Key management software
© 2023, Aidex GmbH

First steps in Key Organizer

On our download page you can always download the latest version, without registration.

After starting the program, the user login appears. This refers only to users within your company. You can create the users yourself in the program if necessary. As long as you have not created a user, simply click the Ok button without entering a password.

index cards

In the program you will see a number of tabs: Buildings, Doors, Keys, Employees. Employees here means key recipients. Further tabs can be displayed via the main menu "View": Locking cylinders, Key cabinets.

The file cards are always available at the same time, i.e. you don't need to close one view to get to another view.

On the index cards, the areas are structured according to the same principle: On the top left you see a list of the respective master data (e.g. all keys), on the right there is an input mask with all details of an entry (if you have clicked on an entry in the list).

In the lower part of the window you can see the relations to other master data, e.g. the locking options for locks and doors, or the list of key owners.

Entering keys and recipients

Above each input mask there are several buttons - in any case always the "New" button. Click New to enter a new record, e.g. a key or a person. You do not need to fill in all input fields. It is sufficient to enter a name in the first field, e.g. a designation for a key, a door or the name of a person.

Especially for keys and locks it makes sense to select a locking system to which the key or lock belongs. You can enter the names of locking systems via the main menu: Edit > Locking systems. There you can enter e.g. the manufacturer of the system or the number of the locking system. You could also create pseudo locking systems, e.g. for lockers, safe-deposit boxes or "other" keys that do not belong to a real door locking system.

After a new entry or change, click the Save button at the top. If you have entered at least one person and one key, a key can be transferred to a person ...

For a handover, select the desired key on the key tab, and the recipient on the employee tab. Then please click on the "Issue key" button on the top right. This will take you to the "Handing over" tab where you can enter more information.

The "Identification" field is for a sequential number of the key copy (optional). By specifying "Expiry", the return deadline, the program reminds you of a due return.

The "Receipt" option generates a printout (PDF) of a key handover protocol for this one key only. Alternatively, the "Overview" generates a printout with all keys that this recipient owns. By signing, the recipient thus confirms all his current keys.

By "Apply" the transfer is completed in the program and is listed on the index cards. There you will find the "Return" button.

Linking keys with doors

To keep track of key handovers, it is not necessary to record doors and locks. However, it increases the information content of the program. It is possible to import complete locking plans into the program or to enter the locks manually.

It is possible to enter doors with or without their locks. If no locks are entered, keys can be assigned directly to the doors (which key fits which doors).

If the locks are entered as well, it makes most sense to assign the keys to the locks rather than to the doors (which key fits which locks). Since the program also knows which lock is mounted in which door, the program indirectly knows which key fits which door.

To enter to which doors or locks a key fits, go to the key tab, select the key in question and click on "Edit". At the bottom left you will see small tabs: doors, lock groups, locks.

If you want to associate the key with one or more doors (without locks), click "Link with doors". If you want to associate the key with one or more locks, click on "Link with locks". Note that you can only link a key to a lock that belongs to the same locking system. Therefore, it is important that you select the correct locking system for each lock and key in advance.

After you have set the appropriate checkmarks, click on the Save button at the top. The doors that can be closed by the key either directly or indirectly via locks are then listed at the bottom left of the small Doors tab.