Table of Contents

Abbreviated Instructions

Determine if card is truly damaged
- Test the card on the door
- Check the room's assigned credentials.
- Check the card's access rights
- Check the lock's batteries
- Check what codes the lock is flashing
Update SMS Express
- Delete damaged card in SMS Express
- Assign a new key card to the room
- Assign the new key card access rights
- Generate a program file
- Sync the HHD
- Program the lock
  - Bring HHD, Autosync cable, and Programming Credential (for older locks).
- Test the new card
- Sync the HHD
- Backup the facility file to the shared drive and exit SMS Express
Assemble new card
- Create a label using the Brother label maker (remember to turn off the label maker when finished).
- Add a bar code
Change the barcode in Alma
- Take the key card out of a work order if needed.
Put away all of your programming materials
Throw away old key card.
Put the new key card in the drawer at the Circulation desk.

Overview

Key cards, especially study room key cards get A LOT of use. This means they frequently get damaged and need replacing for a variety of reasons. This page will discuss:

The components of a key card and how key cards work
Ways key cards get damaged and how to assess damage
Things to consider before creating a new key card
How to delete a credential and add a new credential in SMS Express
How to process the key card for circulation.

Key card components and how they work

A key card has three components: a coil copper wire acting as an antenna, a capacitor which stores electrical energy and a chip which contains a formatted ID number. When you hold the card near the credential reader in the door lock, the card and the reader work together to create a direct circuit that powers the chip and allows the lock to read the id number on the chip. Once the lock is able to read the chip and recognize the number, it unlocks. (This is a very unscientific and broad explanation.)

Determine Why the Card Doesn't Work (aka troubleshooting)

A key card may not open a lock for several reasons:

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.

It is important to test the card before replacing it. This saves lots of time.

Test the card

Open SMS and pretend you are adding a new credential to any user.
Follow the instructions under SMS Express: Creating Profiles and Credentials or further down on this page about adding a new credential up to the point where you use the enrollment reader to read the card.
If the enrollment reader is unable to read the card, then you know it is damaged and needs to be replaced.
If the enrollment reader brings up the serial number of the card, then the problem is something else.
Write down the last 4-6 digits of the serial number
Hit Cancel.

Check the room's assigned credentials

Find the key card's room in the user panel and highlight that user.
Look at the assigned credentials on the right side under "Credentials" and compare the last 4-6 digits of the serial numbers to the number you just wrote down.
If they match, you know this card has been added as a credential. If they don't, then that is probably the problem.
Add a new credential to this user.

Check the card's access rights

Click on "Access Rights" in the main window of Schlage SMS Express.
Click on "View By User" in the upper left corner.
Scroll down until you find the room you need.
Click on the first line of the door and look at the box on the right to see if the door is listed.
- If no door is listed or the wrong door is listed, you have found your problem.
- If the door is listed, click on the next line with the door number and check again.
- If the correct door is listed, it is now time to check the batteries in the lock.

Check the lock's batteries

If you haven't already tested the key card on the door, test it now.
If it won't open, try to open the door using a pass through credential. Sometimes the lock will still open with a pass through credential when the batteries are low.
- Watch the red and green lights when you test both the regular card and the pass through credential.
- The pattern displayed is a code that will tell you what is going on. You can find more by looking at the lock manual in the room coordinator's file.
If the red light flashes 12 times before the green light flashes, the batteries need to be replaced.

Check the lock codes

Red light flashes many times, no green, door doesn't unlock: Lock is in lock-out mode. You need to use a freeze credential to unlock.
- I have also found that a pass through credential will also sometimes unfreeze the lock if the lock is just in error mode. All LEAD staff and Library Spaces staff should have pass through credentials.

Replacing Damaged Key Cards

Note: If you are replacing a Grad Commons research room key card, please read the audit instructions for preserving the audit information before replacing the card.

Update the record in the SMS Express Software

Delete the Damaged Credential

Log into the electronic lock computer with your login. This computer is in the Electronic Lock Coordinators work space.
Log into the SMS Express software. There is a shortcut on the desktop. User name and password can be found in the Electronic Locks Coordinator Binder.
Delete the key card that you are replacing.
1. Click the Users icon.
2. This will bring up a list of all the users, which are the rooms themselves. The database is set up so that each room is considered a user.
3. Highlight the correct user on the left side of the screen. The credentials will be listed in the credentials box on the lower right corner of the screen.
4. The box on the upper right corner gives descriptive details about the users.
  1. Each key card/credential has a 16 digit serial number.
  2. Address 1 has the last 4 digits of the serial number for copy 1. Address 2 has the last 4 digits of the serial number for copy 2.
5. Which one do you delete? Look at the address 1 and address 2 fields in the personal information box. These correspond to the last 4 digits of the 16 digit number that is assigned to the card. It's the number in the Value column. Address 1 is always copy 1's last 4 digits and address 2 is always copy 2's last 4 digits.
6. Click Delete Credential.
7. A pop up will appear.
8. Click Yes. And then this window will come up:
9. Select Trashed/Damaged or Lost as appropriate.
10. Once you have deleted the key card from SMS Express, draw a line with a Sharpie through the descriptive label. If you are processing multiple key cards or the two key cards are both in like new condition, you can easily get mixed up and not know which one is the new card. Here is a good example:
  
  Notice how the plastic loop is still intact and the key card is in general good condition. Easily mixed up with the new card you're making.
  You will still need the barcode for updating the record in Alma and the Circulation key cards spreadsheet, so keep the key card around and do not strike through the barcode with the Sharpie since it will render the barcode unreadable by your scanner.
Grab a new key card out of the room coordinator's desk.

Adding Credentials to Users

Click Add Credential in the Users window. Double check the User Name to make sure you're adding it to the correct user. The user selected is highlighted in blue on the left hand column of users.

A pop-up window will appear asking you to select the type of credential you want to create.

Card or Key Fob Credential (anything that isn't a PIN)

Select "Card(s) (Mag or Prox)"
- If you pick this option, the program may ask if you want to choose a card from stock.
- Always click No

The next window to pop up will be the "Card Detail" window.
First, select the Card Format from the drop down menu.
- OSU ID cards are 35-bit C1000
- Key cards and fobs are usally 26-bit
  - Sometimes you will come across a 37-bit Xceed ID. Usually when reprogramming a lock with an older key card. It's weird and rare.
Input the serial number of the card and populate the "Card(s) (Mag or Prox)" field.
Select Prox Cards (CRP2).
- Select the correct Card Format. Most of the time you will have a 26 bit card.
- Click the Reintialize CRP2 button and swipe the new key card over credential reader. You will usually hear a beep, but not always.
- Click the Read CRP2 button.
- The "Card" field will populate with the serial number of the card.

Click OK. This will take you back to the main screen for "Users"

Update the corresponding address in the Personal Information. To do so:

Click on the Edit button on the left side under the users list.

If replacing copy 1, click on the address 1 text box to edit the 4 digit number, which is the last 4 digits of that unique 16 digit number.
If replacing copy 2, click on the address 2 text box to edit the 4 digit number, which is the last 4 digits of that unique 16 digit number.
Enter the 4 digits that you wrote on the back of the key card.
Click Save.
Click Close in the Users window to return to the main SMS Express menu.

Grant Access Rights

You need to give the key card permission to open the door.

Click the Access Rights icon in the main SMS Express window.

There are multiple entries for each door; these represent each credential (key card or PIN) associated with the door. Find the entries for the room that you are replacing the key card for. Select the entry that does not have any access rights to any doors. For example, the second entry for User 1160 does not have any access rights. But the first entry for User 1160 does. See the images below for the difference.

VS.

Click the Add button at the bottom of the window.
A pop-up window listing all the doors in this file will open. Select the door that you are programming; in this example, I am working with 1160.

Click Add. which will bring you back to the main Access Rights window. You have just given the highlighted credential access rights to open the door you selected in the pop-up. Pay close attention when doing this to make sure you have selected the correct door. You can double check by clicking on the user and checking to see what door name shows in the window on the right.
Click Close to return to the main SMS Express menu. There is no save button at this point.

Generate Program Files

Now it is time to create the file you will program into the door. Anytime you change the access rights, the program will automatically begin flashing a message telling you how many doors need programming.

Click Generate Program Files icon.

A window will pop up. Click Generate Program Files. If you have a lot of doors to program or the HHD has a lot of files on it, it may take the program several minutes for the pop up to appear. Be patient. It will show up eventually. If it doesn't, see troubleshooting.
A progress bar will appear and then disappear when it's finished. It will appear and disappear very quickly if you only have a couple doors to program. You can click the generate program files button again if you aren't sure it happened. It won't hurt anything.
Click Close when its finished. There is no save button.
Leave the program open.

Sync the HHD

The HHD has a cable that plugs into the bottom of it. It splits into two pieces. One piece is the charging cable that should be connected to AC adapter. The other is a USB cable that should be connected to the computer. Make sure both ends are plugged in and the HHD is awake.
Open Windows Mobile Device Center from the shortcut on the computer. Windows Mobile Device Center (WMDC) is the program that talks between the computer and the HHD. It should sync automatically but often doesn't. If it doesn't:
- Disconnect the HHD from the computer.
- Wake up the HHD.
- Make sure Schlage Utility Software isn't running, close the program by clicking "OK" in the upper right corner.
- Restart WMDC if it has closed.
- Connect the HHD to the computer
Once connected, the HHD will display a message that says it's connecting.
- The name of the HHD is Portunus, (Greek god of locks and keys), which will show up in WMDC.
- The files should sync automatically once the HHD has connected to the computer, but if you're not sure you can click the sync button (blue arrow in screen shot below) before you take the HHD to program the door.
- There is no need to eject or safely remove the HHD. You can remove it from its cable as long as it is not syncing at that moment.
After the files have been synced, open the Schlage Utility Software (SUS) on the HHD. Click the Windows icon in the lower left corner to get list of programs.Click the "S" icon that says "Utility Software" below it. Login information is in the Room Coordinator Binder.
You should see the doors needing programming listed on the HHD now. If there are no doors listed, it means the program didn't download, and you need to sync the HHD again.

Programming the Door Lock

Unplug the HHD from the computer. What cables you need to bring depends upon which locks you are programming.
- New Locks (CO-200, AD-200): The autosync cable with the usb port that you used to connect the HHD to the computer
- Old Locks (CM locks): The autosync serial cable with the two prongs on the end AND the programming credential.
You also should bring both the old and new key cards to test after you have programmed the door (especially the new key card).

Procedure for CO-200 & AD-200 locks

Facing the keypad, plug the USB cable into the port at the bottom of the lock. There is a rubber tab you will need to gently remove and leave hanging from the lock.
Make sure the USB symbol is displayed on the HHD next to the button saying "no device connected." If the toggle is displaying the serial port symbol, the HHD will not recognize the lock.
Press the "Schlage" button at the top of the lock twice. It should start blinking red and green. If it doesn't, wait a few seconds and do it again.
The software will bring up the door, flash a few messages about audits and programming until it says it is complete. The light will stop blinking.
Remove the cable and replace the rubber insert.
Test your new credential (card, fob or PIN) to see if it works.

Procedure for CM locks

Carefully attach the auto sync cable to the bottom of the HHD, being aware of how delicate the pins are on this connection.
Next, attach the other end of the cable to the front of the lock in the two small holes, making sure the side of the plug with two circles is facing up.
Verify the HHD is displaying the serial symbol instead of the USB symbol.
Eventually the HHD will bring up the door you are programming and ask for a programming credential. Don't click OK yet.
Hold the programming credential in front of the credential reader. This is the vertical oval space. You may need to move the credential around a bit until the lock recognizes it.
When the lock recognizes the credential, the red and green lights will begin to alternately flash.
Now you can click OK on the HHD pop-up asking for the programming credential.
Again you will see a series of messages about audits and programming until the HHD says it is done. You can click ok with each pop-up or just wait.
When the lock has successfully been programmed, the lights will flash red and green again.
Remove the cable.
Test the new key card to make sure it works and the old card to make sure it doesn't.
Go to the next door.

Programming Notes

Sometimes you will get a message saying the lock's time isn't accurate. Follow the prompts to reprogram the lock's time.
Sometimes you will get a "Previous Audit Report Exists" message. If this is a door you are actively collecting audit data from, you don't want to ignore that message.
- Take the HHD back to the computer and sync it. This will download the audit data. Then generate new programming files and go back to programming the lock.
- If you override this message, you will erase the audit report and you may lose valuable data. While the program is better than it used to be about saving the audit data, it's not worth the risk.

Syncing the HHD again

Put away the serial autosync cable and the programming credential.
Make sure the Schlage Utility program on the HHD has been closed.
Plug the USB autosync cable into the computer and the HHD.
If necessary, restart Windows Mobile Device Center and wait for the HHD to sync.
- If WMD tells you the HHD is not connected, unplug the USB end of the autosync cable from the computer and plug it in again. It should start to sync.
Once it has synced, you can exit SMS Express by clicking on "Facility" in the top menu and selecting "Exit" Or you can click the red X in the corner.
The program will ask you if you want to backup your files. Always click Yes. You will never regret taking the time to backup your files because someday the computer may crash and this will save you many, many hours of work.
It should automatically backup to the shared drive.
- S:>Shared>Library Spaces Planning & Management
If you still have rooms to reprogram for whatever reason, it is ok to exit the program. It will give you an alarming message about doors being unsecured. Don't worry about it.

Processing the new key card

Turn on the PT-P700 Brother Label Maker.
Open P-Touch Editor. There is a shortcut on the desktop.
Click "Open" to open a file. Most can be found under the Recent Layouts tab.
1. For Classroom key cards select "Classrooms Template" for the front of the key card and "Classroom-Tech Guide Url" for the back of the key card.
2. For Study Rooms, select "Study Room Template small" and "Replacement $25" (There are usually extra copies of this second label already printed.)
3. For Research Rooms, select "Research Room Template small" and "Replacement $25" (There are usually extra copies of this second label already printed.)
If you can't find the file you need, search the Computer tab and browse the Shared drive until you find the correct template.
1. S:>Shared>LEAD>Circulation>Label Maker Templates
Edit the label as needed.
Check the printer to make sure you have the correct color and type of label.
1. Classroom key cards use the .96" label rolls. All others use the .47" label rolls
2. White for copy 1 of study rooms and research rooms
3. Blue for copy 1 of classrooms (including Grad Commons classrooms)
4. Yellow for copy 2 of all rooms.
Click print and wait for the label to come out.
Close the program. Do not save changes. Too many saves will corrupt the file.
Trim excess to fit onto the key card.
Place a room label (i.e. 1842) on the upper front of the new key card. Below it place the replacement cost sticker". Check existing key cards for the orientation of labels on the key card.
Place a new barcode on the lower front of the new key card

Updating Barcode Records

The key code barcode will need to be updated in both Alma and the Circulation desk spreadsheet. Because there are two copies of each room key, you want to make sure you change the correct item record. This is why you hang on to the old key card until the very end of this process.

Alma

Scan the old key card's barcode for a physical item search to bring up its item record in Alma.
Take a minute to look at the status of the item. Is it "In place" or something else?
Click on the barcode hyperlink which will take you to the item edit screen.
Delete the old barcode number.
Scan the new key card barcode. The record should automatically save once you scan the barcode. If it doesn't, click save and exit the item record.

Google Spreadsheet

Click the field with the barcode for the appropriate key card
Delete the information in the field
Scan the new barcode. It should autopopulate the field with the new number
Verify the numbers match
Save and exit

Wrapping Up

Now you can put a black line through the barcode on the old key card. You can throw away the old key card. Put the new key card in the drawer at the Circulation desk.