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Customer Tip: How to Add and Remove KeyTrak Guardian Users

Keeping your organization safe requires a comprehensive approach to physical security, including key and asset management. With the KeyTrak Guardian system, you can protect your organization from potential security threats by controlling who has access to keys and assets. Here’s what you need to know about managing users:

Adding Users

Employees come and go, and getting new staff set up with keys to secure areas is just as important as removing former employees’ access. To add a user, follow this process:

  • Go to the Data Maintenance menu.
  • Select “Users”.
  • Click “Add”.
  • Enter a user ID, assign a password, and fill out any other necessary data fields.

Once you’ve created a user ID, you can set the user up with other login methods such as the built-in fingerprint reader.

Changing Access Levels

One of the significant advantages of the KeyTrak Guardian system is its ability to limit access based on roles since not all employees require access to all keys. To update access levels, you’ll need to:

  • Go to the Administration menu.
  • Select “Profiles”.
  • Click “Users”.

On this screen, you can set up job profiles in advance, which gives you reusable templates based on particular roles. Alternatively, you can assign restrictions on a case-by-case basis when adding a new user. It's important to follow the principle of least privilege, which means that the user should have the minimum level of access privileges required to perform their job duties.

Locking Out or Removing Users

When an employee or contractor leaves your organization, revoking their access privileges immediately is critical. If you don't, former employees could use their knowledge of your organization's security procedures to steal data, keys, or assets. Removing or locking out an employee from the system is a crucial security step, and the KeyTrak Guardian system makes it easy to do so.

To lock somebody out temporarily, follow these steps:

  • Go to the Data Maintenance menu.
  • Select “Users”.
  • Click “List” to display the full user list.
  • Find and select the profile you want to edit.
  • Check the “User Locked Out” box.
  • Click “Save”.

The employee will be unable to log into the system until an administrator reverses this action.

Removing a user permanently is simple:

  • Go to the Data Maintenance menu.
  • Select “Users”.
  • Click “List”.
  • Find the user profile you want to remove.
  • Tap “Delete”.

By following these best practices, you can keep your KeyTrak system secure and reduce the risk of former employees causing a breach.

Managing Users Remotely

KeyTrak Guardian is designed to be easy to manage, and you can do so remotely on any computer connected to the same network as your system. Web Plus, our remote management software, allows you to add keys and users, change access levels, and more from the convenience of your desk.

To access Web Plus, here’s what to do:

  • Go to the Web Plus login screen. (NOTE: To access this page, you must be on a device connected to the same network as your Guardian system.)
  • Enter your user ID and password.
  • Click “Log On”.

Managing your Guardian system is designed to be straightforward, giving you a quick way to make changes while maintaining the security of your keys and assets. By following the steps outlined above, you can keep your organization running smoothly and securely.

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