The SentriLock System Guide The SentriLock System Guide Published by: SentriLock Copyright (c) 2003 -2012 by SentriLock Portions of the lockbox software are copyright (c) 1993 -2005 Chad Z. Hower (Kudzu) and the Indy Pit Crew http://www.nevrona.com/Indy/ Portions of the lockbox software are copyright (c) 2001 -2005 Per Lindso Larsen All rights reserved. You may not reproduce or transmit any part of this document by any form or means, without written permission of the publisher. First printing (rev. 1.00 for SentriLock FAQ): June, 2011 The REALTOR® Lockbox is a trademark of the National Association of REALTORS® and is used under exclusive license by SentriLock. The lockbox is protected under the following patents: U.S. D496.234, 6,989,732,7,009,489 and 7,086,258. Canadian Reg. No. 105091. Other U.S. and Foreign Patents Pending. Contents SentriLock System Guide 1 General Questions ..................................................................................................................... 1 How to Get Help .......................................................................................................... 1 How do I Purchase Lockboxes? ................................................................................... 2 What is my Password and PIN? ................................................................................... 2 How do I Change my PIN? ........................................................................................... 3 How do I Change my Password? ................................................................................. 4 Should I Use my Agent or Broker Permission? ............................................................ 5 Maintenance and Warranty Information .................................................................... 5 How to Determine the Firmware Version in Your Lockbox ......................................... 6 Using Your Lockbox .................................................................................................................... 8 How to Assign a Lockbox to a Listing ........................................................................... 8 How to Take Ownership of a Lockbox ....................................................................... 10 How to Transfer Ownership of a Lockbox ................................................................. 10 What is a Contractor Code?....................................................................................... 11 Turning on Contractor Mode ..................................................................................... 11 Using a Contractor Code............................................................................................ 12 Customize/Change the Codes and Settings on a Lockbox ......................................... 12 ERROR Light When Releasing the Shackle ................................................................. 14 How to Open the Key Compartment ......................................................................... 15 How to Release the Shackle ...................................................................................... 16 How to use Homeowner Shackle Release ................................................................. 17 How to Use a Do Not Disturb Code ........................................................................... 18 How to Use Privacy Mode ......................................................................................... 18 What is a 1 Day Code? ............................................................................................... 19 Create 1 Day Codes Using the Card Utility or the Web Site ...................................... 20 Create 1 Day Codes Using CARS ................................................................................ 22 Create 1 Day Codes Using the Mobile Web Site ........................................................ 23 Get a 1 Day Code from Technical Support ................................................................ 26 How to Find 1 Day Codes ........................................................................................... 26 How to use 1 Day Codes ............................................................................................ 27 How to Enable Time Limited 1 Day Codes ................................................................. 27 What is a Call Before Showing (CBS) Code ................................................................ 28 How to Turn on CBS Mode on One or More Lockboxes ............................................ 29 How to Turn on CBS Mode on All Lockboxes ............................................................. 29 How to Find the Static CBS Code ............................................................................... 30 How to Create a Dynamic CBS Code .......................................................................... 31 How to Use a CBS Code ............................................................................................. 32 Do I Need a CBS Code With a 1 Day or Contractor Code? ......................................... 33 Why Does My Lockbox Flash the MESSAGE Light? .................................................... 33 Tips on Preserving Battery Life .................................................................................. 33 Replace the Battery in a GENI/GENII (Silver) Lockbox ............................................... 34 Replace the Battery in an NXT/NXT Wireless (Blue) Lockbox .................................... 38 The SentriLock System Guide Contents iii How to Use a Power Paddle ...................................................................................... 42 Do I Need to Update the Clock on My Lockbox? ....................................................... 46 How to Update the Lockbox Clock ............................................................................ 46 How can I Find out who Accessed my Lockboxes? .................................................... 47 How to View the Lockbox Access Report .................................................................. 48 How to View the Lockbox Access Log ........................................................................ 49 How to Download and View the Lockbox Audit Log ................................................. 50 How to Download and View the Lockbox Events Log ............................................... 51 Adding a Team Member ............................................................................................ 52 How to Borrow a Lockbox ......................................................................................... 52 How to Lock the Keypad on a Lockbox ...................................................................... 53 How to use Showing Notifications............................................................................. 53 CARS ......................................................................................................................................... 54 Use CARS to Renew Your SentriCard® ....................................................................... 54 Use CARS to Create a 1 Day Code .............................................................................. 55 Use CARS to Create a Dynamic CBS Code .................................................................. 55 Card Utility/Installation Issues ................................................................................................. 56 Installation Instructions on a PC ................................................................................ 56 Installation Instructions on a MAC ............................................................................ 59 Inserting Your SentriCard® Into the Reader .............................................................. 62 How to Update the Card Utility ................................................................................. 63 Failed PCSC Initialization ........................................................................................... 63 No Card Reader or No Card Reader Found ................................................................ 65 Cannot Reach Server: Read Timeout ......................................................................... 68 SentriLock Server Disconnects During Renewal ........................................................ 68 Removing the Card Utility From Startup ................................................................... 68 Creating a Desktop Icon for the Card Utility .............................................................. 69 Event Tracker ........................................................................................................................... 70 What is Event Tracker? .............................................................................................. 70 Download and Install Event Tracker .......................................................................... 70 Add an Event to Event Tracker .................................................................................. 71 Tracking Attendance at an Event............................................................................... 73 Viewing Attendance from an Event ........................................................................... 74 The Power of the Card ............................................................................................................. 75 Showing Suite .......................................................................................................................... 75 What is Showing Suite? ............................................................................................. 75 Set Up Your SentriLite Account ............................................................................... 76 Upgrade Your SentriLite Account ............................................................................. 77 Association Administrators ...................................................................................................... 77 Agents who Change Associations .............................................................................. 77 Transferring Ownership of a Lockbox ........................................................................ 78 How to Use the 1 Day Code Indemnifications ........................................................... 81 Enabling Time Limited 1 Day Codes........................................................................... 83 How to Terminate a SentriCard® ............................................................................... 84 How to Activate a Terminated SentriCard® ............................................................... 84 Creating an Affiliate or Assistant SentriCard® ........................................................... 85 Shopping Cart Usage ................................................................................................. 86 Transfer Card Feature ................................................................................................ 88 Add/Edit a Listing....................................................................................................... 89 Miscellaneous .......................................................................................................................... 89 How to View SentriLock’s PDF Files ........................................................................... 90 Affiliate and Assistant SentriCards® .......................................................................... 90 Shopping Cart Usage For Agents ............................................................................... 91 iv Contents The SentriLock System Guide How Brokers Use the 1 Day Code Indemnification ................................................... 92 Glossary of Terms 95 Index 97 The SentriLock System Guide Contents v SentriLock System Guide General Questions This section includes general questions about the lockbox system. How to Get Help You can obtain free support from SentriLock in one of the following ways: SentriLock Card Utility/SentriCard® Utility or REALTOR® Lockbox Web Site The best way to reach SentriLock support is via the Internet. Click the Support button on the toolbar in the REALTOR® Lockbox Web Site or the SentriLock Card Utility/SentriCard® Utility. Click Add Ticket to send a message to SentriLock Support. E-mail You can send an e-mail to SentriLock support: [email protected] Contact Technical Support from Sales Website A Technical Support request form is available on the SentriLock Sales website: http://www.sentrilock.com/contactSupport/ Telephone If you prefer to contact SentriLock support via the telephone, call our toll free number: 1-877-736-8745. If you're having trouble with a lockbox or your computer, please contact SentriLock Support when you have the lockbox or computer available. SentriLock Support is available daily from 8:00am - 12:00am (Midnight) Eastern Time, with the exception of the following holidays: New Year's Day Memorial Day Independence Day Labor Day Thanksgiving Day Christmas Eve Christmas Day The SentriLock System Guide SentriLock System Guide 1 How do I Purchase Lockboxes? If you're an Agent or Broker and would like to purchase REALTOR® lockboxes or card readers, contact your Association. If you're an Association Administrator, you can use the Product Order form to order lockboxes, card readers and other supplies for your Association. If you need assistance with the form, you can e-mail SentriLock Support at [email protected] or call our toll free number 1-877-736-8745. To view the steps on how to use the Product Order form, see How to Use the Association Shopping Cart. If you need further assistance, see How to Get Help. What is my Password and PIN? When you picked up your SentriCard® and lockboxes from your Association, they gave you a tri-fold Card Carrier Sheet (example shown below). The Card Carrier Sheet contains your PIN, SentriLock ID, Password, Contractor codes, CBS code, Shackle Release code, and Do Not Disturb code. If you do not have the Card Carrier Sheet, contact your Association for your PIN or password. Your Association can view your PIN. However, they cannot view your password. If you forget your password, your Association will create a new password for you. SentriLock does not have access to and cannot change your PIN or password. You can locate your PIN on the right-hand side of your Card Carrier Sheet. It is the underlined code found along the right side of this documentation. Note: Depending on your Association, your SentriLock ID and password may be the same as your MLS ID and password. However, this may not be true everywhere. You use your SentriLock ID and password to: Renew your SentriCard® Access the SentriLock Card Utility/SentriCard® Utility Access the REALTOR® Lockbox Web Site You use your PIN and SentriCard® to operate lockboxes. 2 SentriLock System Guide The SentriLock System Guide If you need further assistance, see How to Get Help. How do I Change my PIN? You'll use your PIN and SentriCard® to operate the lockboxes in your Association. For security purposes, you should keep your PIN private and NEVER write it on your SentriCard®. You can use the following instructions to change your PIN. 1. Use the SentriLock Card Utility/SentriCard® Utility to log in to the REALTOR® Lockbox Web Site. Insert your SentriCard® into the card reader attached to your PC or your Broker's office PC. The SentriLock Card Utility/SentriCard® Utility will display the Login window. If the SentriLock Card Utility/SentriCard® Utility does not display the Login window, click Start |Programs | SentriLock Card Utility/SentriCard® Utility . The SentriLock Card Utility/SentriCard® Utility will detect your ID and fill in the SentriLock ID field automatically. Enter your password in the Password field. Click Login to access the Main Menu window. 2. In the Card Functions pane, click Change SentriCard® PIN. 3. On the Change PIN window, enter your new PIN in the New PIN and Confirm New PIN fields. The SentriLock System Guide SentriLock System Guide 3 4. Click Save Changes. 5. Remove your SentriCard® from the card reader and insert it into a lockbox. 6. After the lockbox displays the CODE light, enter your new PIN and press ENT. If the lockbox displays the READY light, your new PIN is working. If the lockbox alternates the CODE and ERROR lights, you entered an incorrect PIN. If you need further assistance, see How to Get Help. How do I Change my Password? You'll use your password and SentriLock ID to log in to the REALTOR® Lockbox Web Site or the SentriLock Card Utility/SentriCard® Utility. Note: If the SentriLock Server imports Agent information from your MLS system, it will overwrite any password changes you make on the Change Password window. To permanently change your password, do so on your MLS system. When the SentriLock Server imports Agent information from your MLS system, it will update your password. The SentriLock Server imports Agent and listing information nightly. If the SentriLock Server does not import Agent information from your MLS, you can use the Change Password window to change your password. You can use the following instructions to change your password: 1. Use the SentriLock Card Utility/SentriCard® Utility to log in to the REALTOR® Lockbox Web Site or log in to the Web site directly. To login using the SentriLock Card Utility/SentriCard® Utility, insert your SentriCard® into the card reader attached to your PC or your Broker's office PC. The SentriLock Card Utility/SentriCard® Utility will display the Login window. If the SentriLock Card Utility/SentriCard® Utility does not display the Login window, click Start |Programs | SentriLock Card Utility/SentriCard® Utility. The SentriLock Card Utility/SentriCard® Utility will detect your ID and fill in the SentriLock ID field automatically. Enter your password in the Password field. Click Login to access the Main Menu window. Alternatively, you can access the REALTOR® Lockbox Web Site directly. To access the Web site directly, use your Web browser to access http://lockbox.sentrilock.com/lbs. You will need your SentriLock ID and password to log in to the Web site. 2. On the Main Menu window, click the My Account tab or the Manage My Account button. Note: Association Administrators and Brokers can use the Edit User Account window to change an Agent's password. 3. On the Edit Agent or Edit User Account window, click Change Password. 4 SentriLock System Guide The SentriLock System Guide Note: If the SentriLock Server imports Agent information from your MLS, the Edit Agent and Edit User Account windows will not display Change Password. 4. On the Change Password window, enter your new password in the New Password and Confirm new Password fields. 5. Click Save Changes. 6. Click Logout. If you need further assistance, see How to Get Help. Should I Use my Agent or Broker Permission? The SentriLock Server uses user permissions to determine the type of information you can access. If you are both an Agent and a Broker for your office, SentriLock will create two user permissions. When you log into the SentriLock Card Utility/SentriCard® Utility or REALTOR® Lockbox Web Site, the SentriLock Server may prompt you to select your Broker or Agent user permission. You can select your Broker user permission for any office related tasks. For example, accessing listing, lockbox, Agent, user, and SentriCard® information for any of the Agents in your office. If you are renewing your SentriCard®, customizing a lockbox, or performing any other tasks on the Card Functions pane in the SentriLock Card Utility/SentriCard® Utility, you can select your Agent user permission. If you need further assistance, see How to Get Help. Maintenance and Warranty Information Following the operating and maintenance procedures will help keep your REALTOR® lockboxes working and looking like new. Misuse of your lockbox or failure to follow any of the operating and maintenance procedures may void your warranty. Do's Do hold onto the lockbox when releasing the shackle. If you don't hold onto it and it falls to the ground, it can damage your SentriCard® and/or the lockbox, or the surface onto which it falls. Your warranty does not cover damage caused by dropping the lockbox. Do mount the lockbox in a vertical orientation with the card slot facing down. SentriLock designed the lockbox to drain water from the card slot at the bottom of the lockbox, so the lockbox should be hanging vertically or close to vertically with the card slot being the lowest point. Do not leave the lockbox lying flat or almost flat unless it is in a location protected from the elements. Do use the protective cover if you have one. In situations where the lockbox will be exposed to freezing rain, ice, or snow, the protective cover will help prevent ice buildup that could hinder access to the unit. You can also use the protective cover to reduce the cosmetic aging effects of strong direct sunlight, thereby keeping your lockbox looking new and fresh for a longer period of time. Note: Only GENI and GENII lockboxes have protective covers. The SentriLock System Guide SentriLock System Guide 5 Don’ts Don't immerse your lockbox in liquid. If you need to clean your lockbox, use a damp, soft cloth to gently wipe it clean. Don't attempt to disassemble your lockbox. The only part of your lockbox that you should ever attempt to disassemble is the battery cover. The metal screws holding the battery cover in place are the only screws you should ever remove. Don't use lubricants on your lockbox unless directed to do so by SentriLock. SentriLock has tested and approved a specific type of lubricant for use on the lockbox. Some types of lubricants are not compatible with electronic components, and use of them on your lockbox may void your warranty. Don't store more than 5 "Kwikset" style house keys in the GENI and GENII (silver) lockbox key compartment. Do not attach key rings, tags, or strings to any keys that you place in the key compartment of a GENI/GENII (silver) lockbox. Items other than keys can get caught in the latching mechanism and possibly prevent the key door from opening on this series of lockbox. Don’t remove the gray key tray from an NXT/NXT Wireless (blue) lockbox. The key tray inside the NXT and NXT Wireless (blue) lockbox is designed to hold standard “Kwikset” style keys, gate cards, key fobs, smartcard keys and keys with tags. When placing anything into the key compartment of one of these lockboxes, make sure the object fully fits inside the gray, key compartment tray. Anything sticking out past the confines of this tray may prevent the key compartment door from closing properly. When closing the key compartment door, press until you hear or feel a positive “click,” indicating the latch mechanism is fully engaged with the door. If the key compartment door will not close properly, remove or re-adjust some of the items in the key tray. If you need further assistance, see How to Get Help. How to Determine the Firmware Version in Your Lockbox At SentriLock, we continually strive to improve your REALTOR® Lockbox. As we add features, often requested by customers, the series and firmware of a lockbox may change. The series and firmware version in a REALTOR® Lockbox tells it what features are available and how to respond to various commands. Every REALTOR® Lockbox has a series and firmware version. Generally, most of the lockboxes in your Association will use the same series and firmware version. SentriLock customers use the following series of lockboxes: GENI OR GENII Series 6 SentriLock System Guide The SentriLock System Guide The visual difference between the GENI and GENII lockbox is the casting around the key compartment door. Only GENII lockboxes have the casting around the key compartment door. NXT and NXT Wireless Series The visual difference between the NXT and NXT Wireless lockbox is the NXT Wireless sticker on the front, left-side of the NXT Wireless lockboxes. Find Your Series and Firmware Version There are two ways to find the firmware version of a lockbox: The sticker on the back of the lockbox The Firmware Version field on the Lockboxes window in the REALTOR® Lockbox Web Site. Using the Sticker The sticker on the back of a lockbox gives you the serial number and firmware version for the lockbox. Above the bar code and to the right, you'll see the firmware version number. The following list shows an indication of the lockbox series and the firmware that goes with it: GENI-Firmware version 2.02-2.04 GENII-Firmware version 10.10-10.14 NXT-Firmware version 20.20-23.89 NXT Wireless-Firmware version 24.30 or higher Some features are only available to lockboxes depending upon their firmware. Note: If you have a lockbox and you've worked with SentriLock to upgrade the firmware of that lockbox, the information on the sticker may no longer be accurate. In this case, check the REALTOR® Lockbox Web Site to find the firmware version of a specific lockbox. Using the REALTOR® Lockbox Web Site Log in to the REALTOR® Lockbox Web Site. To access the Web site, use your Web browser to access: http://lockbox.sentrilock.com/lbs You will need your SentriLock ID and password to log in to the Web site. The SentriLock System Guide SentriLock System Guide 7 1. From the Main Menu window, click My Lockboxes or Lockboxes. 2. From the Lockboxes window, use the drop-down lists in the Search bar to search for the serial number of the lockbox. The search results will display on the Lockboxes window. 3. The Firmware Version field on the Lockboxes window lists the firmware version of the lockbox. Note: The Firmware Version field on the Edit Association window displays the firmware version in use on the majority of the lockboxes in your Association. The firmware version in this field determines what features and settings are available to the Agents in your Association. For example, if your Association is using firmware 10.11 and you have a lockbox with firmware 20.20, your lockboxes will use features and settings available in firmware 10.11. Available Features and Settings by Firmware Version There are three different firmware versions that affect the lockbox settings; 2.03, 10.11 and 20.20. If you have a lockbox using firmware 10.13, the lockbox will have access to the settings in firmware 2.03 and 10.11. The following settings are available for each type of firmware: Settings available to Lockboxes with a firmware version of 2.03 or greater: Enable Affiliate Cards Enable Assistant Cards Affiliates Require CBS Code Make 1 Day Codes Unique by Lockbox Make Dynamic CBS Codes Unique by Lockbox Loan Lockbox to Team Member on FUNC 2 Do Not Clear Contractor Mode on Shackle Release Settings available to lockboxes with a firmware version of 10.11 or greater: Time Limited 1 Day Codes Default 1 Day Code Time Limit (in minutes) Time Limited 1 Day Code Minimum Time Limit (in minutes) Time Limited 1 Day Code Maximum Time Limit (in minutes) Settings available to lockboxes with a firmware version of 20.20 or greater: Send Low Battery Notifications To enable any of these settings on all of your lockboxes, use the Agent Default Lockbox Settings window on the REALTOR® Lockbox Web Site, You can use the SentriLock Card Utility/SentriCard® Utility to customize a single lockbox. If you need further assistance, see How to Get Help. Using Your Lockbox This section includes information on how to use your lockbox. How to Assign a Lockbox to a Listing There are two ways you can assign a lockbox to a listing: 8 SentriLock System Guide The SentriLock System Guide 1. You can use the SentriLock Card Utility/SentriCard® Utility or REALTOR® Lockbox Web Site to assign a lockbox to a listing. 2. You can use the keypad on the lockbox to assign it to a listing. Using the SentriLock Card Utility/SentriCard® Utility or REALTOR® Lockbox Web Site 1. Use the SentriLock Card Utility/SentriCard® Utility to log in to the REALTOR® Lockbox Web Site. Insert your SentriCard® into the card reader attached to your PC or your Broker's office PC. The SentriLock Card Utility/SentriCard® Utility will display the Login window. If the SentriLock Card Utility/SentriCard® Utility does not display the Login window, click Start |Programs | SentriLock Card Utility or SentriCard® Utility. The SentriLock Card Utility/SentriCard® Utility will detect your ID and fill in the SentriLock ID field automatically. Enter your password in the Password field. Click Login to access the Main Menu window. Alternatively, you can access the REALTOR® Lockbox Web Site directly. To access the Web site directly, use your Web browser to access http://lockbox.sentrilock.com/lbs. You will need your SentriLock ID and password to log in to the Web site. 2. Click My Lockboxes or Lockboxes. 3. Click the serial number of a lockbox. You can use the Search bar to search for a specific lockbox. 4. From the Edit Lockbox window, click the Select button next to the Listing field. 5. Use the Select Listing window to select the listing you'd like to assign to the lockbox you selected. You can use the Search bar to search for a specific listing. After you select a listing, click OK. 6. Click Save Changes. Using the Lockbox Keypad 1. Insert your SentriCard® into the lockbox. Enter your PIN and press ENT. 2. You can enter either one of the following commands to assign a listing to a lockbox: FUNC + 2 + MLS Number + ENT FUNC + 2 + Numeric Portion of the Listing's Address + ENT If you have a listing at 282 S. Main St. you could enter FUNC + 2 + 282 + ENT to assign a lockbox to a listing. 3. When you finish, renew your SentriCard® to update the SentriLock Server with the listing and lockbox information. Note: If you renew your SentriCard® and the SentriLock Server is unable to find the listing information, the Location column on the Lockboxes window will display Pending Assignment to Location No. followed by the number you entered into the lockbox keypad. You can click Pending Assignment to Location No. to open the Edit Lockbox window. You can use the Listing field on the Edit Lockbox window to assign a lockbox to a listing. If the listing is not on the SentriLock Server, SentriLock will import the listing from your MLS system and attempt to re-assign the lockbox to the listing. SentriLock usually imports information nightly from your MLS. If SentriLock does not import information from your MLS, you'll need to manually enter the listing. If several days have passed and the SentriLock Server has not imported a listing that matches what you entered into the keypad and you have not used the Edit Lockbox window to assign the listing to the lockbox, the SentriLock Server will send you an e-mail message. The e-mail message will let you know it was unable to assign the lockbox to the listing. Unassigning a Lockbox From a Listing You can assign the lockbox to another listing in the REALTOR® Lockbox Web Site or from the lockbox keypad. You can click the Remove from Listing button in the Listing group on the Edit Lockbox window in the REALTOR® Lockbox Web Site. The SentriLock System Guide SentriLock System Guide 9 If your lockbox uses firmware version 2.03 or higher, you can release the shackle from the lockbox to clear the listing assignment. If your lockbox uses firmware version 2.03 or higher, you can release the shackle more than 24 hours after assigning the lockbox to a listing in order to clear the listing assignment. If you need further assistance, see How to Get Help. How to Take Ownership of a Lockbox If you purchased lockboxes from your Association, you'll need to take ownership of the lockboxes right away. When you purchase lockboxes from your Association, they have no owner. The first person to insert their SentriCard® into the lockbox takes ownership of it. If your Broker distributes lockboxes to the Agents in their offices, your office may use Broker Sharing. Under Broker Sharing, the Broker actually owns the lockboxes. The Agents are authorized users and have ownership privileges on the lockboxes. For more information about Broker Sharing, refer to The REALTOR® Lockbox Association Guide. If you need further assistance, see How to Get Help. How to Transfer Ownership of a Lockbox If you are an Agent, you can transfer one or all of your lockboxes to no owner or to another Agent in your Association. You can use the instructions below to transfer your lockbox: Note: If you're transferring ownership of a lockbox that someone assigned to a listing or has custom settings, the SentriLock Server will remove this information from the lockbox during the transfer. 1. Use the SentriLock Card Utility/SentriCard® Utility to log in to the REALTOR® Lockbox Web Site. Insert your SentriCard® into the card reader attached to your PC or your Broker's office PC. The SentriLock Card Utility/SentriCard® Utility will display the Login window. If the SentriLock Card Utility/SentriCard® Utility does not display the Login window, click Start | Programs | SentriLock Card Utility/SentriCard® Utility. The SentriLock Card Utility/SentriCard® Utility will detect your ID and fill in the SentriLock ID field automatically. Enter your password in the Password field. Click Login to access the Main Menu window. Alternatively, you can access the REALTOR® Lockbox Web Site directly. To access the Web site directly, use your Web browser to access http://lockbox.sentrilock.com/lbs. You will need your SentriLock ID and password to log in to the Web site. 2. Click My Lockboxes. Click the serial number of the lockbox you'd like to transfer. You can use the Search bar to search for a specific lockbox. 3. On the Edit Lockbox window, click Transfer Ownership. 4. On the Transfer Ownership window, you can select Transfer Ownership to No One or Select an Agent. Note: To transfer all of your lockboxes, check the Transfer All My Lockboxes check box. If you check this box, you will transfer all of your lockboxes to another Agent or to no one. Transfer ownership to no one 1. Select Transfer ownership to no one. 2. Click Submit Transfer Request. The SentriLock Server will display the Lockboxes window. After you transfer the lockbox, you need to renew your SentriCard®. If you used the SentriLock Card Utility/SentriCard® Utility to transfer a lockbox, click Main Menu. On the Card Functions pane, click Renew SentriCard. If you used the REALTOR® Lockbox Web Site to transfer the lockbox, log out and use the SentriLock Card Utility/SentriCard® Utility to renew your SentriCard®. 3. Remove your SentriCard® from the card reader. 4. Insert your SentriCard® into the lockbox you are transferring. 10 SentriLock System Guide The SentriLock System Guide 5. When lockbox displays the READY light, it has no owner. 6. Now that the lockbox has no owner, any Agent can insert their SentriCard® into the lockbox to take ownership of it. Select an Agent 1. Click the Select button at the end of the Select an Agent field. 2. On the Select Agent window, select the Agent you want to transfer your lockbox to and click OK. 3. Click Submit Transfer Request. 4. The Lockboxes window displays Pending Transfer next to the serial number. 5. Remove your SentriCard® from the card reader. 6. The Agent you selected from the Select Agent window must renew their SentriCard® and insert it into the transferred lockbox within the specific time frame, or the transfer request will expire and you will still own the lockbox. If the Agent completes the transfer process within the specific time frame, the lockbox will make a series of beeps when they insert their card into it, then it will display the CODE light to signal success. The specified time frame varies from Association to Association. Generally, the Agent you selected must complete the transfer within 72 hours, or your Association's SentriCard® renewal period, whichever is greater. For example, if the Association requires Agents to renew their SentriCard® every 7 days, Agents will have 7 days to complete the transfer. If the renewal period is 1 day, Agents have 72 hours to complete the transfer. 7. After the Agent takes ownership of the lockbox, they should renew their SentriCard®. Once the Agent renews their card, they can use the SentriLock Card Utility/SentriCard® Utility or REALTOR® Lockbox Web Site to view information about the lockbox. If you need further assistance, see How to Get Help. What is a Contractor Code? A contractor code is similar to a 1 day code. Both codes provide access without the use of a SentriCard®, but with some differences. Contractor mode must be enabled on the lockbox in order for contractor codes to work. The owner of the lockbox is assigned three contractor codes for use and these codes will work indefinitely as long as the contractor mode is active on the lockbox. To view how to enable contractor mode, see Turning on Contractor Mode. If you need further assistance, see How to Get Help. Turning on Contractor Mode When you turn on contractor mode, anyone with the lockbox's contractor codes can use them to open the key compartment without a SentriCard®. How to Turn On Contractor Mode 1. Insert your SentriCard® into your lockbox. Wait until the CODE light displays then enter your PIN and press ENT. 2. After the lockbox displays the READY light, enter FUNC + 6 + 1 + ENT. Note: If you would like to turn off contractor mode, you can enter FUNC + 6 + 0 + ENT. 3. Remove your SentriCard® from the lockbox. The SentriLock System Guide SentriLock System Guide 11 You can find your contractor codes on the tri-fold card carrier sheet that came with your SentriCard®. You can also use the SentriLock Card Utility/SentriCard® Utility or REALTOR® Lockbox Web Site to find a lockbox's contractor codes. How to Find Your Contractor Codes Using the REALTOR® Lockbox Web Site 1. Use the SentriLock Card Utility/SentriCard® Utility to log in to the REALTOR® Lockbox Web Site. Insert your SentriCard® into the card reader attached to your computer or your Broker's office computer. The SentriLock Card Utility/SentriCard® Utility will display the Login window. If the SentriLock Card Utility/SentriCard® Utility does not display the Login window, click Start |Programs | SentriLock Card Utility/SentriCard® Utility. The SentriLock Card Utility/SentriCard® Utility will detect your ID and fill in the SentriLock ID field automatically. Enter your password in the Password field. Click Login to access the Main Menu window. Alternatively, you can access the REALTOR® Lockbox Web Site directly. To access the Web site directly, use your Web browser to access http://lockbox.sentrilock.com/lbs. You will need your SentriLock ID and password to log in to the Web site. 2. Click My Lockboxes. On the Lockboxes window, click the serial number of the lockbox. 3. On the Edit Lockbox window, click Default Lockbox Settings or Custom Lockbox Settings. 4. The Contractor Code fields on the Default Lockbox Settings or Custom Lockbox Settings windows will display the contractor codes for the lockbox you selected from the Lockboxes window. When you remove the shackle from a lockbox, the lockbox usually turns off contractor mode. With contractor mode off, you cannot use a contractor code to access the key compartment. If your Association uses lockboxes with firmware version 2.03 or higher, you may be able to check the Don't Clear Contractor Mode on Shackle Release check box on the Agent Default Lockbox Settings window. If you check this box, the lockbox will not turn off contractor mode when you remove the shackle. Note: if you remove the shackle from a lockbox within 24 hours of using Customize a Lockbox, the lockbox will not turn off contractor mode. In addition, the lockbox will retain all of its codes and settings. If you need further assistance, see How to Get Help. Using a Contractor Code You can use the following instructions to open the key compartment of a lockbox with a contractor code: 1. On the lockbox's keypad, press and hold ENT. This will "wake up" the lockbox. 2. When the lockbox lights up the keypad, enter your contractor code. For example 0125489, and press ENT. Note: All contractor codes begin with zero (0). You need to include the zero when entering a contractor code into the keypad. 3. The lockbox will open the key compartment. If the CODE and ERROR lights alternate after you enter a contractor code, you've entered an incorrect code. You should verify the code with the owner of the lockbox. If you need further assistance, see How to Get Help. Customize/Change the Codes and Settings on a Lockbox You can change the codes and settings on your REALTOR® Lockboxes at any time. You can change the codes and settings for a single lockbox or for all of your lockboxes. If you want to temporarily change some of the codes and settings on a lockbox, you can customize it. When you customize a lockbox, you can also assign the lockbox to a listing. You can change the various codes and settings on the lockbox. When you remove the lockbox from the listing (by removing its shackle), the lockbox loses all of the custom codes and settings. When you customize a lockbox, you are making temporary changes to your codes and settings. 12 SentriLock System Guide The SentriLock System Guide If you want to make persistent changes (those that will remain on the lockbox after you release the shackle) to some of the codes and settings on all of your lockboxes, you can use the Agent Default Lockbox Settings window. Customizing a Single Lockbox 1. Use the SentriLock Card Utility/SentriCard® Utility to log in to the REALTOR® Lockbox Web Site. Insert your SentriCard® into the card reader attached to your PC or your Broker's office PC. The SentriLock Card Utility/SentriCard® Utility will display the Login window. If the SentriLock Card Utility/SentriCard® Utility does not display the Login window, click Start |Programs | SentriLock Card Utility/SentriCard® Utility. The SentriLock Card Utility/SentriCard® Utility will detect your ID and fill in the SentriLock ID field automatically. Enter your password in the Password field. Click Login to access the Main Menu window. 2. From the Card Functions pane on the Main Menu, click Customize a Lockbox. 3. Use the Select Lockbox window to select the lockbox you're customizing. To select a lockbox, click its serial number. After you customize a lockbox, you'll need to insert your SentriCard® into the lockbox. This has to be done within 24 hours of when the lockbox was customized. Make sure you have access to the lockbox you select. 4. After clicking on the serial number of the lockbox you want to customize, you can select the region you want the lockbox to be customized for. Choose the Select button after you have chosen your desired region. 5. After clicking Select, you will be taken to the Custom Lockbox Settings window. When you customize a lockbox, you can also assign the lockbox to a listing. To assign a lockbox to a listing, click the Select button next to the Listing field to open the Select Listing window. You can use the Search bar on the Select Listing window to search for a listing. After you select a listing, click the Submit Changes button on the Select Listing window. 6. You can use the Custom Lockbox Settings window to change any of codes and settings on the lockbox you selected. For example, you can enter a new shackle code in the Shackle Code field. You can use the Contractor Code fields to enter up to three contractor codes. Note: If you check Auto Reset to Defaults After Shackle Release, you may lose any custom settings you entered on the Customize a Lockbox window. When a lockbox loses its custom settings, it loads the settings from the Agent Default Lockbox Settings window. However, your lockbox may not lose its custom settings. If you remove the shackle within 24 hours of customizing it, the lockbox will retain the custom settings you selected. This gives you time to customize the lockbox and place it on your listing. If you do not check Auto Reset to Defaults After Shackle Release, your lockbox will not lose its custom settings when you release the shackle. You can manually clear the custom settings from your lockbox. To manually clear the custom settings, insert your SentriCard® into your lockbox and enter your PIN and ENT. When the lockbox displays the READY light, enter FUNC + 6 + 5 + ENT. 7. When you finish making changes to the Custom Lockbox Settings window, click Finish. 8. The SentriLock Card Utility/SentriCard® Utility will update your SentriCard®. When it's finished, remove your SentriCard® from your card reader and insert it into the lockbox. 9. If you want to customize another lockbox and assign it to a listing, you can repeat these instructions. Changing the Settings on All Lockboxes You can use the instructions below to use the Agent Default Lockbox Settings window to make persistent changes to the codes and settings on all of your lockboxes. 1. Use the SentriLock Card Utility/SentriCard® Utility to log in to the REALTOR® Lockbox Web Site. Insert your SentriCard® into the card reader attached to your PC or your Broker's office PC. The SentriLock Card Utility/SentriCard® Utility will display the Login window. If the SentriLock Card Utility/SentriCard® Utility does not display the Login window, click Start |Programs | SentriLock Card Utility/SentriCard® Utility. The SentriLock Card Utility/SentriCard® Utility will detect your ID and fill in the SentriLock ID field automatically. Enter your password in the Password field. Click Login to access The SentriLock System Guide SentriLock System Guide 13 the Main Menu window. Alternatively, you can access the REALTOR® Lockbox Web Site directly. To access the Web site directly, use your Web browser to access http://lockbox.sentrilock.com/lbs. You will need your SentriLock ID and password to log in to the Web site. 2. Click My Account. On the Edit Agent window, click Default Lockbox Settings. Note: If you are a Broker or Association Administrator, you can access the Default Lockbox Settings window by clicking Agents. From the Agents window, you can click the Agent's name to access the Edit Agent window. 3. You can use the Agent Default Lockbox Settings window to edit the codes and settings for all of your lockboxes. For example, you can enter a new shackle code in the Shackle Code field. You can use the Contractor Code fields to enter up to three contractor codes. 4. When you finish editing the fields on the Agent Default Lockbox Settings window, click Save Changes. 5. After you click Save Changes, renew your SentriCard®. When you renew your SentriCard®, the SentriLock Server will update your SentriCard® with the changes you made to the Agent Default Lockbox Settings window. After you renew your SentriCard®, you'll need to insert your SentriCard® into each one of your lockboxes. This will update your lockboxes with the changes from the Agent Default Lockbox Settings window. Note: If you previously customized a lockbox, you should update the lockbox with your new default settings. This will ensure that when you remove the shackle or clear the custom settings from the lockbox, it will use your new default lockbox settings. If you need further assistance, see How to Get Help. ERROR Light When Releasing the Shackle If you try to remove the shackle from the lockbox and it makes five, triple beeps (these are the shackle release warning beeps) then the lockbox displays the ERROR light, you can try the following: Try supporting the weight of the lockbox while removing the shackle. If your lockbox is hanging on a door knob when you try to remove the shackle, the weight of the lockbox can stall the motor that releases the shackle. Holding the lockbox while releasing the shackle can prevent this problem. 14 SentriLock System Guide The SentriLock System Guide While the lockbox is making its five-triple beeps, try gently compressing the shackle (pressing the shackle into the lockbox). Do not pull on the shackle while the lockbox is making the shackle release warning beeps. If you try to remove the shackle while the lockbox is beeping, the lockbox will not release the shackle. If the CODE and ERROR lights are blinking after you enter your shackle code, you entered an incorrect shackle code. If the CODE and ERROR lights are blinking after pressing FUNC + 1 + ENT, you do not have permissions to release the shackle to the lockbox. If you need further assistance, see How to Get Help. How to Open the Key Compartment You can use the following instructions to access the key compartment of a lockbox. 1. Insert your SentriCard® into a lockbox. Wait until the CODE light displays then enter your PIN and press ENT. 2. If the lockbox displays the steady CARD and ERROR lights, your SentriCard® might be expired. You need to renew your SentriCard® if it is expired. If the lockbox displays the steady CARD and ERROR lights and your SentriCard® is valid, the lockbox’s internal clock needs to be updated. Please see How to Update the Lockbox Clock for further assistance. 3. After you enter your PIN, the lockbox will display the READY light. If you immediately remove your SentriCard® from the lockbox while the READY light is lit (and you have not entered another lockbox command) the lockbox will open the key compartment. To open the key compartment after you've entered other commands, enter FUNC + 3 + ENT. The SentriLock System Guide SentriLock System Guide 15 If you need further assistance, see How to Get Help. How to Release the Shackle Lockbox owners and their team members can use their SentriCard® to release the shackle from the lockboxes they own or borrow. Other Agents in the Association may be able to use their SentriCards® and the lockbox's shackle release code to release the shackle from the lockbox. Note: If your Association uses lockboxes with firmware version 2.03 or higher, you can allow homeowners to release the shackle from a lockbox using a homeowner shackle release code. To find out about using homeowner shackle release, see How to Use Homeowner Shackle Release. To find out what firmware your lockbox has, see How to Determine Your Lockbox Firmware. Lockbox Owner or Card Team Member If you are the lockbox owner or team member, you can use the following instructions to release the shackle from the lockboxes you own or borrow: 1. Insert your SentriCard® into your lockbox. Wait until the CODE light displays, then enter your PIN and press ENT. 2. Do not remove your SentriCard® from the lockbox. 16 SentriLock System Guide The SentriLock System Guide 3. When the lockbox displays the READY light, press FUNC + 1 + ENT. The lockbox will begin beeping. 4. While firmly holding the lockbox, gently press the shackle into the lockbox as the lockbox makes the triple beep sounds. After five triple beeps, the lockbox will display the READY light, indicating that it's time to pull the shackle out of the lockbox. The shackle will come all the way out of the lockbox. If you are not holding onto the lockbox when the shackle unlatches, it could fall to the ground! To replace the shackle, firmly press the shackle into the lockbox. The shackle is reversible, so it doesn't matter which way you insert it. You may have to wiggle it slightly to get it to go into the lockbox. Make sure you hear or feel a positive "click" that confirms the shackle latch has engaged. When you remove the shackle from a lockbox, you may lose any custom settings you selected. In addition, if you assigned a lockbox to a listing, the lockbox may lose the listing assignment when you remove the shackle. Agent With Shackle Release Code From time to time a lockbox owner may ask an Agent, who is not their card team member, to remove the shackle from their lockbox. A non card team member can use the lockbox owner's shackle release code to remove the shackle. Note: Before an Agent can use the shackle release code, the lockbox owner will need to check the Enable Shackle Release with Code check box on the Agent Default Lockbox Settings window. 1. Insert your SentriCard® into your lockbox. Wait until the CODE light displays, then enter your PIN and press ENT. 2. Do not remove your SentriCard® from the lockbox. 3. When the lockbox displays the READY light, press FUNC + 1 + Shackle Code + ENT. The lockbox will begin beeping. 4. While firmly holding the lockbox, gently press the shackle into the lockbox as the lockbox makes the triple beep sounds. After five triple beeps the lockbox will display the READY light, indicating that it's time to pull the shackle out of the lockbox. The shackle will come all the way out of the lockbox. If you are not holding onto the lockbox when the shackle unlatches, it could fall to the ground! To replace the shackle, firmly press the shackle into the lockbox. The shackle is reversible, so it doesn't matter which way you insert it. You may have to wiggle it slightly to get it to go into the lockbox. Make sure you hear or feel a positive "click" that confirms the shackle latch has engaged. When you remove the shackle from a lockbox, you may lose any custom settings you selected. In addition, if you assigned a lockbox to a listing, the lockbox may lose the listing assignment when you remove the shackle. If you need further assistance, see How to Get Help. How to use Homeowner Shackle Release Lockbox owners and their team members can allow a homeowner to release the shackle from a lockbox. This is beneficial to the homeowner who prefers to remove the lockbox from their home during the evening hours. Note: If your Association uses lockboxes with firmware version 2.03 or higher, you can allow homeowners to release the shackle from a lockbox using a homeowner shackle release code. To find out what firmware your lockbox has, see How to Determine Your Lockbox Firmware. Before a homeowner can use a homeowner shackle release code, the lockbox owner must set up the lockbox to allow the code. Before you can set up the lockbox, the homeowner or lockbox owner must select a 4 digit homeowner shackle release code. This code should not be the listing's address! Once you have a code, the lockbox owner or team member can insert their SentriCard® into the lockbox and enter their PIN. When the lockbox displays the READY light, enter FUNC + 5 + 6 + Homeowner Shackle Release Code + ENT to set up the shackle release code. After the lockbox owner or team member sets up the shackle release code, the homeowner can use the following instructions to release the shackle from the lockbox: 1. On the lockbox's keypad press and hold the ENT key. This will "wake up" the lockbox. The SentriLock System Guide SentriLock System Guide 17 2. When the lockbox lights up the keypad, enter the following commands: FUNC + 5 + 6 + Homeowner Shackle Release Code + ENT. The lockbox will begin beeping. 3. While firmly holding the lockbox, gently press the shackle into the lockbox as the lockbox makes the triple beep sounds. After five triple beeps, the lockbox will display the READY light, indicating that it's time to pull the shackle out of the lockbox. The shackle will come all the way out of the lockbox. If you are not holding onto the lockbox when the shackle unlatches, it could fall to the ground! Note: If you enable homeowner shackle release, you should also check the Do Not Clear Contractor Mode on Shackle Release check box on the Agent Default Lockbox Settings window in the REALTOR® Lockbox Web Site. If you do not check this box, the homeowner will disable homeowner shackle release the first time they remove the shackle from the lockbox. In addition, the lockbox will clear the homeowner shackle release code when the lockbox owner or team member uses FUNC + 1 + ENT to release the shackle. If you need further assistance, see How to Get Help. How to Use a Do Not Disturb Code The homeowner do not disturb code (DND code) is a code that a homeowner can enter into the lockbox to temporarily deny access to their home. When you or a homeowner use a DND code, showing Agents cannot use their SentriCard®, contractor code or 1 day code to access to the lockbox. You do not need a SentriCard® to enable do not disturb. You can use the following instructions to enable do not disturb: 1. On the lockbox's keypad press and hold the ENT key. This will "wake up" the lockbox. 2. When the lockbox lights up the keypad, enter the following commands on the keypad: FUNC + 4 + DND code + ENT. Note: You can find your DND code on the Agent Default Lockbox Settings window in the REALTOR® Lockbox Web Site or on the tri-fold Card Carrier Sheet you received with your SentriCard®. 3. If the lockbox displays a steady D.N.D. light, you have enabled do not disturb. If you entered an incorrect code, the lockbox will flash the ERROR light. Note: The Homeowner Do Not Disturb (DND) group on the Agent Default Lockbox Settings window displays the length of time the do not disturb period will last. Your Association determines the length of the do not disturb period. This length of time cannot be adjusted. When you try to access a lockbox that a homeowner set to do not disturb, the lockbox will display the D.N.D. light. If the lockbox displays a blinking D.N.D. light, one of the following conditions is true: The homeowner enabled do not disturb. The homeowner enabled privacy mode. To find out what privacy mode is, see What is Privacy Mode. At the homeowner's request, the owner of the lockbox set up times when the key compartment is unavailable. You are trying to access the key compartment outside of the access times specified by your Association. A blinking D.N.D. light means do not disturb will last longer than 15 minutes. If the lockbox displays a steady DND light, the do not disturb period is almost over. You can access the key compartment in 15 minutes or less. The lockbox owner and their team members can access the key compartment of their lockboxes while they are set to do not disturb. For lockbox owners and their team members, the DND light only warns them that the lockbox is set to do not disturb. In this situation, we advise you to contact the homeowner before entering the home. If you need further assistance, see How to Get Help. How to Use Privacy Mode Privacy mode allows homeowners and family members access to the key compartment of a lockbox while, at the same time, blocking access to SentriCard®, contractor codes and 1 day codes. 18 SentriLock System Guide The SentriLock System Guide Note: If your Association uses lockboxes with firmware version 2.03 or higher, you can allow privacy mode on your lockbox. To find out what firmware your lockbox has, see How to Determine Your Lockbox Firmware. Privacy mode is beneficial in situations where a parent or guardian isn't home when a child returns from school. The child can access the key in the lockbox while, at the same time, blocking access to Agents, contractors and 1 day code users. When an Agent, contractor or 1 day code user tries to access the key compartment of a lockbox in privacy mode, the lockbox will display the DND light. How to Use Privacy Mode Before a homeowner or family member can use privacy mode, the lockbox owner must set up privacy mode. Before you can set up privacy mode, the homeowner or lockbox owner must select a 4 - 7 digit privacy code. This code should not be the listing's address! Once you have a code, the lockbox owner can insert their SentriCard® into the lockbox and enter their PIN. When the lockbox displays the READY light, enter FUNC + 5 + 1 + Privacy Code +ENT to set up privacy mode. After the lockbox owner sets up privacy mode, the homeowner can use the following instructions to enable privacy mode on the lockbox. 1. On the lockbox's keypad press and hold the ENT key. This will "wake up" the lockbox. 2. When the lockbox lights up the keypad, enter the following commands: FUNC + 5 + 1 + Privacy Code +ENT. 3. The lockbox will open the key compartment and enter privacy mode. To turn off privacy mode, press the ENT key to wake up the lockbox. Once the keypad lights up, enter FUNC + 5 +0 + Privacy Code + ENT. The lockbox owner can use their SentriCard® and FUNC + 5 + 0 + ENT to turn off privacy mode. Note: When you release the shackle from the lockbox, it will no longer allow privacy mode. If you would like the lockbox to allow privacy mode after you release the shackle, check the Do Not Clear Contractor Mode on Shackle Release check box on the Agent Default Lockbox Settings window. This window can be found in the REALTOR® Lockbox Web Site. If you need further assistance, see How to Get Help. What is a 1 Day Code? 1 day codes allow anyone access to a lockbox key compartment without using a SentriCard®. 1 day codes are NOT static, meaning they change on a daily basis. 1 day codes are similar to contractor codes, but they change every day. Contractor codes are static, meaning someone can repeatedly use the same contractor code to access a lockbox for longer than one day. You can use 1 day codes to provide the security of giving time limited access to the lockbox key compartment without the hassle of having to visit your lockbox to change the access codes. A 1 day code can be generated for a lockbox up to two weeks prior to when the code is actually needed. 1 day codes are valid for one day and they expire at Midnight on the day they have been created for. You can select from nine different codes per day, per lockbox. Some Associations allow the use of generic 1 day codes. These codes will work on all of an Agent's lockboxes. Some Associations require 1 day codes to be specific to a particular lockbox, meaning the set of codes will only work on one of the Agent's lockboxes. There are different ways to create 1 day codes: 1. You can create a 1 day code using the SentriLock Card Utility/SentriCard® Utility or the REALTOR® Lockbox Web Site. For assistance in creating a 1 day code this way, see How to Create a 1 Day Code Using the Card Utility or the Web Site. 2. You can create a 1 day code using CARS. For assistance in creating a 1 day code this way, see How to Create a 1 Day Code Using CARS. The SentriLock System Guide SentriLock System Guide 19 3. You can create a 1 day code using the REALTOR® Mobile Web Site. For assistance in creating a 1 day code this way, see How to Create a 1 Day Code Using the Mobile Web Site. 4. You can get a 1 day code issued to you from SentriLock Technical Support. For assistance in getting a 1 day code this way, see How to Obtain a 1 Day Code From Technical Support. If you need further assistance, see How to Get Help. Create 1 Day Codes Using the Card Utility or the Web Site 1. Use the SentriLock Card Utility/SentriCard® Utility to log in to the REALTOR® Lockbox Web Site. Insert your SentriCard® into the card reader attached to your computer. The SentriLock Card Utility/SentriCard® Utility will display the Login window. If the SentriLock Card Utility/SentriCard® Utility does not display the Login window, make sure the SentriLock Card Utility/SentriCard® Utility is running on your computer. The SentriLock Card Utility/SentriCard® Utility will detect your ID and fill in the SentriLock ID field automatically if it is running. Enter your password in the Password field. Click Login to access the Main Menu window. Alternatively, you can access the REALTOR® Lockbox Web Site directly. To access the Web site directly, use your Web browser to access http://lockbox.sentrilock.com/lbs. You will need your SentriLock ID and password to log in to the Web site. 2. After logging in, go to the Main Menu window and click Add 1 Day Codes. 3. If the Agent field appears on the Add 1 Day Codes window, click the Select button to open the Select Agent window. You can use the Select Agent window to select an Agent. 4. If your Association uses lockboxes with firmware version 2.03 or higher, the Add 1 Day Codes window may display the Lockbox field. If the text You must select a lockbox appears below the Lockbox field, the Add 1 Day Codes window will require you to select a lockbox. This means the 1 day codes you create will only work with the lockbox you select. If the text You do not have to specify a lockbox appears below the Lockbox field, you can optionally create lockbox specific 1 day codes. If you do not select a lockbox, you will generate 1 day codes that will work on all of an Agent's lockboxes. To select a lockbox, click the Select button to open the Select Lockbox window. After you select a lockbox, click Submit Changes to save your selection. This will close the Select Lockbox window. Note: You can use the Make 1 Day Codes Unique for Each Lockbox check box on the Agent Default Lockbox Settings window to require the use of lockbox specific 1 day codes. 5. If your Association uses lockboxes with firmware version 3 (firmware version 2.03 and higher), the Add 1 Day Codes window may display the following check boxes: Create lockbox-specific codes for all lockboxes belonging to the select lockbox's owner Create codes only for lockboxes assigned to listings If you selected a lockbox, you can check the Create lockbox-specific codes for all of the selected agent's lockboxes check box to generate 1 day codes for all lockboxes owned by the Agent. If you check this box, you can also check the Create codes only for lockboxes assigned to listings check box. This will tell the SentriLock Server to create codes for those lockboxes assigned to listings. 20 SentriLock System Guide The SentriLock System Guide 6. Select a date or date range from the Date(s) Valid calendar. To generate codes for several days in a row, select the start date from the first calendar and the end date from the last calendar. To generate codes for a single day, select the same date from both calendars. 1 day codes expire at Midnight on the date you select. You can generate codes up to two weeks in advance. 7. Optionally, you can check the In Printable Format check box. If you check this box, the SentriLock Server will generate a report containing 1 day codes, the lockbox serial number(s) and the address assigned to the lockbox(es). Some Agents prefer to generate this type of print out for use in their office. If you need to give someone a 1 day code, you'll have them available without having to log in to the REALTOR® Lockbox Web Site to create them. 8. Click Generate Codes to create 1 day codes. After you click Generate Codes, the SentriLock Server displays the 1 Day Codes window. To view the 1 day codes you created, click the date in the Date Valid field. The SentriLock Server will display the Edit 1 Day Codes window. The Code field displays the 1 day codes you created. The SentriLock System Guide SentriLock System Guide 21 Note: Before anyone can use a 1 day code to access your lockboxes, you need to check the 1 Day Code Always On check box on the Agent Default Lockbox Settings window. If you do this, your lockboxes will accept the 1 day codes. If you made any changes to the Agent Default Lockbox Settings window, you'll need to update your lockbox. To update your lockbox, first renew your SentriCard® in a card reader. After you renew your SentriCard®, insert it into your lockbox. This will update your lockbox with the settings you selected from the Agent Default Lockbox Settings window. If you need further assistance, see How to Get Help. Create 1 Day Codes Using CARS CARS can generate a single 1 day code. The 1 day code is valid on the day you generate it for. For example, on Tuesday morning, you used CARS to generate a 1 day code. You can use the 1 day code anytime on Tuesday to access any one of your lockboxes. You can use the instructions below to use CARS to generate a 1 day code: 1. Call CARS at 513-618-5805. CARS is available 24 hours a day, 7 days a week. 2. If you are calling CARS from your cell phone, press 9 now. This will allow you to link your cell phone number with text messages. 3. Enter your SentriCard® serial number. 4. Enter your Personal Identification Number (PIN, code used with SentriCard® to access a lockbox) 22 SentriLock System Guide The SentriLock System Guide 5. At this point, CARS will tell you your SentriCard® status and available CARS renewals. You will also be given the Main Menu for CARS at this point. 6. Press 2 to generate a 1 day code. This will take you to the extension of CARS where you can generate a 1 day code. 7. Enter the lockbox serial number if prompted to provide it. Note: You will be prompted to provide the lockbox serial number if your Association does not allow generic 1 day codes. 8. Press 1 to repeat the 1 day code or press 2 to return to the Main Menu. There is no limit to the number of times you can call CARS to generate a 1 day code. If you need further assistance, see How to Get Help. Create 1 Day Codes Using the Mobile Web Site If you have a mobile device with Web access, you can log in to the REALTOR® Mobile Web Site and generate a 1 day code. To do this, follow these steps: 1. Use the Web browser on your mobile device to go to https://m.sentrilock.com/login/. 2. Enter your User Name (If you do not know your User Name, you can enter your SentriCard® Serial Number, including the starting letter and the nine digits). Contact SentriLock Technical Support at 1-877-736-8745 for assistance in verifying your User Name. 3. Enter your Password. (Same code you enter when renewing your card in a card reader or logging into the REALTOR® Lockbox Web Site). If you do not know your Password, contact SentriLock Technical Support at 1-877-736-8745 for assistance in verifying your Password. 4. Click the Login button. 5. Click on the Lockboxes menu. The SentriLock System Guide SentriLock System Guide 23 6. Enter the Serial Number of the lockbox and click Search. 7. Click on the Serial Number of the Lockbox. 8. Click 1 Day Code. 24 SentriLock System Guide The SentriLock System Guide 9. The 1 day code will be displayed. 10. You can enter the name or identification information for whomever will be receiving the code into the Assigned To field. It is not required to fill in this field. Note: The 1 day code will work to access the lockbox key compartment regardless of whether or not it has been assigned. Make sure you have verified security information for whomever you give these codes out to as these codes cannot be canceled. If you need further assistance, see How to Get Help. The SentriLock System Guide SentriLock System Guide 25 Get a 1 Day Code from Technical Support If you would like to contact Technical Support for assistance in getting a 1 day code, call our toll free number: 1-877736-8745. SentriLock Support is available daily from 8:00am - 12:00am (Midnight) Eastern Time, with the exception of the following holidays: New Year's Day Memorial Day Independence Day Labor Day Thanksgiving Day Christmas Eve Christmas Day If you need further assistance, see How to Get Help. How to Find 1 Day Codes You can use the REALTOR® Lockbox Web Site to create or find 1 day codes. Use the following instructions to find the 1 day codes you previously created. 1. Use the SentriLock Card Utility/SentriCard® Utility to log in to the REALTOR® Lockbox Web Site. Insert your SentriCard® into the card reader attached to your PC or your Broker's office PC. The SentriLock Card Utility/SentriCard® Utility will display the Login window. If the SentriLock Card Utility/SentriCard® Utility does not display the Login window, click Start |Programs | SentriLock Card Utility or SentriCard® Utility. The SentriLock Card Utility/SentriCard® Utility will detect your ID and fill in the SentriLock ID field automatically. Enter your password in the Password field. Click Login to access the Main Menu window. Alternatively, you can access the REALTOR® Lockbox Web Site directly. To access the Web site directly, use your Web browser to access http://lockbox.sentrilock.com/lbs. You will need your SentriLock ID and password to log in to the Web site. 2. From Main Menu window, click View 1 Day Codes. 3. The SentriLock Server will display the 1 Day Codes window. If you're an Agent, the 1 Day Codes window may display a list of 1 day codes you created. If you're a Broker or Association Administrator, you may see a list of 1 day codes the Agents in your office or Association created. Brokers can create 1 day codes for the Agents in their office. Association Administrators can create 1 day codes for all of the Agents in their Association. 4. To use a 1 day code from this window, locate the Agent's name in the Agent field or the lockbox serial number from the Lockbox field. In the row containing the Agent's name or lockbox serial number, click the date in the Date Valid field. The SentriLock Server displays the Edit 1 Day Codes window. You can use any of the codes on this window to access the lockbox(es) on the date you selected. In addition to displaying current 1 day codes, the 1 Day Codes window will display codes for the past 30 days. Note: If your Association uses lockboxes with firmware version 2.03 or higher, you may have generated lockbox specific 1 day codes. If the Lockbox field displays the serial number of a lockbox, the 1 day codes will only work with that particular lockbox. If the Lockbox field displays ALL, the 1 day codes will open all of the Agent's lockboxes. 5. Optionally, you can use the Assigned To field on the Edit 1 Day Codes window to add the name of the person who will use the 1 day code. The SentriLock Server will display the information from the Assigned To field on both the Lockbox Access Log and Access Report windows. 6. You can click Save Changes to save any changes you made on the Edit 1 Day Codes window. 26 SentriLock System Guide The SentriLock System Guide Note: Before anyone can use a 1 day code to access your lockboxes, you need to check the 1 Day Code Always On check box on the Agent Default Lockbox Settings window. If you do this, your lockboxes will accept the 1 day codes. You will not need to turn on contractor mode. If you made any changes to the Agent Default Lockbox Settings window, you'll need to update your lockbox settings. To find out how to update your lockbox settings How to Update Your Lockbox Settings. If you need further assistance, see How to Get Help. How to use 1 Day Codes You can use the following instructions to open the key compartment of a lockbox with a 1 day code. 1. On the lockbox's keypad, press and hold ENT. This will "wake up" the lockbox. 2. When the lockbox lights up the keypad, enter your 1 day code. For example 2862745, and press ENT. 3. The lockbox will open the key compartment. Some possible problems you may encounter when using a 1 day code and what to do about them: If the CODE and ERROR lights alternate after you enter a 1 day code, you've entered an incorrect code. You should verify the code with the owner of the lockbox. If pressing the ENT key in step 1 above does not wake up the lockbox (that is, the lockbox keypad does not light up), the lockbox owner may have locked the keypad (either with or without intending to). Normally, the lockbox unlocks its keypad when a showing agent inserts his or her SentriCard®. Since you are using a 1 day code, you probably do not have a SentriCard®. You can unlock the keypad by inserting a credit card or business card into the lockbox instead. When the lockbox beeps and lights up, remove your credit card. Wait for the lockbox CARD and ERROR lights to go out, and then start over with step 1 by pressing and holding the ENT key. If you need further assistance, see How to Get Help. How to Enable Time Limited 1 Day Codes Agents using the SentriLock system have the ability to issue 1 day codes that expire (or become invalid) after a specified period of time from the first use of that 1 day code. For example, if an agent issues a time limited 1 day code to a showing agent, that showing agent will be able to use the 1 day code at the lockbox and then after the specified amount of time that code will stop working at that lockbox. To use this feature your Association must have enabled its use. How an Agent Enables Time Limited 1 Day Codes 1. Login to the REALTOR® Lockbox Web Site directly or using the SentriLock Card Utility/SentriCard® Utility software. 2. Choose your Agent permission. 3. Click the My Account button at the top of the page. 4. Under the Agent section, click the Default Lockbox Settings button. 5. Look for the Time Limited 1 Day Codes section with the following settings: Time Limited 1 Day Codes - Check this box to enable Time Limited One Day Codes for your lockboxes. Uncheck this box to disable Time Limited One Day Codes for your lockboxes. The SentriLock System Guide SentriLock System Guide 27 1 Day Code Time Limit (in minutes) - The amount of time a Time Limited One Day Code takes to expire for a lockbox after it is used on that lockbox. 6. After making any changes, click the Save Changes button at the bottom of the page to save all the changes made on the Default Lockbox Settings page. 7. For any changes to Time Limited 1 Day Codes to take place, you must: a. Renew your SentriCard® using the SentriLock Card Utility/SentriCard® Utility. b. Insert your SentriCard® into each lockbox. c. Renew your SentriCard® using the SentriLock Card Utility/SentriCard® Utility again. Creating a Time Limited 1 Day Code After changing your Default Lockbox Settings, create a 1 day code as normal. To find out how to create a 1 day code, see How to Create a 1 Day Code. After generating a Time Limited 1 Day Code, a message will appear above the codes, specifying the amount of time the code takes to expire for each lockbox. If you need further assistance, see How to Get Help. What is a Call Before Showing (CBS) Code A call before showing code (CBS code) prevents Agents from accessing a lockbox with their SentriCard® until they call the listing Agent to obtain a CBS code. The CBS code is an additional code Agents need to enter into the lockbox before they can access the key compartment. Not all lockboxes use a CBS code. A listing Agent may choose to use this code to ensure that he or she knows about any showings prior to the actual showing date and time. Prior to showing the listing, the showing Agent must contact the listing Agent for the CBS code. There are two types of CBS codes: static and dynamic. A static CBS code does not change until you manually change it. A showing Agent can repeatedly use the same static CBS code to access the lockbox. If you decide to change the static CBS code, you'll need to do so via the SentriLock Card Utility/SentriCard® Utility. After you change the code, you need to insert your SentriCard® into your lockboxes to update them with the new static CBS code. A dynamic CBS code provides the security of giving time limited access to the key without the hassle of having to visit your lockbox to change codes. A dynamic CBS code is good for 1 day and expires at midnight. You can create a dynamic CBS code up to two weeks in advance. Before a lockbox will require a showing Agent to enter your static or dynamic CBS code, you have to turn on call before showing mode on the lockbox. For more information on turning on CBS mode, see How to Turn On CBS Mode. Note: If you refer to a document that says to enter the command: FUNC + 6 + 9 + ENT on a lockbox to turn on call before showing mode, unfortunately ,that keypad command does not work on all lockboxes. If your Association uses lockboxes with firmware version 2.03 or higher, the keypad command will work on your lockboxes. If your Association uses lockboxes with firmware version less than 2.03, your lockboxes will not allow this keypad command. To find out what firmware version your lockboxes use, see How to Determine Your Lockbox Firmware. If you need further assistance, see How to Get Help. 28 SentriLock System Guide The SentriLock System Guide How to Turn on CBS Mode on One or More Lockboxes Before anyone can use a call before showing (CBS) code to access the key compartment of a lockbox, you need to turn on CBS mode. You can use the following instructions to turn on call before showing mode on one or more of your lockboxes: Note: If your Association uses lockboxes with firmware version 2.03 or higher, you can use FUNC + 6 + 9 + ENT to turn on call before showing mode. In order to find out what firmware version your lockboxes have, see How to Determine Your Lockbox Firmware. 1. Use the SentriLock Card Utility/SentriCard® Utility to customize a lockbox. Insert your SentriCard® into the card reader attached to your PC or your Broker's office PC. The SentriLock Card Utility/SentriCard® Utility will display the Login window. If the SentriLock Card Utility/SentriCard® Utility does not display the Login window, click Start | Programs | SentriLock Card Utility or SentriCard® Utility . The SentriLock Card Utility/SentriCard® Utility will detect your ID and fill in the SentriLock ID field automatically. Enter your password in the Password field. Click Login to access the Main Menu window. Note: If the SentriLock Server prompts you to select a user permission, you can select either your Broker or Agent permission. Select your Broker permission to turn on call before showing mode on one of your Agent's lockboxes. Select your Agent permission to turn on call before showing mode on one of your lockboxes. 2. From the Card Functions pane, click Customize a Lockbox. 3. Use the Select Lockbox window to select the lockbox. You will turn on call before showing mode on the lockbox you select. Click the serial number of the lockbox to continue. Note: If you are a Broker, this window displays your lockboxes and your Agent's lockboxes. If you are an Agent, this window displays all of your lockboxes and your team member's lockboxes. 4. You can use the fields and check boxes on the Custom Lockbox Settings window to customize the various codes and settings on the lockbox you selected. To turn on call before showing mode, check the Always Require Call Before Showing check box. The Call Before Showing Code field displays the static CBS code a showing Agent could use to access the lockbox. You can edit the code in this field. Note: If you check the Auto Reset to Defaults After Shackle Release check box, removing the shackle may cause the lockbox to lose any custom settings you selected. However, your lockbox may not lose its custom settings. If you remove the shackle within 24 hours of using Customize a Lockbox, the lockbox will retain the custom settings you selected. This gives you time to customize the lockbox and hang it on your listing's door knob. When a lockbox loses its custom settings, it reloads the settings from the Agent Default Lockbox Settings window. 5. Click the Select button next to the Listing field. You can use the Select Listing window to select the listing you are customizing the lockbox for. The SentriLock Server does not require you to select a listing. 6. When you finish making changes, click Finish. The SentriLock Card Utility/SentriCard® Utility will display the SentriCard Successfully Written window. 7. The SentriCard Successfully Written window instructs you to insert your SentriCard® in the lockbox. When you insert your SentriCard® into the lockbox, you update the lockbox with the information from the Custom Lockbox Settings window. You will not enable call before showing mode until you insert your SentriCard® into the lockbox. If you want to turn on call before showing mode on another lockbox, repeat these steps. If you need further assistance, see How to Get Help. How to Turn on CBS Mode on All Lockboxes Before anyone can use a call before showing (CBS) code to access the key compartment of a lockbox, you need to turn on CBS mode. You can use the following instructions to turn on call before showing mode on all of your lockboxes: The SentriLock System Guide SentriLock System Guide 29 Note: If your Association uses lockboxes with firmware version 2.03 or higher, you can use FUNC + 6 + 9 + ENT to turn on call before showing mode. In order to find out what firmware version your lockboxes have, see How to Determine Your Lockbox Firmware. 1. Use the SentriLock Card Utility/SentriCard® Utility to log in to the REALTOR® Lockbox Web Site. Insert your SentriCard® into the card reader attached to your PC or your Broker's office PC. The SentriLock Card Utility/SentriCard® Utility will display the Login window. If the SentriLock Card Utility/SentriCard® Utility does not display the Login window, click Start |Programs | SentriLock Card Utility or SentriCard® Utility. The SentriLock Card Utility/SentriCard® Utility will detect your ID and fill in the SentriLock ID field automatically. Enter your password in the Password field. Click Login to access the Main Menu window. Note: If the SentriLock Server prompts you to select a user permission, you can select either your Broker or Agent permission. Select your Broker permission to turn on call before showing mode on one of your Agent's lockboxes. Select your Agent permission to turn on call before showing mode on one of your lockboxes. 2. From the Main Menu window, click My Account or Agents. Note: If you logged in with a Broker user permission, you can use the search bar to search for an Agent. 3. Click the Default Lockbox Settings button on the Edit Agent window. 4. You can use the fields and check boxes on the Agent Default Lockbox Settings window to customize the various codes and settings on all of your lockboxes. To enable call before showing mode, check the Always Require Call Before Showing check box. The Call Before Showing Code field displays the static CBS code a showing Agent could use the access the lockbox. You can edit the code in this field. 5. When you finish making changes on this window, click Save Changes. 6. After you click Save Changes you need to renew your SentriCard® and insert it into each one of your lockboxes. When you renew your SentriCard®, the SentriLock Server will update your SentriCard® with the codes and settings from the Agent Default Lockbox Settings window. When you insert your SentriCard® into your lockboxes, you update your lockboxes with the codes and settings from your SentriCard®. When you're ready to turn off CBS mode, you can do one of two things: If your Association uses lockboxes with firmware version 2.03 or higher, you can use FUNC + 6 + 8 + ENT to turn off call before showing mode. In order to find out what firmware version your lockboxes have, see How to Determine Your Lockbox Firmware. If you checked the Auto Reset to Defaults After Shackle Release check box on the Agent Default Lockbox Settings window, the lockbox will turn off call before showing mode when you release the shackle. If you customized the lockbox, you have 24 hours to release the shackle without losing your settings. All lockbox users can use the Auto Reset to Defaults After Shackle Release check box. If you need further assistance, see How to Get Help. How to Find the Static CBS Code When you took ownership of your lockboxes, you programmed them with certain default codes and settings. If you customized your lockbox(es) you may have changed some of the default codes and settings. You can use the instructions below to find out what codes and settings a lockbox is using, including the static CBS code: 1. Use the SentriLock Card Utility/SentriCard® Utility to login to the REALTOR® Lockbox Web Site. Insert your SentriCard® into the card reader attached to your PC or your Broker's office PC. The SentriLock Card Utility will display the Login window. If the SentriLock Card Utility does not display the Login window, click Start | Programs |SentriLock Card Utility. The SentriLock Card Utility will detect your ID and fill in the SentriLock ID field automatically. Enter your password in the Password field. Click Login to access the Main Menu window. Alternatively, you can access the REALTOR® Lockbox Web Site directly. To access the Web site directly, use your Web browser to access http://lockbox.sentrilock.com/lbs. You will need your SentriLock ID and password to log in to the Web site. 30 SentriLock System Guide The SentriLock System Guide Note: If the SentriLock Server prompts you to select a user permission, you can select either your Broker or Agent permission. Select your Broker permission to find the static CBS code for one of your Agent's lockboxes. Select your Agent permission to find the static CBS code for your lockboxes. 2. Click My Lockboxes or Lockboxes. Click the serial number of the lockbox. The SentriLock Server will display the Edit Lockbox window. 3. If you have several lockboxes, you can use the Search bar to search for a specific lockbox. 4. The Active Settings field on the Edit Lockbox window will display Default Lockbox Settings or Custom Lockbox Settings. If the Active Settings field displays Default Lockbox Settings, the lockbox is using your default settings. If the Active Settings field displays Custom Lockbox Settings, you customized the settings on this lockbox. This means, you may have created a custom static CBS code. 5. Click the Default Lockbox Settings or Custom Lockbox Settings button. The SentriLock Server will display the Agent Default Lockbox Settings or Custom Lockbox Settings window. 6. The Call Before Showing Code field displays the call before showing code for the lockbox you selected from the Lockboxes window. If you need further assistance, see How to Get Help. How to Create a Dynamic CBS Code A dynamic CBS code provides the security of giving time limited access to the key without the hassle of having to visit your lockbox to change codes. A dynamic CBS code is good for 1 day and expires at Midnight. You can create a dynamic CBS code up to two weeks in advance. If your Association uses lockboxes with firmware version below 2.03, you will generate a dynamic CBS code that will open all of an Agent's lockboxes. If your Association uses lockboxes with firmware version 2.03 or higher, you may be able to create a lockbox specific dynamic CBS code. In order to find out what firmware version your lockboxes have, see How to Determine Your Lockbox Firmware. You can use the following instructions to generate or view a dynamic CBS code: Note: If you do not have access to a computer, you can use CARS to generate a dynamic CBS code. To find out how to use CARS to generate a dynamic CBS code, see How to Create a Dynamic CBS Code Using CARS. 1. Use the SentriLock Card Utility to login to the REALTOR® Lockbox Web Site. Insert your SentriCard® into the card reader attached to your PC or your Broker's office PC. The SentriLock Card Utility/SentriCard® Utility will display the Login window. If the SentriLock Card Utility does not display the Login window, click Start | Programs |SentriLock Card Utility or SentriCard® Utility. The SentriLock Card Utility//SentriCard® Utility will detect your ID and fill in the SentriLock ID field automatically. Enter your password in the Password field. Click Login to access the Main Menu window. Alternatively, you can access the REALTOR® Lockbox Web Site directly. To access the Web site directly, use your Web browser to access http://lockbox.sentrilock.com/lbs. You will need your SentriLock ID and password to log in to the Web site. Note: If the SentriLock Server prompts you to select a user permission, you can select your Broker or Agent permission. You can select your Broker permission to generate a dynamic CBS code for one of your Agent's lockboxes. You can select your Agent permission to generate a dynamic CBS code for your lockboxes. 2. Click My Lockboxes or Lockboxes. On the Lockboxes window, click Dynamic CBS Code. 3. If you're an Agent, the Dynamic CBS Code window may display a list of dynamic CBS codes you generated. If you're a Broker or Association Administrator, you may see a list of dynamic CBS codes the Agents in your office or Association generated. Brokers can generate dynamic CBS codes for the Agents in their office. Association Administrators can generate dynamic CBS codes for all of the Agents in their Association. 4. To use a dynamic CBS code from this window, locate the Agent's name in the Agent field. In the row containing the Agent's name, click the date in the Date Valid field. The SentriLock Server displays the Add Dynamic Call Before Showing (CBS) Code window. You can use the code on this window to access the Agent's lockboxes on the date you selected. The SentriLock System Guide SentriLock System Guide 31 Note: If your Association uses s lockboxes with firmware version 2.03 or higher, you may have generated a lockbox specific dynamic CBS code. If the Lockbox field displays the serial number of a lockbox, the dynamic CBS code will only work with that particular lockbox. If the Lockbox field displays ALL, the dynamic CBS code will open all of the Agent's lockboxes. 5. To generate a new dynamic CBS code, click Add Dynamic CBS Code. 6. If the Agent field appears on the Add Dynamic Call Before Showing (CBS) Code window, click the Select button to open the Select Agent window. You can use the Select Agent window to select an Agent. After you select an Agent, click OK to save your selection and close the Select Agent window. 7. If your Association uses lockboxes with firmware version 2.03 or higher, the Add Dynamic Call Before Showing (CBS) Code window may display the Lockbox field. If the text, You must select a lockbox appears below the Lockbox field, the Add Dynamic Call Before Showing (CBS) Code window will require you to select a lockbox. This means the dynamic CBS code you create will only work with the lockbox you select. If the text You do not have to specify a lockbox appears below the lockbox field, the Add Dynamic Call Before Showing (CBS) Code window does not require you to select a lockbox. If you do not select a lockbox, you will generate a dynamic CBS code that will work on all of an Agent's lockboxes. You can use the Make Dynamic CBS Codes Unique for Each Lockbox check box on the Agent Default Lockbox Settings window to require the use of lockbox specific dynamic CBS codes. To select a lockbox, click the Select button to open the Select Lockbox window. After you select a lockbox, click OK to save your selection and close the Select Lockbox window. 8. Select a date from the Date Valid drop-down list. You will generate a dynamic CBS code for the date you select. Dynamic CBS codes expire at midnight on the date you select. You can select a date up to two weeks in advance. 9. When you finish, click Generate Codes on the Add Dynamic Call Before Showing (CBS) Code window. The SentriLock Server will display the dynamic CBS code on the Edit Dynamic Call Before Showing (CBS) Code window. Note: Optionally, you can use the Assigned To field on the Edit Dynamic Call Before Showing (CBS) Code window to add the name of the person(s) who will use the dynamic CBS code. 10. You can click Save Changes to save any changes you made on the Edit Dynamic Call Before Showing (CBS) Code window. 11. If the Agent enabled call before showing on their lockboxes, you can use the dynamic CBS code to access all of the Agent's lockboxes on the date in the Date Valid field. If you need further assistance, see How to Get Help. How to Use a CBS Code You can use the following instructions to open the key compartment of a lockbox with your SentriCard® and CBS code: 1. Insert your SentriCard® into the lockbox. When the lockbox displays the CODE light, enter your PIN and press ENT. Note: If you're using a 1 day code or contractor code to access the key compartment, the lockbox will not require you to enter a CBS code. 2. When the lockbox displays the READY light, remove your SentriCard® or press FUNC + 3 + ENT. The lockbox will display the CODE light. Enter the CBS code and press ENT. The lockbox will open the key compartment. If the CODE and ERROR lights alternate after you enter the CBS code, you've entered an incorrect code. You should verify the code with the owner of the lockbox. Note: The owner of the lockbox and their team members do not need a CBS code to access the key compartment. If you need further assistance, see How to Get Help. 32 SentriLock System Guide The SentriLock System Guide Do I Need a CBS Code With a 1 Day or Contractor Code? A call before showing (CBS) code is an additional code you may need to enter to access the key compartment of a lockbox. Not all lockboxes use a CBS code. A listing Agent may choose to use a CBS code to ensure that he or she knows about any showings prior to the actual showing date and time. If you're using a contractor code or 1 day code to access a lockbox that requires a CBS code, you do not need to enter the CBS code. When you use a contractor code or 1 day code, the lockbox does not require a CBS code. If you're using a contractor code or 1 day code, you've probably contacted the lockbox owner for the code and they are aware that you'll be accessing the lockbox. If you're using a SentriCard® to access the lockbox, you will need to enter a CBS code. If you need further assistance, see How to Get Help. Why Does My Lockbox Flash the MESSAGE Light? When an Agent inserts their SentriCard® into one of their lockboxes, it may flash the MESSAGE light. When the lockbox flashes the MESSAGE light multiple times, that usually means the battery inside the lockbox is low. However, in some cases, the lockbox will flash the MESSAGE light in freezing temperatures. If the battery in your lockbox is less than 2 years old and you're in cooler temperatures, you can ignore the flashing MESSAGE light. If the MESSAGE light is flashing, do not remove your SentriCard® from the lockbox. After the MESSAGE light flashes, the lockbox will display the CODE light. When the lockbox displays the CODE light, you can enter your PIN and press ENT. The lockbox may continue to operate as normal. However, it is imperative to replace the battery as soon as possible after seeing the MESSAGE light flash. If you need further assistance, see How to Get Help. Tips on Preserving Battery Life The REALTOR® Lockbox has internal lithium batteries. The batteries in GENI lockboxes last between 2 to 3 years, depending upon climate, storage and use. The batteries in GENII/NXT/NXT Wireless lockboxes last up to 6 years, depending upon climate, storage and use. There are a few things you can do to preserve the battery life in your lockboxes. The following tips can help to preserve the life of the battery: Lock the Keypad: You should lock the keypad to prevent activating it and possibly running down the battery. If you're transporting lockboxes to and from listings, it is a good idea to lock the keypad. If the keypad is locked and something heavy lands on the lockbox during transport, you will not activate the keypad and wear down the battery. You can lock the keypad in one of two ways: To manually lock the keypad, insert your SentriCard® and enter your PIN. When the lockbox displays the READY light, press FUNC + 6 + 7 + ENT. The SentriLock System Guide SentriLock System Guide 33 You can check the Auto Lock Keypad on Shackle Release checkbox on the Agent Default Lockbox Settings or Custom Lockbox Settings window. Note: If you lock the keypad, you'll need to unlock the keypad when using Contractor Codes or 1 Day Codes. You can insert your SentriCard® into the lockbox to unlock the keypad. Inserting any type of card, such as a driver’s license or credit card will also unlock the keypad. This can be done if you do not own a SentriCard® and need to unlock the keypad. Remove your SentriCard® from the Card Slot: Leaving your SentriCard® in the card slot on your lockbox will shorten the battery's life. We recommend using your SentriCard® to access and program your lockboxes. Do not store your SentriCard® in the card slot on the lockbox. Avoid Excessive Heat: Store your lockboxes away from any heat sources. We recommend storing them in a cool, dry location. If you need further assistance, see How to Get Help. Replace the Battery in a GENI/GENII (Silver) Lockbox The GENI or GENII (silver) REALTOR® Lockbox has an internal lithium battery. The batteries in GENI lockboxes last between 2 to 3 years, depending upon climate, storage and use. The batteries in GENII lockboxes last up to 6 years, depending upon climate, storage and use. Note: Do not remove old batteries from a lockbox until you have a replacement in hand. Also, do not carry unpackaged batteries in your pocket or purse as metal objects could cause a short circuit and thereby cause bodily harm or property damage. To replace the battery in a GENI or GENII (silver) lockbox, you'll need: 1. 1 lithium type 2CR5 battery. Contact your Association to obtain a battery for your lockbox. 2. A 5/64" hex/allen wrench or a T10 torx driver to remove the battery cover screws. Note: Use a 5/64” inch hex/allen wrench if the screws look like hexagons. Use a T10 torx driver if the screws look like stars. The battery cover for a GENI or GENII (silver) lockbox is easy to identify because it may have a white label affixed to it. It can be found on the back side of the lockbox. 34 SentriLock System Guide The SentriLock System Guide Follow the instructions below to replace the battery in a GENI or GENII (silver) lockbox: 1. Before replacing the battery, you should lock the keypad if the lockbox is still showing signs of activity. This will retain the current lockbox timekeeping settings while you are replacing the battery. If the lockbox is completely dead before replacing the battery, you do not need to lock the keypad. Insert your SentriCard® into the lockbox. When the lockbox displays the CODE light, enter your PIN + ENT. 2. On the keypad, press FUNC + 6 + 7 + ENT to lock the keypad. 3. To replace the battery, remove the new battery from its packaging and have it ready to install in the lockbox. The SentriLock System Guide SentriLock System Guide 35 4. Remove the two small screws that hold the battery cover on the back of the lockbox. You will need either a 5/64" hex / allen wrench or a T10 torx driver to remove the screws. You may be able to borrow these tools from your Association. 5. Once you remove the screws, the battery cover should come off and reveal the 2CR5 type lithium battery. Observe the orientation of the old battery. 6. To remove the battery, turn the lockbox face up. Tap the keypad side of the lockbox against the palm of your hand. This should dislodge the battery from the back of the lockbox. If the battery doesn't dislodge, tap the keypad side of the lockbox against a hard surface. Place the lockbox over a table before attempting to remove the battery. Do not let the battery fall to the ground. Be careful not to bend the battery contacts. 36 SentriLock System Guide The SentriLock System Guide 7. To install the new battery, place it directly over the battery compartment and push it straight down into the compartment. Do not try to slide the battery into the opening. You could damage the battery contacts. If you remove the battery for more than a few minutes; or if the battery runs down completely, you may need to update the lockbox clock. Note: The lockboxes have a memory backup circuit that will retain the lockbox settings and timekeeping system during a battery replacement. The memory backup circuit will only operate for a few minutes after the batteries have been removed from the lockbox. After replacing your lockbox battery, the internal clock on the lockbox may need to be updated if the memory backup circuit stopped operating during the battery replacement. The SentriLock System Guide SentriLock System Guide 37 It is recommended to update the lockbox clock after every battery replacement. For information on how to update the clock on a lockbox, see How to Update the Lockbox Clock. If you need further assistance, see How to Get Help. Replace the Battery in an NXT/NXT Wireless (Blue) Lockbox The NXT or NXT Wireless REALTOR® Lockbox has internal lithium batteries. The batteries in NXT/NXT Wireless lockboxes last up to 6 years, depending upon climate, storage and use. To replace the batteries in a NXT or NXT Wireless (blue) lockbox, you’ll need: 1. 2 lithium type CR123A batteries. Contact your Association in regards to obtaining batteries for your lockbox. 2. A Phillips head screwdriver to remove the battery cover screws. The battery cover for an NXT or NXT Wireless (blue) lockbox is easy to identify because it may have a label with a picture of a crossed out key affixed to it. It can be found inside the key compartment, against the back side of the lockbox. Note: If the lockbox shows no signs of activity and you cannot access the key compartment, the battery is dead. You can use a power paddle to provide a temporary charge to the lockbox and access the battery compartment. Contact your Association to obtain a power paddle. To see how to use a power paddle, see How to Use a Power Paddle. Follow the instructions below to replace the battery in a NXT or NXT Wireless (blue) lockbox: 1. Insert your SentriCard® into the lockbox and enter your PIN + ENT. Wait for the READY light and pull your SentriCard® out of the lockbox. This should open the lockbox key compartment. 38 SentriLock System Guide The SentriLock System Guide 2. After you open the key compartment, use a Phillips head screwdriver to remove the battery cover screws. 3. Flip the battery cover open and reveal the two batteries. The SentriLock System Guide SentriLock System Guide 39 4. Remove the two CR123A batteries with a screwdriver (or a finger) and dispose of them properly. Note: Do not remove old batteries from a lockbox until you have a replacement in hand. Also, do not carry unpackaged batteries in your pocket or purse as metal objects could cause a short circuit and thereby cause bodily harm or property damage. 5. Using two, new CR123A batteries, install each battery into their battery cavity with the positive terminal going in first. The terminals are staggered, so the batteries will be facing different directions. Refer to the battery cover for proper battery terminal positions. 40 SentriLock System Guide The SentriLock System Guide 6. After putting the new batteries into the lockbox, install the battery cover. There are tabs on the bottom of the cover that slide under the hooks directly above and behind the battery cavities. Slide the tabs in under these hooks at an angle and lower the front of the cover down flat. 7. Re-install the two battery cover screws with the Phillips head screwdriver. 8. After you replace the batteries, contact Technical Support at 1-877-736-8745, so we can document you have changed the battery in the NXT/NXT Wireless lockbox and make sure it is working properly before you use the lockbox. If you remove the battery for more than a few minutes; or if the battery runs down completely, you may need to update the lockbox clock. The SentriLock System Guide SentriLock System Guide 41 Note: The lockboxes have a memory backup circuit that will retain the lockbox settings and timekeeping system during a battery replacement. The memory backup circuit will only operate for a few minutes after the batteries have been removed from the lockbox. After replacing your lockbox battery, the internal clock on the lockbox may need to be updated if the memory backup circuit stopped operating during the battery replacement. It is recommended to update the lockbox clock after every battery replacement. For information on how to update the clock on a lockbox, see How to Update the Lockbox Clock. If you need further assistance, see How to Get Help. How to Use a Power Paddle The power paddle provides a temporary power source to the NXT and NXT Wireless (blue) series lockboxes. If the internal batteries in the lockbox are dead, you can use this temporary power source to allow the lockbox to open the key compartment in order to replace the internal lockbox batteries. The power paddle is powered by a 9 volt battery. The power paddle communicates with the lockbox by inserting the card attached to the top of the power paddle into the card slot on the lockbox. In order to obtain a power paddle, contact your Association for further information. Before Visiting the Lockbox With the Power Paddle Before visiting your lockbox with the power paddle, you MUST contact SentriLock Support. You must contact SentriLock Support with your SentriCard®, while you are at a SentriCard® card reader, at a PC. The reason you must do this is because SentriLock Support must place a file on your SentriCard® that will set the lockbox clock. Make sure to contact SentriLock Support for assistance in getting the time file on the actual day you will be using the Power Paddle at the lockbox. Note: Please know the lockbox serial number you will be using the power paddle on when contacting SentriLock Support. SentriLock Support needs this information in order to know what lockbox number the time file is being used on. In order to find out how to reach SentriLock Support, see How to Obtain Support. Before visiting your lockbox with the power paddle, it is important to make sure the power paddle is working properly. To do this, follow these steps: 42 SentriLock System Guide The SentriLock System Guide 1. Slide the Power switch to the ON position. 2. The green POWER light should illuminate. If this light does not illuminate, replace the 9 volt battery in the power paddle. Note: The battery compartment is located on the back of the power paddle. Before going to the lockbox to use the power paddle, make sure you have the following items: The power paddle Your SentriCard® 2, new CR123A batteries A Phillips head screwdriver Instructions on how to use the power paddle Instructions on how to replace the batteries in an NXT/NXT Wireless lockbox How to Use the Power Paddle 1. Insert the power paddle into the lockbox card slot. Note: Do not remove the power paddle from the lockbox. It must remain inserted into the lockbox card slot until the end of the procedure. 2. Slide the Power switch on the power paddle to the ON position. The green POWER light should illuminate. The SentriLock System Guide SentriLock System Guide 43 Note: If the green POWER light does not illuminate, you may need to replace the 9 volt battery inside the power paddle. The battery compartment is located on the back of the Power Paddle. 3. Once the power paddle is turned on, the red, Status A light will illuminate for approximately one minute. During this time, the power paddle is charging the lockbox. 4. When the power paddle finishes charging the lockbox, the yellow, Status B light will illuminate. 5. Once the yellow, Status B light has illuminated, insert your SentriCard® into the card slot on the left side of the power paddle. The card must be inserted face up with the gold chip going in first. 44 SentriLock System Guide The SentriLock System Guide The steps to use the power paddle at an NXT Series lockbox and an NXT Wireless Series lockbox are different. Please follow the steps according to which lockbox you are using the power paddle on. To determine what type of NXT lockbox you are using the power paddle on, refer to the front, left side of the lockbox. If you find a Wireless sticker here, you are using an NXT Wireless lockbox. If this sticker is not there, it is an NXT lockbox. NXT Lockbox 6. The Lockbox should illuminate the CARD and CODE lights. 7. Wait for the green, Status C light to illuminate on the power paddle. 8. Enter your PIN + ENT on the lockbox keypad. 9. The lockbox will display the green, READY light. 10. Press FUNC + 3 + ENT on the lockbox keypad. 11. The lockbox will open the key compartment, allowing access to the battery compartment. 12. After the key compartment opens, remove the power paddle from the lockbox. 13. Slide the Power switch on the power paddle to the OFF position. NXT Wireless Lockbox 6. Press and hold the ENT key on the lockbox keypad for approximately 2 seconds. 7. Press FUNC + FUNC + 9 + ENT on the lockbox keypad. 8. The lockbox will illuminate the CARD and CODE lights. 9. Wait for the green, Status C light to illuminate on the power paddle 10. Enter your PIN + ENT into the lockbox keypad. 11. The lockbox will display the green, READY light. 12. Press FUNC + 3 + ENT on the lockbox keypad. 13. The lockbox will open the key compartment, allowing access to the battery compartment. 14. After the key compartment opens, remove the power paddle from the lockbox. The SentriLock System Guide SentriLock System Guide 45 15. Slide the Power switch on the power paddle to the OFF position. For instructions on how to replace the batteries on an NXT/NXT Wireless lockbox, see How to Replace the Batteries on an NXT/NXT Wireless Lockbox. If you need further assistance, see How to Get Help. Do I Need to Update the Clock on My Lockbox? Each lockbox has an internal clock that retains the lockbox settings and timekeeping system. It is important to remember this when changing out your lockbox battery. After replacing your lockbox battery, the internal clock on the lockbox may need to be updated if the memory backup circuit stopped operating during the battery replacement. It is recommended to update the lockbox clock after every battery replacement. You can determine whether or not your lockbox’s internal clock is off using various methods: Test the use of a valid 1 day code on the lockbox. If you receive the CODE and ERROR lights when using a valid 1 day code to access the lockbox, the internal clock on the lockbox needs to be updated. If an Agent inserts their valid SentriCard® into the lockbox and enters their PIN + ENT and receives the solid CARD and ERROR lights, the internal clock on the lockbox needs to be updated. If the lockbox was completely dead before the battery was replaced in it, the clock needs to be updated once a new battery has been put into the lockbox. For assistance in finding out how to update the internal clock on a lockbox, see How to Update the Internal Lockbox Clock. If you need further assistance, see How to Get Help. How to Update the Lockbox Clock Each lockbox has an internal clock that retains the lockbox settings and timekeeping system. It is important to remember this when changing out your lockbox battery. After replacing your lockbox battery, the internal clock on the lockbox may need to be updated if the memory backup circuit stopped operating during the battery replacement. It is recommended to update the lockbox clock after every battery replacement. There are three different ways to update the internal clock on a lockbox: 1. You can update the clock using your SentriCard® and the SentriLock Card Utility/SentriCard® Utility software at a PC. 2. You can contact Technical Support for assistance in getting a time file placed on your SentriCard®, using the SentriLock Card Utility/SentriCard® Utility software at a PC. For assistance in contacting Technical Support, see How to Obtain Support. 3. You can contact Technical Support for assistance in getting a clock update code. For assistance in contacting Technical Support, see How to Obtain Support. Note: The clock update codes can only be generated for lockboxes with firmware version 2.03 or higher. If your lockbox does not have this type of firmware, you have to reset your clock using the SentriLock Card Utility/SentriCard® Utility software at a PC. For assistance in finding out how to determine the firmware on a lockbox, see How to Determine Lockbox Firmware. How to Update the Internal Lockbox Clock Using the SentriLock Card Utility/SentriCard® Utility Software If you would like to update the internal lockbox clock using the SentriLock Card Utility/SentriCard® Utility software, you must be sure you are using the software at a PC, with a card reader. You can use the following steps to update the clock this way: 1. Insert your SentriCard® into the card reader attached to your PC. The SentriLock Card Utility/SentriCard® Utility will display your ID in the SentriLock ID field. Enter your password in the Password field and click Login. 46 SentriLock System Guide The SentriLock System Guide 2. On the Card Functions pane, click Set Lockbox Clock. 3. Click the serial number of the lockbox. 4. Click Yes on the Local Lockbox Program message. 5. The SentriLock Card Utility/SentriCard® Utility will display the Updating Card window. The SentriLock Card Utility/SentriCard® Utility will prompt you to remove your SentriCard® from the card reader and insert it into your lockbox. 6. After you insert your SentriCard® into the lockbox, you will hear a series of beeps. 7. When the lockbox displays the CODE light, you have successfully updated the clock. How to Update the Internal Lockbox Clock Using a Time File If you would like to update the internal lockbox clock using a time file, you can contact Technical Support for assistance in getting this file placed on your SentriCard®. You must contact Technical Support from a card reader at a PC in order to get this time file placed on your SentriCard®. Note: Agents will typically obtain a time file from Technical Support when trying to update the clock on a lockbox with firmware version below 2.03, as well as a lockbox they do not have ownership permissions to. For assistance in finding out how to determine the firmware on a lockbox, see How to Determine Lockbox Firmware. For assistance in contacting Technical Support, see How to Obtain Support. How to Update the Internal Lockbox Clock with a Clock Update Code If you would like to update the lockbox clock using a clock update code, you must verify your lockbox has firmware version 2.03 or higher. For assistance in finding out how to determine the firmware on a lockbox, see How to Determine Lockbox Firmware. If you verify your lockbox has firmware version 2.03 or higher, please contact Technical Support from the lockbox with your SentriCard® for assistance in updating the clock with a clock update code. Note: Your SentriCard® must be valid and not have an expired status. If you last renewed your SentriCard® using a CARS renewal code, you cannot update the clock on your lockbox with a clock update code. Your card has to have been updated last in a card reader at a computer in order to use a clock update code on a lockbox successfully. For assistance in contacting Technical Support, see How to Obtain Support. After contacting Technical Support, a code will be issued to you for use on the lockbox. This code will update the clock on the lockbox. If you need further assistance, see How to Get Help. How can I Find out who Accessed my Lockboxes? Any time someone uses their SentriCard®, a contractor code or a 1 day code to access the key compartment of a lockbox, the lockbox and SentriCard® records certain access information. You can view this information in several ways If you are an Agent and the owner of the lockbox or you are on the lockbox owner's card team, you can view the Access Report for the lockbox. The Access Report displays the date and time anyone accessed the lockbox. If an Agent accessed the lockbox, the Access Report displays the Agent's name, company, phone number and e-mail address. The Access Report also indicates if someone used a contractor or 1 day code to access the lockbox. For assistance in finding out how to view the Access Report, see How to View the Access Report. If you are a Broker, Agent, Office Staff, or Association Staff, you can view the Lockbox Access Log. Both the Access Report and the Lockbox Access Log display the same access information. The SentriLock System Guide SentriLock System Guide 47 When an Agent accesses a lockbox and renews their SentriCard®, the SentriLock Server updates both the Lockbox Access Log and the Access Report with access information from the Agent's SentriCard®. You can also download the Audit Log from a lockbox. When you download the Audit Log, you're downloading up-tothe-minute access information from a lockbox to your SentriCard®. If an Agent hasn't renewed their SentriCard®, you won't see access information on either the Access Report or the Lockbox Access Log. However, if you download the Audit Log, you will download up-to-the-minute access information from the lockbox. For assistance in finding out how to download and view the Audit Log, see How to Download and View the Audit Log. If you need further assistance, see How to Get Help. How to View the Lockbox Access Report You can use the instructions below to view the Access Report for your lockboxes: 1. Use the SentriLock Card Utility/SentriCard® Utility to log in to the REALTOR® Lockbox Web Site. Insert your SentriCard® into the card reader attached to your PC or your Broker's office PC. The SentriLock Card Utility/SentriCard® Utility will display the Login window. If the SentriLock Card Utility/SentriCard® Utility does not display the Login window, click Start |Programs | SentriLock Card Utility or SentriCard® Utility. The SentriLock Card Utility/SentriCard® Utility will detect your ID and fill in the SentriLock ID field automatically. Enter your password in the Password field. Click Login to access the Main Menu window. Alternatively, you can access the REALTOR® Lockbox Web Site directly. To access the Web site directly, use your Web browser to access http://lockbox.sentrilock.com/lbs. You will need your SentriLock ID and password to log in to the Web site. 2. On the Main Menu window, click the Reports tab. 3. Click the Access Report hyperlink from the Reports tab. Note: If you are an Agent and you own your lockboxes, they will store access information from the time you took ownership of the lockboxes to the present. When you assign a lockbox to a listing, the Lockbox Access Log and Access Report will group the access entries with the corresponding listing. Here's how it works: On March 1, 2005 you assign a lockbox to a listing at 123 East Street. You sell the listing and on May 10, 2005 you assign that same lockbox to your new listing at 658 Main Street. When you view the Lockbox Access Log or Access Report, the SentriLock Server will group all of the access entries that occurred between March 1, 2005 and May 9, 2005 with the listing at 123 East Street. The reports will group any access entries that occurred on and after May 10, 2005 with the listing at 658 Main Street. If you do not assign a lockbox to a listing, the reports will list the access entries in chronological order. If you transfer ownership of the lockbox, the SentriLock Server will remove the access information from the lockbox. This allows the new owner of the lockbox to view access information as it relates to the period of time they own the lockbox. If your Association uses Broker Sharing, you may not be able to view the Lockbox Access Log or Access Report. The Show All Lockboxes field on the Add / Edit Company Broker window determines what information you can view. If your Broker checked Agents can only see lockboxes and access logs that are assigned to their own listings, you must assign the lockbox to your listing before you can view access information. After you assign a lockbox to a listing, the Lockbox Access Log and Access Report will display access information for the period of the time the lockbox is in use on your listing. If your Broker checked Agents can see all lockboxes and current access logs, you can view access log information for any of the Broker's lockboxes. This means you do not need to assign the lockbox to your listing to view access log information. If you release the shackle from a lockbox, you unassign the listing from the lockbox. If you use FUNC + 6 + 5 + ENT to clear any custom settings from the lockbox, you will not unassign the listing from the lockbox. If you need further assistance, see How to Get Help. 48 SentriLock System Guide The SentriLock System Guide How to View the Lockbox Access Log Any time someone uses their SentriCard®, contractor code or 1 day code to access the key compartment of a lockbox, the lockbox and SentriCard® records certain access information. You can view this information on the Lockbox Access Report or Lockbox Access Log. If you are a Broker, Agent, Office Staff, or Association user, you can view the Lockbox Access Log. You can use the instructions below to view the Lockbox Access Log: 1. Use the SentriLock Card Utility/SentriCard® Utility to log in to the REALTOR® Lockbox Web Site. Insert your SentriCard® into the card reader attached to your PC or your Broker's office PC. The SentriLock Card Utility/SentriCard® Utility will display the Login window. If the SentriLock Card Utility/SentriCard® Utility does not display the Login window, click Start |Programs | SentriLock Card Utility or SentriCard® Utility. The SentriLock Card Utility/SentriCard® Utility will detect your ID and fill in the SentriLock ID field automatically. Enter your password in the Password field. Click Login to access the Main Menu window. Alternatively, you can access the REALTOR® Lockbox Web Site directly. To access the Web site directly, use your Web browser to accesshttp://lockbox.sentrilock.com/lbs. You will need your SentriLock ID and password to log in to the Web site. 2. On the Main Menu window, click the Lockboxes or My Lockboxes tab. 3. On the Lockboxes window, click the lockbox's View Access Log hyperlink. You can also click the View Access Log hyperlink on the Edit Lockbox window. Note: If the Lockboxes or Edit Lockbox window does not display the View Access Log hyperlink, the SentriLock Server does not have access information available for the lockbox. You may be able to download access information from the lockbox to your SentriCard®. For further information on how to download the lockbox audit log, see How to Download the Lockbox Audit Log. 4. The SentriLock Server will display the Lockbox Access Log. Note: If you are an Agent and you own your lockboxes, they will store access information from the time you took ownership of the lockboxes to the present. When you assign a lockbox to a listing, the Lockbox Access Log and Access Report will group the access entries with the corresponding listing. Here's how it works: On March 1, 2005 you assign a lockbox to a listing at 123 East Street. You sell the listing and on May 10, 2005 you assign that same lockbox to your new listing at 658 Main Street. When you view the Lockbox Access Log or Access Report, the SentriLock Server will group all of the access entries that occurred between March 1, 2005 and May 9, 2005 with the listing at 123 East Street. The reports will group any access entries that occurred on and after May 10, 2005 with the listing at 658 Main Street. If you do not assign a lockbox to a listing, the reports will list the access entries in chronological order. If you transfer ownership of the lockbox, the SentriLock Server will remove the access information from the lockbox. This allows the new owner of the lockbox to view access information as it relates to the period of time they own the lockbox. The SentriLock System Guide SentriLock System Guide 49 If your Association uses Broker Sharing, you may not be able to view the Lockbox Access Log orAccess Report. The Show All Lockboxes field on the Add / Edit Company Broker window determines what information you can view. If your Broker checked Agents can only see lockboxes and access logs that are assigned to their own listings, you must assign the lockbox to your listing before you can view access information. After you assign a lockbox to a listing, the Lockbox Access Log and Access Report will display access information for the period of the time the lockbox is in use on your listing. If your Broker checked Agents can see all lockboxes and current access logs, you can view access log information for any of the Broker's lockboxes. This means you do not need to assign the lockbox to your listing to view access log information. To find out how to assign a lockbox to a listing address, see How to Assign a Lockbox. If you need further assistance, see How to Get Help. How to Download and View the Lockbox Audit Log When an Agent accesses a lockbox and renews their SentriCard®, the SentriLock Server updates both the Lockbox Access Log and the Lockbox Access Report with access information from the Agent's SentriCard®. Agents can also download the Audit Log from a lockbox. When an Agent downloads the Audit Log they're downloading up-to-theminute access information from a lockbox to their SentriCard®. You can use the following instructions to download the Audit Log, sometimes referred to as the Lockbox Access Log, from your lockbox. Note: If you or your Association checked the Allow Any Agent to Download Audit Log check box, any Agent can download the Audit Log from a lockbox to their SentriCard®. However, only the owner of the lockbox and their card team members can view the Audit Log. 1. Insert your SentriCard® into the lockbox. After the lockbox displays the CODE light, enter your PIN and press ENT. 2. When the lockbox displays the READY light, press FUNC + 7 + ENT to download the Audit Log to your SentriCard®. Note: If the lockbox displays the ERROR light, the memory on your SentriCard® may be too full to store the Audit Log. To correct this problem, renew your SentriCard® using the SentriLock Card Utility/SentriCard® Utility software and a card reader before you download the Audit Log from the lockbox. When you renew your SentriCard®, the SentriLock Card Utility/SentriCard® Utility will upload the information stored in your SentriCard's®' memory to the SentriLock Server. This will free up the memory in your SentriCard®. 3. When the lockbox finishes downloading the Audit Log, it will display the READY light. Remove your SentriCard® from the lockbox. 4. Use the SentriLock Card Utility/SentriCard® Utility to renew your SentriCard®. This will upload the Audit Log information from your SentriCard® to the SentriLock Server. 5. After you renew your card, log into the SentriLock Card Utility/SentriCard® Utility. 6. On the Main Menu window, click the Lockboxes or My Lockboxes tab. 7. On the Lockboxes window, click the lockbox's View Access Log hyperlink. You can also click the View Access Log hyperlink on the Edit Lockbox window. Note: If you are an Agent and you own your lockboxes, they will store access information from the time you took ownership of the lockboxes to the present. When you assign a lockbox to a listing, the Lockbox Access Log and Access Report will group the access entries with the corresponding listing. Here's how it works: On March 1, 2005 you assign a lockbox to a listing at 123 East Street. You sell the listing and on May 10, 2005 you assign that same lockbox to your new listing at 658 Main Street. When you view the Lockbox Access Log or Access Report, the SentriLock Server will group all of the access entries that occurred between March 1, 2005 and May 9, 2005 with the listing at 123 East Street. The reports will group any access entries that occurred on and after May 10, 2005 with the listing at 658 Main Street. If you do not assign a lockbox to a listing, the reports will list the access entries in chronological order. If you 50 SentriLock System Guide The SentriLock System Guide transfer ownership of the lockbox, the SentriLock Server will remove the access information from the lockbox. This allows the new owner of the lockbox to view access information as it relates to the period of time they own the lockbox. If your Association uses Broker Sharing, you may not be able to view the Lockbox Access Log or Access Report. The Show All Lockboxes field on the Add / Edit Company Broker window determines what information you can view. If your Broker checked Agents can only see lockboxes and access logs that are assigned to their own listings, you must assign the lockbox to your listing before you can view access information. After you assign a lockbox to a listing, the Lockbox Access Log and Access Report will display access information for the period of the time the lockbox is in use on your listing. If your Broker checked Agents can see all lockboxes and current access logs, you can view access log information for any of the Broker's lockboxes. This means you do not need to assign the lockbox to your listing to view access log information. If you need further assistance, see How to Get Help. How to Download and View the Lockbox Events Log Any time an Agent performs a function on their lockbox, it is recorded in the lockbox Events Log. Examples of findings you would see in the Events Log are: Shackle Release Lockbox Assignment Contractor Mode Enabling/Disabling CBS Mode Enabling/Disabling Notification of Region Default Changes Clock Updates Lockbox Setting Changes In order to download and view the lockbox Events Log, use the following steps: 1. Insert your SentriCard® into the lockbox. After the lockbox displays the CODE light, enter your PIN and press ENT. 2. When the lockbox displays the READY light, press FUNC + 7 + ENT to download the Events Log to your SentriCard®. Note: If the lockbox displays the ERROR light, the memory on your SentriCard® may be too full to store the Events Log. To correct this problem, renew your SentriCard® using the SentriLock Card Utility/SentriCard® Utility software and a card reader before you download the Events Log from the lockbox. When you renew your SentriCard®, the SentriLock Card Utility/SentriCard® Utility will upload the information stored in your SentriCard's®' memory to the SentriLock Server. This will free up the memory in your SentriCard®. 3. When the lockbox finishes downloading the Events Log, it will display the READY light. Remove your SentriCard® from the lockbox. 4. Use the SentriLock Card Utility/SentriCard® Utility to renew your SentriCard®. This will upload the Events Log information from your SentriCard® to the SentriLock Server. 5. After you renew your card, log into the SentriLock Card Utility/SentriCard® Utility. 6. On the Main Menu window, click the Lockboxes or My Lockboxes tab. 7. On the Lockboxes window, click the lockbox's View Events Log hyperlink. 8. Choose the Lockbox Events Log Date Selection of your preference and click View Event Log. 9. The Events Log will be displayed for you. The SentriLock System Guide SentriLock System Guide 51 If you need further assistance, see How to Get Help. Adding a Team Member An Agent's Team members can view and edit information about their listings, lockboxes, and SentriCards®. You can use the following instructions to add a team member: 1. Use the SentriLock Card Utility/SentriCard® Utility to log in to the REALTOR® Lockbox Web Site. Insert your SentriCard® into the card reader attached to your PC or your Broker's office PC. The SentriLock Card Utility/SentriCard® Utility will display the Login window. If the SentriLock Card Utility/SentriCard® Utility does not display the Login window, click Start |Programs | SentriLock Card Utility or SentriCard® Utility. The SentriLock Card Utility/SentriCard® Utility will detect your ID and fill in the SentriLock ID field automatically. Enter your password in the Password field. Click Login to access the Main Menu window. Alternatively, you can access the REALTOR® Lockbox Web Site directly. To access the Web site directly, use your Web browser to accesshttp://lockbox.sentrilock.com/lbs. You will need your SentriLock ID and password to log in to the Web site. 2. Click Agent Team. From the Agent Team window, click Add Team Member. 3. To select a team member, click the Select button in the Team Member field to open the Select a Team Member window. You can use the Search bar to search for a specific Agent. After you select a team member, click OK on the Select a Team Member window. 4. If you would like the team member you selected to be a card team member, check the Nominate for Card Team check box on the Add Agent Team Member window. Note: In addition to being a team member, card team members have complete access to the Agent's lockboxes. A card team member can do anything to a lockbox that the lockbox's owner can do. For example, a team member can access the Edit Lockbox window and view a lockbox's settings. In addition to having access to the Edit Lockbox window, a card team member can make physical changes to a lockbox, like releasing the shackle without a shackle release code. In addition to checking this box, you'll need to check the Enable Team Ownership Privileges check box on the Agent Default Lockbox Settings window. You or your Association may have previously checked the Enable Team Ownership Privileges check box. 5. Click Save Changes on the Add Team Member window. 6. The team member you selected will need to renew their SentriCard®. 7. When your team members log into the SentriLock Card Utility/SentriCard® Utility or REALTOR® Lockbox Web Site, they will have access to all of your listings, lockboxes and SentriCard®. If you need further assistance, see How to Get Help. How to Borrow a Lockbox If the lockboxes in your Association use firmware version 2.03 or higher, an Agent can borrow a lockbox from their team members or their Broker. When team members borrow a lockbox, the lockbox will adopt the codes and settings from their Agent Default Lockbox Settings window. This means the lockbox will use their contractor codes, do not disturb code, etc. Team members can also generate 1 day codes and dynamic call before showing codes (CBS codes) for the lockboxes they borrow. To find out what firmware version your lockbox has, see How to Determine Your Lockbox firmware. If the lockboxes in your Association use firmware version 2.03 or higher, an Agent can borrow a lockbox from their team members or their Broker. There are two ways a team member can borrow a lockbox: 1. Keypad Function: a team member can insert their SentriCard® into a lockbox and enter FUNC + 6 + 2 +ENT. This tells the lockbox to load the team member's codes and settings. When the lockbox displays the 52 SentriLock System Guide The SentriLock System Guide READY light, the team member has borrowed the lockbox. After a team member borrows a lockbox, they must renew their SentriCard®. The lockbox will continue to use the team member's codes and settings until the lockbox owner or the team member uses FUNC + 6 + 5 + ENT to clear the team member's codes and settings from the lockbox. After you clear the team member's codes and settings, the lockbox will return to using the lockbox owner's codes and settings. In addition, if you remove the shackle more than 24 hours after borrowing a lockbox, the lockbox will return to using the lockbox owner's codes and settings. Removing the shackle will always cause the lockbox to return to using the owner's codes and settings. This feature is not affected by the Auto Reset to Defaults After Shackle Release check box on the Agent Default Lockbox Settings window. This means if you do not have a check in the Auto Reset to Defaults After Shackle Release check box and you remove the shackle more than 24 hours after borrowing the lockbox; the lockbox will return to using the lockbox owner's codes and settings. 2. Loan Lockbox on FUNC 2: Agents and team members can use FUNC + 2 and the listing's MLS number to assign a lockbox to a listing. If you check the Loan Lockbox on FUNC 2 check box on the Agent Default Lockbox Settings window, the SentriLock Server will automatically tell the lockbox to use the team member's codes and settings when they use FUNC + 2. Here is how it works. You check the Loan Lockbox on FUNC 2 check box or the Association enables the feature. Your team member uses FUNC + 2 to assign your lockbox to one of their listings. Now the lockbox will use the team member's codes and settings. This feature is beneficial for Agents who plan to loan their lockboxes to their team members. Additionally, if your office uses Broker Sharing, you should check the Loan Lockbox on FUNC 2 check box. If you check this box, the Agents using FUNC + 2 to assign their Broker's lockbox to their listing will automatically borrow the lockbox. If your Association Administrator disabled this feature, the Loan Lockbox on FUNC 2 field on the Agent Default Lockbox Settings window displays DISABLED. If this field displays ENABLED, your Association Administrator enabled this feature for all of the Agents in your Association. If you need further assistance, see How to Get Help. How to Lock the Keypad on a Lockbox You should lock the keypad before you store your lockboxes. This will prevent unintended activation of the keypad which could prematurely run down the battery. When you are ready to unlock the keypad, all you have to do is insert a SentriCard® into the lockbox. You can use the following instructions to lock the keypad of a lockbox: 1. Insert your SentriCard® into the lockbox. Wait until the CODE light displays, then enter your PIN and press ENT. Do not remove your SentriCard® from the lockbox. 2. When the READY light displays, press FUNC + 6 + 7 + ENT. The READY light will display. Remove your SentriCard®. The keypad backlight will flash for several seconds, indicating that the keypad is being locked. You can test to see if it's locked by holding down any key for at least one second. Nothing should happen, indicating it is successfully locked and ready for storage. If you need further assistance, see How to Get Help. How to use Showing Notifications The Showing Notifications field appears in the Preferences group on the Edit Agent window on the REALTOR® Lockbox Web Site's My Account tab. The SentriLock System Guide SentriLock System Guide 53 You can use the radio buttons in the Showing Notifications group to tell the SentriLock Server when to send you information about who accessed your lockboxes. You can also turn off showing notifications. If you choose to receive showing notifications, the SentriLock Server will send you an e-mail message with the showing Agent's name, contact information and the date and time they accessed your lockbox. Note: The SentriLock Server collects the showing information when you renew your SentriCard®. If an Agent accessed your lockbox today and renewed their card four days later, you will not receive showing information until after the Agent renews their card. You can use the radio buttons in the field to tell the SentriLock Server when to send you Showing notifications. This field displays the following radio buttons: Do not send showing notifications o Send notifications as soon as they are available o The SentriLock Server will not e-mail you showing information. The SentriLock Server will send you an e-mail message after it receives and processes the showing information. Send all notifications daily at this time: [8am] (12AM is Noon, 12PM is Midnight) o The SentriLock Server will send you an e-mail message after it receives and processes the showing information. If you check the Send all notifications daily at this time radio button, you must select a specific time you would like to receive your showing notifications. The SentriLock Server will send you an e-mail message with your showing notifications at the time you select. For example, if you want to receive your showing notifications at 10PM daily, click the Send all notifications daily at this time radio button and select 10PM from the drop-down box. You may also have the showing notifications copied to another email address. To do this, check the Copy All Showing Notifications to the following email addresses checkbox, and type each additional email address in the box provided. Please enter 1 email address per line. When you are finished making changes, click Save Changes. If you need further assistance, see How to Get Help. CARS This section includes information on the Card Authorization Renewal System (CARS). Use CARS to Renew Your SentriCard® If you're away from your computer and you need to renew your SentriCard®, you can use a SentriCard®, a renewal code and a lockbox to temporarily renew your SentriCard®. To generate a renewal code, you can use the Card Authorization Renewal System (CARS). The following instructions will guide you through using CARS to generate a renewal code: 1. To generate a renewal code, call CARS at 513-618-5805. CARS is available 24 hours a day, 7 days a week. 2. CARS will prompt you to enter your SentriCard® serial number and PIN. Note: after you enter your PIN, CARS will let you know when your SentriCard® expires. If the number of days left on your SentriCard® is greater than or equal to the CARS renewal period, CARS will not allow you to renew your SentriCard®. 54 SentriLock System Guide The SentriLock System Guide 3. Follow the prompts in CARS to generate a renewal code. 4. Once you have the renewal code, insert your SentriCard® into a lockbox. Do not enter your PIN. On the keypad, press FUNC + 0 + Renewal Code + ENT. o If the lockbox was able to renew your SentriCard®, it displays the READY light. To access the key compartment or perform other functions, re-insert your SentriCard® into the lockbox. When the lockbox displays the CODE light, enter your PIN and press ENT. o If the lockbox was unable to renew your SentriCard®, it will flash the CODE and ERROR lights. Try to renew your SentriCard® again. Re-insert your SentriCard® into the lockbox and press FUNC + 0 + Renewal Code + ENT. Your Association may limit the number of times per month Agents can use CARS. Note: Renewing a SentriCard® via a lockbox is only temporary. Your Association determines the length of time the renewal period will last. Typically, both the renewal code and the renewal period expire at Midnight. For example, on Tuesday you call CARS and generate a renewal code. You must use the code to renew your card by Midnight on Tuesday. Once you renew your SentriCard®, it is valid until Midnight on Tuesday. Association Administrators can use the CARS Renewal Period field on the Edit Association window to set the renewal period for CARS. If you need further assistance, see How to Get Help. Use CARS to Create a 1 Day Code CARS can generate a single 1 day code. The 1 day code is valid on the day you generate it for. For example, on Tuesday morning, you used CARS to generate a 1 day code. You can use the 1 day code any time on Tuesday to access any one of your lockboxes. You can use the instructions below to use CARS to generate a 1 day code. 1. Call CARS at 513-618-5805. CARS is available 24 hours a day, 7 days a week. 2. If you are calling CARS from your cell phone, press 9 now. This will allow you to link your cell phone number with text messages. 3. Enter your SentriCard® serial number. 4. Enter your Personal Identification Number (PIN, code used with SentriCard® to access a lockbox) 5. At this point, CARS will tell you your SentriCard® status and available CARS renewals. You will also be given the Main Menu for CARS at this point. 6. Press 2 to generate a 1 day code. This will take you to the extension of CARS where you can generate a 1 day code. 7. Enter the lockbox serial number if prompted to provide it. Note: You will be prompted to provide the lockbox serial number if your Association does not allow generic 1 day codes. 8. Press 1 to repeat the 1 day code or press 2 to return to the Main Menu. Note: There is no limit to the number of times you can call CARS to generate a 1 day code. To view the various ways to create a 1 day code, see What is a 1 Day Code. If you need further assistance, see How to Get Help. Use CARS to Create a Dynamic CBS Code The call before showing code (CBS code) is an additional code Agents may need to enter into the lockbox before they can access the key compartment. Not all lockboxes use a CBS code. A listing Agent may choose to use this code to ensure that he or she knows about any showings prior to the actual showing date and time. The SentriLock System Guide SentriLock System Guide 55 You can use the REALTOR® Lockbox Web Site or SentriLock Card Utility/SentriCard® Utility to generate nine dynamic CBS codes up to two weeks in advanced. If you're away from your computer and you need to generate a dynamic CBS code, you can also use the Card Authorization Renewal System (CARS) to generate a dynamic CBS code. CARS can generate a single dynamic CBS code. The dynamic CBS code is valid on the day you generate it. For example, on Tuesday morning you used CARS to generate a dynamic CBS code. An Agent can use the dynamic CBS code any time on Tuesday. You can use the instructions below to use CARS to generate a dynamic CBS code: 1. To generate a dynamic CBS code, call CARS at 513-618-5805. CARS is available 24 hours a day, 7 days a week. 2. CARS will prompt you to enter your SentriCard® Serial Number and PIN. Note: If your Association uses lockboxes with firmware version 2.03 or higher, CARS may prompt you to enter the serial number of a lockbox. For assistance in finding out how to determine the firmware on a lockbox, see How to Determine Lockbox Firmware. 3. Follow the prompts to generate a dynamic CBS code. Note: You are generating a dynamic CBS code for the Agent or Broker that owns the SentriCard® and PIN you enter into CARS. If an Agent used their SentriCard® to take ownership of a lockbox, you can enter their SentriCard's® serial number and PIN to generate a dynamic CBS code you can use on their lockboxes. If a company uses Broker Sharing, the Broker owns the lockboxes and the Agents use the Broker's lockboxes on their listings. If you need to generate a dynamic CBS code for a lockbox owned by the Broker, you need to enter the Serial Number and PIN of the Broker's SentriCard® into CARS. There is no limit to the number of times you can call CARS to generate a dynamic CBS code. To use a dynamic CBS code, insert your SentriCard® into the lockbox. When the lockbox displays the CODE light, enter your PIN and press ENT. When the lockbox displays the READY light, remove your SentriCard® or press FUNC + 3 + ENT to open the key compartment. The lockbox will display the CODE light. Enter the dynamic CBS code and press ENT. For information about how to use the REALTOR® Lockbox Web Site or SentriLock Card Utility/SentriCard® Utility to create dynamic CBS codes, see How to Create a Dynamic CBS Code. If you need further assistance, see How to Get Help. Card Utility/Installation Issues This section includes information on the SentriLock Card Utility/SentriCard® Utility software and installation issues. Installation Instructions on a PC You can install the SentriLock Card Utility/SentriCard® Utility without the installation CD by downloading the program from the SentriLock Downloads web site. To go to this site, you can use your web browser to navigate to http://www.sentrilock.com/files/. Note: You do not need to have your SentriLock ID or Password to download the SentriLock Card Utility/SentriCard® Utility from the SentriLock Downloads web site. Use the following steps to download the SentriLock Card Utility/SentriCard® Utility from the SentriLock Downloads web site: 1. After going to http://www.sentrilock.com/files/, click on the first choice in the list of downloads. 56 SentriLock System Guide The SentriLock System Guide 2. Save the file to your desktop or a location you can retrieve the file from. Click Save. 3. After the file finishes downloading, click Run on the Open File-Security Warning window. 4. After running the download, click Install. 5. The SentriLock CD image should appear at this point. Click on the picture above the Full Installation (Recommended) option. The SentriLock System Guide SentriLock System Guide 57 6. Press Next in the first window of the Installation Wizard. 7. Choose the correct shortcut depending upon whether the computer is a laptop or desktop and click Next in the Installation Wizard. 8. Once the Installation Wizard is done installing the program, click Finish. 9. When the program is done downloading, plug the Smart Card Reader in to a USB port on your computer. 10. Open the SentriLock Card Utility/SentriCard® Utility by going to Start | All Programs | SentriLock Card Utility or SentriCard® Utility. 11. Insert your SentriCard® into your card reader with the gold chip facing up and going in to the reader. 12. Wait for the login screen to appear with your SentriLock ID. 58 SentriLock System Guide The SentriLock System Guide 13. Enter your Password and click either Renew or Login, depending on what you prefer to do. If you need further assistance, see How to Get Help. Installation Instructions on a MAC The SentriLock Card Utility/SentriCard® Utility for Mac is currently available as a public beta. This beta version allows for SentriCard® renewal and for an agent to recover a forgotten password. The sign up page for the public beta is http://www.sentrilock.com/mac/ The system requirements for the public beta are as follows: An Intel based Mac with OS X 10.4.11 Tiger or higher An SCM SCR 3310 Card Reader connected to an available USB port All available updates installed Due to limitations of OS X Tiger and Leopard on PowerPC based machines, the SentriLock Card Utility/SentriCard® Utility for Mac is only supported on Intel based computers. If you are unsure if your Mac is Intel or PowerPC based, please click here. Due to a bug in the Apple Java implementation, if the card reader is connected to one USB port and then moved to another, the computer must be restarted. This will occur even if the card reader is moved back to the original USB port it was connected to. Unfortunately, this issue cannot be fixed by SentriLock and only by Apple. Use these steps to download and install the SentriLock Card Utility/SentriCard® Utility onto a MAC: 1. Use your web browser to access http://www.sentrilock.com/mac/. The SentriLock System Guide SentriLock System Guide 59 2. Type in your name and email address. 3. Click the Sign Up Button. 4. You will receive an email with a link to download the MAC version of the SentriLock Card Utility/SentriCard® Utility. 5. Click the downloadable link in the email you receive. 6. After the download is complete, right click or press Command + click on the download, and you will be given the option to click on Show in Finder. Click Show in Finder. 7. The Finder menu will appear; showing the SentriLock Card Utility/SentriCard® Utility in the list of downloads. 8. Drag the SentriLock Card Utility/SentriCard® Utility download to your desktop. An icon should appear on your desktop for the SentriLock Card Utility/SentriCard® Utility. 9. Plug the SentriCard® card reader into a USB port on your MAC computer. 10. Double click the SentriLock Card Utility/SentriCard® Utility desktop icon. The SentriLock Card Utility/SentriCard® Utility icon should appear in the Doc. 60 SentriLock System Guide The SentriLock System Guide 11. The Server Status screen will open. 12. Insert your SentriCard® into the card reader. Note: Make sure the gold chip on your SentriCard® is facing up and going in to the reader. 13. A Login screen will appear and fill in your SentriLock ID automatically. 14. Enter your password into the Password field. 15. Press the Click to Login button. 16. Select which User Permission you would like to use. Note: If you are just renewing your SentriCard®, it does not matter which permission you choose. 17. After logging in, you will see a button you can click to Renew Card. You can click this button to renew your SentriCard®. Note: This button is located in the top, left-hand corner of the Main Menu. 18. After clicking the Renew Card button, a renewal status bar will appear across the top of the web site. Wait for the renewal to finish before pulling your SentriCard® out of the card reader. astrology Note: The MAC version of the SentriLock Card Utility/SentriCard® Utility is currently in beta form, meaning it does not have all the capabilities of the SentriLock Card Utility/SentriCard® Utility on a PC. 19. When your SentriCard® is finished renewing, you will get a message notifying you of a successful renewal as well as the date of when your SentriCard® will expire. The SentriLock System Guide SentriLock System Guide 61 20. When you are done renewing your SentriCard®, click the Logout option in the top, right-hand corner of the Main Menu. 21. Once logged out, you can remove your SentriCard® from the card reader and begin using it to access lockboxes. If you need further assistance, see How to Get Help. Inserting Your SentriCard® Into the Reader Most Agents use the SCM SCR 3310 card reader (circular, clam-shell shaped card reader, pictured below) to renew their SentriCard®. To insert your SentriCard® into the card reader: Make sure the gold chip on your SentriCard® is facing up and going into the card reader. Insert your SentriCard® into the card reader. You will feel a slight resistance. After the initial resistance, push a little harder. You need to use about 1 pound of force to completely insert your SentriCard® into the card reader. After you insert your SentriCard® into the SCM SCR 3310 card reader, it will emit a light on top of the card reader, and then display the Login window from the SentriLock Card Utility/SentriCard® Utility on your computer screen. Note: Some Agents may have a different card reader than the SCM SCR 3310. If you acquired your card reader through SentriLock or your Association, it will be compatible for use with the SentriLock Card Utility/SentriCard® Utility software. Pictured above is the SCM SCR 3310. If you need further assistance, see How to Get Help. 62 SentriLock System Guide The SentriLock System Guide How to Update the Card Utility The SentriLock Card Utility/SentriCard® Utility displays its version number in the title bar. You can also check Help |About to display the version number. If there are available updates for the version of the SentriLock Card Utility/SentriCard® Utility software you are currently using, you can update your software two different ways: 1. If you are running a version earlier than 1.09.1, you'll need to download an update from the SentriLock Downloads web site. If you would like to go to this site, see http://www.sentrilock.com/files/. 2. If you are running a version later than 1.09.1, you can download an update from the SentriLock Card Utility/SentriCard® Utility auto-updater. Downloading an Update To download the updated version of the SentriLock Card Utility/SentriCard® Utility, you can use the SentriLock downloads web site. If the version of the SentriLock Card Utility/SentriCard® Utility you currently have is lower than version 1.09.1, you will have to go to the SentriLock downloads web site to download the update because the version of the software you have does not have the auto-updater feature. To download the SentriLock Card Utility/SentriCard® Utility updater, follow these steps: 1. Before you download and install the updater, exit the SentriLock Card Utility/SentriCard® Utility. 3. Open your web browser and go to http://www.sentrilock.com/files/. 4. Once you have gone to this web site, click on the link for the SentriLock Card Utility Updater. 5. Follow the prompts to finish the update. 6. After the download of the updater is complete, open the SentriLock Card Utility/SentriCard® Utility software and verify it has updated to the latest version. You can check the version of the software by referencing the top of the login screen. The version number of the software you are running is noted here. Check for Updates If you are running version 1.09.1 or later of the SentriLock Card Utility/SentriCard® Utility, you can use the autoupdater to update the SentriLock Card Utility/SentriCard® Utility. The auto-updater makes it easy for you to update the SentriLock Card Utility/SentriCard® Utility. You can use the instructions below to check for and install any updates: 1. Double-click the SentriLock Card Utility/SentriCard® Utility icon in your system tray or click Start | SentriLock Card Utility/SentriCard® Utility. 2. From the Login window, click Help | Check for Software Updates. 3. If you're running the current version, the SentriLock Card Utility/SentriCard® Utility will display the No Update Available message. If an update is available, follow the SentriLock Card Utility/SentriCard® Utility instructions to update your software. If you do not have a Check for Software Updates menu item in the Help menu, please close the SentriLock Card Utility/SentriCard® Utility and update your software from the SentriLock Downloads web site. Note: If you notice your software is not updating properly from the auto-updater, you will have to close the SentriLock Card Utility/SentriCard® Utility software and download the updater from http://www.sentrilock.com/files/. If you need further assistance, see How to Get Help. Failed PCSC Initialization There are a few reasons why the SentriLock Card Utility/SentriCard® Utility would display the Failed PCSC Initialization message. Some depend on your version of Windows. Others depend on your card reader. You can use the information listed below to correct the Failed PCSC Initialization error: The SentriLock System Guide SentriLock System Guide 63 You may be able to correct the Failed PCSC Initialization error by restarting the SentriLock Card Utility/SentriCard® Utility. If you are running the SentriLock Card Utility/SentriCard® Utility, click File | Exit. To restart the SentriLock Card Utility/SentriCard® Utility, click Start |Programs | SentriLock Card Utility or SentriCard® Utility. After you restart the SentriLock Card Utility/SentriCard® Utility, it displays the Login window. The bottom of the Login window will display the text Selected Reader. The name of your card reader should appear next to Selected Reader. If the SentriLock Card Utility/SentriCard® Utility does not display the name of your card reader, the installation program did not install the driver for your card reader. If the SentriLock Card Utility/SentriCard® Utility does display the name of your card reader, the installation program installed the driver for your card reader. After you confirm that the SentriLock Card Utility/SentriCard® Utility installed the driver for your card reader, insert your SentriCard® into the card reader. If the card reader cannot read your card, you need to reset the card reader. To reset the card reader, unplug the card reader. Wait five seconds and plug the card reader back in. If restarting the SentriLock Card Utility/SentriCard® Utility and/or unplugging and plugging the card reader back in allows you to run the SentriLock Card Utility/SentriCard® Utility; the Failed PCSC Initialization error is probably caused by Windows loading the SentriLock Card Utility/SentriCard® Utility before it loads the PCSC subsystem. This means the Failed PCSC Initialization error will occur each time you restart your computer. You may be able to correct this issue by updating to the latest version of the SentriLock Card Utility/SentriCard® Utility. You can use the SentriLock Card Utility/SentriCard® Utility to check for any updates to the program. Double-click the SentriLock Card Utility/SentriCard® Utility icon in the system tray or click Start | Programs | SentriLock Card Utility/SentriCard® Utility. You do not need to insert your SentriCard® into the card reader. From the Login window, click Help | Check for Software Updates. If your version of the SentriLock Card Utility/SentriCard® Utility does not have a Help | Check for Software Updates menu item, you are using an older version of the program. You can download an update from the REALTOR® Lockbox Web Site: http://lockbox.sentrilock.com/lbs. You will need your SentriLock ID and Password to access the REALTOR® Lockbox Web Site. From the REALTOR® Lockbox Web Site menu, click Support | Downloads. On the Downloads window, look for SentriLock Card Utility Updater. If updating the SentriLock Card Utility/SentriCard® Utility does not correct this issue, you may want to remove the SentriLock Card Utility/SentriCard® Utility from the Windows Startup folder. This will prevent the Failed PCSC Initialization error from occurring when you restart your computer. If you remove the SentriLock Card Utility/SentriCard® Utility from the Windows Startup folder, the SentriLock Card Utility/SentriCard® Utility will not be in the system tray. To run the SentriLock Card Utility/SentriCard® Utility, you'll need to click Start | Programs | SentriLock Card Utility/SentriCard® Utility. You can also create a desktop shortcut to run the SentriLock Card Utility/SentriCard® Utility. To remove the SentriLock Card Utility/SentriCard® Utility from the Windows Startup folder, exit the SentriLock Card Utility/SentriCard® Utility. Click Start | Programs | Startup. Right-click on the SentriLock Card Utility menu item to open a context menu. Click Delete to remove the SentriLock Card Utility/SentriCard® Utility from the Startup folder. After you remove the SentriLock Card Utility/SentriCard® Utility from the Startup folder, you may want to create a desktop shortcut. You can click the desktop shortcut to run the SentriLock Card Utility/SentriCard® Utility. To create a shortcut, click Start |Programs | SentriLock Card Utility/SentriCard® Utility. Rightclick on the SentriLock Card Utility/SentriCard® Utility menu item. Windows will display a context menu. Click Send To and click Desktop. This should create a desktop icon for the SentriLock Card Utility/SentriCard® Utility program. You may be able to reinitialize the reader by going to Reader | Reinitialize Reader at the top of the SentriLock Card Utility/SentriCard® Utility login screen. This might allow the reader to reinitialize if the reader was unplugged from your computer while the SentriLock Card Utility/SentriCard® Utility software was running. You can tell if the software is running by verifying whether or not the SentriLock Card Utility/SentriCard® Utility icon appears in your system tray. Your system tray is located in the bottom, right- 64 SentriLock System Guide The SentriLock System Guide hand corner of the computer screen, beside the time. If the icon is in your system tray, this indicates the program is currently running and the card reader should NOT be unplugged from the computer. To close the SentriLock Card Utility/SentriCard® Utility software, right click on the icon in the system tray and click Close or click on File| Exit at the top of the SentriLock Card Utility/SentriCard® Utility login screen. If you're using the SCM SCR 3310 card reader (clam shell shaped reader), make sure you have a check in the Use PCSC Subsystem if Present check box. From the SentriLock Card Utility/SentriCard® Utility Login window, click Setup| Options. Click the PCSC tab. You should have a check in the Use PCSC Subsystem if Present check box. If you check this box, you may need to exit and restart the SentriLock Card Utility/SentriCard® Utility. Note: If you have a Towitoko CHIPDRIVE card reader (square shaped reader with a ball underneath it), you need to make sure there is NOT a check in the Use PCSC Subsystem if Present check box. To find out what version of card reader you are using, click Start | Control Panel | System. Click Device Manager or Hardware | Device Manager. Click the plus "+" sign next to Smart Card Readers. You should see CHIPDRIVE Smart Card Reader listed under Smart Card Readers. Verify that Windows is using the correct driver for your card reader. Click Start | Control Panel | System. Click Device Manager or Hardware | Device Manager. Click the plus "+" sign next to Smart Card Readers. You should see your card reader driver listed under Smart Cards. If you're using the DigiCrypto DCR500 card reader, you should see DCR500/550/DigiCrypto. If you're using the SCM SCR3310 card reader, you should see SCR3310 USB Smart Card Reader. If you're using a Towitoko CHIPDRIVE card reader, you should see CHIPDRIVE Smart Card Reader. If you do not see the correct driver for your card reader, use the following instructions to re-install your driver: On the Device Manager window, right-click on your card reader driver. Click Uninstall. Follow the instructions on your screen to uninstall the driver. After you uninstall the driver, unplug your card reader and plug it back in. Windows may detect the card reader. If so, follow the instructions on your screen to install the driver for your card reader. If Windows does not detect the driver, restart your computer. To restart your computer click Start | Turn off Computer or Shutdown | Restart. After you restart your computer, run the SentriLock Card Utility/SentriCard® Utility. Click Start |Programs | SentriLock Card Utility or SentriCard® Utility. The SentriLock Card Utility/SentriCard® Utility should display the name of your card reader at the bottom of the Login window. If you need further assistance, see How to Get Help. No Card Reader or No Card Reader Found When you start the SentriLock Card Utility/SentriCard® Utility, it may display one of the following errors: SE-9526. No card reader was located. If you haven't yet installed your card reader, please do so and then restart this program. If you have already installed your reader, please check its connection and then restart this program. The Status bar in the SentriLock Card Utility/SentriCard® Utility displays No Card Reader Found. These errors mean the SentriLock Card Utility/SentriCard® Utility is unable to detect your card reader. You can use the information listed below to correct the No Card Reader or No Card Reader Found error: Restart the SentriLock Card Utility/SentriCard® Utility You may be able to correct either one of the No Card Reader errors by restarting the SentriLock Card Utility/SentriCard® Utility. This is particularly true if you've just installed the SentriLock Card Utility/SentriCard® Utility. Before you restart your computer, check the connection between your card reader and computer. Make sure your reader is securely plugged in to a port on your computer. If you are running the SentriLock Card Utility/SentriCard® Utility, click File | Exit. To restart the SentriLock Card Utility/SentriCard® Utility, click Start | Programs | SentriLock Card Utility or SentriCard® Utility. After you restart the SentriLock Card Utility/SentriCard® Utility, it displays the Login window. The bottom of the Login window will display the text Selected Reader. The name of your card reader should appear next to Selected The SentriLock System Guide SentriLock System Guide 65 Reader. If it does, insert your SentriCard® into your card reader and renew your SentriCard®. If you still receive one of the No Card Reader errors, try plugging the card reader into another USB port. Try Another USB or Serial Port If you restart the SentriLock Card Utility/SentriCard® Utility and you continue to receive the No Card Reader error, plug your card reader into another port. If you originally plugged the card reader into a USB port on the front of the computer, try plugging the card reader into a USB port on the back of the computer. After you plug your card reader into another USB port, pay attention to any lights on the card reader. Lights on the card reader suggest that the connection between the computer and the card reader is good. If you're running the SentriLock Card Utility/SentriCard® Utility, the Login window will display the text Selected Reader. The name of your card reader should appear next to Selected Reader. If it does, insert your SentriCard® into your card reader and renew your SentriCard®. If you don't see your card reader next to Selected Reader, click File | Exit. To restart the SentriLock Card Utility/SentriCard® Utility, click Start | Programs | SentriLock Card Utility or SentriCard® Utility. The SentriLock Card Utility/SentriCard® Utility displays the Login window. The bottom of the Login window will display the text Selected Reader. The name of your card reader should appear next to Selected Reader. If it does, insert your SentriCard® into your card reader and renew your SentriCard®. If it does not, try shutting down the computer and restarting it. Shutting Down and Rebooting the Computer If you restart the SentriLock Card Utility/SentriCard® Utility and you continue to receive the No Card Reader error, plug your card reader into a USB port, click Start | Turn Off Computer | Turn Off or Start | Shutdown. After you turn off the computer, unplug your card reader and plug it into another serial port. After you plug in your card reader, turn on your computer. While your computer is booting up, pay attention to any lights on the card reader. Lights on the card reader suggest that the connection between the computer and the card reader is good. When you turn on your computer, it may load the SentriLock Card Utility/SentriCard® Utility. If your computer does not load the SentriLock Card Utility/SentriCard® Utility, click Start | Programs | SentriLock Card Utility/SentriCard® Utility. The SentriLock Card Utility/SentriCard® Utility displays the Login window. The bottom of the Login window will display the text Selected Reader. The name of your card reader should appear next to Selected Reader. If it does, insert your SentriCard® into your card reader and renew your SentriCard®. If it does not, check the PCSC Subsystem menu. Use PCSC Subsystem if Present If you're using the DigiCrypto DCR-500 card reader or the SCM SCR3310 card reader, make sure you have a check in the Use PCSC Subsystem if Present check box: 1. Click Start | Programs | SentriLock Card Utility or SentriCard® Utility. 2. The SentriLock Card Utility/SentriCard® Utility displays the Login window. 3. From the SentriLock Card Utility/SentriCard® Utility Login window, click Setup | Options. 4. Click the PCSC tab. You should have a check in the Use PCSC Subsystem if Present check box. If you check this box, you may need to exit and restart the SentriLock Card Utility/SentriCard® Utility. Note: if you're using one of the Towitoko CHIPDrive card readers, you do NOT want a check in the Use PCSC Subsystem if Present check box. Verify your Card Reader Driver Verify that Windows is using the correct driver for your card reader: 1. Click Start | Control Panel | System. 2. Click Device Manager or Hardware | Device Manager. 3. Click the plus + sign next to Smart Cards. You should see your card reader driver listed under Smart Cards. If you're using the DigiCrypto DCR-500 card reader, you should see DCR500/550/DigiCrypto. 66 SentriLock System Guide The SentriLock System Guide If you're using the SCM SCR3310 card reader, you should see SCR3310 USB Smart Card Reader. If you're using a Towitoko CHIPDrive card reader, you should see CHIPDRIVE Smart Card Reader. 4. If you do not see the correct driver for your card reader or if you have a yellow exclamation mark next to your card reader, continue with these instructions to re-install the driver for your card reader. If you have the correct driver, uninstall your card reader driver. 5. Right-click on the card reader driver. Click Update Driver. 6. Windows will display the Hardware Wizard Update window. Click Next and follow the instructions on your screen to update the card reader driver. 7. When you finish, close all Windows. Click Start | Turn Off Computer | Restart or Start | Shut Down |Restart to reboot your computer. 8. When your computer boots up, it may load the SentriLock Card Utility/SentriCard® Utility. If your computer doesn't load the SentriLock Card Utility/SentriCard® Utility, click Start | Programs | SentriLock Card Utility or SentriCard® Utility. The SentriLock Card Utility/SentriCard® Utility will display the Login window. The bottom of the Login window will display the text Selected Reader. The name of your card reader should appear next to Selected Reader. If it does, insert your SentriCard® into your card reader and renew your SentriCard®. If you received the No Card reader Found Error, uninstall your card reader driver. Uninstall your Card Reader Driver If you've tried the previous suggestions on this page and continue to receive one of the No Card Reader errors, uninstall and reinstall your card reader driver: 1. To uninstall your card reader driver, click Start | Control Panel | System. 2. Click Device Manager or Hardware | Device Manager. 3. Click the plus “+” sign next to Smart Cards. You should see your card reader driver listed under Smart Cards. 4. In the Device Manager window, right-click on your card reader driver. Click Uninstall. Follow the instructions on your screen to uninstall the driver. 5. After you uninstall the driver, unplug your card reader and plug it back in. Windows may detect the card reader. If so, follow the instructions on your screen to install the driver for your card reader. If Windows does not detect the driver, you can verify the Smart Card Service is started in the NT Services menu. Verify the Smart Card Service is Started in the NT Services Menu If you have tried the previous suggestions on this page and continue to receive one of the No Card Reader errors, go to your NT Services menu and verify the Smart Card Service is started: 1. Go to the Help |Diagnostics at the top of the SentriLock Card Utility/SentriCard® Utility login screen. 2. Click on the NT Services button. 3. Search for Smart Card in the list. 4. Verify the Smart Card Service is Started in the Status field (second column to the right of Smart Card). 5. If this service is not started, right click in the blank field and click on Start. 6. Close out of the NT Services menu once the status is showing Started. 7. Go to Reader | Reinitialize Reader in the SentriLock Card Utility/SentriCard® Utility and verify whether or not your card reader is listed at the bottom of the login screen. If none of these methods fix the No Card Reader Found issue, please contact Support for further assistance. If you need further assistance, see How to Get Help. The SentriLock System Guide SentriLock System Guide 67 Cannot Reach Server: Read Timeout When you log in or renew your SentriCard®, the SentriLock Card Utility/SentriCard® Utility may prompt you to upload access log information from your SentriCard® to the SentriLock Server. If you've stored a lot of access log information on your SentriCard®, the SentriLock Server may be timing out before the SentriLock Card Utility/SentriCard® Utility finishes uploading information from your SentriCard®. You can use the following instructions to prevent the SentriLock Server from timing out: 1. Double-click the SentriLock icon in the Windows system tray. You can also click Start | Programs | SentriLock Card Utility/SentriCard® Utility. Note: Do not insert your SentriCard® into the card reader. You cannot make changes to the settings in the SentriLock Card Utility/SentriCard® Utility while your SentriCard® is in the card reader. 2. On the Login window, click Setup | Options | Server Setup. 3. By default, the Server Read Timeout is 30 seconds. A very full SentriCard® may require up to three minutes to upload information to the SentriLock Server. If you are having trouble uploading information to the SentriLock Server, change the value in the Server Read Timeout field to 0 (zero). If you set this field to zero, the SentriLock Server will not timeout while it uploads information from your SentriCard®. If you need further assistance, see How to Get Help. SentriLock Server Disconnects During Renewal When you renew your SentriCard®, the SentriLock Card Utility/SentriCard® Utility uploads information from your SentriCard® to the SentriLock Server. If you have a lot of information, such as Lockbox Access Logs, stored on your SentriCard®, the SentriLock Server may be timing out while it uploads information. You can use the following instructions to prevent the Sentrilock Server from timing out or disconnecting while renewing a SentriCard® 1. Double-click the SentriLock icon in the Windows system tray. You can also click Start | Programs | SentriLock Card Utility/SentriCard® Utility. Note: Do not insert your SentriCard® into the card reader. You cannot make changes to the settings in the SentriLock Card Utility/SentriCard® Utility while your SentriCard® is in the card reader. 2. On the Login window, click Setup | Options | Server Setup. 3. By default, the Server Read Timeout is 30 seconds. A very full SentriCard® may require up to three minutes to upload information to the SentriLock Server. If you are having trouble uploading information to the SentriLock Server, change the value in the Server Read Timeout field to 0(zero). If you set this field to zero, the SentriLock Server will not timeout while it uploads information from your SentriCard®. If you need further assistance, see How to Get Help. Removing the Card Utility From Startup When you installed the SentriLock Card Utility/SentriCard® Utility, an icon is placed in your Windows Startup folder. When you remove the SentriLock Card Utility/SentriCard® Utility from the Startup folder, Windows will not load the SentriLock Card Utility/SentriCard® Utility when you reboot your computer. To run the SentriLock Card Utility/SentriCard® Utility, you'll need to click Start | Programs | SentriLock Card Utility/SentriCard® Utility. Note: If this is a computer in an office, we do not recommend removing the SentriLock Card Utility/SentriCard® Utility from the Windows Startup folder. If you remove the SentriLock Card Utility/SentriCard® Utility from the Windows Startup folder, Agents may not know how to run the SentriLock Card Utility/SentriCard® Utility. There two different ways to remove the SentriLock Card Utility/SentriCard® Utility from the Startup folder: 68 SentriLock System Guide The SentriLock System Guide 1. You can remove the SentriLock Card Utility/SentriCard® Utility from the Startup folder directly. 2. You can remove the SentriLock Card Utility/SentriCard® Utility from the SentriLock Card Utility/SentriCard® Utility software directly. Removing the Program from the Startup Folder You can use the instructions below to remove the SentriLock Card Utility/SentriCard® Utility from the Startup folder: Note: Removing an item from the Windows Startup folder is a function of Windows. SentriLock does not provide support for functions that are strictly part of Windows. If you choose to remove items from your Startup folder, rearrange your desktop icons, or create a desktop shortcut, do so at your own risk. 1. If necessary, exit the SentriLock Card Utility/SentriCard® Utility. 2. Click Start | Programs | Startup. 3. Right-click on the SentriLock Card Utility/SentriCard® Utility menu item to open a context menu. 4. Click Delete to remove the SentriLock Card Utility/SentriCard® Utility shortcut from the Startup folder. After you remove the SentriLock Card Utility/SentriCard® Utility from the Startup folder, you may want to run it from an icon on your desktop. To find out how to create a desktop shortcut for the SentriLock Card Utility/SentriCard® Utility, see How to Create a Desktop Icon for the Card Utility. Removing the Program from Startup Using the Card Utility Software You can use the instructions below to remove the SentriLock Card Utility/SentriCard® Utility using the SentriLock Card Utility/SentriCard® Utility software: 1. If necessary, restore the SentriLock Card Utility/SentriCard® Utility login screen. 2. At the top of the login screen, click on the Setup menu. 3. In the Setup menu, click on Options. 4. After clicking on the Options menu, click OK to the SI-9016:Auto Renew Change message. 5. Click on the SentriCard® tab. 6. Uncheck the Startup Options/Run at Startup checkbox (located in the bottom, right-hand corner). 7. Click OK. If you need further assistance, see How to Get Help. Creating a Desktop Icon for the Card Utility If you removed the SentriLock Card Utility/SentriCard® Utility from the Windows Startup folder, you may find it convenient to run the SentriLock Card Utility/SentriCard® Utility from a shortcut (icon) on your desktop. You can use the instructions below to create a desktop shortcut: Note: Creating a desktop shortcut is a function of Windows. SentriLock does not provide support for functions that are strictly part of Windows. If you choose to remove items from your Startup folder, rearrange your desktop icons, or create a desktop shortcut, do so at your own risk. 1. Click Start | Programs | SentriLock Card Utility/SentriCard® Utility. 2. Right-click on the SentriLock Card Utility/SentriCard® Utility menu item. Windows will display a context menu. Put your mouse over the Send To option. 3. You will be given the option to click on Desktop. Click on Desktop. 4. A desktop icon for the SentriLock Card Utility/SentriCard® Utility can be found on your desktop. If you need further assistance, see How to Get Help. The SentriLock System Guide SentriLock System Guide 69 Event Tracker This section includes information on using the Event Tracker. What is Event Tracker? Event Tracker is a program that SentriLock developed to assist Associations, Boards, Brokers and Agents track attendance at various events, electronically. Event Tracker supports the following types of events: Open Houses o Meetings o Agents and Brokers can set up Event Tracker to track visitors that attend their open house. Open houses may be Broker/Agent Open Houses or Open Houses for the public. Examples of meetings are General Membership meetings hosted by the Association, Board or Affiliates. CE (Continuing Education) Courses o Associations often need to track Agent and Broker attendance at continuing education events and classes that earn credit(s) towards their license renewal. Custom Events Trainings o Associations occasionally track attendance at trainings that do not earn the Agents and Brokers continuing education credits. Once you have event attendance tracked, you can optionally send a survey to the attendees. You can also export the attendance roster to a CSV file. You can also view or print the attendance roster. You can set up your event on the REALTOR® Lockbox Web site using Event Tracker Online or you can set up your event on your computer, by installing Event Tracker Desktop. In Event Tracker Online, you can optionally create a survey to send to the attendees after the event. Surveys are not available in Event Tracker Desktop. However, if you set up your event in Event Tracker Desktop and would like to use a survey, you will have the opportunity to add a survey to your event. To track attendance at your event, you will need to install Event Tracker Desktop or Event Tracker Online on the computer you plan to use during your event. To find out how to install Event Tracker Desktop or Event Tracker Online, see How to Install Event Tracker Desktop/Event Tracker Online. If you need further assistance, see How to Get Help. Download and Install Event Tracker Follow the steps below to install Event Tracker: 1. Before using your web browser to install and use Event Tracker, make sure to close the SentriLock Card Utility/SentriCard® Utility program. Note: If you have the SentriLock Card Utility/SentriCard® Utility software running on your computer, the Event Tracker software cannot be used at the same time. 2. After verifying the SentriLock Card Utility/SentriCard® Utility software is not running on your computer, log in to the REALTOR® Lockbox Web site: http://lockbox.sentrilock.com using your web browser. 3. Enter your SentriLock ID and Password. Click the Click to Login button. 4. From the Main Menu, click Support. 5. Click Downloads. 70 SentriLock System Guide The SentriLock System Guide 6. Click the Event Tracker Free Download icon. Note: Windows XP and 64 bit users, click the Event Tracker for Windows XP x 64 link. At this time, Event Tracker is only available for PCs. 7. Save the EventTrackerInstaller.msi file to a location on your computer. 8. Double click the EventTrackerInstaller.msi file. 9. Follow the instructions on your screen to install Event Tracker Desktop or Event Tracker Online. To get information on how to add an event to Event Tracker Desktop/Online, see How to Add an Event. If you need further assistance, see How to Get Help. Add an Event to Event Tracker You can add an event in Event Tracker Online or Event Tracker Desktop. Note: There are two different procedures to add an event, depending upon whether or not you are using Event Tracker Desktop or Event Tracker Online. Adding an Event in Event Tracker Desktop 1. Double-click the Event Tracker icon on your desktop. 2. If this is the first time you’re using Event Tracker, it will display the New Event Wizard. Note: After you have an event saved in Event Tracker Desktop, you can use the Events window to set up additional events or click Tracker | New Event Wizard to run the New Event Wizard. 3. Select the Create a New Event radio button and click Next. 4. Use the drop-down list on the Event Type window to select your event type. You can choose one of the following event types: Open House Meeting CE Course Custom Event Training 5. When finished, click Next. 6. Enter the name of your event in the Event Name window. Note: If you’re setting up an open house, consider using the listing address as the name of your event. 7. When finished, click Next. Note: The event name appears in the Events list in Event Tracker Desktop. Consider using a unique name for each event. 8. Enter a brief description of the event in the Event Description window and click Next. 9. Enter the event’s address, location or directions in the Event Location window and click Next. 10. Enter the date and time in the Event Date and Time window, click Next. 11. If you have an Internet connection during your event, you have the following online options: Display member photo at check in: if the Agent or Broker attending your event has a photo in the MLS or Association Membership database, checking this box will display their photo during check in. Require SentriCard® PIN to check in: if you would like the Agents and Brokers attending your event to enter their SentriLock PIN at check in, check this box. Choosing to have an Agent or Broker verify their The SentriLock System Guide SentriLock System Guide 71 PIN adds an additional level of security. You may want to use this option for any continuing education courses. 12. When finished, click Next on the Online Options window. 13. If you would like your attendees to use their SentriCard® to check out of your event, check the Yes radio button on the record Checkout Time window. If you’re tracking CE (Continuing Education) credits, it may be important to record when your attendees check out. Otherwise, click No and Next. 14. The External ID field has the following purposes If you are using multiple computers to track attendance at the same event, you can assign each computer an external ID. The external ID should be the same for all computers. This will allow you to merge the event attendance from all computers into a single file. If you’re using a single computer to track attendance, leave the External ID field blank. If you plan to integrate your event with another system, such as a membership system, you must provide the unique external ID from the other system so your attendance data is associated with the proper external record. If you don’t plan on integrating the event, you may leave the External ID field blank. 15. Click Finish to continue. 16. On the Event Tracker Desktop window, verify your event details. 17. If you have an Internet connection, click Sync Events to connect to the Internet and sync your event to Event Tracker Online. If you do not have an Internet connection, plan to sync the next time you have access to the Internet. 18. After you click Sync Events, Event Tracker Desktop will display the Log in window. Enter your SentriLock ID and Password, and click OK. Follow the instructions on your screen to sync. Note: You should plan to sync on a regular basis. This will ensure that Event Tracker Desktop and Event Tracker Online are both working with up-to-date data, attendance and event information. Adding an Event in Event Tracker Online 1. Log into the REALTOR® Lockbox Web site http://www.sentrilock.com using your Web browser. 2. Enter your SentriLock ID and Password. Click the Click to Login button. 3. Click the Event Tracking tab. 4. Click Add a New Event. 5. Enter the name of your event in the Name field. This field is required. Note: The event name appears in the Events list in Event Tracker Desktop and in the list of events in Event Tracker Online. Consider using a unique name for each event. 6. Enter the address or location of your event in the Location field. 7. Select the type of event from the Event Type drop-down list. This is a required field. 8. Select the date of your event from the Event Date field. 9. If you would like your attendees to use their SentriCard® to check out of your event, check the Record Checkout checkbox. If you’re tracking CE (Continuing Education) credits, it may be important to record when your attendees check out. 10. Enter a brief description of your event in the Description field. 11. If you have an Internet connection during your event, you have the following online options: Display member photo at check in: if the Agent or Broker attending your event has a photo in the MLS or Association Membership data, checking this box will display their photo during check in. 72 SentriLock System Guide The SentriLock System Guide Require SentriCard® PIN to check in: if you would like the Agents and Brokers attending your event to enter their SentriLock PIN at check in, check this box. Entering their SentriCard® PIN adds an additional level of security. You may want to use this option for any continuing education courses. 12. The External ID field has the following purposes: If you are using multiple computers to track attendance at the same event, you can assign each computer an external ID. The external ID should be the same for all computers. This will allow you to merge the event attendance from all computers into a single file. If you’re using a single computer to track attendance, leave the External ID field blank. If you plan to integrate your event with another system, such as a membership system, you must provide the unique external ID from the other system so your attendance data is associated with the proper external record. If you don’t plan on integrating the event, you may leave the External ID field blank. 13. You can optionally send a survey to your attendees at the end of the event. You can use the Survey Template drop-down list to select a survey. Note: If you do not have a survey available in the Survey Template drop-down list, you will have an opportunity to create a survey in the next section. 14. Select one of the following from the Survey Distribution Method group Web Site: will put a red square alert box that will display on the REALTOR® Lockbox Web Site the next time they log in. Email and Web Site: will put the alert on the REALTOR® Lockbox Web Site and will also send an email letting the attendee know they have a survey to complete. 15. After setting up your event, you have the two following options: Save and Publish Survey: If you are satisfied with your event set up and survey, click Save and Publish Survey. This will save your event and publish your survey. When you publish a survey it becomes available to your attendees. All attendees will receive the survey after checking in and/or when an Internet connection becomes available. Save Changes, I will publish later: Click this button to save your event and have the option to add a survey at another time. If you click this button, you will be able to use Event Tracker Desktop to track attendance at your event. Event Tracker will not send a survey to your attendees until you select a survey template and click Save and Publish Survey. To find out how to track attendance at an event, see How to Track Attendance. If you need further assistance, see How to Get Help. Tracking Attendance at an Event Once you set up your event in Event Tracker Desktop or Event Tracker Online and optionally publish a survey, you’re ready to track attendance. To find out how to track attendance, follow the steps below: Note: If you have the SentriLock Card Utility/SentriCard® Utility program running, you need to close it before running Event Tracker Desktop. Running both programs simultaneously may prevent Event Tracker Desktop from tracking attendance properly. 1. Double-click the Event Tracker icon on your desktop or click Start | Programs | Event Tracker. 2. Event Tracker displays the Events window. If the Events window does not display, click the Events tab. 3. If you have an Internet connection available, click Sync Events. This will allow you sync any changes you made to your event to Event Tracker Online and vice- versa. This also allows you to distribute your survey to the attendees after they insert their SentriCard® into the reader. 4. Select your event from the Events group. The SentriLock System Guide SentriLock System Guide 73 5. Click the Track tab. Event Tracker Desktop is ready to track attendance. 6. To track attendance, attendees insert their SentriCard® into the card reader. Event Tracker Desktop will display their SentriCard® serial number in the Card Serial Number/Email Address field. If you synced your event and a photo is available, you will see the attendees name and photo. Once Event Tracker Desktop displays Checked in, the attendee can remove their SentriCard® from the card reader. Event Tracker Desktop is ready for the next attendee. Note: If someone without a SentriCard® attends your event, you can type their e-mail address in the Card Serial Number/Email Address window. Press Enter after typing their e-mail address to display the Guestbook Check In window. Complete the fields on this window and click OK to check in your guest. 7. If you did not sync your event before you tracked attendance, you will want to sync as soon as you have an Internet connection. This will upload your attendance information to Event Tracker Online and distribute the survey you may have associated with your event. To get more information on how to view attendance from an event, see How to View Attendance. If you need further assistance, see How to Get Help. Viewing Attendance from an Event After your event, you want to view the list of attendees. You can view a list of attendees from Event Tracker Desktop or Event Tracker Online. In Event Tracker Desktop, you can view any notes or use the Random Select feature. In Event Tracker Online, you can download the list of attendees to a CSV format, print the list or send an e-mail to all attendees. Note: You can click Random Select to have Event Tracker Desktop select an attendee at random. You can use this feature to select a winner for drawings you may hold at your event. Viewing Attendance Using Event Tracker Desktop 1. Double-click the Event Tracker icon on your desktop or click Start | Programs | Event Tracker. 2. Event Tracker Desktop displays the Events window. If the Events window does not display, click the Events tab. 3. Select your event from the Events group. 4. Click the Attendance tab. From the Attendance tab you can view a list of attendee information. You can click the Random Select button to select an attendee at random. In the Attendance list, a check in the Upload column indicates that the attendee’s information was synced and is available in Event Tracker Online. A check in the Verified column indicates that Event Tracker Online was able to confirm that the attendee has a valid SentriCard® serial number. Viewing Attendance Using Event Tracker Online: 1. Log into the REALTOR® Lockbox Web site at http://www.sentrilock.com. 2. Click Login. Enter your SentriLock ID and Password. Click the Click to Login button. 3. Click the Event Tracking tab. 4. The Event Tracking window displays a list of your events. Click the Attendance link to view the list of attendees for an event. Note: If you did not sync Event Tracker Desktop, your list of attendees may be incomplete. 5. From the Event Attendance list, you can: Print the list of attendees. Send e-mail to the attendees. 74 SentriLock System Guide The SentriLock System Guide Download the list of attendees to a CSV file. You can import the list of attendees from the CSV file to various other programs, like Excel or a database, such as a membership system. If you need further assistance, see How to Get Help. The Power of the Card Only SentriCards® provide your Association or board with the industry's most advanced smart card technology. There are multiple capabilities SentriCard® holders possess that non-cardholders do not. To fit your needs, SentriCards® can be programmed to accommodate the following: CE tracking Secure MLS Login A Membership Photo ID Track Attendance at an Association-Sponsored Event or Meeting Secure Member Voting SentriCards® can be formatted with graphics of your choosing to represent your branding. The SentriCard® is inexpensive, does not require a battery, and, at the same size as a credit card, can fit into any Agent's wallet! In addition to lockbox access, the SentriCard® can track open house attendance. When used with Event Tracker, it can solicit feedback from Agents and collect a list of attendees. The SentriCard® chip stores encrypted, secure data which cannot be modified or erased. The SentriCard® uses the same type of plastic most credit cards are made with, but instead of a fragile, magnetic strip on the back of the card, the SentriCard® uses a much more durable, gold-plated, smart card chip. This chip cannot be demagnetized. With proper care, your SentriCard® could last for years. The SentriCard® reader, a computer and an Internet connection is all you need to move information from the smart card chip to the REALTOR® Lockbox Web Site. If you need further assistance, see How to Get Help. Showing Suite This section includes information on Showing Suite. What is Showing Suite? SentriLock and Showing Suite, the makers of Homefeedback.com, have partnered to bring SentriLock customers a new showing feedback system. Through the SentriLock and Showing Suite integration, Showing Suite automatically imports SentriLock lockbox showings and sends out the feedback request. No need to open up software or Web sites every time you have a showing to request feedback, it’s all automated for you. SentriLock and Showing Suite offer three different packages: 1. 2. SentriLite Free to SentriLock customers. Automatically sends showing feedback requests SentriLock Basic Showing Suite Requires a monthly fee The SentriLock System Guide SentriLock System Guide 75 3. Includes features available in SentriLite package Imports all of your listing information including property photos into your Showing Suite account using Listing Sync. SentriLock Ultimate Showing Suite Requires a monthly fee Includes features available in SentriLite and SentriLock Basic Showing Suite packages Offers customer surveys Offers Showing Suite Mobile Optionally allow Seller to receive feedback Use Home Followup to create newsletters, email campaigns, property flyers, e-cards and more To get started, see How to Set up Your SentriLite Account. If you need further assistance, see How to Get Help. Set Up Your SentriLite Account In order to set up your SentriLite Showing Suite account, please follow these steps: 1. Log in to the REALTOR® Lockbox Web site: http://lockbox.sentrilock.com using your Web browser. 2. To begin the Activation Wizard, click on the Showing Suite button at the top of the Main Menu. 3. Once you are ready to begin the SentriLite activation process, click on the Setup Your SentriLite Account Now button. 4. Review the Terms of Use Agreement and then click I Agree to continue to the Activation Wizard. 5. All of your listing and showing data will be setup within the SentriLite Showing Suite System automatically for you. Please review the helpful information at the top of the screen. You can change the frequency of when showing feedback requests are sent, and even add a photo of your listing on the page. Click on Upload Listing Photo and follow the guided steps to add a photo. 6. Once you have uploaded your photos, click on Save and Continue. 7. The next screen will allow you to customize the system specifically for you. You can add an Agent photo, Company logo, and even change the background color of the feedback request e-mails. 8. Once you have uploaded your photo or logo, you can preview what your feedback request e-mails will look like by clicking on the Preview Sample E-mail button. 9. Once you are happy with your feedback request e-mail format, close the Preview window by clicking the X on the top, right-hand side of the window. 10. Click on Save and Continue for the next step of the Activation Wizard. 11. This screen will allow you to customize your e-mail signature that appears on the bottom of all e-mails sent on your behalf by the SentriLite Showing Suite System. 12. Once you have completed editing your email signature, click on the Save and Continue button. 13. The next screen will allow you to configure your global feedback preferences. Modify the settings as desired and then click on the Save and Continue button. 14. Your SentriLite Showing Suite System account has been configured and is ready for you to start gathering important feedback on your listings. Note: Optionally, you can choose to upgrade to a higher version of Showing Suite. Please review the product comparison chart to choose which one is right for you. 76 SentriLock System Guide The SentriLock System Guide 15. To simply go straight to the SentriLite Showing Suite System, click on the No Thanks, Go to my Account button. 16. You will be directed to the Showings page. From here, you can review your listing information. 17. To request showing feedback, view/edit question templates, or view/edit seller communication settings, click on the Action button beside each listing. 18. Another great feature is the ability to review all of the showing information for each listing. Simply click on the View Access Log link to review every showing for your listing. All showings for the listing will be displayed at the bottom portion of the screen. 19. If you require assistance or simply want to learn more about the SentriLite Showing Suite System, click on the Help link at the top right-hand section of the screen. 20. From this page, you can search the Help Desk for answers, submit a support ticket, or simply watch our informative tutorial videos. 21. At any time you wish to go back to the SentriLock System, just click on the SentriLock button on the top righthand section of the screen. You will automatically be logged in to the SentriLock System with one simple click. If you need further assistance, see How to Get Help. Upgrade Your SentriLite Account After creating your SentriLite account, you may decide you would like to upgrade your package. If you would like to do this, you can click on the green, Upgrade Your Plan to Unlock More Features button at the top of the Web site. Note: You can see the upgrade button from any page in the Showing Suite Web Site. After clicking this button, you will be directed to a menu where you can choose which package you would like to upgrade to. From here, you can see the details of which package you are upgrading to and you can enter your billing information. Note: If a trial period is offered, you can see the length of the trial and the expiration date. From here, you will be notified of when billing for your upgraded package will begin. If you need further assistance, see How to Get Help. Association Administrators This section includes information for use by Association Administrators and Board Staff. Agents who Change Associations Moving an Agent from one Association to another Association involves a few steps. You can't actually "transfer" the Agent and their SentriCard®. You can terminate the Agent and their SentriCard® from their previous Association and add them to their new Association. You can transfer the Agent's lockboxes. The Agent and their new Association will also need to participate in the transfer process. You can use the instructions below to transfer an Agent, their SentriCard® and their lockboxes to another Association: 1. The Agent or Association Administrator from the previous Association must transfer the Agent's lockboxes to no owner. To find out how to transfer an Agent’s lockboxes to no owner, see How to Transfer an Agent’s Lockboxes. If the Agent does not own any lockboxes, you can continue with the next step in these instructions. 2. An Association Administrator from the Agent's previous Association terminates the Agent in their MLS system. 3. After you terminate the Agent's account in their MLS system, you can terminate the Agent's SentriCard® on the SentriLock Server. To find out how to terminate a SentriCard®, see How to Terminate a SentriCard®. If you do not terminate the Agent's SentriCard®, the SentriLock Server will. When the SentriLock The SentriLock System Guide SentriLock System Guide 77 Server imports Agent information from the MLS that evening, it will see the Agent's terminated status and terminate the Agent's SentriCard® on the SentriLock Server. 4. After you terminate an Agent, they are no longer associated with their previous Association. 5. An Association Administrator from the Agent's new Association can add the Agent to their MLS system. After the Association Administrator adds the Agent to their MLS system, they can do one of two things: o When the SentriLock Server imports Agent information from the MLS that evening, it will see the Agent's new account and import their information. After the SentriLock Server imports the Agent's information, you can create a SentriCard® for the Agent. o If you need to create a SentriCard® for the Agent right away, you can use the Add Agent window to manually add the Agent to the SentriLock Server. Note: If you chose to add the Agent, you must enter a value in the External Import ID field on the Add Agent window. The value you enter in the External Import ID field should match the value you entered into an ID or License Number field on your MLS system. When SentriLock imports Agent information, it relies on the value in the External Import ID field to uniquely identify your Agents. For example, you add an Agent to your MLS system. The Agent record on your MLS system contains 1238956 in an ID or License Number field. When SentriLock imports your Agent information, it looks to the ID or License Number field on your MLS System. In this example, if the SentriLock Server has an Agent with an External Import ID of 1238956, it will update the existing Agent information. If the SentriLock Server does not have an Agent with an External Import ID of 1238956, it will import a new record for the Agent. If the Agent in your MLS system has an ID or License Number that is different than the value you entered into the External Import ID field, you will have two Agent records for the same Agent. When an Agent has more than one Agent record, this can create several problems. For example, the Agent may be unable to renew their SentriCard®. 6. After the SentriLock Server imports the Agent's information, or you manually create an account for the Agent, you can create their SentriCard®. 7. To take ownership of their lockboxes, the Agent can insert their new SentriCard® into each lockbox. When the Agent finishes, they should renew their SentriCard®. If you need further assistance, see How to Get Help. Transferring Ownership of a Lockbox Association Administrators may find it necessary to transfer ownership of a lockbox. You can transfer a lockbox to no owner or transfer a lockbox to another Agent in your Association. There are three ways you can transfer ownership of a lockbox: Note: If you're transferring ownership of a lockbox that someone assigned to a listing or has custom settings, the SentriLock Server will remove this information from the lockbox during the transfer. 1. You can use Transfer Lockbox to No Owner in the SentriLock Card Utility/SentriCard® Utility to transfer a lockbox from an Agent to no owner. To use Transfer a Lockbox to No Owner, you need a SentriCard®, card reader, SentriLock Card Utility/SentriCard® Utility, and the lockbox. When you use Transfer Lockbox to No Owner, you can transfer one lockbox at a time. 2. If you have an Agent that is no longer with your Association, you may be able to use the Transfer Ownership of Lockbox window to transfer one or all of the Agent's lockboxes to no owner. To use this window to transfer a lockbox to no owner, you need the Agent's valid SentriCard® and password. 3. If you have an Agent that is no longer with your Association, you can use the Transfer Ownership of Lockbox window to transfer one or all of the Agent's lockboxes to another Agent in your Association How to Transfer One of an Agent's Lockboxes to No Owner 78 SentriLock System Guide The SentriLock System Guide 1. Use the SentriLock Card Utility/SentriCard® Utility to log in to the REALTOR® Lockbox Web Site. Insert your SentriCard® into the card reader attached to your PC or your Broker's office PC. The SentriLock Card Utility/SentriCard® Utility will display the Login window. If the SentriLock Card Utility/SentriCard® Utility does not display the Login window, click Start |Programs | SentriLock Card Utility or SentriCard® Utility. The SentriLock Card Utility/SentriCard® Utility will detect your ID and fill in the SentriLock ID field automatically. Enter your password in the Password field. Click Login to access the Main Menu window. 2. From the Card Functions pane, click Set Lockbox to No Owner. 3. On the Transfer Lockbox to No One window, click the serial number of the lockbox you would like to transfer. You can use the Search bar to search for a specific lockbox. 4. After you click the serial number of the lockbox, the SentriLock Server displays the Updating Card window. When the SentriLock Server displays the SentriCard® Successfully Written message, you can remove your SentriCard® from the card reader. 5. Insert your SentriCard® into the lockbox you selected. The lockbox will display the READY light. This means you transferred the lockbox to no owner. 6. Remove your SentriCard® from the lockbox. To confirm you set the lockbox to no owner, press FUNC + 3 +ENT. The lockbox should open the key compartment. When a lockbox has no owner, you do not need a SentriCard® to open the key compartment. After you transfer a lockbox to no owner, the first person to insert their SentriCard® into the lockbox will take ownership. How to Transfer One or All of an Agent's Lockboxes to No Owner As an Association Administrator, you may be able to use the Transfer Ownership of Lockbox window to transfer ownership of a lockbox to no owner. To use the Transfer Ownership of Lockbox window, you need a valid SentriCard® for the Agent whose lockboxes you are transferring. You also need their password. If you do not have the Agent's valid SentriCard®, you can use Transfer Lockbox to No Owner in the SentriLock Card Utility/SentriCard® Utility to transfer a lockbox from an Agent to no owner. If you have the Agent's valid SentriCard® and password, you can use the following instructions to transfer one or all of an Agent's lockboxes to no owner: 1. Use the SentriLock Card Utility/SentriCard® Utility to log in to the REALTOR® Lockbox Web Site. Insert your SentriCard® into the card reader attached to your PC or your Broker's office PC. The SentriLock Card Utility/SentriCard® Utility will display the Login window. If the SentriLock Card Utility/SentriCard® Utility does not display the Login window, click Start |Programs | SentriLock Card Utility or SentriCard® Utility. The SentriLock Card Utility/SentriCard® Utility will detect your ID and fill in the SentriLock ID field automatically. Enter your password in the Password field. Click Login to access the Main Menu window. Alternatively, you can access the REALTOR® Lockbox Web Site directly. To access the Web site directly, use your Web browser to access: http://lockbox.sentrilock.com/lbs. You will need your SentriLock ID and password to log in to the Web site. 2. Click Lockboxes. Click the serial number of the lockbox you'd like to transfer. You can use the Search bar on the Lockboxes window to search for a specific lockbox. 3. On the Edit Lockbox window, click the Transfer button. 4. On the Transfer Ownership of Lockbox window, click Transfer Ownership to No One. Note: To transfer all of an Agent's lockboxes to no owner, check the Transfer All My Lockboxes check box. 5. Click Submit Transfer Request. The SentriLock Server will display the Lockboxes window. 6. After you transfer the lockbox, you can logout of the SentriLock Card Utility/SentriCard® Utility. 7. If you're using the SentriLock Card Utility/SentriCard® Utility, remove your SentriCard® from the card reader. Insert the Agent's SentriCard® into the card reader. The SentriLock Card Utility/SentriCard® The SentriLock System Guide SentriLock System Guide 79 Utility will insert the Agent's SentriLock ID into the SentriLock ID field. Enter the Agent's password into the Password field and click Renew. After you renew the Agent's SentriCard®, remove it from the card reader. 8. Insert the Agent's SentriCard® into the lockbox(es) you are transferring. 9. When lockbox displays the READY light, it has no owner. 10. Now that the lockbox has no owner, any Agent can insert their SentriCard® into the lockbox to take ownership of it. How to Transfer One or All of an Agent's Lockboxes to Another Agent Association Administrators can use the following instructions to transfer one or all of an Agent's lockboxes to another Agent. 1. Use the SentriLock Card Utility/SentriCard® Utility to log in to the REALTOR® Lockbox Web Site or go to the web site directly. Insert your SentriCard® into the card reader attached to your PC or your Broker's office PC. The SentriLock Card Utility/SentriCard® Utility will display the Login window. If the SentriLock Card Utility/SentriCard® Utility does not display the Login window, click Start |Programs | SentriLock Card Utility or SentriCard® Utility. The SentriLock Card Utility/SentriCard® Utility will detect your ID and fill in the SentriLock ID field automatically. Enter your password in the Password field. Click Login to access the Main Menu window. Alternatively, you can access the REALTOR® Lockbox Web Site directly. To access the web site directly, use your Web browser to access: http://lockbox.sentrilock.com/lbs. You will need your SentriLock ID and password to log in to the Web site. 2. Click Lockboxes. Click the serial number of the lockbox you'd like to transfer. You can use the Search bar on the Lockboxes window to search for a specific lockbox. 3. On the Edit Lockbox window, click the Transfer button. 4. On the Transfer Ownership of Lockbox window, you will receive a Search menu. 5. Select the Agent you want to transfer the lockbox to and click Submit Changes. Note: To transfer all of the Agent's lockboxes to the Agent you selected, check the Transfer All My Lockboxes check box on the Edit Lockbox page. 6. Click Save Changes at the bottom of the Edit Lockbox page. 7. The Lockboxes window displays Pending Transfer next to the lockbox serial number you selected. 8. The Agent you selected from the Select Agent window must renew their SentriCard® at a card reader and insert it into the transferred lockbox within the specified time frame. If they do not, the transfer request will expire. This means the Agent will not be able to take ownership of the lockbox. If the Agent completes the transfer process within the specified time frame, the lockbox will make a series of beeps when they insert their card into it, then it will display the CODE light to signal success. If the Agent does not complete the transfer request within the specified time frame, you can repeat the steps to transfer a lockbox. The specified time frame varies from Association to Association. Generally, the Agent you selected must complete the transfer within 72 hours, or your Association's SentriCard® renewal period, whichever is greater. For example, if the Association requires Agents to renew their SentriCards® every 7 days, Agents will have 7 days to complete the transfer. If the renewal period is 1 day, Agents have 72 hours to complete the transfer. 9. After the Agent takes ownership of the lockbox, they should renew their SentriCard® one more time in a card reader. Once the Agent renews their card, they can use the SentriLock Card Utility/SentriCard® Utility or REALTOR® Lockbox Web Site to view and edit information about the lockbox. If you need further assistance, see How to Get Help. 80 SentriLock System Guide The SentriLock System Guide How to Use the 1 Day Code Indemnifications Associations using the SentriLock system can authorize a showing service to generate one day codes for lockboxes under the Broker's company. To use this feature, your Association must have authorized its use and agreed to the CODE GENERATOR INDEMNIFICATION AGREEMENT. You will need to log in to the REALTOR© Lockbox Web Site to agree to the Broker Indemnification Agreement. There are two methods for accessing the REALTOR® Lockbox Web Site 1. You can log in to the REALTOR® Lockbox Web Site using a web browser. 2. You can log in to the REALTOR® Lockbox Web Site using the SentriLock Card Utility/SentriCard® Utility. Using a Web Browser 1. Open your preferred Web browser and type in the URL: http://lockbox.sentrilock.com 2. Type in your SentriLock ID and Password. 3. Click the button Click to Login. 4. On the Select Permission page select the Administrator or Broker permission. 5. Click the Submit button. 6. The REALTOR® Lockbox Web Site will open in a new window. 7. On the left side of the page, in the vertical menu, click the Indemnifications link. The page displayed will be different based on the permissions chosen after log in. Using the SentriLock Card Utility/SentriCard® Utility 1. Start the SentriLock Card Utility/SentriCard® Utility by clicking Start | Programs | SentriLock Card Utility or SentriCard® Utility. 2. Insert your SentriCard® into the card reader. The SentriLock Card Utility/SentriCard® Utility will open and load SentriLock ID. 3. Type your password into the Password box. 4. Click the Login button. 5. A message box will open if your login is accepted. Click the OK button. 6. On the Select User Permission window select the Administrator or Broker permission. 7. Click the Select button. 8. The REALTOR® Lockbox Web Site will open in a new window. 9. On the left side of the page, in the vertical menu, click the Indemnifications link. The page displayed will be different based on the permissions chosen after log in. Association Administrator Permissions The Administrator permissions page displays two different search fields: Authorized Vendors and Company (Broker) Authorizations. On the left side of the page, there is a button to Add Authorized Vendors. At the top of the page, below the Association Name, there is the current agreement status for the Association. After an Association has agreed to the indemnification, one day code generation can be turned on or off Association wide. 1. Click on the link next to Agreement Status, the Association page will load. 2. Change the Agree Status to the desired choice, I Agree or I Do not Agree 3. Change the Agreement Date by clicking on the calendar icon. 4. Click the Save button to submit the changes. The SentriLock System Guide SentriLock System Guide 81 Add Vendor Authorization The Add Vendor Auth button allows an Administrator to add a vendor to the list of authorized vendors in the association that brokers can approve to generate codes for their company. To add a vendor to this list, follow these simple steps: 1. After following the steps to log in, click the Add Vendor Auth button on the left of the page. The Vendor Authorization page will open. 2. On the Vendor Authorization page, click the Select button next to the Vendor box. A search window will open. 3. Search for the vendor using two search conditions: Search Type: begins with, does not begin with, contains, does not contain, ends with, does not end with, matches, and does not match. Search Value: user supplied. 4. Input the search conditions and click the Search button. 5. Browse through the pages of results and click the radio button next to the desired vendor. 6. Click the Submit button. The window will close and the selected vendor will be in the Vendor box. 7. Select the Indemnification Type and the Agree Status. 8. Click the Save button. 9. The Indemnifications page will load with a message saying the vendor indemnification was saved or if the save failed. Authorized Vendors Search The Authorized Vendors search allows an Administrator to see the details and status of vendors authorized for their association. 1. There are two search conditions: Search Type: begins with, does not begin with, contains, does not contain, ends with, does not end with, matches, and does not match. Search Value: user supplied. 2. Input the search conditions and click the Search button. 3. The results appear in a table below the search fields. 4. Under Vendor Name there is a link that opens a page to display the current status of indemnification with this vendor. The Agree Status can be changed on this page as well as the Date of agreement. Click the Save button to submit any changes. 5. The History link opens a page to display the Vendor Authorization History of that vendor and Association. Authorized (Company) Broker Search The Company (Broker) Authorizations search allows an Administrator to see the details and status of vendor authorizations for each company. 1. There are three search conditions: Search Field: Brokerage Name or Vendor Name. Search Type: begins with, does not begin with, contains, does not contain, ends with, does not end with, matches, and does not match. Search Value: user supplied. 2. Input the search conditions and click the Search button. 3. The results appear in a table below the search fields. 82 SentriLock System Guide The SentriLock System Guide 4. Under Brokerage Name there is a link that opens a page to display the CODE GENERATOR INDEMNIFICATION AGREEMENT for that Brokerage and Vendor. 5. The History link opens a page to display the history of the CODE GENERATOR INDEMNIFICATION AGREEMENT for that Brokerage and Vendor. If you need further assistance, see How to Get Help. Enabling Time Limited 1 Day Codes The Association must enable Time Limited 1 Day Codes for agents to be able to use the feature. In order to enable Time Limited 1 Day Codes, you must have Association Administrator permissions. If you have the appropriate permission levels, follow these simple steps to enable Time Limited 1 Day Codes for your Association: 1. Use the SentriLock Card Utility/SentriCard® Utility to log in to the REALTOR® Lockbox Web Site. Insert your SentriCard® into the card reader attached to your PC. The SentriLock Card Utility/SentriCard® Utility will display the Login window. If the SentriLock Card Utility/SentriCard® Utility does not display the Login window, click Start |Programs | SentriLock Card Utility/SentriCard® Utility. The SentriLock Card Utility/SentriCard® Utility will detect your ID and fill in the SentriLock ID field automatically. Enter your password in the Password field. Click Login to access the Main Menu window. Make sure to log in using your Association Administrator permission. Alternatively, you can access the REALTOR® Lockbox Web Site directly. To access the Web site directly, use your Web browser to access http://lockbox.sentrilock.com/lbs. You will need your SentriLock ID and password to log in to the Web site. If you log in from the Web site, make sure to choose your Association Administrator permission. 2. After logging in, click the My Association button at the top of the page. 3. Look for the Time Limited 1 Day Codes section with the following settings: Time Limited 1 Day Codes o Default to Disabled - Time Limited 1 Day Codes are disabled to default, but an agent can enable the feature for their own lockboxes. o Default to Enabled - Time Limited 1 Day Codes are enabled to default, but an agent can disable the feature for their own lockboxes. o Require Disabled on all lockboxes - Time Limited 1 Day Codes are always disabled for all lockboxes. o Require Enabled on all lockboxes - Time Limited 1 Day Codes are always enabled for all lockboxes. Default 1 Day Code Time Limit (in minutes) - Is the default time of Time Limited 1 Day Codes. This value can be changed by agents for their own lockboxes. Time Limited 1 Day Code Minimum Time Limit (in minutes) - Specifies the minimum time an agent can set as their own Time Limited 1 Day Code value. Time Limited 1 Day Code Maximum Time Limit (in minutes) - Specifies the maximum time an agent can set as their own Time Limited 1 Day Code value. The SentriLock System Guide SentriLock System Guide 83 4. After making any changes click the Save Changes button at the bottom of the page to save all the changes made on the My Association page. 5. For any changes to Time Limited 1 Day Codes to take place, agents must: a. Renew their SentriCards® using the SentriLock Card Utility/SentriCard® Utility. b. Insert their SentriCards® into each lockbox. c. Renew their SentriCards® using the SentriLock Card Utility/SentriCard® Utility again. If you need further assistance, see How to Get Help. How to Terminate a SentriCard® As an Association Administrator, there may be times when you need to terminate a SentriCard®. For example, if an Agent loses their SentriCard®, you'll want to terminate it as soon as possible. In addition, the SentriLock Server only supports one SentriCard® per Agent. This means before you can issue an Agent a replacement card, you'll need to terminate the SentriCard® they lost. The SentriLock Server may also terminate SentriCards®. If SentriLock imports Agent information from your MLS system, the SentriLock Server may update the status of the Agents on the server with the status we import from your MLS. This means if we import an Agent with a terminated or inactive status from your MLS, the SentriLock Server may terminate their SentriCard®. The SentriLock Server will send the Association an e-mail message with the list of Agents it may have terminated. Note: when you or the SentriLock Server terminate a SentriCard®, it will continue to operate lockboxes until it expires or until the Agent tries to renew the card. If you terminate an Agent's SentriCard® and they try to renew it, the SentriLock Server immediately disables the card. Association Administrators can use the instructions below to terminate a SentriCard®: 1. Use the SentriLock Card Utility/SentriCard® Utility to log in to the REALTOR® Lockbox Web Site. Insert your SentriCard® into the card reader attached to your PC or your Broker's office PC. The SentriLock Card Utility/SentriCard® Utility will display the Login window. If the SentriLock Card Utility/SentriCard® Utility does not display the Login window, click Start |Programs | SentriLock Card Utility/SentriCard® Utility. The SentriLock Card Utility/SentriCard® Utility will detect your ID and fill in the SentriLock ID field automatically. Enter your password in the Password field. Click Login to access the Main Menu window. Alternatively, you can access the REALTOR® Lockbox Web Site directly. To access the Web site directly, use your Web browser to access http://lockbox.sentrilock.com/lbs. You will need your SentriLock ID and password to log in to the Web site. 2. From the Main Menu window, click SentriCards or View SentriCards. 3. The SentriLock Server will display the SentriCards window. You can use the Search bar to search for a specific SentriCard®. You can search by the Agent's name or by SentriCard® serial number. Click the serial number to open the Edit SentriCard window. 4. To terminate a SentriCard®, click Terminate in the Card Status field. The SentriLock Server will display the Terminate Smart Card window. Use the drop-down list to select the reason you are terminating the SentriCard®. When you finish click Yes, terminate this card. For assistance in finding out how to activate a terminated SentriCard®, see How to Activate a SentriCard. If you need further assistance, see How to Get Help. How to Activate a Terminated SentriCard® There may be times when you need to activate a SentriCard® that you or the SentriLock Server terminated. If SentriLock imports Agent information from your MLS system, it may terminate Agents with an inactive status. If you use the steps below to activate an Agent's SentriCard®, make sure the Agent is also active in your MLS system. If the 84 SentriLock System Guide The SentriLock System Guide Agent is inactive in your MLS system, the SentriLock Server may terminate the Agent the next time it imports Agent information from your MLS. Note: If you need to activate an Agent who does not have a SentriCard®, select Valid from the Agent Status drop-down list on the Edit Agent window. Association Administrators can use the instructions below to activate a terminated SentriCard®: 1. Use the SentriLock Card Utility/SentriCard® Utility to log in to the REALTOR® Lockbox Web Site. Insert your SentriCard® into the card reader attached to your PC or your Broker's office PC. The SentriLock Card Utility/SentriCard® Utility will display the Login window. If the SentriLock Card Utility/SentriCard® Utility does not display the Login window, click Start |Programs | SentriLock Card Utility/SentriCard® Utility . The SentriLock Card Utility/SentriCard® Utility will detect your ID and fill in the SentriLock ID field automatically. Enter your password in the Password field. Click Login to access the Main Menu window. Alternatively, you can access the REALTOR® Lockbox Web Site directly. To access the Web site directly, use your Web browser to access http://lockbox.sentrilock.com/lbs. You will need your SentriLock ID and password to log in to the Web site. 2. From the Main Menu window, click SentriCards or View SentriCards. 3. The SentriLock Server will display the SentriCards window. You can use the Search bar to search for a specific SentriCard®. You can search by the Agent's name or by SentriCard® serial number. When you locate the SentriCard®, click its serial number to open the Edit SentriCard window. 4. To activate a terminated SentriCard®, click Activate in the Card Status field. The SentriLock Server will display the Activate Smart Card window. Click Yes, activate this card. 5. The Agent will need to renew their SentriCard® before they can access any lockboxes. To find out how to terminate a SentriCard®, see How to Terminate a SentriCard®. If you need further assistance, see How to Get Help. Creating an Affiliate or Assistant SentriCard® If your Association uses lockboxes with firmware version 2.03 or higher, you may be able to create Affiliate and Assistant SentriCards®. Association Administrators can use the following instructions to create an Affiliate or Assistant SentriCard®: Note: Before you can create a SentriCard® for an Affiliate or Assistant, they must have an Agent record on the SentriLock Server. If the Affiliate or Assistant doesn't have an Agent record, contact SentriLock Support at 1-877-736-8745. 1. Insert an unissued SentriCard® into the card reader. When you insert a SentriCard® into the card reader, the gold chip should be facing up and going in to the reader. You can only insert a SentriCard® about halfway into the card reader. 2. The SentriLock Card Utility/SentriCard® Utility resides in the System Tray on your computer. After you insert a SentriCard® into the card reader, the SentriLock Card Utility/SentriCard® Utility displays the Login window. If the SentriLock Card Utility/SentriCard® Utility does not automatically display the Login window, it may no longer be in the System Tray. Click Start |Programs | SentriLock Card Utility to run the SentriLock Card Utility. 3. Enter your ID and password in the SentriLock ID and Password fields. Click Login. 4. Click Activate a New Card on the Card Functions pane. The SentriLock Card Utility/SentriCard® Utility displays the Select Card Agent window. 5. You can use the Select Card Agent window to select the Affiliate or Assistant you are creating a SentriCard® for. To select an Affiliate or Assistant, click their name. If you do not see the Affiliate's or Assistant's name, they may not be on the SentriLock Server or they currently have a valid SentriCard®. You can contact SentriLock Support at 1-877-736-8745 for assistance. The SentriLock System Guide SentriLock System Guide 85 6. After you select an Affiliate or Assistant, the SentriLock Card Utility/SentriCard® Utility may display the Set Card Regions window. 7. When you create a SentriCard®, you select the regions a SentriCard® will have access to. These are the SentriCard's® authorized regions. In addition, you need to select one primary region. An Affiliate can only operate lockboxes in the authorized and primary regions on their SentriCard®. When you create an Assistant SentriCard®, you're creating a SentriCard® for an Agent's Assistant. If you're creating an Assistant SentriCard®, the regions you select should correspond with the regions on the Agent's SentriCard®. 8. When you finish selecting the primary and authorized regions, click Finish. 9. The SentriLock Card Utility/SentriCard® Utility will display the Updating Card window. When it finishes updating the SentriCard®, it displays the Create SentriCard Summary window. 10. The Create SentriCard Summary window displays the PIN and expiration date for the SentriCard® you created. You can click Print Card Carrier to print a card carrier sheet for the SentriCard® you created. The Card Carrier sheet displays the SentriCard® serial number, SentriLock ID, Password and PIN. SentriLock recommends distributing the card carrier sheet with a SentriCard®. If you do not print the card carrier sheet, you will need to give the Affiliate or Assistant their PIN. You may want to write down the PIN. For security reasons, please do not write the PIN directly on the SentriCard®. Note: Affiliates and Assistants cannot change their PIN. 11. You can click the Main Menu button to return to the SentriLock Card Utility/SentriCard® Utility Main Menu window. If you need further assistance, see How to Get Help. Shopping Cart Usage Association Administrators may need to order SentriLock products, such as lockboxes and SentriCards®. Using the SentriLock Shopping Cart, Administrators can place a product order and compare different rates and charges before making their final selection. The SentriLock Shopping Cart features the following: A graphical representation of products and pricing based upon volume Subtotal and shipping charges displayed upon checkout Shipping rates comparison and selection Processing notification and tracking number The SentriLock Shopping Cart is located at http://shop.sentrilock.com. Log In to the SentriLock Shopping Cart 1. Navigate your Web browser to http://shop.sentrilock.com/. You will be taken to the Login page. 2. Fill in the User Name and Password fields. Note: The username you use to access the SentriLock Shopping Cart is the same as your email address in the SentriLock system. The password you use to access the SentriLock Shopping Cart is your SentriLock ID. If you do not have a login, please contact your CRM. 3. After filling in the User Name and Password fields, click the log in button. Note: To receive a reminder of your password, enter your email address into the Email Forgotten Password field. After doing this, click the email password button. You will receive an email from SentriLock with your password. 4. After logging in, you will be brought to the SentriLock Shopping Cart Account Summary page. This page will show you an overview of anything you have ordered as well as give you the option to update your contact information and view what is currently in your SentriLock Shopping Cart. 86 SentriLock System Guide The SentriLock System Guide Products After you have successfully logged into the SentriLock Shopping Cart, you will be able to view the Products page. The SentriLock Shopping Cart will only display products that are valid for your Association. The Products page has two sections: SentriCards®-Displays the valid SentriCards® available for your Association Products-Displays the valid SentriLock products available for your Association Adding Products to Your Cart To add products to your shopping cart, type the number of items you wish to order in the Quantity field and click the Add to Cart button. You can add multiple items to your cart at once by using the Add All From Section button. This button is located in the bottom, right-hand corner of the section. Every time you add an item to your shopping cart, you will be taken to the Cart page. The Cart page displays all of the items, quantities and pricing for each item you have selected. If you wish to complete your order at another time, you can click the Logout button and the items will be saved in your shopping cart for the next time you return. To change the quantity of an item you have added to your cart, change the number in the Qty column of the item you are ordering. After you have changed the quantity, click the Update button at the bottom of the Cart window. To remove an item from your shopping cart, click the Delete button next to the item. Placing an Order Once you have placed all the items you wish to order into your shopping cart, click the Secure Checkout button. You will be taken to the Order Confirmation page. This page displays the products subtotal and the total weight of the shipment. You will also be able to confirm your contact information and send any comments to SentriLock regarding your order. After reviewing your contact information and adding any comments, click the Submit button to choose your method of shipping. Shipping Method The SentriLock Shopping Cart displays shipping and address verification. This will allow you to know the shipping charges you will incur immediately. Select the shipping method you desire and click the Continue button to go to the next page and verify your order. Verifying Your Order The next page will ask you to verify your order. This page will display the subtotal of all of your items as well as the shipping total. Note: Taxes will not be displayed on this page or your order confirmation email. Taxes will be included on your invoice, which will be sent electronically the next business day. A paper invoice will also be included with the order as well. Please review the order information and click the Submit button at the bottom of the screen to complete your order. Note: Your order will not be processed if you do not click the Submit button at the bottom of the page. When you purchase items in bulk, SentriLock applies a discount to each item. This discount is based upon how much you have ordered. Contact Us The Contact Us page allows you to contact SentriLock. To send SentriLock an email, type your email address in the Your email field. The Request access radio button should be selected as the Subject if you are requesting your initial access to the SentriLock Shopping Cart. If you want general help, select the General Help radio button as your Subject. FAQ The SentriLock System Guide SentriLock System Guide 87 The FAQ tab displays some frequently asked questions about the SentriLock Shopping Cart. For a more detailed explanation of the Volume Pricing Tiers, please view the FAQ tab. If you need further assistance, see How to Get Help. Transfer Card Feature If an Agent moves from one Association to a reciprocal Association, an Association Administrator can transfer the Agent's SentriCard® and lockboxes to their new Association in one simple procedure. To use this feature your Association must have requested the feature from SentriLock, LLC and you must have Association Administrator permissions. If your Association has this feature and you have the correct permissions, follow this simple procedure: 1. Log in to the REALTOR® Lockbox Web Site. There are two methods for accessing the REALTOR® Lockbox Web Site: Use a web browser: 1. Open your preferred Web browser and type in the URL: http://lockbox.sentrilock.com 2. Type in your SentriLock ID and Password. 3. Click the button Click to Login. 4. On the Select Permission page select the Administrator permission. 5. Click the Submit button. Or use the SentriLock Card Utility/SentriCard® Utility: 1. Start the SentriLock Card Utility/SentriCard® Utility by clicking Start | Programs | SentriLock Card Utility or SentriCard® Utility. 2. Insert your SentriCard® into the card reader. The SentriLock Card Utility/SentriCard® Utility will open and load your SentriLock ID. 3. Type your password into the Password field. 4. Click the Login button. 5. A message box will open if your login is accepted. Click the OK button. 6. On the Select User Permission window select the Administrator permission. 7. Click the Select button. 8. The REALTOR® Lockbox Web Site will open in a new window. 2. Click the SentriCards button, and then click the Transfer Card button. 3. The Transfer Card page will open. This page has two fields, From Agent and To Agent, and the Submit Transfer button. 4. In the From Agent field, search for the agent that will be moving to a new Association. 5. In the To Agent field, search for the agent's identity under their new association. 6. An Agent is eligible for a transfer if the following conditions are true: 1. The Agent record was added to the system within the last 90 days. 2. The Agent record has never been associated with a SentriCard®. 3. Either the Agent's first name or last name matches the agent selected in the From Agent field. Click the Submit Transfer button to review a summary of the transfer request. If you need to make changes to the transfer, click the No button to return to the previous page. Click the Yes button to complete the transfer. 88 SentriLock System Guide The SentriLock System Guide 7. Have the Agent renew their SentriCard®. They will need to insert their renewed SentriCard® into any lockboxes they own. If you need further assistance, see How to Get Help. Add/Edit a Listing If the SentriLock Server imports your listings, it also imports the listing's MLS number. Note: You cannot edit the listing information the SentriLock Server imported from your MLS. If you need to make changes to a listing's information, do so on your MLS system. The SentriLock Server will receive the updated listing information the next time it imports listing information from your MLS. If you manually added a listing, you can use the following instructions to add or update listing information, including adding the MLS number: 1. Use the SentriLock Card Utility/SentriCard® Utility to log in to the REALTOR® Lockbox Web Site. Insert your SentriCard® into the card reader attached to your PC or your Broker's office PC. The SentriLock Card Utility/SentriCard® Utility will display the Login window. If the SentriLock Card Utility/SentriCard® Utility does not display the Login window, click Start |Programs | SentriLock Card Utility or SentriCard® Utility. The SentriLock Card Utility/SentriCard® Utility will detect your ID and fill in the SentriLock ID field automatically. Enter your password in the Password field. Click Login to access the Main Menu window. Alternatively, you can access the REALTOR® Lockbox Web Site directly. To access the Web site directly, use your Web browser to access http://lockbox.sentrilock.com/lbs. You will need your SentriLock ID and password to log in to the Web site. 2. Click the Listings or My Listing tab. 3. To edit a listing, click its hyperlink in the Address field. 4. You can enter the listing's MLS number in the MLS Number field. You can also use the Edit Listing window to edit other information about the listing. 5. Click Save Changes. You can use the instructions below to manually add a listing and its MLS number. 1. Use the SentriLock Card Utility/SentriCard® Utility to log in to the REALTOR® Lockbox Web Site. Insert your SentriCard® into the card reader attached to your PC or your Broker's office PC. The SentriLock Card Utility/SentriCard® Utility will display the Login window. If the SentriLock Card Utility/SentriCard® Utility does not display the Login window, click Start |Programs | SentriLock Card Utility/SentriCard® Utility . The SentriLock Card Utility/SentriCard® Utility will detect your ID and fill in the SentriLock ID field automatically. Enter your password in the Password field. Click Login to access the Main Menu window. Alternatively, you can access the REALTOR® Lockbox Web Site directly. To access the Web site directly, use your Web browser to access http://lockbox.sentrilock.com/lbs. You will need your SentriLock ID and password to log in to the Web site. 2. Click the Listings or My Listing tab. 3. Click Add Listing. Complete the fields on the Add Listing window. When you finish, click Save Changes. If you need further assistance, see How to Get Help. Miscellaneous This section includes information on miscellaneous topics. The SentriLock System Guide SentriLock System Guide 89 How to View SentriLock’s PDF Files SentriLock has PDF files for most of the manuals, guides and handouts. To view the PDF file, access the Support |Documentation section on the REALTOR® Lockbox Web site: http://lockbox.sentrilock.com/lbs You’ll need your SentriLock ID and Password to access the SentriLock Support Web site. Click on the link to the PDF version of the manual or guide. Your Web browser should load Adobe Reader and the PDF file. Note: If you’re having trouble viewing one of SentriLock’s PDF files, we recommend updating to the latest version of Adobe Reader. If you’re viewing one of our PDF files in an older version of Adobe Reader, you may notice that the fonts and images are distorted. In our experience, updating to Adobe Reader 6.0 or later corrects this issue. You can use the hyperlink below to download the latest version of Adobe Reader: http://www.adobe.com/products/acrobat/readstep2.html. If you need further assistance, see How to Get Help._D2HLink_23822 Affiliate and Assistant SentriCards® Affiliate and Assistant SentriCards® can provide some users with limited access to the lockboxes in your Association. Your Association can issue Affiliate SentriCards® to out of area Agents or other users who need access to lockboxes but are not members of your Association. If an Agent has an unlicensed Assistant, an Association Administrator could create a SentriCard® for the Assistant. The Assistant's SentriCard® would give them limited access to the Agent's lockboxes. Affiliate and Assistant SentriCards® are available to Associations with lockboxes that have firmware version 2.03 or higher. To find out what firmware your lockboxes have, see How to Determine Your Lockbox Firmware. If your Association uses lockboxes with firmware version 2.03 or higher, Association Administrators may be able to create SentriCards® for Affiliates and Assistants. Affiliate and Assistant SentriCards® provide limited access to lockboxes. Here are some of the features of these cards: Affiliate SentriCards® If you have out of area Agents that show property in your Association, you may want them to use an Affiliate SentriCard®. Likewise if you have a Home Inspector or Appraiser that frequently accesses the lockboxes in your Association, you may want them to use an Affiliate SentriCard®. An Affiliate SentriCard® would allow the Affiliate to access all of the lockboxes in your Association. Without a SentriCard®, the Affiliate would need to contact the listing Agent for a contractor or 1 day code. When someone uses an Affiliate SentriCard®, the SentriLock Server records access information on the Lockbox Access Log and Access Report. Affiliate SentriCards® can access all of the lockboxes in your Association. Affiliate SentriCards® can access lockboxes within the access times the Association or lockbox owner specified on the Access Time Matrix window. Affiliate SentriCards® can only open the key compartment of the lockboxes in your Association. Users with Affiliate SentriCards® cannot own lockboxes. Your Association can use the Affiliates Require CBS Code check box on the Edit Association window to require Affiliate SentriCards® to use a Call Before Showing code before they can access the key compartment of a lockbox. Like the other SentriCards® in your Association, Affiliates must renew their SentriCards®. Affiliate SentriCards® cannot access the REALTOR® Lockbox Web Site. Affiliate SentriCards® can only use the SentriLock Card Utility/SentriCard® Utility to renew their SentriCards®. Assistant SentriCards® If you have an Agent in your Association that has an unlicensed Assistant, you can create a SentriCard® for the Assistant. An Assistant may use their SentriCard® to place a lockbox on a listing or remove a lockbox from a 90 SentriLock System Guide The SentriLock System Guide listing. An Assistant SentriCard® can only access lockboxes owned by the Agent or someone who granted the Agent team member privileges. Assistant SentriCards® can only open the key compartment of the lockboxes owned by their Agent; or someone who granted the Agent team member privileges. You cannot use an Assistant SentriCard® to change the settings on a lockbox. Users with Assistant SentriCards® cannot own lockboxes. Like the other SentriCards® in your Association, Assistants must use the SentriLock Card Utility/SentriCard® Utility to renew their SentriCards®. Assistant SentriCards® can access the REALTOR® Lockbox Web Site. You can optionally give them access to listing, SentriCard® and lockbox information for their Agent and the Agent's team members. Only Association Administrators can create Affiliate and Assistant SentriCards®. To find out how to create an Affiliate or Assistant SentriCard®, see How to Create an Affiliate or Assistant SentriCard®. If you need further assistance, see How to Get Help. Shopping Cart Usage For Agents The Shopping Cart is a section on the REALTOR© Lockbox Web Site that allows agents to securely pay fees that may be owed to SentriLock e.g., RMA or Agent fees. Here are the steps to use the Shopping Cart: Login 1. Log in to the REALTOR© Lockbox Web Site: 2. Open your preferred web browser and type in the URL: http://lockbox.sentrilock.com 3. Type in your SentriLock ID and Password. 4. Click the Click to Login button. 5. On the Select Permission page, select the Agent permission. 6. Click the Submit button. Items in the Shopping Cart After logging in, you will see a message notifying you IF there are items in your Shopping Cart. Note: You will not see a message notifying you of a payment if there are no items in your Shopping Cart. Click the image of the shopping cart to review the items in your cart. After clicking the shopping cart image, you should be able to review any items in your cart. Making the payment After you review the items in your Shopping Cart, and you are ready to check out, select a payment method (Credit Card or Electronic Check) from below the list of items in your cart. After you select a payment method, click the Check Out button to proceed to the secure checkout. Follow the directions on the page and review each field for accuracy. Once you have filled out the page, click the Submit Payment button. If there are any errors while processing the payment, you will be notified. Once the payment is accepted, you will be given a confirmation screen. Click the Print button at the bottom of the page to print the confirmation page for your records. The SentriLock System Guide SentriLock System Guide 91 If you need further assistance, see How to Get Help. How Brokers Use the 1 Day Code Indemnification Brokers using the SentriLock system can authorize a showing service to generate 1 day codes for lockboxes under the Broker’s company. To use this feature, your Association must have authorized its use and agreed to the CODE GENERATOR INDEMNIFICATION AGREEMENT. To view the indemnification pages you must have association admin or broker permissions. You will need to log in to the REALTOR© Lockbox Web Site to agree to the Broker Indemnification Agreement. There are two methods for accessing the REALTOR® Lockbox Web Site 1. You can log in to the REALTOR® Lockbox Web Site using a Web browser. 2. You can log in to the REALTOR® Lockbox Web Site using the SentriLock Card Utility/SentriCard® Utility. Using a Web Browser 1. Open your preferred Web browser and type in the URL: http://lockbox.sentrilock.com 2. Type in your SentriLock ID and Password. 3. Click the Click to Login button. 4. On the Select Permission page, select the Administrator or Broker permission. 5. Click the Submit button. 6. The REALTOR® Lockbox Web Site will open in a new window. 7. On the left side of the page, in the vertical menu, click the Indemnifications link. The page displayed will be different based on the permissions chosen after log in. Using the SentriLock Card Utility/SentriCard® Utility 1. Start the SentriLock Card Utility by clicking Start | Programs | SentriLock Card Utility or SentriCard® Utility. 2. Insert your SentriCard® into the card reader. The SentriLock Card Utility/SentriCard® Utility will open and load your SentriLock ID. 3. Type your password into the Password box. 4. Click the Login button. 5. A message box will open if your login is accepted. Click the OK button. 6. On the Select User Permission window, select the Administrator or Broker permission. 7. Click the Select button. 8. The REALTOR® Lockbox Web Site will open in a new window. 9. On the left side of the page, in the vertical menu, click the Indemnifications link. The page displayed will be different based on the permissions chosen after log in. Broker Permissions The Broker permissions page displays one search field: Company (Broker) Authorizations. On the left side of the page, there is a button to Add Broker Authorizations. Add Broker Authorization 1. The Add Broker Auth button allows a broker to authorize a vendor to generate one day codes for their company. 2. After following the login steps, click the Add Broker Auth button on the left of the page. 92 SentriLock System Guide The SentriLock System Guide 3. Read the CODE GENERATOR INDEMNIFICATION AGREEMENT. 4. In Section 1, select the vendor (in the dropdown box) this agreement will involve. 5. After reading the agreement, type your name in the Name field and type your phone number in the Phone Number field. 6. If you have any notes, enter them in the Note field. 7. If you agree to and are authorized to sign this document select the option I Agree and certify that I am authorized to sign this document if you do not agree select the option I do not agree. 8. Click the Save button. Authorized Company (Broker) Search The Company (Broker) Authorizations search allows a broker to see the details and status of vendor authorizations for each company. 1. There are three search conditions: Search Field: Brokerage Name or Vendor Name. Search Type: begins with, does not begin with, contains, does not contain, ends with, does not end with, matches, does not match. Search Value: user supplied. 2. Input the search conditions and click the Search button. 3. The results appear in a table below the search fields. 4. Under Brokerage Name, there is a link that opens a page to display the CODE GENERATOR INDEMNIFICATION AGREEMENT for that Brokerage and Vendor. The agreement can be updated using this page. Four different fields can be updated on the agreement page: 5. Name: Update the name of the broker agreeing to the indemnification. Phone Number: Update the contact phone number of the broker agreeing to the indemnification. Note: Add a note for SentriLock to see. Agreement: Agree or Disagree to the indemnification. The History link opens a page to display the history of the CODE GENERATOR INDEMNIFICATION AGREEMENT for that Brokerage and Vendor. If you need further assistance, see How to Get Help. The SentriLock System Guide SentriLock System Guide 93 Glossary of Terms Term1 Type definition here. Term2 Type definition here. The SentriLock System Guide Glossary of Terms 95 G General Questions 1 Get a 1 Day Code from Technical Support 26 Glossary of Terms 95 Index A Add an Event to Event Tracker 71 Add/Edit a Listing 89 Adding a Team Member 52 Affiliate and Assistant SentriCards® 90 Agents who Change Associations 77 Association Administrators 77 C Cannot Reach Server: Read Timeout 68 Card Utility/Installation Issues 56 CARS 54 Create 1 Day Codes Using CARS 22 Create 1 Day Codes Using the Card Utility or the Web Site 20 Create 1 Day Codes Using the Mobile Web Site 23 Creating a Desktop Icon for the Card Utility 69 Creating an Affiliate or Assistant SentriCard® 85 Customize/Change the Codes and Settings on a Lockbox 12 D Do I Need a CBS Code With a 1 Day or Contractor Code? 33 Do I Need to Update the Clock on My Lockbox? 46 Download and Install Event Tracker 70 E Enabling Time Limited 1 Day Codes 83 ERROR Light When Releasing the Shackle 14 Event Tracker 70 F Failed PCSC Initialization 63 The SentriLock System Guide H How Brokers Use the 1 Day Code Indemnification 92 How can I Find out who Accessed my Lockboxes? 47 How do I Change my Password? 4 How do I Change my PIN? 3 How do I Purchase Lockboxes? 2 How to Activate a Terminated SentriCard® 84 How to Assign a Lockbox to a Listing 8 How to Borrow a Lockbox 52 How to Create a Dynamic CBS Code 31 How to Determine the Firmware Version in Your Lockbox 6 How to Download and View the Lockbox Audit Log 50 How to Download and View the Lockbox Events Log 51 How to Enable Time Limited 1 Day Codes 27 How to Find 1 Day Codes 26 How to Find the Static CBS Code 30 How to Get Help 1 How to Lock the Keypad on a Lockbox 53 How to Open the Key Compartment 15 How to Release the Shackle 16 How to Take Ownership of a Lockbox 10 How to Terminate a SentriCard® 84 How to Transfer Ownership of a Lockbox 10 How to Turn on CBS Mode on All Lockboxes 29 How to Turn on CBS Mode on One or More Lockboxes 29 How to Update the Card Utility 63 How to Update the Lockbox Clock 46 How to use 1 Day Codes 27 How to Use a CBS Code 32 How to Use a Do Not Disturb Code 18 How to Use a Power Paddle 42 How to use Homeowner Shackle Release 17 How to Use Privacy Mode 18 How to use Showing Notifications 53 How to Use the 1 Day Code Indemnifications 81 How to View SentriLock’s PDF Files 90 How to View the Lockbox Access Log 49 How to View the Lockbox Access Report 48 I Inserting Your SentriCard® Into the Reader 62 Installation Instructions on a MAC 59 Installation Instructions on a PC 56 Index 97 M Maintenance and Warranty Information 5 Miscellaneous 89 Why Does My Lockbox Flash the MESSAGE Light? 33 N No Card Reader or No Card Reader Found 65 R Removing the Card Utility From Startup 68 Replace the Battery in a GENI/GENII (Silver) Lockbox 34 Replace the Battery in an NXT/NXT Wireless (Blue) Lockbox 38 S SentriLock Server Disconnects During Renewal 68 Set Up Your SentriLite Account 76 Shopping Cart Usage 86 Shopping Cart Usage For Agents 91 Should I Use my Agent or Broker Permission? 5 Showing Suite 75 T The Power of the Card 75 Tips on Preserving Battery Life 33 Tracking Attendance at an Event 73 Transfer Card Feature 88 Transferring Ownership of a Lockbox 78 Turning on Contractor Mode 11 U Upgrade Your SentriLite Account 77 Use CARS to Create a 1 Day Code 55 Use CARS to Create a Dynamic CBS Code 55 Use CARS to Renew Your SentriCard® 54 Using a Contractor Code 12 Using Your Lockbox 8 V Viewing Attendance from an Event 74 W What is a 1 Day Code? 19 What is a Call Before Showing (CBS) Code 28 What is a Contractor Code? 11 What is Event Tracker? 70 What is my Password and PIN? 2 What is Showing Suite? 75 98 Index The SentriLock System Guide
* Your assessment is very important for improving the work of artificial intelligence, which forms the content of this project
advertisement
© 2021