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.

• This will bring up a list of users. 

• Select "New" below the list of Users.

• 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

Another way to populate the serial number field is by converting the Hot Stamp.This is especially handy when you need to add credentials to a lock but you don't have the card in hand.

• The Hotstamp number a 4-5 digit code on the card or fob. 

• For key cards purchased by Valley Library, the Facility Code will be a 3-4 digit number on the packaging of the new cards. 
• For OSU ID cards, the Facility Code (and the Hotstamp) can be found on the prox lookup site bookmarked by the Room Coordinator or by looking at the ID card itself.
• After entering these codes, click the "Convert Hotstamp" button and the "Card(s) (Mag or Prox)" field above will populate with the serial number.
• After you have populated the  "Card(s) (Mag or Prox)" with the serial number and have the correct format chosen, click "OK"
• This will return you to the Users screen but now you should see a credential listed in the credentials box. You have just created a Prox card credential.

PIN Credentials

• Select PIN – used  as temporary credentials for new employees.
• The program will then allow you to either enter a number of your choosing. 
• There is a list of random numbers in the Room Coordinator Binder. Add the appropriate department number to the beginning of the random number you select.
  • 1=Library Staff/Faculty
  • 2=Ecampus

  • 6=LEAD Student Employees

  • 7=All other Library Student Employees
  • 8=Studio/Grad Commons
  • 9=Keys
• Cross out each random number you use so it won't be used again.
• Click "OK" done.
• This will return you to the Users screen but now you should see a credential listed in the credentials box. You have created a PIN credential.

Assigning Access Rights

Once you have created a user and a credential for the user, you have to tell the program which doors the credential should be able to open.

• Click "Access Rights" in the main window of Schlage SMS Express.

• A window will open up showing a complete list of users and credentials in the current facility file. This can be a very lengthy list. 
  • Trim this list down by group. Use the Show Group drop down field and select the user group you wish to view.
  • Toggle buttons on the left to choose view by user or by door.
    • I use view by door when I'm adding several users to the same door(s) (like new student employees to the staff room on 3rd).
    • I use view by user when adding only a few users, but I'm adding them to multiple doors or each user to a different door.
      • If viewing by user, each line will be a credential and the user that credential is assigned to.
        • If a user has more than one credential, there will be more than one line for that user.
        • Study Room doors always have two lines because they have two key cards.
        • Use the bar at the bottom to scroll over to see more fields of information.
  • The image below shows all the users and credentials for the study rooms. 
  • The window on the right shows the doors each credential is authorized to open. 
    • Highlight one of the credentials.
    • If the credential has no access rights, the window will be empty like the image below.
      
      
• Highlight the user and credential you are giving access rights to.
• Click the "Add" button found at the bottom of the window. A pop-up will appear.
  • Because we are viewing by user, the pop-up lists all the doors/locks in the current facility file.
    • When viewing by door, the list will be all the users in the current facility file.
  • Select the doors you want to give the credential access to.
  • When adding several doors at once:
    • Hold the shift key while highlighting the doors in the list. This works well when highlighting doors listed next to each other.
    • Hold the control key if you are skipping some of the doors in the list.

• Once you have selected the door(s) you want, click the "Add" button at the bottom of the pop-up window. This will take you back to the previous window.
• Repeat the above step until all the needed users have been added access rights to the doors they need. Then click the "Close" button at the bottom of the window.
• The main window will now flash "(x number) Doors Require Programming". It is now time to Program the locks

Copy Function

If you are adding several users who will all have the same access rights, you can save time by copying the access rights of one user to another.

View by User

The copy button in the Access Rights window allows you to easily give the access rights of one User to a second User.

1. View by User mode and highlight the User whose access rights you wish to copy.
2. Press the Copy button at the bottom of the window.
3. This brings up a pop-up window with a list of the Users that you can assign the same access rights to. You can select multiple Users by holding ctrl while selecting the Users that you wish to give access to the door. (Note: Only the Users in the group that you have selected in the Show Group window will appear on this list. If you wish to copy access rights from a User in one User group and give them to someone in a different User group you have to select All Users in the Show Group window.)

View by Door

Similar to Copy function on the View by User display, the copy button allows you to copy the Users assigned to one door and assign them to a second door.

1. In the View by Door mode, highlight the door whose access rights you wish to copy.
2. Press the Copy button at the bottom of the window.
3. This brings up a pop-up window with a list of the User that you can assign the same access rights to.
4. Highlight the door you wish to assign the copied access rights to.
5. Press the Copy button at the bottom of the pop-up window.

Wrapping Up

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

If you have multiple users and/or credentials to add, repeat the steps above before programming locks. Generally, I create all my users and credentials and then give access rights. However, if you think you may forget something doing it that way, then go through the entire process with each user. Remember, you can only program locks in one facility file at a time. If your user needs access to doors in more than one facility file, you will need to complete the entire process (including programming the lock) for one facility file before working with a second facility file.