Administrator 'How Tos' - Users & Passwords
Add new users
For new users not set up as contacts in Keyzapp
- Select the People tab
- Select Add New Person
- Fill in the Contact Details box and click Create
- The ID Card box will load - assign an ID Card if desired (by tapping or scanning an unassigned fob on your Keyzapp reader/barcode scanner), or untick the box
- The User Permissions box will load - check the box next to Allowed to login, complete the required information and click Submit
Note on Roles/Permissions
There are a number of roles/permissions levels which users can be granted. They are:
Key Holder | - is able to login, sign-out keys and view keyring details for their assigned keys |
| Key Holder + Professional Subscription Only | - is able to search for keys by property, sign-out keys to themselves, sign-in their keys and view keyring details for their assigned keys. Often used for contractors. |
Key Controller | - is able to sign-out keys to other people, sign-in keys and also maintain keyrings, property and people. This is the most common role for office-based users. |
Kiosk User Professional Subscription Only | A special user account designed for use with a dedicated computer or "kiosk". It allows people to sign-in quickly with their ID Fob or card. There is typically only one of these accounts per office. |
Office Administrator | - is granted all system privileges including administration of key cabinets, keyhooks, office computers and system configurations |
The different permission levels are shown on screen when they are selected as in the example below.
Existing users with Key Controller permissions can create user accounts for new users, but they can only assign them Key Holder permissions.
For new users already set up as contacts in Keyzapp
- Use Search to find the individual's name
- Once on the People Details page, click Edit within the User Account box
- The Edit User Account box will open
- Check the box next to Allowed to login , complete the required information and click Save
Edit user information & passwords
Update details for an existing user
- Search for the user via the People page or the Search bar on the Home page
- Once you have selected the person’s name, their People Details page will load
- Click the Edit button in the Contact Details box to update the user’s name and contact details
Reset a password
- Search for the user via the People page or the Search bar on the Home page
- Once you have selected the person’s name, their People Details page will load
- Click the Edit button in the User Account box
- An Edit User Account box will load – click the blue Reset button and enter a new (temporary) password for the user
- Click Save
- Inform the user of their temporary password, which they should change once they have logged in successfully (instructions available here )
Removing Users from Keyzapp
From time to time, as your team changes, you need to remove a user from Keyzapp. You can take this to various levels, depending on your need.
Prevent a person from signing out keys
This doesn't stop a person logging in, but may be useful if you need to prevent colleagues from signing out keys to a person
- Search for the user via the People page or the Search bar on the Home page
- Once you have selected the person’s name, their People Details page will load
- Click the Edit button in the Contact Details box
- Tick the Block from signing out keys option
- Click Save
Disable a user's login to remove their access from Keyzapp
If a team member leaves, or you wish to prevent access for some other reason, simply follow the steps below.
- Search for the user via the People page or the Search bar on the Home page
- Once you have selected the person’s name, their People Details page will load
- Click the Edit button in the User Account box
- An Edit User Account box will load – untick Allowed to login check box
- Click Save
The person can no longer access Keyzapp with their username and password. Their person record will remain, as well as their activity history and the audit trail of everything they have done in Keyzapp.
Archive a disabled user
This is the final step for removing a person. It is not always strictly necessary since it is often still useful to search for a user and see their history, even though they are no longer working with your keys.
- Search for the user via the People page or the Search bar on the Home page
- Once you have selected the person’s name, their People Details page will load
- Click the Edit button in the Contact Details box
- Click the Archive button
- Click Yes to confirm.
Once you archive a person, they will not be available to search for them.
Note: An archived person or user is not fully deleted. This makes sure that the history recorded against your keys stays intact.
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