Overview
Two features help when a handover does not go exactly as planned:
Feature | Use it when | What is recorded |
Remove keys from a saved contract | The customer picked up only some of the keys and the rest will not be collected | The key moves to the contract key history with your name and the time |
Fetch-only contract with a retrieval deadline | The contract should end as soon as the key is collected, for example a car repair shop handing over car keys | The contract ends on key retrieval, or expires at the deadline if the key is never collected |
Before you begin
For removing keys:
You need permission to edit contracts.
The contract must be a handover contract for mechanical keys. Keys on a return contract cannot be removed.
Only keys that are still waiting to be picked up can be removed. A key that the customer has already fetched stays on the contract.
For fetch-only contracts:
The keys are stored in a LivionKey automat. The Key locker reservation section is shown only for device keys and only when the contract does not use an access schedule.
The Release the locker options are available for mechanical key handovers. iLOQ S5 handovers use Reserve for the duration of the contract.
How to remove keys from a saved contract
Open the contract and select the edit icon in the top right corner.
In the keys section, remove the key row you no longer need. LivionKey Register asks Remove key from contract? and tells you that the removal is recorded in the contract key history.
Confirm, then save the contract. Nothing changes until you save.
After saving, the contract shows a Keys removed from contract section with the key, who removed it and when. The contract event history gets a Contract modified entry listing the removed keys. The automat is updated at the same time, so the removed key can no longer be collected with the contract PIN.
If a removed key belongs to a keyring, all other keys on that keyring are removed from the contract as well. LivionKey Register warns you before you confirm.
How to create a fetch-only contract
Start a key handover as usual.
In Key locker reservation, choose Release the locker and end the contract after key retrieval.
Optionally set Key must be retrieved by. The field is prefilled from the organization's default contract validity. Clear it if the customer may collect the key at any time.
Fill in the rest of the contract and save.
The three locker reservation options behave as follows:
Reserve for the duration of the contract: the locker stays reserved until the contract ends and the key must be returned to the same automat.
Release the locker after key retrieval: the locker is freed when the customer takes the key, the contract stays active until its end date.
Release the locker and end the contract after key retrieval: the locker is freed and the contract ends as soon as the customer takes the key. This is a fetch-only contract.
How to set a default locker reservation for an organization unit
Go to Organization, select the unit and open the Contracts tab.
In Locker reservation, select Update and choose the Default reservation.
Save. The option is preselected in the handover form for this unit and its child units.
See Organization contract settings for the other settings on this tab.
What appears on a fetch-only contract
The contract form shows Ends on key retrieval instead of an end date, and the deadline as Key must be retrieved by when one is set.
While the key is waiting in the automat, the contract is active and the customer receives the normal pickup notifications.
When the customer takes the key, the contract ends and is listed with the status Fetch Only - Keys fetched. The key is shown as away without an active contract.
If the deadline passes before the key is collected, the contract expires and the key stays in the locker.
Important behavior and limitations
Removing a key is permanent for that contract. The edit form cannot add keys to a saved contract, so if you removed the wrong key, hand it over again with Amend contract. See Duplicate, amend, and link contracts.
Removed keys are not counted as fetched keys in the contract list or in exports.
A fetch-only contract does not track the return of the key. When the key comes back, receive it through the Receive Key view or a return contract.
The organization default reservation is ignored in handovers where the locker reservation section is not shown, for example when an access schedule is used.
Troubleshooting
The key cannot be removed
The message Only keys that are still waiting to be picked up can be removed from a contract means the customer has already fetched the key, or the contract is a return contract. Return the key normally instead.
The retrieval deadline shows a date I did not choose
The deadline is prefilled from the organization's default contract validity. Clear the field before saving if the customer may collect the key at any time.
The locker reservation section is missing from the handover form
The section is shown only for keys stored in a LivionKey automat and only when the contract does not use an access schedule. Shared keyrings and keys in manual storage do not show it.
Frequently asked questions
Does the customer get notified when a key is removed?
Saving the edited contract sends the Contract updated notification when that notification is enabled on the contract. The removal itself is recorded in the contract history.
Can I remove a key from an iLOQ S5 contract?
No. Key removal applies to mechanical key contracts.
What happens to the locker when a key is removed?
The automat is updated immediately and the removed key cannot be collected with the contract PIN. The key stays in its locker as an available key.
Need help?
Contact Livion Support at [email protected]. Include the organization, the contract ID, the key ID, the action used, approximate timestamp and timezone, and the visible error message. Do not send signatures, identity-verification data, or credentials.