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 in effective contract settings for the selected organization unit (see Step 1 below) |
Storage type | Access schedules are configured on contracts and can be used with both device storage and manual storage. If storage changes later, the schedule configuration is preserved |
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. It is configured in Contract Settings at organization-unit level.
To enable Access Schedule:
Open Organization Management
Select the target unit (organization, area, or building)
Open Contract Settings
Enable Access Schedule
Save changes
Enablement details:
Child units inherit the closest parent setting if they do not override it
You can override per unit when needed
When disabled:
Access Schedule setup is not shown in contract create/edit for that unit context
Access Schedule column/sections are hidden in contract views for that unit context
Contract create/update requests with access schedule input are rejected for contracts under units where the effective setting is disabled
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 understands this means the window ends the next day.
2.4 Select Access Days
Choose which days of the week the access window applies
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: Pickup, Fetch, and Return
Device Storage (Key Cabinet)
User enters their pincode at the Key Cabinet
The key is dispensed (if available)
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
Manual Storage
Access Schedule also works for contracts using manual storage.
In manual storage:
Mark fetched is allowed only when the key is available and the current time is inside an active access window
Mark returned is allowed when the key is away, including outside the active access window
Repeated fetch and return cycles are supported across multiple scheduled days on the same contract
If a manually stored key stays away past the end of the access window plus the grace period, LivionKey can still mark it as not returned and trigger the configured notifications.
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 contract is saved | Includes contract end date with access schedule details (e.g., "31.01.2026 17:00 |
Contract Updated | When schedule changes | Shows updated contract end date with access schedule details |
Key Not Returned | After window + 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 switch key storage (for example, in Switch Storage or in Receive Keys):
Select the target storage in the flow you are using
Confirm the change
After confirmation:
The contract storage is updated
The access schedule configuration is preserved (not removed or auto-disabled by storage switch)
Existing schedule windows remain on the contract
Frequently Asked Questions
Q: Why can't I see the Access Schedule option?
A: Check that Access Schedule is enabled in contract settings for the selected organization unit (or inherited from parent). For iLOQ S5 keys, Access Schedule is available only for default contracts, not fetch-only contracts.
Q: Can Access Schedule be enabled only for one area/building?
A: Yes. You can enable it for a specific unit, or at a parent unit and let children inherit it.
Q: Can manual storage contracts use an active access schedule?
A: Yes. Manual storage contracts support Access Schedule. In manual handover flows, mark fetched is allowed only during an active access window, while mark returned is allowed whenever the key is away.
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: After the access window ends and the grace period passes, the system can mark the key as not returned and send notifications. Returns are still allowed afterward. 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]