Overview
Key Access Control lets you specify which keys a contact can borrow and set strict validity periods. During a key handover, LivionKey automatically verifies these permissions in real time. If a mismatch occurs, the system triggers a warning to help you catch mistakes before they happen.
Note: This is an optional feature and must be enabled per organization.
How to Enable Key Access Control
Go to Organization Settings.
Open the Contacts tab.
Toggle on Enable Key Access Control.
Once enabled, authorization validation becomes active for all key handovers within your organization.
Setting Up an Authorization
An authorization defines the specific keys a contact is allowed to borrow and the permitted timeframe for each.
Search for the contact in LivionKey.
Open the contact's detail view.
Scroll down to the Authorizations section.
Click + Add Authorization.
Select the relevant organization unit.
Choose All Keys (to cover the entire unit) or select specific keys.
Optional: Filter by key category (e.g., "Normal Keys" or "Master Keys").
Set a Start Date (required).
Set an End Date (leave this blank for a permanent authorization).
Click Save.
The authorization will appear immediately on the contact's profile. You can add multiple authorizations to a single contact to cover different units, key sets, or timeframes.
Authorization Scope Options
Use the table below to understand how your selection impacts the authorization scope:
What you select | What it covers |
Organization unit only | All keys under that specific organization unit. |
Key category only | All keys of that specific type (e.g., all Normal Keys). |
Organization unit + category | Keys of that specific type under that specific organization unit. |
Specific keys | Only the exact keys you select. |
Authorization Statuses
You can view all authorizations and their current statuses directly on the contact's detail page:
Valid: Currently active (today falls within the validity period).
Upcoming: Not yet started (the start date is in the future).
Expired: The end date has passed.
How Validation Works During Handover
When you assign keys, LivionKey checks each key against the contact's authorizations and flags them with one of the following statuses:
Authorized: The key is covered by a valid, active authorization.
Not Authorized: The key is not authorized.
Authorization Expired: The key matched an authorization, but the validity period has ended.
Important: If a key is not authorized, the system will display a warning before you submit. This warning is purely informational; the system will not block the handover, allowing you to proceed if you choose to override it.
Frequently Asked Questions (FAQ)
Q: What happens if a contact has no authorizations registered?
A: When the feature is enabled, a contact with no authorizations is treated as "not authorized" for all keys. You will see a warning during the handover, but you can still proceed.
Q: Can I still hand out keys when there is a warning?
A: Yes. Warnings are strictly informational to help prevent mistakes. You can override the warning and proceed with the handover at any time.
Q: What if an authorization has no end date?
A: If the end date is left blank, the authorization is permanent and will never expire.
Q: Can a contact have authorizations for multiple organization units?
A: Yes. You can add as many separate authorizations as needed to cover different organization units, key sets, and time periods.
Q: Does this work with iLOQ smart locks?
A: In the current version, Key Access Control applies exclusively to physical loan keys.