1. Managing Organization Units
1.1 Creating a New Unit
Navigate to the "Organizations" view using the left menu shortcut.
Select the desired parent unit and click the "+" button
Select the appropriate "Organization Unit Type" from the dropdown
Enter a name for the new unit
Optionally, provide a custom ID for the unit if you have an existing system or ID structure you want to maintain
Click "Save"
1.2 Editing an Existing Unit
Navigate to the "Organizations" view using the left menu shortcut.
Select the desired organization unit to change.
Click the "Update" button found in the "info" section of the "General" Tab
Make the necessary changes to the unit's name or type
You can also edit the custom ID if needed
Click "Save"
1.3 Deleting a Unit
Deleting a unit removes the unit together with everything stored under it. You need permission to edit organization units.
Navigate to the "Organizations" page
Select the organization unit you want to delete.
Open the 3 dot menu and click "Delete"
Read the warning: Deleting an organization unit will remove it and all associated data from the system. This action cannot be undone.
Confirm the deletion. The unit disappears from the tree once everything under it has been removed.
What is deleted with the unit
All child units, and their data.
Keys, contracts, contacts, alarms, comments and attachments of the unit.
Users whose only access was this unit. Users with access to other units keep their accounts but lose this unit.
Key automats and other devices are not deleted: they are moved to the parent unit, and the deleted unit's keys are removed from them.
The deletion cannot be undone. If the unit still holds keys or contracts you need to keep, contact Livion Support to move them first.
2. Initial settings
2.1 Language & Timezone
Language and timezone settings are crucial for ensuring accurate communication and scheduling within your organization.
Setting the Default Language and Timezone
The language and timezone you configure at the top-level "Organization" unit will be inherited by all lower-level units within your hierarchy.
This creates a consistent experience across your organization, but you can override these settings at any lower level if needed.
Example:
If your organization operates in multiple countries, you can create separate organization units for each country and set their specific language and timezone. This ensures that users in each location see information and receive notifications in their preferred language and at the correct time.
Note: Be aware that if you change the organization's default timezone after a key automat has been installed, you'll need to manually adjust the timezone in the key automat's individual settings.
3. Contract Settings
Contract settings define the default behavior for new contracts and can also enforce required behavior where configured. In the Contracts tab, you can configure contract validity, access schedule defaults, contact lookup and phone prefix defaults, required main contact fields, email and SMS notification defaults and enforcement, verification defaults and enforcement, optional contract creation fields, contract instructions, and required checks.
For a complete overview of all available options, see: Organization contract settings.
4. Customize your end-users notifications templates
LivionKey Register offers a range of templates that you can customize to create a consistent and professional look and feel for all your user notifications. You can also include company-specific information to further personalize the experience.
Sender information
Personalize your communication by customizing the sender information for emails and SMS messages. This ensures that your messages appear to come directly from your company or brand, enhancing recognition and trust.
Email Sender:
You can set the sender name (displayed to the recipient which will always be in the format
[email protected]).By default, emails are sent from
LivionKey <[email protected]>.
SMS Sender:
If you're using SMS notifications, you can customize the sender ID to further reinforce your brand identity.
Keep in mind that the sender ID is limited to 11 characters and some countries may have restrictions on using alphanumeric characters.
Logo
Upload your organization's logo to be displayed in email templates and in the top left corner of the application.
Email notifications look and feel
The email template serves as the foundation for all user notifications. You can use the editor to change the background color and preview how the email will look.
Notification template Editor
For even more customization, Admin users can define unique templates for each organization unit in multiple languages. Go to Organization > Email and SMS Templates, pick the template and the language, and select Update.
Email templates open in a rich-text editor with:
Paragraph styles: Normal and Heading 1 to 3.
Email-safe fonts (Arial, Georgia, Times New Roman, Verdana, Tahoma, Trebuchet MS, Courier New) and font sizes from 10 to 28 px.
Bold, italic, underline, links, bulleted and numbered lists.
Text colour, background colour, alignment, indentation, undo and redo.
Text pasted from Word or Google Docs keeps its formatting. Fonts and sizes that the editor does not offer are replaced by the closest supported value, so the email renders the same in every mail client. SMS templates are plain text.
Insert the use-case variables listed next to the editor, for example the contract contact name or the pickup code. A template cannot be saved if it uses an unknown variable or no variable at all. Use Preview to see the notification with example data before saving.
The video below was recorded with the previous editor. Variables and preview work the same way; only the formatting toolbar has changed.
5. Stay Informed with Monitoring notifications
Enable monitoring notifications to receive timely alerts about the status of your key automats and key usage. You can designate specific individuals within your organization to receive these notifications, ensuring prompt action when needed.
Available Notifications:
Key Fetched: Receive a notification when an end-user picks up a key.
Key Returned: Get notified when an end-user returns a key.
Key Not Returned in Time: Receive an alert when a contract ends, and the keys haven't been returned. You can also choose to send reminders to the contract contact person at specified intervals until the keys are returned.
Key Automat Alarms: Get notified about various device-related issues that may require attention:
Automatic movement detected
Wi-Fi connection lost
Power cable disconnected
Low battery
Connection lost
Key automat out of order (e.g., a key blocking the door)
6. Enforce 2-Factor Authentication
For an added layer of security, enable two-factor authentication (2FA) for all organization users. This will require them to provide a second form of verification, such as a code from their mobile device, when logging in.
Conclusion
By configuring these initial settings, you can tailor LivionKey Register to your organization's specific needs, streamline communication, and ensure a secure and efficient key management experience.
Remember
For further information and guides on using the LivionKey Register, refer to our help center or contact our support team.