Effective security requires responding to potential incidents quickly. KeyTrak alerts and alarms notify you of issues to address, such as an overdue key, a backup failure, or a power cut. Below, we’ll break down the difference between alerts and alarms and how to manage them.
Alerts notify you of incidents that need prompt attention, but they typically aren’t as urgent as alarms. If you have alert notifications emailed, the subject line also includes your system ID and customer name, making it easier to triage messages across locations.
You can receive alerts for incidents such as:
Backup failures
Import and export failures
Network exceptions
Unrequested drawer access
Upcoming software license renewal
You can assign alerts to individual users (e.g., KeyTrak system administrator) or job roles (e.g, IT). To reduce the number of alerts you receive, you can set up escalating alerts. For example, you could notify the responsible user first, then automatically notify a manager if the event isn’t addressed within a defined time frame.
Alarms notify you when a high-priority security or system event occurs. Alarm triggers include:
Attempting to log on with another user’s password
Retrieving more keys than a user requested
Returning a key a user didn’t originally check out
Failing to return a key before its due date
Cutting power to the machine
Taking an unauthorized key
Leaving a system drawer open past the allotted drawer-open time
If you have alarm notifications emailed, the subject line includes your system ID and customer name. This is especially helpful when multiple locations or teams receive notifications. For some alarm events (such as Unrequested Access), the alarm details include the drawer name and slot location associated with the key tag.
To adjust email notification settings for specific users or roles:
Go to User Role > Email Alerts
Choose which events trigger alerts and who should receive them
If you use escalation, confirm the timing rules so the next person is notified if the alert isn’t resolved
To set up text notifications, follow this process
🔑 TIP: Follow these best practices to prevent alert overload.
To configure alarms, navigate to System Configuration > Alarms. From there, select options such as:
Alarm type
Length of time before the alarm is triggered
Email recipients
To set up text notifications, follow this process
In addition to your email and text notifications, you can find a list of alerts and alarms in the following places:
On the system home screen
On the Alarms screen
On the mobile app home screen
Users with the appropriate permissions can resolve most alerts and alarms by selecting the Clear button on the home screen or Alarms screen. Some, such as network exceptions, must be resolved manually.
If you need to reference alerts you’ve already cleared, refer to the original notification email.
To review alarm activity, run the Alarm Activity report. It shows which alarms were triggered, along with the date/time and associated user. It will also show who cleared an alarm and when.
By setting up and responding to alerts and alarms, you can stay on top of your activity and address incidents with the appropriate level of urgency. If you have any questions about alerts or alarms, contact our Support team.