Violanta I-Keybox Key Management Systems

Electronic key cabinets are designed for storing, controlling key issuance, and tracking key usage by employees of an organization. The system administrator will always know who, when, and for how long took a key, as well as who currently has keys. The automated solution helps optimize business processes in the organization and reduce costs.

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How the electronic key cabinet works

The principle of operation of the device is quite simple and intuitive. To obtain a key, the user must enter a PIN code or present a user card to the reader. Then they need to select the "get key" option on the touch screen, and the cabinet door will open. In the open slot, the user has access to keys highlighted in green. Keys highlighted in red are not accessible. The user then selects the key they wish to take on the display. After that, the slot is unlocked, and a flashing LED informs that the key can be taken. The user only needs to take the key and close the cabinet door.

To return a key, the user must enter a PIN code or present the user card to the reader. Select the "return key" option on the cabinet screen, after which the door will open. Then simply insert the RFID tag into the flashing slot. If the user inserts the RFID tag into the wrong slot, the system will sound a signal indicating that the key was inserted into the wrong slot and indicate the correct place.

Administration

The administrator of the electronic key cabinet can import and export user lists via a .CSV file, add or remove users directly through the key cabinet interface, and assign employee access to one or more slots (keys). The administrator can also export usage reports to a USB flash drive, unlock all slots, or lock a slot and its access. Through the administration panel, you can specify an email address or mobile phone number to which reports or system notifications should be sent. In addition, it is possible to add a logo to the main screen in standby mode or a video screensaver.

Security

To ensure accountability, each key is fitted with a sealed cable with an identifier, as well as an RFID tag that is locked in the slot and only unlocked by an authorized user. When the RFID tag is placed in the slot, the accounting system detects it. The cable with a seal and a serial number provides control, eliminating system vulnerability. The administrator of the electronic key cabinet will always know that the keys have not been swapped or removed from the key ring with the RFID tag.

Functionality

An important competitive advantage of I-KEYBOX electronic key cabinets is that these solutions have a powerful software core that has been developed by Violanta LLC for over 10 years. The system platform is the same for both automatic lockers and electronic key cabinets. The software integrates with SIGUR and Bolid access control systems.

The basic functionality of Violanta electronic key cabinets includes:

• Export of system users via a .CSV file
• Registration of each user through the administrator menu
• Assignment of each employee's access to a specific list of key(s)
• Generation of weekly reports on key usage time in .CSV format. Exceeding the allowed key usage time is displayed in the report
• Key access via PIN code and via cards (if an RFID reader is present).

For an additional fee, a Violanta customer can obtain extended capabilities for working with the system:

• Setting up two-factor authentication: card + PIN code
• Sending weekly reports in .CSV format via email
• Sending SMS/EMAIL notifications when key usage time is exceeded
• Uploading a user list and assigning access to specific keys by sending an EMAIL with a .CSV file
• Integration with access control systems (for automatic synchronization of user lists and assignment of key access)
• Locking the exit turnstile if the key has not been returned to the key cabinet
• Adding comments when obtaining a key – the new user will see the message before receiving the key
• The ability to conduct surveys before issuing a key
• Setting usage limits for a key.

Violanta manufactures electronic key cabinets in Russia. At the client's request, the company's specialists can implement any other options and customize equipment to individual requirements, as well as adapt the software and configure integration with access control systems.