Customer Tip: 10 Things You Can Do in KeyTrak Edge Remote

When you’re juggling day-to-day responsibilities, you can’t always be in front of your KeyTrak system to run a report or check on a specific key. With KeyTrak Edge Remote, you can manage your system right from your desk. Here are 10 tasks you can perform in Edge Remote to save time, stay informed, and keep operations moving. 

1. Tag Keys

With KeyTrak Edge Remote, you can tag keys right from your desk, leaving the system available for employees to use. Depending on your software version, navigate to either Data Maintenance > Tags > Add Tag or Data Maintenance > Vehicles > Add Vehicle. Complete the fields on the screen, then place the key tag fob on the button reader. Select Add Tag or Add Vehicle again to add the tag.  

 🔑 TIP:  Make sure you follow best practices for tagging keys.

2. Identify a Key

If you need to determine which asset or location a key is assigned to, you can use an optional button reader to identify a key tag in KeyTrak Edge Remote. From the main menu, select System > Keytag Identifier and scan the key tag fob with the button reader. 

On the screen, you’ll see the asset ID (vehicle stock number, apartment number, etc.). If the tag isn’t associated with an asset, the screen will indicate it’s unassigned. 

3. Add or Remove User Profiles 

 Managing users remotely is simple, making it easy to respond to staffing changes without being by the system. From the main menu, select Data Maintenance > Users and add or remove a user following the same process as on the main system. 

4. Check System Activity at a Glance 

You can customize the welcome display so you can see the system data most relevant to your role. For example, if you’re a general sales manager at a dealership, you could choose to view vehicles sold, prospects added, and demos. If you’re a property manager, you might want to see apartments, work orders, and visitors. If you’re a fleet manager, you could track tag activity, vehicles, and delivery status. 

To customize your display, go to Administration > System Configuration > Welcome Display. 

5. View Detailed Reports

To drill down into key activity, you can view reports such as Key History, Tag Activity, or Items Out by User. Simply select Reports from the main menu and click on the report you want to view.  

🔑 TIP:  Not sure where to start? Take a look at the top four reports you should run.  

6. Set Up Automated Reports

With the Auto Run Report feature, you can have reports automatically emailed to you at certain times of the day, week, or month, giving you an easy way to review key reports without having to log in to the KeyTrak system. You can set the reports up to generate at a certain time or frequency and then be emailed to a personal email account. To set them up, navigate to Reports > Auto Run Setup.

7.  Assign Keys to Users 

Assign keys directly from Edge Remote to keep daily workflows moving. This feature is useful for distributing responsibilities or organizing access ahead of time.  

To assign a key, you must have the “Assign Key to User” permission and access to the selected tag. The user you’re assigning the key to must have the “Get Key” permission. To check if you can assign a key: 
 

• Navigate to Data Maintenance > Tag Maintenance/Vehicle Maintenance  

• Search for a key and select it 

• Click the Assign to User button  

• Select a user from the drop-down menu  

You'll be able to complete the process if the user has the correct permissions. If you can’t assign the key, you’ll see the message “Tag cannot be assigned.”  

8.  Start Key Transfers

When you need to hand off a key to someone, you can initiate a transfer in KeyTrak Edge Remote. The current user will receive a notification on the mobile app. They can quickly approve or deny it, helping reduce delays while maintaining the audit trail. 

Both you and the person you’re transferring the key to must have “Get Key” and “Mobile Access” permissions. To check if the right permissions are set up:

• Navigate to Data Maintenance > Tag Maintenance/Vehicle Maintenance  

• Search for a key and select it 

• Click the Transfer button  

• Select a user from the drop-down menu  

 If the tag isn’t available, you’ll see the message “Tag cannot be transferred.”
 

🔑 TIP:  Not at your desk? Transfer a key in the mobile app.

9.  Request Keys

Need a key someone already has checked out? You can request it from that user, and they can choose to either approve or deny the request. Both you and the person you’re requesting the key from must have “Get Key” and “Mobile Access” permissions. To request a key: 

• Navigate to Data Maintenance > Tag Maintenance/Vehicle Maintenance  

• Click the Request Primary Key, Request Secondary Key, or Request Key button (options vary by software and asset)  

• After you click the button, the user who has the tag will receive a “Key Request” alert, which they can either approve or deny 

Requesting a key in KeyTrak Edge Remote or the mobile app makes it easy to get the keys you need without having to wait for the other user to check it back in to the system. 

NOTE: You can assign, transfer, or request keys in three places in the system:

1. Add/Edit Tag screen
2. Tag Profile pop-up
3. Keys Out pop-up

For security, any tags requiring authorization or dual authentication can’t be transferred. 

10.  View Networked Systems 

If you have networked systems, you can check system status across locations to make sure all systems are online. When you first log in, you’ll see the Select Remote Machine screen, which displays a card for each networked system. To manage a specific system, click that card. To switch to a different system, log out to return to the Select Remote Machine screen.  

You can also use the Add or Delete buttons at the bottom of the screen to remove systems you don’t want to see or add systems on a different network. 

Whether you’re managing keys, users, reports, or multiple systems, KeyTrak Edge Remote helps you stay on top of daily activity without interrupting your workflow. By making these features part of your routine, you can keep your operations running smoothly.