Medeco XT Key System Manual

Introduction

A key is a component used to unlock cylinders within the Medeco XT system. Keys are assigned to specific users and are managed by schedules that define which openings (doors, gates, machines, cabinets, etc.) a key can access and at what times.

Key Description: The Medeco XT key is an electronic fob, typically black and grey with a silver connector, featuring the Medeco and ASSA ABLOY logos.

This manual covers the following key functionalities:

• Import Keys
• Assign to Users
• Key Audit Setting
• Key Generations, Key Types, and Special Regulatory Compliances
• Key Status
• Key LED Indications
• Key Firmware Update Feature

Import Keys

Import Keys and Codebooks

The initial setup of the Medeco XT system involves importing information about the keys and cylinders. If the system includes the remote programmer accessory, specific details for this programmer also need to be imported. Medeco provides two methods for this import process:

• Security Data Packets or Codebooks: Medeco can supply key information in files such as key codebooks (.kbk), cylinder codebooks (.lbk), and remote programmer codebooks (.rbk). These are typically sent as email attachments from the Medeco factory.
• Direct Import from Factory: A more efficient method for systems hosted on Medeco XT Web servers, allowing direct import of codebook information into the XT Web software.

Importing Codebooks from the Factory

This feature is available for systems hosted on Medeco XT Web servers.

Import Keys Directly

For systems hosted by Medeco, key codebooks are imported directly into the XT Web manager. Upon successful transfer to the Medeco hosted XT Web server, the codebook appears as "Pending" on the Import Codebooks page.

Step 1: Accepting Pending Codebooks

The "Pending Codebooks" table displays the codebook type, quantity, and submission date. Each record includes 'Accept' and 'Remove' buttons. Selecting 'Accept' imports the key information into XT Web. The 'Remove' button deletes the codebook from the table.

Interface Description: The Import Codebooks page shows fields for "Codebook File" (with Browse and Upload buttons) and a table titled "Pending Codebooks". This table lists items like "User Key" with quantity and submission date, and provides "Accept" and "Remove" actions.

Step 2: Viewing Imported Keys

After importing, navigate to the Keys page in the Medeco XT Web manager to view and manage the imported keys.

Import Keys via Email

Step 1: Save the Codebook File

Save the key security data packet or codebook file received via email from Medeco to your computer.

Step 2: Upload the Codebook

In the Medeco XT Web Manager, navigate to Administration > Import Codebooks. Use the 'Browse' button to select the saved codebook file (e.g., examplefile.kbk) and then click 'Upload'. Key codebook files must be uploaded individually. A success message, such as "Keys have been successfully imported into the system," will appear upon successful upload.

Step 3: Manage Keys

Access the Keys page to view and manage the imported keys.

Assign to Users

Assign

Navigate to the Keys tab in the horizontal menu. A list of imported keys will be displayed. If keys are not visible, refer to the "Importing Keys" section.

To assign a key to a user, expand the system tree to locate the user. Then, find the desired key. The example shows assigning key 000-506-808 to the user Jim Walters. This is done by selecting and holding the key number, then dragging and dropping it onto the user's name when it highlights.

Key Assignment Visualization: The assignment can be confirmed in both the system tree view and the Keys table. Screenshots illustrate the process of selecting a key from the tree and assigning it to a user via drag-and-drop.

Assigning Multiple Keys to a User

A user can only be assigned one key at a time (a one-to-one relationship). To assign multiple keys to a single user, the user must be created multiple times in the system, ensuring unique login credentials for each assignment. For example, Jim Walters can be assigned keys 000-506-808 and 000-642-743 by creating two separate user entries for "Jim Walters" with distinct credentials.

Users with multiple key assignments will appear as separate rows in the Schedule Table.

Unassign

To unassign a key from a user, expand the user's node in the tree to reveal the assigned key's serial number. Right-click the key number and select 'Unassign' from the context menu. This action removes the user's name from the key's assignment in the Keys table.

A key can also be unassigned by moving it to another available user. Unassigned keys are visible at the global or highest group level.

Unassigning Keys and Active Key Schedules

Note: Keys cannot be unassigned if they are currently associated with an active key schedule. The key schedule must first be disabled from the Schedule page before the key can be unassigned.

Key Audit Setting

Introduction

The key audit memory can be configured in two modes to manage capacity and recorded audits: "Static Audit" mode or "Rolling Audit" mode. The chosen audit mode is set during the creation of a schedule for the key.

Static Audit

In Static Audit Mode, the key records audit events each time it interacts with a cylinder. If the key's audit memory becomes full, the key is disabled until it is serviced. During servicing, the audit data is transferred to the database, and the key is reactivated. This mode ensures that all recorded audit events are transferred to the software database, maintaining a complete historical record.

Rolling Audit

The Rolling Audit Mode manages audit events on a First-In-First-Out (F-I-F-O) basis. When the key's memory fills, it overwrites the oldest recorded audit event with the most recent one. Only audits present on the key at the time of servicing are transferred to the database. If the key experiences a F-I-F-O condition (memory full), some audits processed off the key before servicing may not be transferred or retained historically. However, keys configured with Rolling Audit mode do not require servicing due to full audit memory.

Key Generations, Key Types, and Special Regulatory Compliances

Key Generations

The Medeco XT keys are available in several generations:

• Generation 1 (G1): Standard memory size (1X). This generation is no longer available.
• Generation 2 (G2): Expanded memory size (2X).
• Generation 3 (G3S): Enhanced features and performance. Target release date Q4 2016.
• Generation 3 (G3B): Includes all G3 features plus Bluetooth capability. Target release date Q4 2016.

Key Types

Medeco XT keys can be used for unlocking cylinders, auditing cylinders, installing/removing cylinders, or loading blacklists. Key types include:

• Operator Key: Standard key for unlocking cylinders. It is serviced with a schedule listing associated cylinders, access points, and authorized times. It records audits for all access attempts and retrieves the last three unauthorized opening attempts from the cylinder.
• Audit Key: Used solely for collecting audits from cylinders. It is serviced with a schedule specifying only the authorized time duration. Audit keys can retrieve a selectable number of audits (1 to 2751) from any cylinder but do not unlock cylinders. They default to Static Audit mode; Rolling Audit does not apply.
• Operator Plus Audit Key: Allows users to access openings, logging both key and cylinder activity, which is uploaded upon servicing.
• Setup Key: Used to load blacklists into cylinders. It is serviced with a schedule listing cylinders, authorized times, and keys to be blacklisted. When contacted, the cylinder stores the blacklist, overriding or blocking access from specified keys (e.g., lost or stolen keys). Setup keys do not unlock cylinders and default to Static Audit mode; Rolling Audit does not apply.
• Control Key: A special key for installing and removing Small Format Interchangeable Core (SFIC) cylinders, specifically for systems with Medeco XT SFIC cylinders. It is serviced with a schedule listing cylinders for installation/removal and authorized times. Contact Medeco Technical Services for detailed functions. Control keys default to Static Audit mode; Rolling Audit does not apply.

Regulatory Compliances and Generation 3 Keys with Bluetooth Capability (G3B)

Key Information:

• FCC ID: VR3-20736
• IC: 7465A-20736
• HVIN: EA-020736
• BLE 20736S module, with Medeco retaining control of final installation.

Manufacturer Disclaimer: Changes or modifications not expressly approved by the manufacturer could void the user's authority to operate the equipment.

FCC Compliance: This device complies with Part 15 of the FCC Rules. Operation is subject to two conditions: (1) the device must not cause harmful interference, and (2) it must accept any interference received, including interference that may cause undesired operation.

Interference Measures: If the equipment causes harmful interference to radio or television reception, users are encouraged to try one or more of the following measures:

• Reorient or relocate the receiving antenna.
• Increase the distance between the equipment and the receiver.
• Connect the equipment to an outlet on a circuit different from that to which the receiver is connected.
• Consult a dealer or an experienced radio/TV technician for assistance.

Industry Canada Compliance: This device complies with Industry Canada license-exempt RSS standard(s). Operation is subject to two conditions: (1) this device may not cause interference, and (2) it must accept any interference, including interference that may cause undesired operation.

Industry Canada Compliance (French): Le présent appareil est conforme aux CNR d'Industrie Canada applicables aux appareils radio exempts de licence. L'exploitation est autorisée aux deux conditions suivantes : (1) l'appareil ne doit pas produire de brouillage, et (2) l'utilisateur de l'appareil doit accepter tout brouillage radioélectrique subi, même si le brouillage est susceptible d'en compromettre le fonctionnement.

Key Status

Introduction

A key can exist in one of four states: Active, Pending, Pending Disabled, or Disabled. Upon initial import into the system, a key is placed in a "Disabled" state. This state persists until the key is assigned to a user. If changes are made to the key schedule, the key enters a "Pending" status until the change is transferred to the key hardware through physical servicing. Servicing a key with a Pending status changes its state to "Active". A key can be manually disabled by selecting "Disable" on the Schedules page and then physically servicing it. For keys that cannot be physically serviced (e.g., lost or stolen), the "Force Disable" option can be used.

Key Status Flowchart Description

The key status transitions are visualized in a flowchart:

• A key starts as Disabled.
• It can become Pending by being added to the system or assigned a schedule.
• A Pending key becomes Active after being serviced by a programmer.
• A key can be moved to Pending Disable via a "Disable requested" action.
• A Pending Disable key becomes Disabled after being serviced by a programmer.
• A key can also be directly moved from Disabled to Pending Disable.

Key LED Indications

The Medeco XT Key features both red and green LED indicators to provide status feedback to the key holder regarding key activity and operations. These indications occur during key servicing and cylinder operations.

Key LED Indications During Typical Servicing

Key LED Indications During Servicing with Key Firmware Update

Firmware updates for Medeco XT keys may occur to support new features. These updates happen during normal key servicing.

Key LED Indications During Cylinder Operations

Key LED Indications when Charging

Key Firmware Update Feature

Medeco XT keys may receive firmware (software) updates to support new Medeco XT Web Manager features. The firmware update process is managed by the Key Client application and typically occurs during normal key servicing.

The key firmware update process involves the following steps:

1. The keyholder returns their key to the Key Programmer for routine schedule updating.
2. The keyholder inserts the key into the key Programmer.
3. The Key Client begins the standard servicing process:
   • The key is initialized.
   • Audits are removed from the key and stored in the database.
4. The Key Client application interrupts the routine scheduling to download the new firmware file to the key.
5. During the download, a progress bar indicates the percentage complete (typically 50-60 seconds).

Interface Description: The "XT Key Client" software window displays the update progress. It shows stages like "Contacting Service", "Initializing key", "Processing Audits", "Receiving Schedule", and "Programming Complete". A progress bar shows "Updating Firmware. 14%". A critical message "DO NOT REMOVE KEY" is displayed prominently, along with a "Stop Scanning" button. Copyright information for Medeco Security Locks is also present.

Following the download, the key retrieves and installs the firmware. Once installation is complete, a message prompts the user to remove and reinsert the key to finalize the routine scheduling process.

Important Note: During key servicing, do not remove the key from the Key Programmer until a successful Green or Red LED is illuminated. Refer to the "Key LED Indications" section for details.