Engage is the software used to manage many of the Valley Library electronic locks. If you are new to managing the electronic locks, please read the overview before getting started.

Vocabulary

Audits: Audits tell us about the locks. In Engage, it also included diagnostic data, lock update attempts and battery power levels.
Credentials: This is essentially the "key" someone uses to unlock a door. The credential can come in many different forms. Valley Library uses key cards and fobs.
Credential Reader: The credential reader reads the credentials prox chip or the smart chip number and inputs it into the programming software. If the reader is unable to read the number, it means the credential is incompatible with the reader or damaged and needs to be replaced.
Site: Database files are called sites in the lock software. The electronic locks in Valley Library are separated into several different facility files, based largely on user group usage. Because the locks have been added incrementally, sometimes the groupings may seem strange.
Fob: Another kind of credential that can be easily added to a key chain.
Hot Stamp: Smart chip cards have a 6 digit code on the back of the card which can be used to find and/or identify key cards in Engage.
Key Card: Smart chip cards are used for research rooms and study rooms. Prox chip cards and fobs are used for staff areas. OSU ID cards have both but we only use the prox chip.
Manual lock programming: Walking to the lock, connecting to it with a device, and updating the lock programming.
No Tour Programming: Smart chips can be used to carry the program to the lock so you don't have to manually program the lock.
Prox chip or Proximity chip: This is the chip inside prox chip cards and fobs. When placed near the lock, the reader in the lock induces a current in the card. The current powers the chip in the card and allows the card to then transmit data (specifically the chip's serial number) to the lock.
Smart credential: In simplified terms, this is a credential that can carry programming to the lock for you and allows us to program locks remotely.
Wireless lock updates: LE locks connect to wifi nightly. This is another way to program locks without manually programming the lock.

Overview

Valley Library Engage Site Files Structure

There are many factors to consider when setting up a site within Engage for the locks. The table below outlines how the two Engage sites have been structured to meet the needs of The Valley Library.

Site Name	Valley Library	Library Staff
Primary Purpose	Public area spaces. This includes study rooms, research rooms, and other reservable spaces with LE locks. It also includes some staff areas in public spaces such as the faculty offices in the Graduate Student Commons on 6th floor.	Areas that are primarily staff area spaces such as LEAD staff area, some 2nd floor conference rooms, and Barnard classroom (5420). Most devices are LE locks but there is also a CTE device on the glass door into LEAD by the main entrance.
Credential type used	Smart (cards and fobs) Limit of 11 doors or door groups per card. Hot stamp number appears when enrolled in the software	Prox (OSU ID cards and Schlage key cards) No limit to number of doors or door groups per card. Appears as “Credential 1” when enrolled in the software. No other identifying information.
User Profile types	People - fob credentials, primarily LEAD, Admin, and Partners Doors - key card credentials	People - OSU ID cards as credentials Doors - key card credentials, primarily shared spaces like Barnard or conference rooms.
Credential Reader	MT20W. Requires desktop Engage application and wi-fi connection.	MT20. No additional software required.
Programming Method	No-tour, scheduled updates, and manually.	Scheduled updates and manually.
Device Groups	1st floor, 2nd floor, 5th floor, 6th floor, GSC Consultation rooms, GWC Offices	None
Device Schedules	Summer Unlock	None
Global Settings	No-Tour enabled	No-Tour not enabled
Device Defaults	Beeper Enabled, 3 second relock delay, Long communication and normal performance	Beeper Enabled, 3 second relock delay, short communication and normal performance
Reader Defaults	Credential: SMART MIFARE (Classic and DESFire)	Credential: Proximity (Schlage HID)

Web Application vs. Mobile Application

Engage uses a cloud-based web application to manage sites, users, and credentials. The mobile application is used for enrolling and programming locks. Many tasks can be done using either application but some are application-specific. The web application tasks can be done anywhere you have an internet connection, but lock update tasks done through the mobile application must be done while connected to the lock.

Task	Web Application	Mobile Application
Add/delete/edit user	Yes	Yes**
Add/remove team member	Yes	Yes
Add/delete credentials	Yes	No
Assign/Remove access	Yes	Yes**
Create device schedules	Yes	No
Assign device schedules	Yes	Yes**
Assign device groups	Yes	No
Add/delete device	No	Yes**
Update programming	Yes	Yes**
Update firmware	Yes	Yes**
Configure Wi-Fi	No	Yes**
Retrieve Audits	Yes	Yes**

** Must be connected to the device through the mobile app

Getting Started

Creating an Engage Account

Create an account through the Engage web application.
- This account can be individual or shared.
- Shared accounts, like accounts for student employees to update locks, shouldn’t have full privileges.
Administrators can create invite others to create an account in Engage and set the account privilege profile for that account.
Users must be invited to each site separately, but can access both sites from the same login once invited.

Enrolling locks (aka Commissioning the device)

The first step to using a new lock is enrolling it in the software. This must be done through the mobile app.

Open the Engage App on your mobile device and login to Engage.
The Devices screen will open up. Select the + in the upper right corner.
Select LE for the type of devise you are commissioning.
The app will ask you to turn the inside handle to prepare the lock to advertise. Turn the handle. The lock will "advertise" it is ready for the next two minutes. Select Next.
Once the app finds the lock, it will appear on the screen. Select the lock.
The app will attempt to connect and ask you to verify that the red light on the lock is blinking.
Once it has found the lock, it will ask you to name the lock.
- Name the lock after the room number and select Next.
The app will ask you to connect to the wifi.
- A special login has been created specifically for the locks. This login should not be posted on a wiki page. Ever.
The app will then sync the lock and fully enroll the lock into the app.

Device Groups

Login to the web application to assign the device to a group if needed.
- Under the Devices menu, select Device Groups.
- Select the group from the left menu
- Select the + button on the upper right of the screen. A pop-up will show you a list of assigned and unassigned devices.
- Add the new lock and save.

Daily Operations

Adding Users

Engage is a web-based application that has both web and mobile device interfaces. User profiles can be created in both interfaces, but it is best to use the web application when possible.

Go to the Engage sign-in page and login.
Select Users from the menu at the top of the page.
Click the Add User button.

Fill in the First and Last name fields.
Leave the expiration date at 5 years.
ADA-If this is turned on, the ADA settings will be applied to this user’s credentials.
- Use this setting for ADA study rooms.
Notes - add any additional relevant information. This is especially useful for people. Identifying their department or role ensures everyone managing the locks has the same information.

Naming Conventions for doors

First name: copy number
Last name: room number

The copy number in Engage does not need to match the copy number on the key card label. Because study room key cards frequently go missing, you will have several key cards for a single room in the system, sometimes as many as 6. You can identify the credential by its hot stamp.

Adding Credentials

Each user should always have only one credential. More than one complicates removing access and resusing credentials.

How you add the credential and how it appears in Engage depends upon the type of credential you are using. Adding credentials must be done from within a user profile.

Valley Library - study rooms and research rooms

These locks use smart credentials and require the MT20W credential reader, the Engage desktop app, and a wifi connection.
Start the Engage desktop app.
Connect your credential reader and wait until it finishes starting up and connecting to wifi. The light will be a solid blue.
Click the Add Credential button.

Smart credentials can be added in bulk.
- Place the cursor in the field and scan the key card.
- Once the reader beeps, you can scan another key card.
- Click Save when you are done.

image2024-8-27_10-32-25(1).png

Click the Refresh List button on the Select Exiting Credential tab to see the credentials you have just added.
Select the credential you want by matching the numbers on the screen with the 6 digit number printed on the card. This is the hot stamp.
Click Save.

image2024-8-27_10-10-43(1).png

The hot stamp will be part of the credential name, making it easy to identify.

Library Staff - Staff area doors

These locks use prox chip credentials and require the MT20 credential reader. It doesn't require an additional app or wifi connection.
Plug in the credential reader and wait until it stops beeping. The light will be red.
Select a user profile.
Click the Add Credential button.
Place the cursor in the field and scan the key card.
- The credential will appear as a bunch of black dots. It will not give you a hot stamp number.
Click Save

The credential will appear as "Credential 1". This makes it harder to identify and another reason each user will have only one credential.

Assigning Access

Access is assigned to the user profile, not the credential. This means that you do not need to reassign user access if you must replace a credential. While the process is the same for both facility files, there are some considerations unique to the smart chip cards.

Smart Chip Credentials

Prox Chip Credentials

A smart chip credential has only 11 slots to carry access information. This is because of no tour programming. When using smart chip credentials:

Use lock groups instead of individual locks when it makes sense.
Follow the process for reusing credentials when you need to delete a smart chip credential or remove access.

A Prox chip credential can carry access information to as many locks as you need. The number of locks we have will not exceed the capacity of the credential.

Select the User you are assigning access to.
Click the Assign Access button.

Select either Device when assigning a single lock or Groups. Groups is important when assigning multiple locks to a smart card credential. Groups can also be used with prox chip credentials.
Select the check box next to the desired device or group.
Expiration date is usually set the same as the user profile expiration date.
Click Save.

Support

Contact information for support can be found in the Engage app under "Help".