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)
| Prox (OSU ID cards and Schlage key cards)
|
User Profile types |
|
|
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. All credentials must be manually scanned into the software.
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.
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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.
If the credential is for someone in LEAD or a Master key holder, the credential should be Pass Through. This credential type allow access even when batteries are getting low on power.
All other credentials should be Normal. They will not allow access with batteries are getting low.
Click Save.
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The hot stamp will be part of the credential name, making it easy to identify.
Jump to No-Tour programming below.
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. When assigning access, refer to relevant policies for determining access.
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:
| 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.
Updating Locks
Manual Updates
Manual updates are required for Prox chip credentials if you don’t have time to wait for a scheduled update overnight.
Login in to the Engage App
From Devices menu, select the lock you are updating.
Devices requiring an update will have an exclamation point next to them.
Once the app has connected to the lock, select Sync.
Wait until the lock has finished Syncing and move on to the next lock.
Sometimes the app will freeze. If the sync takes more than a couple minutes, close out the app and restart.
Sync again if there is still an exclamation point next to the device name.
Scheduled Updates
Locks automatically connect to the network and night and will download any lock programming changes made during the day.
This works well for Prox chip credentials, but it is a good idea to check the lock audits from the web app to confirm the update were downloaded. Alternatively, you can text the credential on the lock.
This is an alternative to no-tour programming for Smart credentials. Even though they will still show as needing updates in the Web app, the credentials should open the door after an overnight update.
No-Tour Programming (Smart Cards Only)
No Tour programming allows the card to carry the programming to the lock instead of programming the lock manually or through an overnight scheduled update.
Once access has been assigned to a credential, an Update button will appear next it.
Click the update button next to the credential
Follow the instructions on the screen and place the credential on the reader.
Leave the credential there until you hear 3 beeps. There is usually a pause between beeps.
Do not click next until it has finished beeping.
Once it has finished beeping and you've clicked Next, you should get this screen.
If there is an error, it will happen quickly. See the troubleshooting guide in the Engage manual for tips and tricks.
Credential Management
Each user should always have only one credential. More than one complicates removing access and resusing credentials.
Damaged Credentials
Key cards, especially study room key cards get A LOT of use; sometimes they get damaged and need replacement.
Log in to Engage
Search for the desired user in using the search bar or scrolling through the user list.
Select the user profile.
This image shows a prox chip credential. A smart credential will have a number.
Click the blue hyperlink for the credential.
Select "Delete this credential". The program will ask you to confirm by typing in the word "delete".
You must update the lock before the credential will be fully removed from the lock.
Now you can add a new credential.
Missing Credentials
Do not preemptively delete missing credentials, especially if they are smart cards. Missing credentials, study room key cards in particular, often return. Changing the expiration date of a credential is a simpler way to remove access to the locks until they are returned. Credentials can always be deleted later after they have been missing long enough to determine them “lost”.
Log in to Engage
Search for the desired user in using the search bar or scrolling through the user list.
Select the user profile.
Click the edit icon in the upper right corner.
Change the expiration date to today’s date.
Click Save
You will get a pop-up telling you that the expiration date for all of the access permissions will be changed to match the date of the user profile. That’s exactly what you want.
If this is a smart credential, an update button will appear next to the credential. You won’t be able to update the credential unless it is returned.
You must update the lock before the credential’s access will be fully removed from the lock.
Returned Credentials
If a missing credential is returned, it can be reused if managed properly.
Smart credentials must be updated before following the steps below. (add link)
Update the expiration date as described above. Set it to 5 years from today’s date.
Assign access to the credential.
Smart Chip Credentials (Valley Library)
Missing credentials, especially those for study rooms, may be returned eventually which means we want to salvage them whenever possible. Detailed instructions are on the Salvaging No Tour Credentials page but here is a short summary.
Find the user
Select assign access
Change the expiration date of each device or group to today's date and save.
Manually program the locks since you don't have the credential available for no-tour programming.
If the credential is returned, update the credential as described in Salvaging No Tour Credentials.
Prox Chip Credentials (Library Staff)
Lost Credentials
Salvaging Smart Credentials
No Tour feature allows key cards (credentials) to carry the program to the door without manually updating the door lock. However, there are limitations with this feature. A key card has 11 slots for programming. This means it can be programmed to open any combination of up to 11 locks and lock groups. On this page, page numbers refer to the Engage User Manual attached to this page.
If best practices are not followed when reusing key cards, slots will become permanently blocked. Eventually the key card will not carry any more programming. To avoid wasting key cards, follow the procedures outlined below.
To completely remove a user and their credential access from ENGAGE, the Administrator will need to “Clear access assignments” on the current credential and then delete the user from ENGAGE. Follow these steps to remove the user and salvage their assigned credential. You can also find these steps in the Engage User Guide on the pages referenced below.
Log In to the web application.
Follow the Clearing Access Assignments on Existing Credentials section to set the credential to expire “Tomorrow.”
Update Credential for No-Tour Programming
Wait for the credential to expire.
Delete Credential.
Delete User.
Clearing Access Assignments on Existing Credentials
It is important to clear all credential assignments from a returned credential so that the credential will have all 11 door assignment available. Credentials with cleared door assignments can be treated as new and reissued to a new user without any restrictions.
Log In to the web application of Engage.
From the Users tab, select the User associated with the credential you want to clear.
Click Assign Access.
Select the device or device group and change the expiration to the current date.
Select Save to update the credential details.
To complete this process, the credential must be updated with today's expiration setting and then stored away until tomorrow.
Follow the Update Credential for No-Tour Programming process (p. 95) to program the credential with newly defined expiration settings.
Tomorrow (after the credential has “Expired”) all 11 door assignments will again be available for new assignment
Schedules
You can set schedules for locks to automatically unlock and relock.
Under the Devices Menu at the top of the page, select "Schedules".
Creating New Schedules
If you are setting a new schedule, click the +Add New Event Schedule button in the upper right corner. If not, jump Assigning schedule.
Fill in the appropriate fields in the pop-up window and click Save.
Assigning Schedules
Schedules must be assigned to each device individually.
You can assign multiple schedules to a single lock which is necessary if the hours you want the lock to lock/unlock differ day to day.
Select a schedule by clicking the downward triangle next to it.
Once you click Assign Devices, this will get a pop-up similar to assigning device groups.
Add and remove doors as needed. Then save.
Complete either a manual or scheduled lock update.
Lock Operations
Wi-Fi Capability
LE locks can be connected to wifi to increase their functionality and save hours of labor. The locks automatically connect to the wifi every the night and will:
upload audits to the cloud
download new lock programming
update firmware as needed
Configuring lock Wi-Fi connection
The locks are connected to the OSU secure network using a dedicated login created for the locks. Engage administrators should have a hard copy that login. Never post it on the wiki. Locks are usually connected to the wifi during the initial enrollment of the lock but can be connected later using the Engage App on a mobile device. See the troubleshooting section if locks are not connecting to the wifi properly.
Login in to the Engage App
From Devices menu, select the lock you are updating.
Once the app has connected to the lock, select more
Scoll down to Settings and select Wi-Fi under the General heading.
Move the Wi-Fi slider to the right to enable Wi-Fi. The full configuration menu will display.
Add Network and type OSU_Secure or select it as an existing network if it shows up.
When entering login credentials, select WPA2(PEAP) security level.
Save.
Firmware Updates
Firmware updates can be completed three different ways:
automatically through nightly lock updates
manually through the Web App under the Advanced menu
manually using the Mobile App.
From Devices menu, select the lock you are updating.
Once the app has connected to the lock, select more.
Select Update Firmware.
Follow the onscreen instructions.
Audit Data
Audit data can be accessed through both the web and mobile app. Through audits you can see several things but the most helpful information is listed below.
Battery Level which is handy to know so the batteries can be changed (or not changed) as needed.
6.3: Approximate power level when the batteries are first installed.
4.4: Low battery level-lock will begin to flash 9 red flashes when opened to indicate battery level is low and should be changed.
4.0: Critical level-lock may not open for regular credentials and batteries must be changed.
Credential audits: When was a door accessed using a credential. It doesn’t tell you which credential was used
Passage audits: Will show you what credential was used, but you can’t filter for these audits unless you export the records to a spreadsheet. This data is used primarily for determining research room usage.
Wi-Fi Download events: A good way to determine if a lock successfully connects to the Wi-Fi and updates programming.
Mobile App
The mobile app is helpful when you are connected to a lock and trying to troubleshoot in the moment.
From Devices menu, select the lock you are updating.
Once the app has connected to the lock, select more.
Select Audits
Web App
Audits can be found in the web app from the Audits menu. Using the web app, you can
Filter by device, date, user, and some audit types (not all which is weird).
Export the data to a spreadsheet for analysis using the export button in the upper right corner of the screen.
When exporting, you may need to limit your search before exporting because there is a maximum number of records it will export at once.
Troubleshooting & Maintenance
Sometimes key cards are damaged and need replacing. Sometimes it is a problem with the lock or user error. Reasons a key card may not work include:
The batteries in the lock are dying and not generating enough power to read the card.
The key card has not been properly programmed into the lock.
The key card has been damaged by a magnet or physical damage to the card.
Factory Default Reset
POST Test
Support
Contact information for support can be found in the Engage app under "Help".