The software consists of a database that stores user and group information, vehicle information, inventory and assignment data on KeyPads, KeyBoxes, and KeyTags, and vehicle access activity.
  • Page 30 KeyAdvantage Software Users • KeyAdvantage system administrators can be set up with several levels of system access and administrative privileges, including the ability to manage KeyAdvantage inventory, create and schedule reports, and create additional users with lower permission levels than themselves.

  • Page 31: User And Product Status

    Inactive status—users in the group cannot log into the system software or check out KeyPads, even if the individual user’s status is Active. KeyPad Status After a KeyPad has been imported into your KeyAdvantage system software, the status of the KeyPad can be changed.

  • Page 32: Importing Keyadvantage Inventory Files

    Lost—can be checked in but not checked out KeyBox Status After a KeyBox has been imported into your KeyAdvantage system software, the status of the KeyBox can be changed. Note: The status in a KeyBox does not prevent it from being accessed by an updated KeyPad.

  • Page 33: Assigning Keytags

    Restoring the Entire Database • The entire KeyAdvantage database can be restored from a backup file stored locally on the server. See the “Database Maintenance” chapter on page 61 for details on backing up, archiving, unarchiving, and purging data.

  • Page 34: Keyadvantage Reports

    Various reports are available for operators, managers and/or administrators to assist them in managing the KeyAdvantage system. Reports are available to tell you who has KeyPads, which vehicles are being shown, who is or isn’t showing vehicles, who is accessing vehicles for what purpose, and the status of the KeyPads. Reports can be automatically generated and emailed to managers.

  • Page 35: Assignment Reports

    Chapter 1 Introduction • Displays key holder information, and date, time and duration of access for the three most recent sales demo accesses Aging Snapshot Access Report • Summarizes the age of vehicles and the number of sales demo accesses for those vehicles during a specific time period •...

  • Page 36: Configuration Reports

    There are three Configuration reports: System User Configuration, 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 •...

  • Page 37: Scheduling Reports

    Chapter 1 Introduction • Changes for a single record can be viewed by clicking the View Change History button within the record • Options include user change history, KeyBox permissions or access hours change history for key holders or key holder groups, user login permissions 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 Admin Change History Report...
  • Page 38 KeyAdvantage User Manual...

  • Page 39: Chapter 2. Getting Started

    The menu options available to the user when logged on to the KeyAdvantage software depend on the permissions set up by the administrator when creating the user record. If the KeyAdvantage software detects no activity from the user for more than 20 minutes, it will automatically log the user off the application.

  • Page 40: Keyadvantage Software Toolbars

    Copy Logout vehicle KeyPads KeyPads KeyBoxes information 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 First Next Add new Modify...

  • Page 41: Importing Keyadvantage Inventory

    Use the Import inventory function to import a dealership configuration file or KeyAdvantage inventory information. When Supra sends an order of new KeyBoxes or KeyPads, it includes an inventory file that contains information needed by the KeyAdvantage software. You must import the inventory file into the KeyAdvantage software before using the KeyBoxes or KeyPads.

  • Page 42: Creating Users And Key Holders

    2. Click Add new. 3. Select the user status from the dropdown list. Active—The user can check out KeyPads and/or log on to the KeyAdvantage software. Inactive—The user cannot check out KeyPads or log on to the KeyAdvantage software. If a user no longer works for the dealership, change the status to Inactive.
  • Page 43 Getting Started Figure 8. KeyBox Access Permission tab 5. Enter a login ID for the user. The login ID is used when the user logs onto the KeyAdvantage software or when checking out a KeyPad. 6. Enter the employee number and any applicable notes.
  • 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.

  • Page 45: Assigning Key Holders To Groups

    21. Click Save. Assigning Key Holders to Groups Once the key holders have been entered into the KeyAdvantage system, 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.

  • Page 46: Assigning Keypads To Key Holders

    8. Highlight users and click the right arrow button to add them to the group. 9. Click Save. Assigning KeyPads to Key Holders The KeyAdvantage system can be configured to do one of the following: • Assign KeyPads to specific key holders.

  • Page 47: Viewing Change History

    Available KeyPads list. Viewing Change History The KeyAdvantage software allows you to view the individual record change history for the following: Users—User information, KeyBox access permissions, login permissions, and KeyPad assignment.

  • Page 48: Entering Vehicle Information

    Figure 13. View change history button in login permissions tab Entering Vehicle Information You must enter the vehicle information into the KeyAdvantage System before a KeyTag can be assigned to the vehicle. To enter a vehicle information, do the following: 1.

  • Page 49: Importing Vehicle Information

    Importing Vehicle Information The KeyAdvantage software allows you to import vehicle information from a flat file into the vehicle database. In order to be imported successfully, the file must be a text (.TXT) file in tab-delimited format. The following nine columns are required and must be listed in order: 1.

  • Page 50: Assigning Keytags To Vehicles

    5. Click Next. 6. A message displays, prompting you to choose how to handle imported vehicle records with VINs identical to existing vehicle records in the KeyAdvantage database. Click Yes to have the imported vehicle information override the existing vehicle information for •...

  • Page 51: Unassigning Keytags From Vehicles

    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 displays the vehicle to which the KeyTag is assigned. 3. The status changes automatically to Sold. Select another status for the vehicle from the dropdown list if the vehicle is not sold.
  • Page 52 KeyAdvantage User Manual Figure 18. Unassign KeyTag...

  • Page 53: Chapter 3. Using Keypads And Keyboxes

    Chapter 3 Using KeyPads and KeyBoxes Chapter 3. Using KeyPads and KeyBoxes This chapter provides information on using KeyPads and KeyBoxes, including checking modules in and out, as well as reading, modifying, and diagnosing the modules. Checking Out KeyPads To activate the KeyPad and program the key holder’s PIN code, access hours, and KeyBox access permissions, you need to check out the KeyPad.

  • Page 54: Checking In Keypads

    Checking In KeyPads When a key holder checks in a KeyPad at the end of a shift, the vehicle access activity in the KeyPad downloads into the KeyAdvantage System. To check in a KeyPad, do the following: 1. Click KeyPad > Check in. The KeyPad Check In window displays, as shown in Figure 21.

  • Page 55: Diagnosing Keypads

    Chapter 3 Using KeyPads and KeyBoxes 4. Click Find. 5. If necessary, scroll through the records using the arrow buttons at the top of the screen to locate a specific KeyPad. 6. Click the Modify Current Record button. 7. You can change the status and notes when modifying a KeyPad. Select the status from the dropdown list and enter any applicable notes in the Notes fields.
  • Page 56 KeyAdvantage User Manual • 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 Chapter 3 Using KeyPads and KeyBoxes • The Access Log 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.

  • Page 58: Flashing Keypads

    Figure 28. KeyBox back read tab Flashing KeyPads If Supra releases a new version of KeyPad firmware, the KeyAdvantage software lets you import the new version 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.

  • Page 59: Modifying Keyboxes

    Chapter 3 Using KeyPads and KeyBoxes Figure 29. Flash KeyPads window 2. Place the KeyPad upside down on the programming base. 3. Click the Flash KeyPad button in the Flash KeyPads window of the software. 4. Press the green Start ( ) button on the KeyPad.

  • Page 60: Programming Keyboxes

    KeyAdvantage User Manual Programming KeyBoxes To change the settings in a KeyBox, do the following: 1. Place the KeyBox in the programming base. 2. Click KeyBox > Program KeyBoxes. The Display KeyBoxes window displays, as shown in Figure 31. Figure 31. Program KeyBoxes window 3.

  • Page 61: Diagnosing Keyboxes

    Chapter 3 Using KeyPads and KeyBoxes Figure 32. KeyBox read window 3. Information about the 35 most recent KeyBox accesses displays. The user name, the date and time the user removed the KeyTag, and the date and time the user replaced 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.
  • Page 62 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 Chapter 3 Using KeyPads 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.
  • Page 64 KeyAdvantage User Manual...

  • Page 65: Chapter 4. Reports

    Chapter 4 Reports Chapter 4. Reports This chapter provides information on generating reports, and scheduling reports for automatic distribution. To generate a report, do the following: 1. Click the Reports menu. 2. Select the type of report to generate. The Key Holder Report window displays, as shown in Figure 37. Figure 37.
  • Page 66 KeyAdvantage User Manual Figure 38. Vehicle access report scheduled for automatic distribution 5. Set the report options. 6. Enter a description for the report. 7. Select the report format: Standard report (RTF format), Microsoft Excel, or Both. 8. Click Add in the Recipient box to add a recipient to the distribution list.

  • Page 67: Chapter 5. Database Maintenance

    Backing Up KeyAdvantage Data The KeyAdvantage software can back up the KeyAdvantage data files to either a local drive or a mapped network drive. You can schedule the backup to run at a specific time each day or initiate it at any time.

  • Page 68: Archiving Keyadvantage Data

    8. You can view a log showing the type of backup and the location when the backup completes. Archiving KeyAdvantage Data The KeyAdvantage system 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.

  • Page 69: Unarchiving Keyadvantage Data

    Close. Unarchiving KeyAdvantage Data Use the Unarchive Data function to unarchive any data that has been archived in the KeyAdvantage system. You can unarchive data from the last six months or by a specific date. To unarchive data, do the following: 1.

  • Page 70: Purging Vehicle Inventory Data

    Figure 46. Specific number of months 5. Click Purge. 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, do the following: a. Select the backup option: Entire Database, Configuration Data, or Configuration and User Information Data.

  • Page 71: Restoring The Entire Database

    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.
  • Page 72 KeyAdvantage User Manual...

  • Page 73: Appendix A. Troubleshooting

    Appendix A. Troubleshooting This section provides information to help you diagnose and solve various problems that may arise while configuring or using your Supra product and offers technical support contacts in case you need assistance. See “Contacting Us” on page 71 for details on how to contact Supra.

  • Page 74: Keyadvantage Software Error Messages

    KeyAdvantage User Manual KeyAdvantage Software Error Messages Table 1 lists some of the most common KeyAdvantage software error messages and their causes. Table 1. KeyAdvantage Software Error Messages Logged Emailed Type Error message Possible cause Unable to connect to the Message box •...

  • Page 75: Keypad Error Messages

    Reenter PIN code and try again Not Authorized 7Axx Open KeyBox during valid access hours Not Authorized 29xx, 2Bxx, 2Cxx, Contact Supra Support 44xx, 45xx, 6Axx, 6Bxx Program Error Reprogram Key F0xx Place KeyPad on programming base and check in or out...
  • Page 76 KeyAdvantage User Manual...

  • Page 77: Appendix B. Contacting Us

    For help installing, operating, maintaining, and troubleshooting this product, refer to 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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