What is Access Schedule?
Access Schedule lets you define exactly when a key can be picked up and when it must be returned — down to specific days of the week and time windows. This is ideal for:
Restricting access to business hours (e.g., 08:00-17:00)
Sharing keys between multiple users on different days
Enforcing daily key returns for better accountability
Supporting shift-based access patterns
Example: A cleaning company needs access Monday through Friday, 06:00 to 09:00. With Access Schedule, the key is only available during those times, and must be returned each day by 09:00.
Requirements
Before using Access Schedule, ensure the following:
Requirement | Description |
Feature enabled | Access Schedule must be enabled for your organization by a Livion admin (see Step 1 below) |
Device storage | Keys must be stored in a Key Cabinet (not manual storage) |
Supported key types | Physical keys or iLOQ S5 keys (default contracts only) |
Step 1: Enable Access Schedule for Your Organization
Access Schedule is disabled by default. A root administrator must enable the feature flag for your organization.
To enable Access Schedule:
Contact your root administrator or Livion Support at [email protected]
Request that the
accessSchedulefeature flag be enabled for your organization
Once enabled at the organization level, Access Schedule becomes available across all areas and buildings automatically.
Step 2: Create a Contract with Access Schedule
Once enabled, you can configure access schedules when creating contracts.
2.1 Start Creating a Contract
Navigate to Contracts in the main menu
Click Create Contract
Select the key(s) you want to include
Fill in the basic contract details (user, start date, end date)
2.2 Configure the Access Schedule
In the contract form, find the Access Schedule section
Click Configure Schedule or toggle the access schedule option ON
The Access Schedule modal opens
2.3 Set the Time Window
Select the Start Time (when the user can pick up the key)
Select the End Time (when the key must be returned)
Times are available in 15-minute increments (e.g., 08:00, 08:15, 08:30)
Overnight windows: You can set windows that cross midnight (e.g., 22:00 to 05:00). The system interprets this as meaning the window ends the next day.
2.4 Select Access Days
Choose which days of the week the access window applies to
Click on each day to select or deselect it
You can select any combination: all weekdays, specific days, or weekends
Examples:
Monday to Friday (typical business hours)
Monday, Wednesday, Friday (part-time schedule)
Saturday and Sunday only (weekend access)
2.5 Preview and Save
Review the weekly calendar preview showing your configured schedule
Check the summary (e.g., "Mon-Fri, 08:00-17:00")
Click Apply to save the access schedule
Complete the contract creation and click Create Contract
Step 3: View Access Schedule on a Contract
In the Contracts List
The contracts list includes an Access Schedule column showing a summary of configured schedules (e.g., "Mon-Fri 08:00-17:00").
In Contract Details
Open a contract by clicking on it in the contracts list
The Access Schedule section displays:
Configured days and times
Timezone
Visual calendar preview
In Key Details
When viewing a key's details, the contracts list shows access schedules for each contract associated with that key.
How It Works: Key Pickup and Return
During the Access Window
User enters their pincode at the Key Cabinet
The key is dispensed (if available)
The user uses the key as needed
User returns the key to the Key Cabinet before the window ends
Outside the Access Window
Before the window starts: Pincode is rejected with "Too early" or "Wrong time"
After the window ends: Key pickup is blocked until the next scheduled window
Late Returns
If the key is not returned by the end of the access window:
A grace period applies (configured at organization level)
After the grace period, the system marks the key as "not returned"
Notifications are sent (user and/or manager, depending on settings)
The Key Cabinet always accepts returns — even late returns are accepted
Multiple Access Windows
You can configure different access windows for different days:
Example:
Weekdays: 08:00 - 17:00
Saturday: 09:00 - 13:00
To add multiple windows:
Configure the first window with its days and times
Click Add Window
Configure the second window
Ensure windows don't overlap on the same day
Sharing Keys with Interleaving Contracts
Access Schedule enables multiple users to share the same private key through interleaving contracts — contracts with overlapping dates but non-conflicting schedules.
Example — Different Days:
Contract A (Alice): January 1-31, Monday-Wednesday
Contract B (Bob): January 1-31, Thursday-Friday
Result: Both contracts are valid. Alice uses the key Mon-Wed, Bob uses it Thu-Fri.
Example — Different Times (Same Days):
Contract A (Morning Shift): January 1-31, Mon-Fri, 06:00-12:00
Contract B (Afternoon Shift): January 1-31, Mon-Fri, 13:00-18:00
Result: Both contracts are valid. Morning shift returns the key by 12:00, afternoon shift picks up at 13:00.
Not Allowed:
Overlapping time windows on the same day are rejected
If either contract has no access schedule (24/7 access), interleaving is not allowed
iLOQ S5 Keys
Access Schedule works with iLOQ S5 keys with these considerations:
Supported: Default contracts in the S5 key handover view
Not supported: Fetch-only contracts
Important: The access schedule controls Key Cabinet availability only. It does NOT program time profiles to the iLOQ key itself. Once the user has picked up the iLOQ key, its lock access is controlled by the iLOQ system separately.
Notifications
Users receive notifications that include access schedule details. For contracts with access schedules, the schedule information is automatically included as part of the contract end date in the notification.
Notification | Timing | Content |
Contract Created | When the contract is saved | Includes contract end date with access schedule details (e.g., "31.01.2026 17:00Access Schedule: Mon-Fri 08:00-17:00" in email) |
Contract Updated | When schedule changes | Shows updated contract end date with access schedule details |
Key Not Returned | After the window + the grace period | Reminder to return the key (shows the specific window end time) |
Note: There is no per-window reminder notification. Users receive the standard contract end reminder before the overall contract expires.
Changing Key Storage
If you need to switch a key from device storage (Key Cabinet) to manual storage:
Open the contract
Use the Switch Storage option
A warning appears explaining the access schedule will be disabled
Confirm the change
The access schedule data is preserved but marked as "disabled." Switching back to device storage re-enables the schedule.
Frequently Asked Questions
Q: Why can't I see the Access Schedule option? A: Check that the feature is enabled for your organization (contact root admin or Livion support) and that the key uses device storage (Key Cabinet).
Q: Can I edit an access schedule after the contract is created? A: Yes, you can update the access schedule on an existing contract. Changes take effect immediately.
Q: What if the user forgets to return the key? A: The Key Cabinet always accepts returns. After the grace period, the system sends notifications. When the key is eventually returned, the "not returned" status is cleared.
Q: Can I set a different grace period for each contract? A: No, the grace period is configured at the organization level and applies to all contracts.
Q: Do overnight shifts work? A: Yes. Set the end time earlier than the start time (e.g., 22:00 to 06:00) and the system understands the window crosses midnight.
Need Help?
If you have questions or need assistance:
Contact your organization administrator
Reach out to Livion Support at [email protected]