Your system includes:

Touch Interface pre-mounted on Control Box
Cabinet(s)
Key Panels pre-populated with Keytags
Backup Keys for Cabinet(s)
Employee Badges
Extra Keytags
Printed System Manual

Requirements

Uninterruptible Power Supply (UPS)

• Minimum rating of 450VA. Required as part system warranty. Provides surge protection and backup battery power.

Mounting fasteners

• Minimum 50 lbs load capacity for masonry, drywall, wood or metal studs.

CAT5e ethernet cable (not included)

Tools Needed

Drill & Drill bits
Level
Phillips head screwdriver

Internet Connection

Certified Wi-Fi Dual Band 2.4G/5G 802.11 a/b/g/n/ac
Standard 10/100/1000 Mbps Ethernet

Physical Installation

Mount the cabinet on the wall.
Mount the HandyTrac Touch system keypad on the wall beside the cabinet.
Install second cabinet (if applicable)
Insert key panels in the cabinet(s)

Mount the Cabinet

To achieve the recommended height, stack the system shipping box on top of the key cabinet shipping box. This will give you a platform 44” high.
Place the cabinet on top of the boxes, then place a level on top of the cabinet.
We strongly recommend attaching the cabinet to a stud. Align at least one (1) stud with one of the six (6) drilled mounting holes at the top of the cabinet.
Use a pencil to mark your holes. A minimum of nine (9) screws are required for mounting the cabinet to ensure proper plumb, squareness, and stiffness.
When all holes are marked, use screws that penetrate at least two (2) inches into the stud or wall that are capable of holding at least 50 lbs. Follow the manufacturer’s directions for all anchors.
Lift the cabinet into place and tighten all fasteners snug, but not fully. Place your level on top of the cabinet and check repeatedly as you tighten all of the fasteners.

Cabinet Alignment

• Use metal or plastic for shimming. Wood and rubber do not hold their shape well.
• If the door gap at top is greater than bottom, shim the top of the cabinet at right hand corner.
• If the door gap on the bottom is greater than the gap on the top, shim the bottom of the cabinet at the right hand corner.

Mount the HandyTrac Touch

Before mounting the keypad, gently feed the electronic lock cables through the electronic lock cable port on the right side of the key cabinet. Make sure all three cables are in good condition. Fasten the keypad to the wall with your mounting hardware.
Connect the electronic lock, light, and switch connectors inside the key cabinet. The ends of each connector are labeled.
Push extra cable lengths inside the main Touch console and snap the cables into the retaining clips on the inside of the cabinet. This prevents contact with the key panels during operation and protects the cables.
Apply the “Scan Here” sticker under the bottom right of the system. When placed under the system as depicted, the sticker will give employees a good spot to aim for when scanning badges and keytags.

Installation of Second Cabinet (if applicable)



Insert the spacer through outside wiring hole.

Insert the spacer through outside wiring hole.



Thread on the included nut on the inside to secure in place.

Thread on the included nut on the inside to secure in place.

Insert the Key Panels



Insert the top panel mounting pin in to a hole on the top mounting bracket

Insert the top panel mounting pin in to a hole on the top mounting bracket



Pivot the bottom mounting pin into the corresponding hole in the bottom bracket and place the panel in

Pivot the bottom mounting pin into the corresponding hole in the bottom bracket and place the panel in

Multiple Cabinet Key Panels

The panels that belong in each cabinet will be shipped in separate boxes according to the cabinet in which they need to be installed.
Larger systems (over 800 hooks) will contain additional labeling on the packaging to indicate which panels belong with each touchpad. If you are unsure which panels belong in which cabinet, please contact HandyTrac Technical Support at 888-458-9994.

System Power

Plug the HandyTrac Touch power cable into a UPS Battery Backup. Be sure the HandyTrac Touch System is connected to a plug that includes both Battery Backup and Surge Protection.
Turn the system on using the power switch on the bottom-right of the Touch system.
If your system does not power on, check to make sure the battery is connected in your UPS battery backup and that it is powered on.

Establishing Communications

Wi-Fi Network Connection

First Time Wi-Fi Setup

Sign in to the system using the Master Badge included with your new system. The PIN will be written on the envelope containing the Master Badge.
Tap on the word Administration in the top right.
Tap the System Settings icon.
Select Network & Internet from the settings list.
Select Wi-Fi from the network options.
Make sure Wi-Fi is toggled On, then select your network from the list and enter your password when prompted.

The status will change to Connected when successful. “Saved” or “Authentication Problem” are errors.
Tap the Back  button until you reach the HandyTrac Date and Time home screen.
Tap the HandyTrac Logo in the middle of the screen one time to test communication.

Editing a Wi-Fi Network

Sign in to the system using the Master Badge included with your new system. The PIN will be written on the envelope containing the Master Badge.
Tap on the word Administration in the top right.
Tap the System Settings icon.
Select Network & Internet from the settings list.
Select Wi-Fi from the network options.
Tap on the name of the Wi-Fi network from the list
You can Forget the network if you wish to remove the network and all settings, including the password.
You can edit the Wi-Fi network by tapping the Pencil  icon in the top right. Editing allows you to re-enter the password and change advanced settings.

Advanced Wi-Fi Settings

To access the advanced Wi-Fi network settings, select the currently connected network name from the list, then tap the Pencil  icon in the top right.

If you do not need to change the password, tap the Down  icon at the bottom left to hide the on-screen keyboard.

Network Metering
Proxy Settings
IP Settings
DHCP - Automatic network configuration
Static - Manual configuration
IP Address
Gateway
Network Prefix Length
DNS 1
DNS 2

Ethernet (Wired) Network Connection

First Time Ethernet Setup

Sign in to the system using the Master Badge included with your new system. The PIN will be written on the envelope containing the Master Badge.
Tap on the word Administration in the top right.
Tap the System Settings icon.
Select Network & Internet from the settings list.
Make sure the ethernet is toggled On.
Connect an ethernet cable to the bottom of your system and connect the other end to your network connection. The cable connectors should click in to place.
The HandyTrac system should automatically connect and configure a network connection.
Tap the HandyTrac Logo in the middle of the screen one time to test communication.

Advanced Ethernet Settings

Sign in to the system using the Master Badge included with your new system. The PIN will be written on the envelope containing the Master Badge.
Tap on the word Administration in the top right.
Tap the System Settings icon.
Select Network & Internet from the settings list.
Make sure the ethernet is toggled On.
Tap on Ethernet configuration.

Connection Type
DHCP - Automatic network configuration
Static - Manual configuration
IP Address
Netmask
Gateway
Preferred DNS Address
Alternate DNS Address

Website Access and Setup Checklist

Visit  login.handytrac.com  to access your HandyTrac account.
The “New Manager?” link on the Sign In page is a quick way to email us the necessary information for your new account setup.
If you were previously set up with access but you do not know your password, use the “Forgot Password?” link.
If required, Email  service@handytrac.com  or call 888-458-9994 and select Tech Support from the menu to speak with a HandyTrac Technician. A technician can create your account and answer any questions you may have about the new system setup process.

System Test Checklist

Matching Up Keys Using the Key Map

Employee Badge Management

Adding an Employee Badge

On the website, under “Administration” at the top right, click on “Add/Edit Employee Badges” in the Actions panel.
Click on the blue Add Employee button.
Fill out the fields including first and last name, the six-digit badge number, and create a four-digit PIN.
Choose an access level for the employee. Most staff will only need Employee Access to pull keys, but managers and administrators should have Master Access. Master Access allows administrative functions such as editing units, tags, and fingerprints.
Choose a language that is displayed to the employee when they sign in to the HandyTrac keypad.
Save the new employee.
Make all necessary changes on the website to one or badges, then go to the HandyTrac system keypad and tap on the yellow HandyTrac Logo in the middle of the screen one time. This will force a communication and update the system with all current employees.

Editing or Removing an Employee Badge

To edit an employee badge, click “Edit” at the end of the line for the employee from the employees list.
You can edit the Active status, badge number, PIN, access level, language, and fingerprint consent (where applicable). You cannot change the name associated with a badge.
To remove an employee badge from the system, simply change the “Active” field to “No” and save. This will remove that employee’s access and free up the badge to be re-added with a new employee. On systems with fingerprint access, any saved fingerprint data will be deleted when an employee badge is deactivated.

Adding Fingerprints for Employees

Before logging in to the HandyTrac system, tap on the HandyTrac Logo on the screen one time. This will force a communication and update the system with all current employees.
You should receive a notification that says “Data Transfer was Successful.”
Tap on the word “Administration” in the top right corner of the screen.
Tap “Fingerprint Setup” from the Administration menu.
Select the employee whose fingerprint you want to set up from the list.
Once the appropriate employee is selected, tap on Register fingerprint.
Read and Accept the biometric data usage terms and conditions.
Make sure the protective film is removed from the fingerprint reader.
Place your finger on the reader. When the system chimes, take your finger off.
Repeat until the system says the print is successfully registered.

Using the HandyTrac Touch System

Pulling a Key

Sign in to the HandyTrac system.
Tap the “Pull Key” icon.
Tap an Activity Code. Choosing an appropriate Activity makes your audit trail more accurate.
Tap the unit from the list. You can use the Search box to find units. If you have buildings programmed, you can filter with the “All buildings” drop-down.
The system will automatically pop open the door and tell you where to find the unit key you requested. Scan the key out to verify it is the correct tag.
If you need multiple keys, continue to select units from the list.
Once you are finished pulling keys, close the cabinet door and tap Log Out.

Notes on Pulling Keys

• If the Apartment/Unit# you are looking for is “grayed-out”, it has already been requested out, or it is restricted. Tapping the unit will provide additional information.
• If you are requesting multiple keys for different purposes, you can change the activity code by tapping the current activity code drop down box at the top of the screen.
• If you scan a keytag that is not assigned to a unit, it will be rejected. Do not place the keytag back in the cabinet as it does not belong in the system. The “Search Key Tag Report” on the website can help with unknown key tag identification.
• Close the door before logging out of the system. The cabinet door will only open one time per session. You will be automatically timed out after 60 seconds with no action. These security measures prevent employees from taking action under the login of a different employee.

 Returning a Key⁠ 

Sign in to the HandyTrac system
Tap on Return Key
Scan the key tag
Place the key tag on the hook the system assigns
Repeat to return all keys until done
Close the cabinet door
Log Out of the system

Key Rotation

Occupied Hooks

Remove the key that is on the hook.
Place the originally scanned key on the hook.
Scan in the incorrectly placed key as a new key return.
Place on assigned hook.
Repeat until all keys are returned to empty hooks.

Work Order Key Pull

Sign in to the HandyTrac system.
Tap the “Work Order” icon.
Type the work order number and tap OK.
Continue the key pull process as detailed previously. (page 18)

Yardi Work Orders

If work orders have been assigned to an employee, the work orders will be listed when an employee selects the Work Order icon.
Selecting the work order will provide details of the work order and automatically request the unit key.

Building Pull (Key Groups)

Sign in to the Handytrac system and select the Building Pull icon.
Select the Activity that will be performed for the Building Pull.
Select a building from the list. The cabinet door will open and direct you to the first available key in the building.
Remove the key for the unit and scan the key out.
Once a key is scanned, the system will automatically provide the next key in the building. Continue pulling and scanning each unit until the building pull is complete.

System Administration Menu

Sign in to the HandyTrac system.
Tap Administration in the top right.

 Changing Apt/Unit#⁠ 

Under the Administration Menu, tap on Change Apt/Unit#.
You will see the full list of units and any extra locations, if available.
Tap on the unit and type in a new name using the on-screen keyboard.

 Adding A New Unit⁠ 

The system will confirm the new name has been entered.

Rename an extra location.
Replace the keytag as detailed on the following page, if required.

 Editing Key Tags⁠ 

Change Tags By Unit

Select the unit from your list
Confirm you wish to replace the existing key tag.
Scan your new tag.
The system will open the door and assign the tag to a hook.

Change Tags By Tag Number

To edit based on tag number, scan or type the old tag number.
Scan your new tag. The system will open the door and assign the tag to a hook.

On System Reports

The Keys Out Report is available to all employees when they log in to the HandyTrac Touch system.
The Transactions Report is available to those with Master Access.

 Website Features⁠ 

The customer number for the property is always available when logged in if you need to reference it when contacting support or placing a supplies order.
If your website login includes access to multiple locations, you will see those locations available in the property drop-down on the left side of the header.
Reports, Alerts, Service, Supplies, and Administration are detailed on the following pages. Invoices can be directly viewed on the payment portal.
Currently configured Alerts are summarized on your dashboard.
Your current keys out report is always available. This same report can be emailed up to twice per day.
Key Receipts can be created to allow vendor confirmation and signature.

Reports

 Keys Out Report⁠  - Displays the list of keys that are currently out of the system. The Keys Out report is a real-time report only. There is no date range search option. This report is also available on the HandyTrac Touch system.
 Report by Unit ⁠ - Display all the transactions for a specific unit or units for a selected date range.
 Report by Activity⁠  - Display all the transactions for a specific activity for a selected date range.
 Report by Employee⁠  - Display all the transactions for a specific employee for a selected date range.
 Custom Report⁠  - Combine Activity, Unit, and Employee criteria to create a custom report for a selected date range.
 Search Key Tag⁠  - Find all transactions for a keytag, even if it is no longer active in the system. This report is useful if a key tag is not recognized when scanned.
 Exception Report ⁠ - Display transactions that have exceptions. Exceptions include No Badge, No Scan, Time Out, Incorrect PIN, Invalid Employee, and Keyset to Manager.
 Transactions ⁠ - View all transactions for a selected date range. This report is also available on the HandyTrac Touch system to those with Master Access.
 Empty Hook Report ⁠ - Display a current list of hooks that are supposed to be empty. If a key was returned to an incorrect location, it is often located on a hook that should not have a key.

 Alerts⁠ 

Active Alerts - Currently active alerts will always be displayed at the top of the page.
Property Notification Emails - Allows you to configure recipients and times of emails. Keys Out emails can be sent up to twice per day to multiple recipients.
Door Alarm - Allows email or text notifications when door is opened or left open without a valid login to the HandyTrac Touch system. (Touch Premium only)
Property Alert Settings - Allows configuration of alerts to display on your Home page.
Key Activity Emails - Custom emails can be created to track specific key activities.

Service

Supplies

Administration

The property’s current information such as management, ownership, billing, etc. is listed here. If this information needs to be updated, please email  service@handytrac.com. 
The Actions panel is where you can find many of the editable options and settings to better help you manage your system efficiently. Employee badge management, unit restrictions, key receipt vendor list, and resident email notifications are just some of the available options for your system.
Additional website users can be added under this Administration menu at the bottom of the page. The email address must be unique in the system. If access to multiple HandyTrac systems is required for a single user, please email  service@handytrac.com. 

Administrative Options

• Editable Activity Codes so you can easily track key pull reasons that are specific to your property.
• Employee restrictions prevent certain employees from requesting specific units.*
• Unit Notes are displayed when a key is requested on the system to give important key specific information to an employee.*
• Resident Email notifications allow automatic resident notification when a key is requested out or returned.*

Key Receipts and Vendor Key Requests

Once signed on to  handytrac.com  with your login credentials, click the “New Key Receipt” button on the Keys Out report on your dashboard.
Select the vendor and unit. “Vendor’s Representative” and “ID Number” are optional but recommended fields. New vendors can be added by clicking the word “Vendor” and entering vendor names in the fields on the next page. Multiple units can be selected for each Key Receipt.
Key Receipts can either be saved or saved and viewed for printing and vendor signature. Saved receipts are always available in the transaction history on the website.

Require Operating Environment

• The HandyTrac system must be operated in an indoor environment and utilize a functioning Uninterruptible Power Supply (UPS). The HandyTrac system must be connected to the “Surge+Battery” power plug.
• The system must be installed and operated in a room reasonably free of dust and air particles; e.g. separate from a key cutting machine, woodwork, and other adverse activities.
• Temperature should not exceed 120° F or drop below 32° F.

Basic Maintenance and Upkeep Checks

Daily

As needed

Semi-annually

Have Questions?