Overview
A normal keyring can belong to only one contract at a time. A shared keyring allows overlapping contracts in the same way as a shared individual key.
For example, a cleaning company and a maintenance contractor can have separate contracts for the same service keyring. Each contract keeps its own contact, dates, and audit history while both refer to the same ring.
Before you begin
The keyring must use Key Cabinet device storage. Manual-storage keyrings cannot be shared.
iLOQ keyrings cannot be shared.
You need permission to add or update keys and keyrings.
To change the shared setting on an existing keyring, the ring must have no active or future contracts.
Existing keyrings remain non-shared until you enable the setting.
How to create a shared keyring
Open Keys and select the keys you want to place on the ring.
Open the keys menu and select Assign keys to keyring.
Enter the keyring name and choose device storage.
Select the Key Cabinet where the ring will be stored.
Under Allow overlapping contracts, enable Shared keyring.
Save the keyring.
The keyring details show Shared: Yes when the setting is enabled.
How to change an existing keyring
Open the keyring from Keys.
Select Update in the keyring section.
Enable or disable Shared keyring.
Save the change.
You can change only the shared setting while a keyring is physically inside a Key Cabinet, provided it has no active or future contracts. Changes to its name, members, or storage remain unavailable until the normal keyring editing conditions are met.
How overlapping contracts work
After sharing is enabled, create contracts for the keyring through the normal contract flow. Contract date periods may overlap.
Access schedules can be used to coordinate when each contract holder should collect and return the ring. Shared keyrings follow the same overlap rules as shared individual keys: the system permits overlapping contract dates and does not prevent two shared-ring contracts from having overlapping access-schedule windows. Review the schedules to avoid double booking the physical ring.
Each holder fetches and returns the whole ring through the Key Cabinet. After one holder returns it, another eligible holder can fetch it under their own contract.
Important behavior and limitations
Sharing applies to the ring as a unit. Member keys cannot have independent contracts or be shared separately while they belong to the ring.
Shared keyrings require device storage and cannot be moved to manual storage while shared.
iLOQ keyrings are not supported.
Shared keyrings are not automatically transferred from one overlapping contract to another.
The status is shown as Available or Away. Shared keyrings do not use the Key Not Returned alarm. Use suitable contract dates, access schedules, and operational follow-up when return accountability is important.
If a member key is detached from a shared ring, it is removed from every active or future contract containing that ring.
Troubleshooting
I cannot see the Shared keyring setting
Check that the selected storage is a Key Cabinet device. The setting is hidden for manual storage and is unavailable for iLOQ keyrings.
I cannot change the shared setting
Check whether the keyring has an active or future contract. The shared setting cannot be changed until those contracts have ended or been removed.
If the ring is inside a Key Cabinet, you can change the shared setting only. Editing the name, storage, or member list is still restricted.
A second overlapping contract was rejected
Confirm that the keyring details show Shared: Yes and that it uses device storage. If the ring is not shared, normal overlap validation blocks the second contract.
Two holders are scheduled at the same time
Shared keyrings allow overlapping contract and access-schedule windows. Adjust the schedules so only one holder needs the physical ring at a time.
Frequently asked questions
Does enabling Shared keyring make every member key shared?
No. Sharing belongs to the keyring as a whole. The member keys stay part of the ring and cannot be contracted independently.
Can I share a keyring that is already inside a Key Cabinet?
Yes, if it has no active or future contracts. Open Update and change only the Shared keyring setting.
Can I use a shared keyring without access schedules?
Yes. Access schedules are optional. They are useful when multiple contract holders need different collection times, but your organization is responsible for avoiding conflicting use of the physical ring.
Need help?
Contact Livion Support at [email protected]. Include the organization, keyring ID, contract IDs, approximate time and timezone, and the visible error message. Do not send access codes or credentials.