Key Contract Management Overview
A Key Contract serves as a digital agreement, formalizing the terms and conditions surrounding the use of specific keys. It establishes a clear link between the keys and the recipient for a specified duration.
For added security and formality, the Key Contract stores any relevant terms and conditions and can be digitally signed by the recipient.
Additionally, you have the flexibility to attach any supporting documents or files related to the contract, keeping all relevant information centralized and easily accessible.
A Key Contract is a central element in LivionKey Register, representing the agreement between a user and your organization regarding the use of specific keys.
Creating a Key Contract (Key Handover)
A key contract is automatically generated when you initiate a key handover.
Select an Available Key: From the Keys list, choose a key that is currently available for handover
Initiate Handover: Right-click the corresponding row and click the "Handover key" button
Provide Key contract data:
Keys and Location: Specify which keys will be handed over and from which Key Automat
Duration: Set the start and end dates for the contract. For keys in a key automat, also choose a Key locker reservation option. See Remove keys from a saved contract and use fetch-only contracts.
Recipient: Enter the contact information of the person who will be receiving the keys. You can also choose to send them a notification about the handover.
Press "Handover Key" to create the Key contract.
Tips:
You can enable contract verification specially if you have setup organization level agreements
You can preview end user notifications if you have enabled them
You can add attachement specific to this contract
Receiving Keys (Key Return)
Access an active Key contract: From the Key contract list, choose a contract that has keys to be returned and access its details view.
Initiate Return: Select the key to be returned and Press "Return selected"
Confirm the location where you will store the key after it is returned
Press "Save" to confirm the key was returned.
Tips:
You can ask the customer to sign each key return. If the keys are returned in several parts, every return gets its own signature. See Contract signing and signature stations.
You can preview end user notifications if you have enabled them
Updating a Key Contract
Access Key contract Details:
Directly from the Key contracts list, if you know the contract ID or have details about the contract recipient.
Or from the Keys list view, if you know the key details.
In the Key Details view on the right, click the contract ID link to access the contract section
Enter Update Mode: Click the update icon in the top right corner of the KeyContract detail view
Modify Details: Update the necessary contract information
Save Changes: Press the "Save" button to finalize the changes
While editing a saved contract you can remove keys the customer will not collect. For that, and for contracts that end automatically when the key is retrieved, see Remove keys from a saved contract and use fetch-only contracts.
Error "Pincodes [ … ] already used in existing contracts"
Each key stored in a key automat has its own PIN code. When you save a contract, LivionKey Register checks that no other contract uses the same PIN code in the same key automat, or in an automat grouped with it, during an overlapping period. Contracts with keys that were not returned count as overlapping too. The check runs again when you change the contract dates or move a key to another automat.
If the PIN code is already in use, the contract is not saved and the message lists the conflicting PIN codes, for example Pincodes [ 1234 ] already used in existing contracts. Change the PIN code of the key, or the contract dates, and save again.
Deleting a Key Contract
You need permission to edit contracts. Delete a contract from the contract details menu or from the row menu in the Key contract list (Delete). LivionKey Register asks Are you sure you want to delete the contract? before deleting. The key automat is updated, so the contract's PIN code no longer works. Related contracts are not deleted.
Whether a contract can be deleted depends on its type and on what has happened to its keys:
Key fetch and return: you can delete the contract before any key is fetched, or after all fetched keys have been returned. A key that was fetched and not returned blocks the deletion, also after the contract has ended.
Key fetch (fetch-only): you can delete the contract when none of its keys have been fetched, or when all of them have. If only some of the keys have been fetched, the contract cannot be deleted.
Return only: only a partial return blocks the deletion, that is, some keys were returned with this contract and others were not. You can delete the contract when no keys were returned, also after it has expired, or when all keys were returned.
When a contract cannot be deleted, Delete is disabled with the reason Some of the keys have already been fetched or returned.
Remember
For further information and guides on using the LivionKey Register, refer to our help center or contact our support team.