1. Keys in LivionKey Register
Efficient key management is an essential feature in 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.
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.
2. Operate with keys
The "Keys" -view is your central hub for key management. You can enter the view by clicking "Keys" from the menu in the left-side of the page.
2.1 Search for a Key
Free text search:
Search using keywords that match the ID, name of the key, name of the building or the address of the building. Enter the keyword to "Search" -field in top of the page.
Filters:
The search has the following filters which you can use to narrow the search results:
Building
Contract
Status
Storage
Key automats
Keyring
The filters are below the "Search" -field. Activate the desired filter by clicking it and selecting for the correct option from the drop-down menu. You can search for the options by entering key word to field (e.g. contract ID or building name to corresponding filters).
Filter by organization unit:
You can filter the keys also by selecting the desired organization unit from the "Filter by organization unit" -section.
2.2 Create a new Key
Click "+ Create" in the top right corner of the "Keys" -view
Provide the following mandatory information:
Organization unit or building
Unique ID for the key
Selected storage type and details:
"Manual storage" requires a description and current status
"LivionKey automat" requires an automat ID and if the key is shared key (can have overlapping contracts)
Optionally provide:
A logical name for the key
An RFID/NFC identifier if the key has one
Once you have entered information, press “Create”.
2.3 Update the Key
Right-click the Key which you want to modify and select "Update key"
Modify the desired fields (Building, Name, RFID / NFC hex identifier, key storage options)
Once you have done all the changes, click "Save"
2.4 Delete the Key
Right-click the Key which you want to modify and select "Delete key"
Confirm that you want to delete the key.
Important!
Once you delete the key, it will be removed permanently and cannot be restored!
If the key has active contracts, system asks if you want to delete also the contracts (the contracts will be deleted also permanently)!
3. Importing Keys
Follow these steps to import multiple keys into LivionKey Register using a CSV file:
1. Download the import keys template
Navigate to the "Keys" -page
From the "Actions" dropdown menu (3 dots in top-right of the page), select "Import Keys"
Click "DOWNLOAD TEMPLATE" to get the CSV file. Save the file to your computer.
2. Fill in the Template
Open the CSV-file on your computer and fill in the key information. 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 (enter "YES" to enable notifications)
Send SMS (enter "YES" to enable notifications)
Language (fi-fi / en-gb / sv-se / de-de)
Note!
To find the building's ID or Customer's Own ID:
Click "Buildings" on the left menu.
Search the building from the view and double-click it.
The ID and Customer ID will be displayed in the right side of the view.
Save the file in CSV format, using a comma (,) or semicolon (;) as the separator
Important!
Pay attention that you save the file in correct format. The format/encoding of the file should be 65001: Unicode (UTF-8)!
3. Import the File
Click "UPLOAD FILE" -button and select the modified CSV-file from your computer's folder. After that press "VALIDATE".
Confirm the imported keys by clicking "IMPORT".
Once the keys are imported, the system shows summary of the import.
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
Remember
For further information and guides on using the LivionKey Register, refer to our help center or contact our support team.