Key management software
© 2023, Aidex GmbH
"Key Organizer" software for Windows™

Instruction manuals

To get started, please see the First steps page.

The following sections describe new features that have yet to be updated in the PDF instructions or have only recently been included.

There are two PDF documents as instructions for Key-Organizer: the first one is a technical guide for IT admins, e.g. regarding a shared data folder: InstallationTips.pdf.

The second guide is for users of the program: UserGuide.pdf.
In it, the section about print templates is out of date and needs to be replaced. The new information about print templates can be found in InstallationTips.pdf.

Both instructions can also be called from the program, see there in the main menu: Help.

New: Key transfers via shopping basket

"M" for Memorize: Using the key combination [Ctrl]+[M] you can add the currently selected key to a list of remembered records. Since version 2023, the list is also called basket, because the remembered keys can be issued to a person and can also be taken back from that person.
The previous way of individual handover via the handover card still exists in parallel.

Issue multiple keys: First add the keys that are to be issued to the basket (Ctrl+M). You can edit individual table cells in the basket by double-clicking, e.g. to edit the respective quantity or to add an identification (per line). Then click on "Issue to a person" in the basket window. There you can select the key recipient and enter a handover date.

Return multiple keys: Select a person on the employee tab. If you want to take back all keys, right-click in his or her key list and select: "Add all keys to basket".
If you want to select one or more entries specifically instead, click on an issued key and press Ctrl+M.

In the basket, you can change the quantities if necessary (double-click in table cell). Then click on the "Return" button in the basket window. There you can enter the return date.

For multiple returns there is a new print template "Return overview", see in the main menu: Edit > Edit print templates.

Assemble key bunches

In the program you can compile key bunches, which can then be issued to a person in one piece. A disadvantage is that on the handover protocol only the bundle is mentioned by name, but not the contained single keys are listed.

To compile a bunch, go to the Keys tab and click in the main menu on: Edit > New bunch of keys. You will then need to enter a name for the bunch and save it.

In the next step you can attach keys to the bunch. To do that, add individual keys to the cart by pressing Ctrl+M as described in the previous section. Then click the "Put keys on a bunch" button in the shopping cart. There you can select the key bunch as the "new holder".

You can find the key bunch on the Keys tab in the normal key list, where all the individual keys are also located. You can select the key bunch and issue it to a person like a single key.
New: Link entries with files

Some customers have requested to be able to store scanned handover receipts in the program and link them to persons or key handovers. This function has been available since program version 2022-04.

The files can either remain in their place on the hard disk or be taken over (moved) by the Key Organizer to its data folder. You should prefer the latter if the file does not need to stay in place for other uses.
If a file remains in its original location, you must ensure yourself that the file remains exactly there permanently and is not renamed. In addition, the path must also be valid for other users. Otherwise the Key Organizer will not find the file again.

Linking with key transfers
To link a file to an issued key, go to the Employees tab and select a person. The issued keys are listed at the bottom left. You can right-click on a key entry and select "Link to file" from the pop-up menu. A file selection dialog box will then appear.

Link to master data
You can also link a file to any master data record, for example, to a door, a building, a key without a person reference, or a person without a key reference. To do this, first select an entry on any tab and then click on Edit in the main menu, then on "Link to file".

Show linked files
In the menu where you found the link function, there is also a menu item "Show linked files". In the window that lists the files, you can double-click on a file name to call up the file. With the right mouse button you can find further functions, e.g. to delete the entry.

Transferring a file to the data folder
To copy or move a linked file from its original location to the program's data folder, right-click in the file list (see above) and select "Copy file to data folder" from the pop-up menu.

Customize print templates in Word

Since program version 2022-08 it is possible to use Word documents as print templates. In contrast to the previous HTML templates, it is easy to customize Word documents yourself according to your own wishes. The prerequisite for this is that the users of the Key Organizer have Microsoft Word installed (it does not yet work with OpenOffice and others). If MS Word is not installed, templates in HTML remain as an alternative (included as standard in the program). Placeholders

By default, the HTML templates are preset because they work even if Word is not installed. If you have MS Word installed, we recommend switching to Word templates. To do this, click in the Key Organizer in the main menu on: Edit > Edit Print Templates. Behind each button you will find an option "Use a Word document as a template". You can save the respective default template of the program to be able to edit it individually. Afterwards you can select the edited file again in the same window.

IT: Set up backup on server

The storage of the input data is file-based on your hard disk or a network folder. Please note that in the event of a failure, your data cannot be restored from a "cloud" or similar.

Your IT must therefore take care of the data backup itself. Please make sure that the data folder of the program (see InstallationTips.pdf) is included in the data backup by your server.