Overview

• Credentials are the tool someone uses to unlock an electronic lock. 
• Credentials can come in many forms.
• Creating a credential is a multi-step process. 
• At Valley Library we use:
  • Personal Identification Numbers (PIN
  • Proximity Credentials 
    • Key cards
    • Fobs

Reminder: User profiles do not carryover from one facility file to another. If a person needs access to doors in more than one file, you must create a user profile for each file. For user simplicity, the credentials should also be the same in both facility files.

Types of Credentials by User Groups

• Key cards

  • Study rooms, Research rooms and Classrooms use key cards
  • The key cards are purchased by Library Spaces and kept by the Room Coordinator
  • They are labeled using a label maker and a record is created in Alma for these credentials.
  • Key cards are checked out to patrons at the Circulation desk.

• OSU ID cards

  • Used primarily by OSU staff. We do not use this credential for student employees, unless they request it. (COVID-19 Exception–Student employees now use ID cards as their credential because they need exterior door access to the loading dock.)
  • OSU ID cards have a proximity chip in them that can be utilized as a credential for Valley Library locks.
  • Cards are programmed using the card's hotstamp and facility code.
  • The hotstamp and facility code can be looked up by OSU ID number through a prox lookup website. Access to this website must be requested from the ID Center.
  • Using this data, a credential is created in the software and programmed into the door locks.

• Key fobs

  • Used primarily by departments. Examples include:
    • DAS, Honors College, Information Desk.
  • The Room Coordinator has a supply of key fobs that can be programmed as credentials.
  • These are generally labeled with a key tag.

• Personal Identification Numbers (PIN)

  • PINs are issued as temporary credentials.
  • They are always given an expiration date.
  • Tracked on a spreadsheet managed by the Room Coordinator.

Credential Functions

When credentials are being created, they can be assigned different functionality. Select a function from the drop-down menu.

• Normal: This gives the User standard access to doors. 
• Toggle: When this credential is used it will toggle the door locked/unlocked temporarily. This is not how we unlock doors for summer term; for this see Locklink Summer Automatically Unlocking Doors.doc
• Freeze: This credential will keep a door locked until the credential is swiped a second time and the lock is returned to normal operation. The exception to this is any credential with a pass through function.
• One Time Use: This credential will only provide one-time access to a door.
• Pass Through: This will open any lock even if it has been frozen by a credential with a freeze function.

Setting default expiration dates

Default expiration dates can be set in the Program Settings menu in Schlage Express. Setting this saves a lot of time when creating new user profiles because you don't have to manually enter a date every time.

• Click Settings>Program Settings.
• Click the Time Defaults tab.
• Make sure the "Credential Default Activation Date" box is checked.
• Set a fixed date by clicking on the fixed date radio button and choosing a date from the date drop-down box.
• Click Save.

Creating a User Profile in Schlage Express

• Log into the lock computer in the Room Coordinator's work space.
• Open the program "Schlage SMS Express". There is an icon on the desktop. 
  • Username and password can be found in the hard copy of the Room Coordinator Manual
  • It can also be found in the "Electronic Lock Specs" file folder
• Click the "Users" icon.

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• This will bring up a list of users. 

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• Select "New" below the list of Users.

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• Fill in the fields for the new user. This will include:
  • Last Name
  • First Name
  • Group
    • Student Employees : Check Expiration Date. It should be set to July 16 of the current academic year.
    • Faculty/Staff: Be sure Expiration Date is not checked.
• Save the user information. This will return you to the previous window.

Creating New Credentials in SMS Express

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Wrapping Up

If you are only adding one user and/or credential, you are now ready to program the locks.

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