HandyTrac Key Control System Installation & Operating Manual Download Page 2

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HandyTrac Touch

User Guide

New System Setup

Congratulations on the purchase of your new
HandyTrac Touch Key Control System. This guide includes
installation and usage information for both the HandyTrac
Touch Premium and HandyTrac Touch Standard Key Control
systems.

If you have any questions regarding this process, please
contact a HandyTrac technician at 888-458-9994 or email
[email protected].

Your system includes:

Touch system premounted on
Control Box (Premium pictured)

Key Panels with Keytags

Cabinet(s)

Setup package includes 1) Key Map 2) Spare Keytags
3) Master Badge 4) Installation and Operation Guide

Backup Cabinet Keys
(Taped to back of
cabinet)

Summary of Contents for Key Control

Page 1: ...System Setup What You Need Mounting Cabinet Door Alignment Mounting System Key Panels Double Cabinet Setup POWER AND NETWORK SET UP System Power Establishing Communications Connecting Using Wireless Connection INITIAL SETUP Website Access The Key Map Adding Removing Badges Programming Fingerprints SYSTEM USAGE Pulling a Key Returning a Key Editing Key Tags Changing Apt Unit Website Features 13 14 ...

Page 2: ...Trac Touch Standard Key Control systems If you have any questions regarding this process please contact a HandyTrac technician at 888 458 9994 or email service handytrac com Your system includes Touch system premounted on Control Box Premium pictured Key Panels with Keytags Cabinet s Setup package includes 1 Key Map 2 Spare Keytags 3 Master Badge 4 Installation and Operation Guide Backup Cabinet K...

Page 3: ...e protection and backup battery power 2 Mounting fasteners Minimum 50 lbs load capacity for masonry drywall wood or metal studs 1 Drill Drill bits 2 Level 3 Flat head screwdriver 4 Phillips head screwdriver 5 Pliers Available Options 1 WiFi 2 4 GHz WPA WPA2 WEP 802 1x EAP 5 GHz networks are not supported OR 2 Wired Ethernet CAT5 e ethernet cable not included ...

Page 4: ...h these steps before you get started The basic installation order is as follows 1 To achieve the recommended height stack the system shipping box on top of the key cabinet shipping box This will give you a platform 44 high 2 Place the cabinet on top of the boxes then place a level on top of the cabinet 3 We strongly recommend attaching the cabinet to a stud Align at least one 1 stud with one of th...

Page 5: ...cabinet The ends of each connector are labeled 4 Snap the cables into the retaining clips on the inside of the cabinet to prevent contact with the key panels during operation and to protect the cables 1 Each panel is labeled with a letter in the upper outside corner and each hook has a number 2 The panels should be placed in alphabetical order from front to back in the cabinet AB CD EF GH 3 Insert...

Page 6: ...o comfortably scan keytags and also provide protection for the electronic lock and light wiring Mount the second cabinet the same as the first and feed the cables from the control box through the spacer Connect the wiring the same as the first cabinet and clip down wires Insert the spacer through outside wiring hole Thread on the included nut to secure in place Opens to Left LH Opens to Right RH ...

Page 7: ...ing to the cabinet in which they need to be installed 2 Larger systems over 800 hooks will contain additional labeling on the packaging to indicate which panels belong with each touchpad 3 If you are unsure which panels belong in which cabinet please contact HandyTrac Support at 888 458 9994 A I Multiple Cabinet Key Panels ...

Page 8: ...ng the power switch on the bottom right of the Touch system control box 3 If your system does not power on check to make sure the battery is connected in your UPS battery backup and that it is powered on Follow the manufacturer s installation and safety instructions for your UPS battery backup System Power NOTE Your warranty will be voided if a UPS battery backup is not installed Power Switch UPS ...

Page 9: ...l be using a WiFi connection 2 Once powered on the system will display the main HandyTrac Touch system Time and Date screen pictured below 3 If the wired connection is not active you will receive a No Network popup notification 4 If you do not receive a No Network popup notification you likely have a live connection You can test your connection by tapping the HandyTrac logo on the display one time...

Page 10: ... in by scanning the Master Badge through the barcode reader on the right side of the system then type in the PIN using the on screen keyboard 3 Make sure that the bar code is facing to the left when scanning through the reader The Master Badge PIN is listed on the inside flap of the small envelope containing the Master Badge If you cannot locate the Master Badge or if you have any issues logging i...

Page 11: ... Tap the System Settings icon 6 Select Wi Fi from the settings list 8 Enter your password when prompted Passwords are case sensitive 9 The status will change to Connected when successful Saved or Authentication Problem are errors 7 Make sure the Wi Fi is toggled On and tap on your network to select it ...

Page 12: ...sed 2 The Modify Network menu allows for the configuration of advanced network options such as static IP information Do not modify advanced options unless directed to by your Helpdesk or internal IT Wireless Network Advanced Options Wired Ethernet Network Advanced Options 1 Select Ethernet from the settings list 2 Select Ethernet Configuration for advanced ethernet networking options 3 Static IP i...

Page 13: ...tems for corporate regional or area managers 3 Visit HandyTrac com and click Sign In at the top right hand corner to access your HandyTrac account HandyTrac com is also mobile friendly and can be easily accessed from any smartphone 4 Once logged in you can manage many aspects of your system including reporting alerts employee access and notifications Website Access and Initial System Setup The Han...

Page 14: ...map must be used to match keys to tags as unit and tag locations are random The key panels will ship prepopulated with key tags on the indicated hooks Once keys are matched to tags shred the printed key map as it is a security risk The key map is constantly updating and always available on the website to authorized users ...

Page 15: ...tem 6 Once all your employees are added on the website go to the HandyTrac system touchpad and tap on the yellow HandyTrac Logo one time This will force a communication and update the system with all current employees 1 To edit an employee badge click Edit at the end of the line for the employee from the Active Employees list 2 You can edit the Active status badge number PIN access level or langua...

Page 16: ...Successful Adding Fingerprints for Employees Touch Premium System only Master Access is required Employees must be added to the Active Employee list on the website first Once they are added on the website you can add their fingerprint to their profile 4 Tap on the word Administration in the top right corner of the screen 5 Tap Fingerprint Setup from the Administration menu 6 The Fingerprint Setup ...

Page 17: ... from the fingerprint reader and place your finger on the reader Notes It is recommend you test your fingerprint access by logging out of the HandyTrac system and signing back in by placing your finger on the reader Badges and PINs can still be used in the event a finger is cut or no longer reads properly Fingerprints are removed when an employee is deactivated on the website This concludes initia...

Page 18: ...must be at the default Time and Date screen for an employee to gain access Use the biometric fingerprint reader HandyTrac Touch Premium only OR scan your badge and type in your PIN You must be signed in to the system to pull or return any key HandyTrac Touch Premium HandyTrac Touch Standard ...

Page 19: ...an use the Find Apt Unit box to search If you have buildings programmed you can filter with the All buildings drop down 4 The system will electronically pop open the door and tell you where to find the unit key you requested Scan the key out to verify it is the correct tag 5 If you need multiple keys continue to select units from the list 6 Once you are finished pulling keys close the cabinet door...

Page 20: ...unit Unit restrictions are managed on the website by authorized users If you scan a keytag that does not belong in the system it will be rejected Do not place the keytag back in the cabinet as it is not currently assigned to a unit Always close the door before logging out of the system The cabinet door will only open one time per session and you will be automatically timed out after 60 seconds wit...

Page 21: ...y maps become inaccurate and should not be referenced once the system is used The Key Map on the website is always updated with the new key locations and it is available at any time to authorized users once logged in Occupied Hooks When a key is scanned in to the system it will be assigned to a random empty hook If there is already a key on the hook then that key is on the wrong hook Do the follow...

Page 22: ...sly 1 If a work order number has been assigned the work orders will be listed when an employee selects the Work Order icon 2 Selecting the work order will provide details of the work order and automatically request the unit key 3 Complete the key pull process as detailed previously Touch Premium Only Work orders can be entered via 3rd party software integration Contact HandyTrac Service to see if ...

Page 23: ... from the list The cabinet door will open and direct you to the first available key in the building 4 Remove the key for the unit and scan the key out Once a key is scanned the system will automatically provide the next key in the building Continue pulling and scanning each unit until the building pull is complete Notes If a key is not in the cabinet tap Cancel to skip to the next unit and continu...

Page 24: ...dyTrac Touch User Guide On System Reports 1 The Keys Out Report is available to all employees when they log in to the HandyTrac Touch system 2 The Transactions Report is available to those with Master Access ...

Page 25: ...ogging in to the system includes system functions and advanced settings You can directly modify the following settings 1 Door Alarm Toggle the open Door Alarm on or off 2 System Volume Change the overall system volume Additional administrative functions are detailed on the following pages Fingerprint Setup is only available on HandyTrac Touch Premium systems ...

Page 26: ... on the Unit OR Tag Number 3 To edit based on UNIT select the unit from your list of units and confirm you wish to replace the existing key tag 4 Scan your new tag The system will open the door and assign the new tag to a hook 3 To edit based on TAG NUMBER scan or type the old tag number 4 Scan your new tag The system will open the door and assign the new tag to a hook ...

Page 27: ...tem will confirm the new name has been entered Adding New Unit New keys are added by replacing extra locations in the system In general extra locations are named ADMIN 1 Rename an extra location as detailed above 2 Replace the keytag as detailed on the previous page if required If you need to add keys beyond what is currently in your system it is possible to add additional hooks to the system by p...

Page 28: ... you will see those locations available in the property drop down on the left side of the header 2 The customer number for the property is always available when logged in if you need to reference it when contacting support or placing a supplies order 3 Reports Alerts Service Supplies and Administration are detailed on the following pages The website features detailed in this guide are for users wi...

Page 29: ...nd Employee criteria to create a custom report for a selected date range 6 Search Key Tag Find all transactions for a keytag even if it is no longer active in the system This report is useful if a key tag is not recognized when scanned 7 Exception Report Display transactions that have exceptions Exceptions include No Badge No Scan Time Out Incorrect PIN Invalid Employee and Keyset to Manager 8 Tra...

Page 30: ...ients and times of emails Keys Out emails can be sent up to twice per day to multiple recipients 2 Door Alarm Emails Allows email notifications when door is opened or left open without a valid login to the HandyTrac Touch system HandyTrac Touch Premium only 3 Property Alert Settings Allows configuration of alerts to display on your Home page 1 2 3 ...

Page 31: ...quently Asked Questions and additional support materials such as a digital copy of the most up to date HandyTrac Touch User Guide You can place Supplies orders directly on the website for additional keytags badges binders and other items The property will be invoiced for the total ...

Page 32: ...o be updated please email service handytrac com 2 The Actions panel is where you can find many of the editable options and settings to better help you manage your system efficiently 3 Additional website users can be added under this Administration menu at the bottom of the page Their email address must be unique in the system If access to multiple HandyTrac systems is required for a single user pl...

Page 33: ...panel includes the following Advanced options Editable Activity Codes Employee restrictions for specific units HandyTrac Touch Premium only Unit Notes to display when a key is requested on the system HandyTrac Touch Premium only Resident Email notifications when keys are pulled or returned HandyTrac Touch Premium only ...

Page 34: ...mium only Electronic lock should open door when requesting and returning keys and securely lock when the door is closed Door alarm if enabled should trigger if door is open when not signed in to the system As needed Check cabinet square and door gap for proper door clearances Check cabinet level and plum for proper function and clearances Inspect system for worn damaged or unserviceable key tags a...

Page 35: ... questions Call Customer Service at 888 458 9994 and select option 3 for Technical Support or email service handytrac com 24 7 Emergency Callbacks are available We are here for you Need Some Help The HandyTrac website and system is routinely updated with new features and improvements To find the most up to date version of this manual scan the QR code with your smartphone or visit www handytrac com...

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