LivionKey Register: Import Keys to your organization

Understanding Keys in LivionKey Register

Efficient key management is vital for property managers using LivionKey Register. In our system, a "Key" represents the digital counterpart of a physical key.

Keys can be distributed and collected through two methods:

Manual Handover: Keys are physically handed over at a designated location.
Automated Distribution: Keys are dispensed and returned through LivionKey Automats.

Key Properties

Each key in LivionKey Register has the following properties:

Building: The building or location associated with the key.
Name: A descriptive name or label for the key (optional).
KeyID: A unique identifier for the key within the system.
RFID / NFC Hex identifier: Used if the key has an RFID or NFC tag/chip for additional tracking and identification
Key storage: Indicates whether the key is stored manually or in a LivionKey Automat.

Importing Keys

Follow these steps to import multiple buildings into LivionKey Register using a CSV file:

Download the import keys template.
- Log in to LivionKey Register and navigate to the "Keys" page
- From the "Actions" dropdown menu, select "Import"
- Click "Download template" to get the CSV file
Fill in the Template:
- Do not modify the column headers.
- Required fields:
  - Building ID or Customer ID (must match an existing building or customer)
  - Customer KeyID (a unique identifier to prevent duplicates)
  - Selected storage ("manualStorage" or "device")
- Conditional fields:
  - Description: Required if Selected storage is "manualStorage." Provide details about the storage location.
  - LivionKey Automat ID: Required if Selected storage is "device." The imported keys will be assigned to this automat.
  - Contract-related columns (optional): If filled, the key will be marked as handed over upon import.
    Start date
    End date
    Contact Name
    Company
    Phone number (mobile)
    Fixed phone number
    Email
    Send email and SMS (enter "YES" to trigger notifications)

Tips: To locate a Building or Customer ID, click Buildings on the left menu. Search and select the desired building; the ID and Customer ID will be displayed.

Save the file in CSV format, using a comma (,) or semicolon (;) as the separator

Import the File:
- Upload your CSV file
- Press "Validate"
- Confirm the import details and click "Import"
A confirmation screen will display the import results for you to review

Grouping Multiple Keys into a Single Contract

Keys with identical contract information in the CSV will be grouped into one contract.

If the key holder is unknown, use "Unknown" in the Contact Name field and leave other fields empty

To avoid a single contract for multiple unknown keys, use unique identifiers like "Unknown 1," "Unknown 2," etc

Key imports are processed per file; new keys won't be added to existing contracts, even if the contract data matches

Validation Guidelines:

Column headers must match the template
Each CSV file can contain a maximum of 1500 keys
Required fields: Building ID or Customer ID, Customer KeyID, and Selected storage
If contract-related columns are used:
- Contact Name is required
- Start and end dates must be in yyyy-mm-dd format
- Phone number must be in international format (e.g., +358401234567)
- Email format will be checked
- Customer KeyID must be unique
All rows must contain data, no empty rows allowed

Operate with keys

The "Keys" view in the left menu is your central hub for key management

Key List View

It has three sections

Search and Filter Block: Search for keys or filter them
List of Items Block: Displays the list of keys
Item Details Block: Shows details of the selected key

Create a Key

Click "+ Create" in the top right corner of the search and filter block
Provide the following mandatory information:
- Organization unit or building
- Unique ID for the key
- Selected storage type and details:
  - "Manual storage" requires a description
  - "LivionKey automat" requires an automat ID
Optionally provide
- A logical name for the key
- An RFID/NFC identifier if the key has one
Press “Create”

Search for a Key

Use the free search tool with keywords or use specific filters.

Update a Key

Locate the key you want to update and right-click on the row.
Click "Update Key" and modify the necessary fields (Name, Selected storage, RFID/NFC identifier)
Press "Save"
Confirm if you changed the storage type

Remember

For further information and guides on using the LivionKey Register, refer to our help center or contact our support team.