BuildingLink KeyLink Installation instructions
PRODUCT SPECIFICATIONS
& SETUP GUIDE
KeyLink Setup Guide
PRODUCT SPECIFICATIONS & SETUP GUIDE
Table of Contents
KeyLink PC System Requirements ....................... 3
KeyLink Drawer Specifications .......................... 4
KeyLink Components .................................. 5
KeyLink 140-Drawer Cutsheet ........................... 6
KeyLink 224-Drawer Custsheet .......................... 7
KeyLink PC: Dell Optiplex 5270
All-in-One Premium with Touch Screen ................... 8
KeyLink Setup Instructions ............................. 9
KeyLink Riveting Instructions .......................... 11
KeyLink Implementation: A Stage-By-Stage Guide ......... 12
KeyLink How-To Videos ............................... 13
Using KeyLink ....................................... 14
KeyLink Technical FAQ and Troubleshooting .............. 17
PRODUCT SPECIFICATIONS & SETUP GUIDE
Dell Optiplex 5270
All-In-One with Touch Screen
Customer-provided KeyLink PC
System Requirements
Customers can choose to opt out
on our included KeyLink PC and
purchase their own PC. Please be
sure that it meets the recommended
system requirements (see right)
to be compatible with the KeyLink
software. A $500 credit will reflect
on the invoice after system delivery.
SPECIFICATIONS
• Intel Core i5-9500
• 8GB 2666MHz DDR4 Memory
• M.2 128GB Solid State Drive
• 21.5” 1920x1080 Touch Screen
• Intel Wireless-AC 9560 (WiFi + Bluetooth)
• PORTS
• 6 External USB Ports (5x USB Type-A, 1x USB Type-C)
• 1 RJ-45 Port
• 1 DisplayPort 1.2 Output Port
• 1 Universal Audio Jack
• DIMENSIONS
• Height w/o stand: 12.96” (32.94 cm)
• Height w/ included height-adjustable stand: 16.7”-20.7”
(42.4 cm – 52.6 cm)
• Width: 19.6” (49.79 cm)
• Weight w/ stand: 12.4 lbs. (5.6 kg)
POWER
• 155W Integrated Power Supply Unit
with Type B Electrical Plug
• Operating System: Windows 10 or newer (must be 64-bit version)
• CPU: Intel i3 or equivalent and higher
• Hard Drive: 120GB or more (SSD recommended)
• RAM: 4GB or more (8GB recommended)
• Screen Size: 17-inches (19” or larger recommended)
• Touchscreen: Touch interface is not required but can provide
optimal user experience
Due to the constant changes in technology hardware, if our KeyLink PC needs services/repairs or
even a replacement in the future, we cannot guarantee that it would be the same model from your
initial KeyLink installation.
Our Support Staff cannot service or repair any PCs or peripherals not provided
by BuildingLink.
KeyLink PC System Requirements
KeyLink PC System Requirements
PRODUCT SPECIFICATIONS & SETUP GUIDE
KeyLink Drawer Specifications
KeyLink Installation Recommendations
• Be sure to allow some wiggle room to get the system into the space and run the
cabling from drawer(s) to PC.
• Power Requirement: the KeyLink system (drawer & PC) uses the US standard
110/220/240 volts for power cords to the drawers and PC and we will provide
the proper power cables for your region if necessary, so no adapter or power
converter is needed.
• Below are some useful links for your reference:
Website - www.keylinkusa.com
Online Help Database - help.buildinglink.com/using-keylink
140-Key Drawer
224-Key Drawer
Dimensions
20.8”D x 21.4”W x 7.6”H
Weight
45 lbs without keys & tags
Dimensions
30.3”D x 21.4”W x 7.6”H
Weight
65 lbs without keys & tags
Every KeyLink System includes:
• KeyLink Software
• BuildingLink Integration /
Connector for BuildingLink
• All-In-One Touch Screen Computer
• Heavy Duty Fingerprint Scanner
• SmartTags, Rivets, and Rivet Gun
• Drawer Power Cord,
USB Cable, and USB Hub
• L-Brackets and U-Brackets for Securing Purposes
• Manual Override Key (to unlock the back of the
drawer in case of a power outage)
• Red Emergency Key Fob (for access in case of a
drawer disconnect mode)
• Domestic Shipping & Handling
(International Shipping and Customs Clearance
at Additional Charge)
• Onsite installation/training for NYC-area orders /
remote installation/training for all others
KeyLink Drawer Specifications
PRODUCT SPECIFICATIONS & SETUP GUIDE
Signature Pad Web Cam
KeyLink Components
KeyLink PC
Rivets
U-Brackets
Manual
Override Key
Backup Drive
SmartTags
Fingerprint
Reader
KeyLink Drawer
(rear view)
SmartBoxes L-Brackets
Emergency FOB
USB Hub
Standard KeyLink Components
Optional KeyLink Components
Power Cord USB Cable Rivet Gun Rivet Cutter
KeyLink
Transporter
KeyLink Components
PRODUCT SPECIFICATIONS & SETUP GUIDE
KeyLink 140-Drawer Cutsheet
KeyLink 140-Drawer Cutsheet
PRODUCT SPECIFICATIONS & SETUP GUIDE
KeyLink 224-Drawer CutsheetKeyLink 224-Drawer Cutsheet
KeyLink 224-Drawer Custsheet
PRODUCT SPECIFICATIONS & SETUP GUIDE
KeyLink PC: Dell OptiPlex 5270 All-in-One Premium with Touch Screen
KeyLink PC Current Model: Dell OptiPlex 5
27
0 All-in-One Premium with Touch Screen*
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KeyLink PC: Dell Optiplex 5260 All-in-One Premium with
Touch Screen
PRODUCT SPECIFICATIONS & SETUP GUIDE
KeyLink Setup Instructions
STEP 1 STEP 4
STEP 2 STEP 5
STEP 3
Unbox your KeyLink drawer(s) and PC packages.
Plug one end of the included power cord to the
back of each drawer.
Plug the other end to a power outlet.
Plug one end of the included USB cable to the
back of each drawer.
Plug the other end to either the included USB Hub,
OR...
You can plug the other end directly to the PC.
KeyLink Setup Instructions
KeyLink Setup Guide
PRODUCT SPECIFICATIONS & SETUP GUIDE
STEP 6 STEP 9
STEP 7
STEP 10
STEP 11
STEP 8
If you’re using the USB Hub as an intermediary
between the drawer(s) and PC; then plug the
provided USB cable between the hub and the PC
(please remove the screws on the sides when
plugging into the PC).
Flip the powerswitch on the back of the drawer to
the ‘ON’ position.
Power on the PC and connect it to your Internet via
WiFi or Ethernet cable.
You should now see your KeyLink application
icon on the PC Desktop where you can click to
open up the application and start using your
brand new key system.
If needed, please watch our online installation
manual video for a demonstration of the
above setup steps.
Once everything is connected, please contact
a KeyLink rep to schedule your telephone
KL software configuration and training (also
available in this setup guide under the section
“Using KeyLink” or online here - KeyLink &
BuildingLink Online Help Library if you wish to
proceed with this step at your own convenience).
PRODUCT SPECIFICATIONS & SETUP GUIDE
KeyLink Riveting Instructions
STEP 1
STEP 3
STEP 2
Installed tags should look like the images
shown here, with keys on the right side of
the tag, where it indicates “Keys on this
side.”
Place provided tag, rivets, and key(s)
together tightly as shown on the right.
Keys should be on the right side of the
tag where it indicates “Keys on this side.”
Using the provided rivet gun, grip the
mandrel and fasten both rivets together
as shown on the right.
KeyLink Riveting Instructions
PRODUCT SPECIFICATIONS & SETUP GUIDE
KeyLink* Implementation: A Stage-By-Stage Guide
• Confirm that the drawer quantity and
sizes on the Customer Order meet your
needs and your space constraints.
• Sign the customer order and email
or fax it back to us.
•
• Prepare your front desk, cabinet, or
closet space where the drawer(s) will be
placed. Make sure you have adequate
depth to accommodate the drawer sizes
you have ordered (22” or 31”), and a
working internet connection and power
outlet.
•
•
• Confirm that you are ready for
installation, and will have the necessary
staff available for a basic training.
• If converting from an old KeyTrak system,
all of your keys should already have been
transferred to their new SmartTags and
be in their marked envelopes.
• Call us within the next few days, to
schedule a more complete training, at a
time and place when most of your staff
will be able to attend. This is also a good
time to pay the invoice you have received.
•
• Continue to use KeyLink for all key
removals and returns, for viewing the
keymap of drawers or the activity log,
thereby creating a fully-documented
audit trail of all key activity.
• Contact you to answer any questions you
may have, and to learn what your install
timetable needs are. (Typical installs are
done 2-3 weeks from order date.)
• Set aside from our inventory and allocate
to your job the drawer(s) you have
ordered.
• Send you an invoice, to be paid upon
installation.
• Schedule with you an approximate
on-site or remote installation date.
• As the date approaches, we will calibrate
and prepare your system and peripherals
for delivery.
• If you are converting from an old KeyTrak
system, 2-3 days before the install
date we will deliver your new KeyLink
SmartTags, rivets, and temporary
key-holding envelopes, so that you can
transfer your keys over to their new tags
beforehand.
• Assemble and connect the drawer(s) and
peripherals and turn your system on (or
guide you through doing the same, if this
is a remote install).
• We will also provide basic training on how
to operate the system including how to
set staff permissions, register new keys,
remove and return keys. You will be left
with a working system.
• Provide a 30-45 minute KeyLink training
for managers and staff. Instruct the staff
on how to navigate the program, remove/
return keys, check reports, and take
advantage of the integration processes
between KeyLink and BuildingLink that
occur in the background.
• Address any other questions you may
have.
• Provide continuous remote monitoring of
your system’s ability to connect over the
internet to sync with BuildingLink.
• Be available for ongoing technical
support or questions at
or 212-501-7117 ext. 0.
Customer Order
Pre-Installation
Installation
Training
Manager/Staff Utilization
* Includes: KeyLink Software, KeyLink Connector for BuildingLink, Touch Screen Computer, Heavy Duty Fingerprint Scanner,
SmartTags, Rivets & Rivet Gun, Domestic Shipping & Handling, On-site (NYC vicinity) or Remote Installation
140-Key Drawer Dimensions: 20.8”D x 21.4”W x 7.6”H / 224-Key Drawer Dimensions: 30.3”D x 21.4”W x 7.6”H
STAGE YOU WILL... KEYLINK WILL THEN...
KeyLink Implementation: A Stage-By-Stage Guide
PRODUCT SPECIFICATIONS & SETUP GUIDE
KeyLink How-To Videos
KeyLink - An Introduction
Using KeyLink Software
Unboxing and Connecting the KeyLink System
Rivet Installation
We have a collection of informative videos to help
you get up and running with your KeyLink system.
Simply scan the QR Codes below to immediately
view the video on your smartphone or tablet.
KeyLink How-To Videos
PRODUCT SPECIFICATIONS & SETUP GUIDE
Using KeyLink
This page will guide you through how to use the
KeyLink system. If you have any issues while using
the system, please refer to our Technical FAQ and
Troubleshooting page or contact BuildingLink at
support@buildinglink.com or call 877-501-7117.
ANSWER
Click the My Account button, log in with your BuildingLink
username and password, select Fingerprint Management, and
follow the instructions on the “Fingerprint Enrollment” screen.
Choose the finger you wish to register, place that finger on the
reader, and scan it four times. After each scan, you should see your
fingerprint on the screen. Next, click Enroll. You’ll then be directed
back to the previous page where you can register more fingers if
you wish. Click Done when you’re finished.
ANSWER
Touch the Key In button, and authenticate either by logging in, or
using your fingerprint. The drawer will unlock. Open the drawer,
and place the Keytag into an empty slot--DO NOT CLOSE THE
DRAWER YET. Once a new keytag is placed into a slot, the “Register
Key” screen will open; here you can assign the Keytag to a unit. You
can also add a description of the keys on the tag. Both fields are
searchable when looking for a key. Once done, close the drawer.
(Note: you do not have to close the drawer after registering a key;
if you want to register another key, simply place it into a slot and
the “Register Key” screen will open.) See our video on how to use
KeyLink for more information.
ANSWER
To permanently remove a key from the system, you must
unregister the key. If the key is still in the drawer, go through the
key removal process, and choose Unregister Key as the reason you
are pulling the key. Once the key is removed, a screen will open
asking you if you are sure you want to unregister the key. Choose
Yes. If the key is not in the drawer, you can select the key under
the Keys Out section of the main screen. Choose Unregister Key.
Once you choose Unregister Key, you will have to authenticate, and
then confirm you wish to unregister the key. If a key that has been
unregistered is returned to the system, the system treats it as a
new key, and the “Register Key” screen will open.
QUESTION
How do I register my fingerprint?
QUESTION
How do I register a new key?
QUESTION
How do I unregister a key
from the system?
Using KeyLink
PRODUCT SPECIFICATIONS & SETUP GUIDE
Using KeyLink (continued)
ANSWER
To remove a key, click the Key Out button. On the next screen, type
in the apartment number of the key you are looking for and click
on the key you wish to remove in the search box (note: selecting a
key moves it to the right side of the screen). If you wish to remove
another key for the same reason, then repeat the previous step
and enter the next apartment number of the key you want. Click
Next. Click on the reason that you are removing the key(s) and
click Next. Type in the recipient’s name, have the recipient sign
on the signature pad (optional), and take the recipient’s picture
with the webcam (optional). Next, click the green Get Key button.
This will open the authentication page. Log in with either your
registered fingerprint or BuildingLink username and password.
Once successfully authenticated, the drawer will unlock. Open the
drawer and the requested key(s) will be lit; remove the key(s) and
close the drawer to complete the transaction.
ANSWER
To return a key, click the Key In button. This will open the
authentication page. Log in with your fingerprint or BuildingLink
username and password. Once authenticated, the drawer will
unlock. Place the key into any empty slot and listen for the beep;
also make sure that the screen says “Key Returned.” Close the
drawer to complete the transaction.
QUESTION
How do I remove a key?
QUESTION
How do I return a key?
PRODUCT SPECIFICATIONS & SETUP GUIDE
Using KeyLink (continued)
ANSWER
Every KeyLink system comes with a red fob, which is your system’s
emergency key fob to unlock your KeyLink drawer(s) in case of a
drawer disconnect event or a system error where you’ll need to
access the drawer(s) manually, but power is still on.
Simply tap the red fob to the round button reader in front of the
drawer to unlock and open it to remove/return keys as needed until
your system is running normally again.
To activate the red emergency key fob, simply click on the My
Account button on the KeyLink dashboard/home screen, log in with
your fingerprint or your BuildingLink username and password, and
select Register Key Fob. Tap the key fob to the round button reader
in front of the drawer, so that it can register the serial number of
the fob and enter a four digit PIN code to complete the activation
process. Click Save and Done to exit. Then, go to your BuildingLink
site, click on KeyLink, select Permissions, choose Edit Roles, and
tap Yes in the Emergency Key Fob column to enable the red fob as
an emergency fob and then you’re done.
Please note the red fob should only be registered to a single user of
Management Level or higher and stored in a secured location along
with the manual override key(s) for manual access when needed. In
case of a power outage, please use the provided manual override
key (small regular silver key) for each drawer to access your key
system manually. Please refer to our KeyLink FAQ section for more
information.
ANSWER
In the event of a power outage, where the KeyLink application is
unavailable, you can still pull keys for your residents.
To do this, you will need to unlock the drawer from the back with
the manual override key that comes with each drawer. Please
check with the manager/staff at the building to see where the
emergency manual override key is currently stored at for your
drawer(s).
Use the back-up flash drive device (plugged into the KeyLink
PC) with a working laptop to pull a list of your Map of Drawer(s)
to access keys manually. Or, log in to the BuildingLink website
via your smartphone or device, click the Other tab on the left,
click the KeyLink tab, then choose the Map of Drawers tab. This
map will show you the locations of all the keys in the drawer(s).
Alternatively, you can contact someone on your team that’s offsite
and has power and Internet that could pull the Map of Drawers for
you, or give our office a call at 877-501-7117 ext. 0 or email us at
as possible.
QUESTION
How do I register the red emergency fob?
QUESTION
What happens in case of a power outage?
PRODUCT SPECIFICATIONS & SETUP GUIDE
KeyLink Technical FAQ and Troubleshooting
ANSWER
Ninety-five percent of the time, this is a sign that the drawer has come
slightly off the track. To correct the issue, the drawer must be removed
from the track and placed back in. Open the drawer, and then lift the
black release levers on both sides of it. This will allow the drawer to
disengage from the track. (The drawer will still be attached via a cable;
there’s no need to disconnect this.) While the drawer is disengaged, fully
extend both of the tracks, then place the drawer back onto the track.
You will have to manually slide both sides of the track towards the front
of the drawer to lock it back into place. Once both sides are locked in, try
closing the drawer again. This usually fixes the issue.
ANSWER
Before a user can access the system, they must be granted
permissions to do so on the main BuildingLink website by a security
officer. To grant a user access to KeyLink, log into your BuildingLink
web site, click the Other tab on the left side of the screen and select
KeyLink. Choose the Permissions tab up top. You will see a list of all
your employees; click the Edit Roles button on the far right side next
to the employee you wish to grant access to. Check off the KeyLink
Roles (Admin, Register/Unregister Keys, Remove/Return Keys and
View Reports) you wish to grant and click the Update button to finish.
Then, on the KeyLink app dashboard, click the Sync to BuildingLink
button and the user will be able to use the KeyLink system.
ANSWER
This is due to dry skin. A small trick to make the reader work is to
rub your finger down the side of your nose before using the reader.
Try it, it works! A little grease goes a long way. Another hint is to
register a middle or ring finger, as these tend to be less dry.
ANSWER
First, make sure the Fingerprint Reader is selected by clicking
Administration, then Device Configuration and Diagnostics.
You will see a dropdown menu for the fingerprint reader.
Make sure it is selected. If it is, unplug the fingerprint reader
from the USB hub and plug it into a different port. Restart
the KeyLink application and try again.
QUESTION
My drawer is not opening and
closing properly — what do I do?
QUESTION
I’ve registered my fingerprint
but I’m being told I don’t have
permission to take out a key.
QUESTION
My fingerprint reader works
for some people and not others.
QUESTION
My fingerprint reader isn’t working.
KeyLink Technical FAQ and Troubleshooting
PRODUCT SPECIFICATIONS & SETUP GUIDE
KeyLink Technical FAQ and Troubleshooting (continued)
ANSWER
Make sure the Connector service is running. Look for a white C in a
red hexagon by your system time. Double click this and make sure
there are no red exclamation points in it. If there aren’t, make sure
the correct Webcam is selected by clicking Administration, then
Device Configuration and Diagnostics. You will see a dropdown
menu for the webcam. Make sure it is selected. If it is, unplug the
webcam from the USB hub, plug it into a different USB port, restart
the KeyLink application, and try again.
ANSWER
Make sure the Connector service is running. Look for a white C
in a red hexagon by your system time. Double click this and make
sure there are no red exclamation points in it. If there aren’t, make
sure the signature pad is selected by clicking Administration, then
Device Configuration and Diagnostics. You will see a dropdown
menu for the signature pad. Make sure it is selected. If it is, unplug
the signature pad from the USB hub, plug it into a different USB
port, restart the KeyLink application, and try again.
ANSWER
Unplug the drawer from the USB hub and plug it into a different
USB port. You can also try powering the drawer off and back on,
restarting the KeyLink application, or restarting the PC to reenable
connectivity to the drawer.
ANSWER
Because KeyLink runs in Fullscreen mode, it can sometimes
be difficult to close the program if it happens to freeze. To close
the program, press CTRL ALT DELETE at the same time on your
keyboard. Choose Task Manager from the options listed. Once the
task manager opens, click the Applications tab, select KeyLink, and
choose End Task or press the Windows key on your keyboard. This
will open the start menu. From here you can restart the PC.
QUESTION
My webcam isn’t working.
QUESTION
My signature pad isn’t working.
QUESTION
My drawer’s red light is flashing,
and the screen says Disconnected.
QUESTION
My software is frozen and I can’t click
anything.
PRODUCT SPECIFICATIONS & SETUP GUIDE
KeyLink Technical FAQ and Troubleshooting (continued)
ANSWER
In the event of a system failure where the KeyLink application is
unavailable, you can still pull keys for your residents. To do this you
will need either an Emergency Keyfob or the Emergency Release
key for the lock in the back of the drawer. Either of these will open
the drawer as long as it has power. If the drawer has no power, the
Keyfob will not work. Logon to the Buildinglink website, click the
Other tab on the left, click the KeyLink tab, then choose the Map of
Drawers tab. This map will show you the locations of all the keys in
the drawer. The map is updated whenever you remove, register, or
add a key as long as the system is online.
ANSWER
Unfortunately there are times where a key will not register when
placed into a slot. This can be because the key wasn’t fully inserted
into the slot, the slot did not read the key correctly, or a few other
reasons. To ensure a key is returned properly, listen for the audible
beep and also check the screen to ensure it reports that a key was
returned. To find a missing key, open the drawer by clicking on the
drawer’s icon on the left side of the screen. Authenticate with your
login or fingerprint. Open the drawer. On the screen you will see
an option to light up all keys in the system, as well as an option
to light up all empty slots. If you choose to light up all keys in the
system, missing keys will not light up. If you choose to light up all
empty slots, missing keys will light up.
ANSWER
Only one application can use the hardware connected to the
system at any given time. If BuildingLink and KeyLink try to use the
hardware at the same time, it can result in the camera or signature
pad not working at times. We have found the best way to prevent
this is to ensure that when you are not working in BuildingLink, you
go back to the dashboard screen. Leaving the event log open has
been known to cause issues.
ANSWER
Call us for a rowboard replacement.
QUESTION
How can I pull keys if the
KeyLink system is down?
QUESTION
The system cannot find a key
that we know is in there.
QUESTION
I use the same machine for BuildingLink
and KeyLink and I keep having issues with
the webcam and signature pad
not working in one application.
QUESTION
One of the slots on the KeyLink drawer
will not read any Keytags.
PRODUCT SPECIFICATIONS & SETUP GUIDE
KeyLink Technical FAQ and Troubleshooting (continued)
ANSWER
4 normal sized keys will fit on a tag. Larger keys such as car keys
will limit the amount of keys per tag.
ANSWER
KeyLink can be installed on ANY PC running Windows 7, 8, or 10
64-bit PC.
ANSWER
When registering a key, you have the option to designate the key
as an Emergency Key. When the Emergency Keys button is
pressed, all Emergency Keys will light up to be removed. This can
be especially helpful in an emergency where you need to pull out
all of your management building keys at once (IE: Front Door Key,
Side Door Key, Pool Key, Elevator Key, Lighting Key, etc.)
ANSWER
Temporary keys are exactly that, keys that will be in the system
temporarily. When registering a new key, you have the option to
designate a key as a temporary key. The first time a temporary key
is removed from the system, it is automatically unregistered from
KeyLink. This can be useful if you need to hold a key for a resident
for a short period of time, then return it to them permanently. This
works especially well in conjunction with our smart boxes.
QUESTION
How many keys can we fit on a Keytag?
QUESTION
We do not have room for the All-in-One PC
to fit on our desk. Can we install KeyLink
onto our existing computer?
QUESTION
What is the Emergency Keys button for?
QUESTION
What is the Temporary Keys button for?
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