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Customer Tip: How to Prompt Users to Check out Keys Together

Do you have keys or assets that someone typically uses together? Say your HR manager needs to retrieve some office supplies for a new hire from a closet in Building A. Since Building A remains locked, the manager will need the keys to both the closet and Building A. In your KeyTrak Edge system, you can associate those key tags so users know to check them out — and return them — together.

Let’s take a look at how to associate two keys or assets in your system. First, pull up the Add Tag screen. Then, look at the following three fields.

KTEC - Required With, Optional With, Time Limits Fields_crop


Required With

In the Required With section, you can select key tags that must always be checked out with additional assets.  In the example mentioned above, anyone who needs to access the supplies closet will always need the key to Building A.

KTEC - Add Required With-1

When the user selects a key tag to check out, the Key Selection screen will automatically display an expansion panel with a list of required tags preselected. The user won’t be able to deselect those items.

KTEC - Check Out - Required With (002)-1

Optional With

The Optional With section associates assets that might need to be checked out together, but users won’t be required to check out both items. For example, let’s say Building A is unlocked during business hours. When a user checks out the key to the supplies closet, the system will prompt the user to check out the tag for Building A as well, but they aren’t required to do so.

KTEC - Add Optional With-1

When a user checks out a tag associated with optional assets, they’ll see an expansion panel with a list of those items. They’ll be able to select and deselect tags.

KTEC - Check Out - Optional With (Not Selected) (002)-1



Example Use Cases

  • Any Industry: Secure room + server cage
  • Law Enforcement: Secure room + evidence lockers
  • Higher Education: Lab building + chemical cabinets 

Due After

In the Due After section, you can set a time limit for each asset. This setting is similar to the Time Limit setting on the Access Levels screen. The difference is the Due After setting allows you to set time limits by asset rather than by users’ access levels.

You can choose from the following intervals for asset time limits:

  • 24 hours (default)
  • 48 hours
  • 36 hours
  • 1 week
  • 1 month
  • No limit

KTEC - Time Limit

The lowest access level setting takes precedence. For example, if an entry-level employee with an access level limit of 24 hours checks out an asset with a time limit of 48 hours, the system will consider the item overdue after 24 hours.

By associating assets in your KeyTrak system, you’ll make it easier for employees to get the items they need without having to make trips back and forth to the system.

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