Setting up Keyzapp for the first time

Setting up Keyzapp for the first time

This page is for administrators setting up Keyzapp for the first time

Introduction

Congratulations! You've received your username and password and you're ready to get started. We'll have you up and running in no time! In this article we'll go through a series of pre-flight checks and initial configurations to get everything as closely customised to your business process as possible.  Don't forget, we're here to help- if you'd like support going through this, please book a setup session with us to walk you through these initial steps.

What you'll need

  • Your fobs and readers if you have them (If you don't have them, you can skip steps involving fobs for now)
  • Your username and password

1. Set up your Reader (2 min)

Most people use either a contactless reader or a QR code scanner with Keyzapp.  Let's get these setup first.

Keyzapp Reader on a PC

Note: If you do not have permission to install software or need assistance, please contact your IT support team. We are happy to speak to them directly if required.

  1. Plug your Keyzapp Reader into your computer
  2. Windows will automatically begin installing drivers – a red light will appear on your Keyzapp Reader when this is complete

  3. Go to www.keyzapp.com/companion and follow the instructions to download and run Keyzapp Companion
  4. Once the installation is complete, click ‘Launch’
  5. To test, take any fob and touch it to the reader for about 1 second.  The reader should beep and open a new browser tab with a Keyzapp screen.

Keyzapp Reader on a Mac

On a Mac, we currently utilise the 3rd-party NFC ideas app.
  1. Plug your Keyzapp Reader into your computer
  2. Go to the App store and search for "NFC Ideas".  Download the free app
  3. Once the app is running, go to the settings menu to tick “Clear records when tag removed” and “Perform Target Action”
  4. Set the app to start automatically by going to ‘Users & Groups’, clicking on your user account, and adding the NFC Ideas app to your ‘Login Items’
  5. To test, take any fob and touch it to the reader for about 1 second.  The reader should beep and open a new browser tab with a Keyzapp screen.

If you find this is not working for you, please give us a call.

QR Scanner on PC or Mac

  1. Your scanner should come pre-configured for your use.  All you need to do is plug in the scanner.
  2. To test, open your browser and place the QR code in front of the red scanning beam. The scanner should beep and your broswer should show a Keyzapp page.
For the QR reader to work correctly,  make sure your browser is open and selected before scanning the fob (you do not need to be on any specific page)

2. Check your office addresses (2 min)

The first thing to do is check that your office addresses are in Keyzapp.  We will use office addresses as the return address for any lost keys.  Often we try to put these in for you, but it's a good idea to check it is correct.  Checking the address is easy.
  1. Go to the Properties in the top menu
  2. In the search box begin typing your address.  If it shows up in the search, click it to see your office details.
  3. If any of the details are not correct, click edit in the address box to update the details.
  4. If the address does not show up, click the Add New Property button, and enter the address details.  Remember to add your office contact phone number in the phone number box, as this is shown to people who find lost keys
Repeat this process for each office where you will be using Keyzapp.



3. Check your key cabinets (2 min)

Before you hang up any keys, you need to tell Keyzapp where you're keeping them.  Keyzapp calls your key storage locations "cabinets".  If we have enough information, the Keyzapp team will often set up your cabinets for you in Keyzapp, but it's always a good idea to check.

Setting up key cabinets and hooks can be tricky - we recommend discussing your needs with us if you are not completely sure how cabinets can be best set up for your needs.
  1. Log into Keyzapp (if you haven't already done so)
  2. Click the Admin Menu and Select Key Cabinets
  3. Click on the Key Cabinet ID of each cabinet in the system. No cabinet? Click Add New Key Cabinet



Check the following:
    1. Do the name and description represent something your team will understand?
    2. Is the address shown the address where you would want any lost keys to be returned?
    3. Are there key hooks pre-populated in the cabinet? Are there enough? Do the hooks represent your actual cabinet layout or key numbers?

Updating Cabinet Details

To edit cabinet name (ID), description and address:
Click the "Edit" button on the cabinet and change the details. Note: Your office address should be in the system if you added it in step 2.

If the hooks are incorrect
At present, it easier to contact us to remove the hooks for you. Please contact us for help.

Do you use Property Codes instead of hook numbers to find your keys?
Please get in touch.  We don't usually recommend creating a new Key Hook for each property, as this will quickly become difficult to administer. Better to talk to us, as we can set things up to make your life easier!

Adding a numbered range of new hooks
Warning: As hooks are difficult to delete or change, please be very careful during this step and ask us for help if needed
Click the Bulk add new keyhooks button and set a range for the hooks.
  • If you have 1,000 or more hooks, set min digits to 4, otherwise leave it at 3.
  • Tick the unlimited box if you will sometimes hang more than 1 set of keys on a hook.



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