procontrol ProxerSafe Series User manual

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KeySafe Lock User Guide
PROCONTROL®
ProxerSafe family
KeySafe Lock
RFID-technology based safety key cabinet
User Guide
Version: 14.1
Date: October 2018

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KeySafe Lock User Guide
Table of contents
Table of contents..............................................................................................................................................2
Security guide...................................................................................................................................................4
KeySafe Lock datasheet...................................................................................................................................5
Properties..................................................................................................................................................6
Options......................................................................................................................................................6
Operation..........................................................................................................................................................7
Rights for removing keys...........................................................................................................................7
Key identification........................................................................................................................................7
Multi-level security...................................................................................................................................... 8
Authorization check...................................................................................................................................8
Sabotage protection..................................................................................................................................8
Alarm functions (options): .........................................................................................................................8
Power outage mode..................................................................................................................................9
User interface/Cabinet software.....................................................................................................................10
User levels...............................................................................................................................................10
User rights...............................................................................................................................................10
Functions of the KeySafe Cabinet Software (KCS) for key users..................................................................10
Select Language .......................................................................................................................................11
Login ..........................................................................................................................................................11
Login using card......................................................................................................................................11
Login using PIN code..............................................................................................................................11
Login with combination of card and PIN code.........................................................................................12
Login with fingerprint...............................................................................................................................12
Login with combination of fingerprint and PIN-code ...............................................................................12
Key handling..............................................................................................................................................13
Key map..................................................................................................................................................13
Picking up keys .......................................................................................................................................14
Returning keys ........................................................................................................................................14
Keys in wrong key positions....................................................................................................................15
Find a key (Where are my keys?)............................................................................................................15
Finding subkeys ......................................................................................................................................16
Vehicle search...........................................................................................................................................16
Functions of the KeySafe Cabinet Software (KCS) for Admin users .............................................................18
Key cards with admin rights....................................................................................................................18
Edit users...................................................................................................................................................18
Add new user ..........................................................................................................................................18
Modify a user...........................................................................................................................................19
Delete a user...........................................................................................................................................19
Edit key rights ...........................................................................................................................................20
Edit keys..................................................................................................................................................20
Replacing RFID key holders ...................................................................................................................20
Assign keys to / revoke key rights from users.........................................................................................21
Time settings.............................................................................................................................................21
Event logs..................................................................................................................................................22

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KeySafe Lock User Guide
Check user event log...............................................................................................................................22
Monitoring –using other functions ........................................................................................................23
KeySafe cabinet –Questions and Answers ...................................................................................................23
Installation.......................................................................................................................................................23
Installation guide is in the Administrator Manual............................................................................................23

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KeySafe Lock User Guide
Security guide
Please read this guide carefully before installing
and using the device. Please use the device
properly and as described in the following manual.
The guarantee is insured only if the device is used
with the implements approver or specified by the
manufacturer, and it is cleaned and maintained as
described in this guide.
•The manufacturer does not take warranty for
the faults arising from improper use.
•Incorrect installation
•Connecting to inappropriate electric network
•Incorrect maintenance
•Not approved modifications, interventions
•Using non-original spare components
•Do not store and operate the device out of the
given temperature ranges, it can lead to
malfunction
•Do not try to modify or dismount any part of the
device
•Do not allow this product to come into contact
with water or other liquids.
•Do not store the device close to a heat source
or direct flame, because the device may
explode.
•Use the device only the proper way as
described in the guide.
•Use the equipment only for the purpose it has
been designed for.
About the security
Use the power supply provided by manufacturer
for the device. Use electric power connection as
specified in this guide.
Attention!
The device should be connected only into a
grounded outlet on a protective relay equipped
network.
To avoid fire and electrical shock
Be aware that nobody pushes trash, gums and
other stuffs into the slots of the device.
Do not install attachments and accessories that
are not designed for this device. Unplug the device
in case you do not use it for a very long time.
At installation time
At the back of the device there are heat deflector
slots. Do not cover these slots, because it may
cause dysfunctions in the device and this may
cause fire.
Cleaning
Power down the device before starting the
cleaning process. Use wet cleaning rag.
General rights and responsibilities
Procontrol Ltd has the exclusive right for producing
the device.
Procontrol Electronics Ltd. reserves the right to
modify this documentation and software without
notice.
In no event shall Procontrol Ltd. be liable for any
claim, damages or other liability out of or in
connection with the usage of the device.
Warranty period is 2 years.

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KeySafe Lock User Guide
KeySafe Lock datasheet
Intelligent secure key safe
The KeySafe Lock is a safety key-storage cabinet, that can be opened only with personal RFID proximity card
(transponder) or/and with a PIN code, optionally using fingerprint identification. The offline type has an built-
in computer. It is possible to connect it to a computer network and to check remotely who and when took
which key and for how long time.
The KeySafe Lock does not allow taking any key, just the ones the person is entitled to!
More cabinets can be connected to a single data cable or handled in one network, monitored and managed
with a ProxerNet KeySafe Management Software (a Windows application running on a PC) Cabinets can be
integrated into a building management system as well.

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KeySafe Lock User Guide
Properties
•Intelligent, safety key-rack that can be opened with
ID card / PIN code –as per request the Client’s own
proximitycards can be used. Optionally the cabinet
can be set with NFC or biometric (fingerprint)
opening.
•RFID proximity key holder plugs automatically
locked by bolts
•Records data like person, time, keys and their
relations (who, what, when, how long); logs also
the door openings
•Rights for keys can be given and withdrawn
individually, even via Internet from a remote
computer
•Key identification is automatic using RFID key
holder plugs
•More cabinets can be set and managed as one
system
•Cabinets can be extended by modules including 16
key units (one row) or 8 key units (half row)
•Numbered key plug sockets (it locks the key-
holders with electronic latches)
•Offline-online communication (operates in its own,
manageable via the touchscreen of the built-in PC
and can be managed from a remote PC via
Internet)
•Can be combined with the access and time management modules of its management software, the
ProxerNet
•Power supply: 230V 50-60 Hz (12V/230V power supply included)
•Steel housing with safety glass door, optionally with metal door or without door
•Built-in PC with touchscreen
•Built-in secure RFID based magnet lock; built-in identifier: RFID key-holder plugs for each key individually;
built-in LEDs to show the “closed / opened” status
•KeySafe Lock cabinets are made in a wall-mountable version in robust steel housing, in RAL7035 colour.
Other colour or design (brushed stainless steel, outdoor design) can be ordered.
•Key reservation function
•Key finder (Where is my key?) function
Options
•E-mail message to a given address about key movements
•Alarm (email or sound) can be triggered at keys not returned in a specific time.
•Password protection
•Wi-Fi communication

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KeySafe Lock User Guide
•KeySafe terminal with biometric fingerprint reader
•KeySafe cabinet can be set to accept Client’s existing cards
•Key storage capacity according to unique demands
•Mounting options per request
•Direction of door opening can be changed upon request
•Outdoor version
•At returning car keys it is obligatory to record the odometer reading
•More cabinets can be put in a string
Operation
The cabinet can be opened only with personalized RFID proximity tags or/and PIN code, optionally using
fingerprint identification (KeySafe Lock Bio). Each key has a unique RFID identifier that allows key
identification and monitoring of key movements. The software logs when a key is taken, returned, and by
whom. The right to be able to remove a key can be given separately. Without this right, the cabinet does not
let the person take out any key.
Each key has a plug equipped with RFID transponder. If you return the plug into the right slot, the RFID reader
reads the transponder, and it sends the ID to the PC software. In case of a closing command a latch locks
into the plug’s notch, preventing to be able to pull out the plug.
•The module’s own RFID reader reads the available RFID IDs and sends them to the PC software.
•When someone identifies himself, the cabinet starts to investigate, whether the user has the rights to take
one or more keys.
•If the person has sufficient rights, the cabinet door will open, and the device automatically unlocks the
keys for what the person has pick-up rights. Should the door be closed again, all slots will be locked.
•The PC software records all the events, since it is possible to monitor and control the key movements.
The intelligent modules containing key positions are connected to an RS485 network inside the cabinet. This
network is connected via Ethernet to the cabinet’s management software running on external PC. The RFID
reader, the other storage units, the cabinet door locks and the door state sensors are also connected to the
same RS485 network.
Rights for removing keys
More than one key-ID can be assigned to one person. The right to remove a key can be given for keys one
by one individually.
Key identification
The cabinet recognizes what key is in which slot. Who, when and which keys he has removed or returned - It
will be saved in the event log. If you take or put back more than one keys, the system will know the key holder
ID numbers of all of them.

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KeySafe Lock User Guide
Multi-level security
Authorization check
The cabinet knows already at the time of PIN code or card (optionally fingerprint) identification whether the
person has authorization for a key, and which keys he is allowed to remove.
There are users set in the system with admin (superuser) rights, having all access and modification rights
related to users, keys and system properties.
Sabotage protection
The system can send alert if an unauthorized person wants to remove a key. It can also give a warning beep
if you put the key into an incorrect slot.
The device checks by default if the key has been put back to its original position. Keys switched are indicated,
but the system allows putting in the key to another slot and logs the event. Sound signal can be turned on.
Deliberate exchange of keys on key holder plugs (with RFID transponder) can be prevented by using vandal-
proof key rings.
Alarm functions (options):
•The key has been removed violently from a locked position (alarm-out, email)
•The cabinet door was pried open (alarm tone, alarm out)
•Removal of connector-cover plate (tamper switch, alarm tone, alarm out)
•The motor mechanics of the key latch get jammed (alarm-out, email)
•The door was left open for too long: successful identification, keys have been removed, but the door
remained open (Alarm tone, Timeout in 60 sec, alarm signal after 120 sec)
•The key was out too long, the person forgot to bring it back (Timeout, alarm message after 24 hours)
•Incoming external alarm (alarm inputs): there is fire or emergency, the key cabinet will be completely
unlocked, but it records all key removals and events
•End of incoming external alarm (alarm inputs): key cabinet locks again; if the door is still open, “the door
was left open for too long” alarm type will be active.
•Optionally: If someone fails to login within a time interval more than 3 or 5 times, it is an unauthorized
access and the cabinet sends an alarm notification and an e-mail to the administrator (if suitable network
connection is available).
The alarm signal sounds through the built-in piezo buzzer and the PC speaker. Network connection and SMTP
configuration is needed to send an e-mail alert.
Optional SMS can be sent to the specified phone numbers, through a built-in optional GSM/GPRS
communicator.
Please note: The alarm functions set at the given cabinet may alter from the ones described above. Please
contact us if you wish to implement certain features.

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KeySafe Lock User Guide
Power outage mode
The KeySafe cabinet has an own UPS. In case of power outage, the KeySafe switches to power outage mode,
and it still operates and communicates for 24 hours.
In case of power failure, first the key module LEDs go out and the brightness of the screen reduces; at the
end the screen completely darkens. The PIN keypad flashes in every 10 seconds to show that the device can
be used. The cabinet can be woken up by using a card. Login after waking up is possible as usual.
In case of KeySafe Lock Bio type, the fingerprint reader works only after the device has waken, when the
fingerprint reader is blue.
During power outage mode the key LEDs light only at use. The key modules check the keys in every 10
seconds, so changes in key locations, removal, placing back are shown with some delay. Changes are
followed up more slowly on the screen as well. After the time set the screen goes dark again if there is no
activity.
The time while the cabinet is awake, the screen brightness decrease time and the time when the cabinet goes
sleep can be set. For further information and setting possibility see the administrator guide.
When the power is restored, every device restores into normal mode, even if the power supply unit has run
down.

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KeySafe Lock User Guide
User interface/Cabinet software
Cabinet management software can be split into two parts:
•software running on the cabinet’s built-in computer: KCS
•software running on the external management computer in the network (ProxerNet software KeySafe
Module): KMS
They have different functionalities. In this document only KCS is discussed.
User levels
There are two user types in KCS:
1. Key user
2. Superuser/ Admin
The difference between the key user and the superuser is in their rights.
User rights
Key user has right to login, select, pick up and return keys.
Superuser is authorized to login, select, pick up and return keys, and also for basic management functions.
The Admin menu is displayed only for Superusers/ Admins in KCS.
Functions of the KeySafe Cabinet Software (KCS) for key
users
Detailed management functions are available only in external cabinet management software, ProxerNet
software KeySafe module.
The main screen of the KCS software looks like:
The actual time and date are displayed in the upper right corner of the screen.