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How to Install

Key Trax II




How to Create and Use a Key Trax II

Master Key System







Index               ……………………………………………………………………      2

Installation      …………………………………………………………………….       3

Network          ……………………………………………………………………      4

Create Master Key System     …………………………………………………….      6

Entering Data  …………………………………………………………………….      7

Add Key Record        …………………………………………………………….      8

Key Users       ……………………………………………………………………    10

How to Create a Map ……………………………………………………………     11

Door Assignments      …………………………………………………………….     14

Mapping          …………………………………………………………………...     16

Printed Reports           ……………………………………………………………     20

System Permissions     ……………………………………………………………     22


Contact Us      …………………………………………………………………….   23



How to Install Key Trax II


    Installing Key Trax II is very easy! Simply place the Installation Disk into your CD Reader on your computer and the installation program will begin.

If the Program does not start on it’s own automatically, Click on the START button - Click RUN - Click BROWSE - Then select your CD Drive which has the Key Trax II disk in it and select Setup.exe.  Click OPEN - then OK and the Program will begin.

    Select OK and the program will Display the default directory (or path) of where to install Key Trax II - You may change this location if you wish but it will be best to leave it as is and continue on. Click on the Installation Button.

    Next, you will be given the opportunity to change the default Program Group for Key Trax II; again, select the default values for the best results.

    The program will install many files on your computer, some of these are provided by Microsoft, and must be updated on your computer if yours are out of date.  If you are prompted to update files, you may need to restart your computer and restart the process again.  You may choose to cancel this install and update all your files through Windows update.  This is fully acceptable and even encouraged since later versions of the files usually run better than older ones which may be on my installation disk.


After all that is completed the program is fully installed and ready to run.





How to Create and Use a Key Trax II

Master Key System









    Key Trax II is network-able and can be operated from multiple computers utilizing the same database.  To do so, after installation on at least one client machine, copy the entire “C:\KeyWizard\KeyTraxII”  folder to the desired network location and assign proper permissions and access rights for KeyTraxII.exe and the intended users of the software.  Then from the client machine run Key Trax II, select from the menu; Edit – Network Settings and use the file browser to locate the database on the network location.  Click save and restart Key Trax II to begin using the network files. 

    The Default Folder for System Maps and Connection to an external Personnel file for speedy Key User entry can be set from this page also.



Company Information

    Before you can create a Master Key System you will want to customize your Company Information in the Key Trax II Program


    After explaining how to Log on, the Program will prompt you for specific information about your company. 


These information fields may be left blank and updated at a later time. .


Also you may enter a Company Key Policy for

Printing on Key Issue Reports and Key Receipts.


    If you installed the program and forgot how to log on, the initial logon account name is Administrator and the password is password.


    There is also the option of using your own Logo Image on the printed reports instead of the Key Trax II™  Key Tracker™, simply create your Logo Image using any image editor which can make JPEG, TIFF  or BITMAP files. 180 pixels wide and 120 pixels high is the perfect size. Browse your computer to find your image and select it for printing.  It will be stored on this page for reference and will be printed in the upper left corner of many reports.

    You will now be prompted to Log On to the program.  Initially, the only account that exists is the Administrator account, the Log On name for this account is “Administrator”

And the initial password is “password”

    The User Name field recognizes Upper and Lower case letters as equal

i.e. “A” = “a” and “Z” = “z”

    The password field is CASE SENSITIVE and requires you use the same Case each time.  “Password” is not the same as “password”.

After entering the User Name and Password the program asks if you would like to activate the auto - logoff feature.  This feature will automatically close the program if there is no activity on the computer for ten minutes.

You may deactivate this feature either here or later from within the Key Trax II application. This option is always on at startup. For now, select NO and continue.  We are now ready to create our first Master Key System. 


Create Master Key System


    Use the mouse or the Tab key to advance to the next field. Not all the fields on this form are required to create a Master Key System, but for now we will use them all. 

    First is the Name for this particular Master Key System,  we will use Demo for this system and 1234 Here for the system Address, you may wish to use customer codes or other Information here on your own systems.

    Next we will design a Key Manufacturer for our master key system.  We will call it DemoMan.  When you click the next field or press Tab the application will check for this manufacturer, if there are no matches you will be prompted to enter the appropriate pin sizes for each pin.


    You may now enter the values in pin sizes for the Manufacturer for this system.  You can use a “.” Or leave it out, it is up to you.  Enter .100 to .280 in increments of .020, use the TAB key to move to the next field. 

    For the Top pins, enter .020 to .180 also in increments of .020.  When all the pin sizes are entered, click on the Save button to store these values.

    These values can be altered at a later time, but this Manufacturer will always be associated with the current master key system.



    We are now ready to enter the parameters of the new Master Key System, for now we will use the default settings and click the Random Master button to have Key Trax II create a master key for us.  To learn what each parameter represents press the F1 key for help on each parameter. 

 To the right is displayed the number of change keys per page which this master key will create.  Change the Master key numbers and see the different numbers of change keys per page that are available. Enter 283118 as our master key and click Create to initiate this system.

    Now you will be allowed to open the new Master Key System, Delete it or Create a new one.  Once multiple systems are created you will be allowed to choose from each of them.

    Click on Open to open the New Master Key System “Demo”



Entering Data


    Now we can see the Main Page of Key Trax II.  At the top is the Menu Bar showing all the Main Functions of the application.

    Below this is the System Information and the details of the currently selected Key-Slot Cell.

    In the very center of the page is the Page View of the Basic Layout of this Master Key System.

    You will notice that there are many colored Cells.  The Red Key-Slot Cell is the currently selected one.  Near the bottom of the screen is a button labeled Legend, click this button now.


    As you can see a Legend of the meanings for each different Cell Icon appears.  This can be removed by clicking the Legend button again.  These icons assist you in knowing which keys have been used and the effect each key has on the Master Key System.  As you click on different Cells the patterns change indicating the proper Pre-and Sub- Masters within the page.

    If you decide to utilize one of the Unusable key patterns as a data holder for other keys at a particular location, you will not be warned of its un-usability after you assign it a Key ID.


Add Key Record


    We will now create our first key Record.  Begin by clicking on the top left Cell Icon within the Page View Area.  This is the Grand Master of the current system.  The Icon changes to a Red Hollow Key Icon indicating the Current Selected Key which has not been assigned an ID value.  Because this key is a master over the entire system, all other Master level key icons are Cyan in color, indicating that they are Sub-Masters to the currently selected key.  All change key icons are now black, indicating that they will open using the selected Master Key when pinned according to the pinning charts.

      To the left of the Page View is the Key Detail area,  this is where we record the detail for each key.  Some systems allow for multiple Keyways within the Master Key System, you may wish to record the Keyway or key blank numbers here.  Type Dk01 to indicate Demo Keyway number 1, then press the TAB Key


    You will notice that the Letters were all capitalized automatically, this is true for the first three fields of the key information area.

    Now we need to ID the key,  the ID for each key must be unique to the system.  We will use DGM to indicate Demo Grand Master.  Enter DGM and Press TAB.

    Next is the Department to which this key belongs. 


Most large businesses which utilize Master Key Systems have many departments and keep the access limited to those individuals who work in particular areas.  Since this is the Grand Master, we will call it’s Department ‘All’ since it covers all keys in the system.  Type All and press TAB. 

    Now we will enter the DETAIL for this key.  The information in the Detail area can be up to 255 characters long, but we will simply type Demo Grand Master for simplicity.  You have now created a key record, but it has not been stored to the system, to complete the process, click on any other cell icon.

    Notice that the icon for the Grand Master has changed to a Green Cut Key Icon, this indicates that this key has been assigned an Identification Value and is a Master over the currently selected key..



    Now select the key indicated in the image above, this is the first Change Key pattern on this page. It’s Key ID is 1.  If you move the mouse over the Cell Icon without clicking, the cut values will appear, the numbers are 001330.  We will use this as our first change key.  Since our Demo Company uses only one keyway, we will skip the first field value and simply press TAB to advance to the ID field.

    Enter M01 and press TAB, enter Executive Offices and press TAB, enter Entry to Executive Offices and then press the Enter Key, type 01/01/2005, click on the next cell to the right.  The Icon changes to a Grey Cut Key, indicating an unselected key with a key ID.

    Now enter SO01 for this key’s ID, instead of entering Executive Offices for the department again, click the Drop-Down Arrow to the right side of the Departments Field and select Executive Offices from the list. Then for the description enter Secretary’s Office (Enter) 01/01/05.  Click on the Cell below this one.

    For this Key we will enter SC01, Executive Offices, Supplies Closet (Enter) 01/01/05

    Next select the green cell three cells below.  This is a BLOCK MASTER.  This key will be Sa01, Executive Offices, Secretary Assistant Key (Enter) 01/01/05.

    Finally, click the AREA MASTER to the far left of the section where we created these last four keys.  Enter Es01, Executive Offices, Executive Secretary Key (Enter) 01/01/05


Your screen should look like this one


    We have completed setting up the beginning of our Master Key System, we will now create records of our employees and issue keys to them.  On the Menu Bar click on ASSIGNMENTS, then click KEY USERS.

Key Users

    Enter the information for your Employees, you can create your own or use the information below to make your system the same as mine.  Simply fill in each field and press TAB to advance to the next one.  Each User ID must be unique.  Not every field needs to be used.  Click on the Save User button when through to complete the entry and begin a new one. 

    Create at least three individuals for issuing keys to.



    Once you have created your key users, click on the DGM key in the All Key Id’s in this System  List, then click on the Unit ID field and enter 1, then click on the Issue New Unit(s) button.  You will see the Unit 1 appear in the listing in the center of the bottom of the page.  Above the list is DGM indicating that there is a unit for the DGM Key which has not been issued to anyone.

    Since Abel Anson is the President of the company DEMO, click on his name in the All Users list and then double click on the 1 in the Units list to the right of the All Users list.  Abel’s name and the Unit 1 have now been paired to the right and the unit 1 is no longer available to issue to other people.

    Now create 1 unit each for the Es01 and Sa01 Keys then issue them to the other two employees.  As you can see, by utilizing the Sub-Masters not all key patterns will need to be issued as keys.

    Click on the Print Receipt Button to print a specific type of receipt.  The computer will ask you to confirm the type of report desired.  Answer NO to each to be offered the next type of report based on your recent activities.

    Click on the Done button at the bottom right of the page to return to the Main Page of Key Trax II.

How to Create a Map

    We will now take a moment to create a map for Key Trax II to use as a sample floor plan for locating doors.  This can be done in several ways, but I will only demonstrate the simplest method here.

    In every version of Microsoft Windows to-date, there has been a program called Paint or Paint Brush.  We will use this program to make our floor plan. 

    Click on Start - Programs - Accessories - Paint to launch the Paint program.  Using the various tools to the left, draw a floor plan similar to the one below and save it as FloorPlan preferably in the KeyTraxII folder on your local drive. 

    Remember where you save the file so you can find it in Key Trax II - for now we will assume that you will save it in the C:\KeyWizard\KeyTraxII folder. 

    Floor plans can be scanned or converted from Computer Assisted Drafting programs and blue prints or imported from other programs.  The only requirement for use in Key Trax II is that they are saved in a Bitmap format.

     There are many levels of bmp formats.  I recommend using the monochrome or 16 color format to reduce file sizes and hasten image loading.

Creating a map which is 400 pixels high by 500 pixels wide will allow you to launch 25 different maps using a grid layout of   5 x 5.  (See Mapping below)


    When creating maps systems with multiple floors, it is best to plan ahead.  Choose a map size which best represents the largest area involved.  This is usually, but not always, the ground floor level.  When the first floor is complete and you are ready to create the second floor, you want certain features to align.  So, I recommend, after the first floor is completed, save the file as Floor01.bmp and then again save as FloorArea.bmp.

    The FloorArea.bmp will become your launch pad for all other floors.

    Now we want to make this a launch for creating the second floor.  We could try to align the outer walls of the building, but buildings rarely match all outer walls on all floors.  Instead, lets work from the only feature which guarantees it’s position on other floors, the Elevator.  Other features may be needed as well.  After saving the file as FloorArea.bmp (24 bit for now), click on Edit – Select All, then right click on the drawing and click CUT.



    Now using the Paint Can select a light color green or blue or whatever you like and paint the entire area.

    Next click on the Control just above the paint can, the clipping tool, then right click on the black color selector at the bottom of the screen.  This makes Black a background color.  Now right click on the green (or colored) area and click paste.


    You should get something like this.  If not, try clicking the last tool in the toolbar.  The one showing a cube being inserted without the background color.

    We are now ready to begin working in the details of the second floor.

    Start by changing the elevator and stairs to black.




Now before we go too far, Save the file then resave As Floor 02 or Floor 22 etc.  We can then detail the new floor information.





    When we are done creating the second floor, we can erase the green without affecting anything else.  Click the Green as your foreground color and white as your background color.  Select the eraser tool and erase the green by clicking and holding the RIGHT button on the mouse, only the green color will be erased.




Door Assignments


    Now we will create the Doors in the Key Trax II application.


    Click on ASSIGNMENTS - DOORS, to bring up the Doors Page.

    Every Door must have a unique Label, For our Doors we will use Names and numbers.  Type



North of Demo Area

Main Executive Offices Entry

DemoMan OR025 - 2 3/4 BS


Remember to use the TAB key to advance to  each field.  Leave Door Hardware Specific... Blank and click on the Save button.  The Entry fields are cleared and the All Doors list at the bottom of the screen now contains 1 door.

    Now we need to create the other four doors on our floor plan.  Use the table below to create the doors.  You will notice that Assigned to Key ID is skipped over.  This field is filled automatically.  When using the same hardware descriptions you can drop down the hardware List to find the type already entered earlier.  Notice the Hardware change on door Eo5.  Do not click on Cross Key this lock at this time. For information on Cross-Keying consult the Help File within Key Trax II







North door in Exec. Off

President’s Office

DemoMan OR025723 - 2 3/4 BS  Entry Lock


West door in Exec. Off. 

Back door to Offices

DemoMan OR025723 - 2 3/4 BS  Entry Lock


East door in Exec. Off.

Exec. Secretary’s Office

DemoMan OR025723 - 2 3/4 BS  Entry Lock


North door in Exec. Off. 

Supplies Closet

DemoMan OR025750 - 2 3/4 BS  Storeroom Lock

    If you make mistakes, you can use the Drop-Down Arrow on the Label Field to retrieve any door and it’s detail, make any changes you need to and click Save to save the changes.  If you have many doors which are very similar you can retrieve an existing door description and change the details and use a new Label to quickly create additional ones.

    Next we will assign doors to specific keys.  The All Keyable Key IDs listing only shows three Key ID’s yet we have created six.  This is because it is not a good idea to key any doors to Master Keys only. So Key Trax II simplifies the process of finding Keyable IDs by removing all the Master Level Keys from the list. Use you mouse to click on M01 from the All Keyable Key IDs list and click on EO1 in the All Doors list. 

    Next, click on the Add To button below the second list, this will show EO1 in the Assigned Doors List.  Now select EO3, and click the Add To button, There are now two doors assigned to Key ID M01 in the Assigned Doors list.

    The doors in this list will always be associated with the currently selected Keyable Key ID.


    Now click on Key ID SC01 then double click on EO5, this is the same as clicking on the Add To button.

    Finally we select SO01 from the Keys and E04 from the Doors and click Add To, to complete the Door to Key Assignment.

    Next we will Assign Map locations to the doors using the floor plan we created in Paint.

    Click the Drop-Down Arrow on the Door Label Field at the top of the page and select ID E01 from the list of Door Labels.

    All the details for this door are displayed, and you will notice that the Keyed to Key ID . . . Cell now shows MO1.

    To the right is the Attach Map Button,  once a door has been mapped, this button will change to the View Map Button.

    Click on the Attach Map button so we can Map the Door to the floor plan we drew earlier in MS Paint.








Here is the Mapping Page:

    We will begin by adding a map to the system.  Along the right hand side of the page is a list box for a listing of all the maps in this system, currently there are none.  Click on the Load New Map button below this list box.  An Option Board will appear, click on the Custom Created Map Selector Button and click OK.  Use the ‘Look In’ Drop-Down Arrow and find C:\KeyWizard\KeyTraxII.  This will show you the FloorPlan.bmp file we created earlier.  Select the file and click open.



You will be asked to enter a unique name for the map just loaded, enter FloorPlan and click the OK button.  When using numbers within the map name to distinguish between floors,  I suggest you utilize leading zeros to keep lists in logical order.  i.e. Floor 01 instead of Floor 1, Floor 11 will be listed before Floor 2, but after floor 03.

    You will now see FloorPlan in the maps list, and the actual FloorPlan image will be showing in the Map View area.  Click on the top door and a closing red target will appear, when you

have the target positioned where you want, click the Save to Door button at the bottom of the screen.  This will record the location of the pointer and redisplay it at this location when you view the map later.

    In the future when this lock needs servicing, it will be an easy matter to know which door needs service and what hardware and special conditions are likely to be encountered.  This is especially useful in larger properties with many doors and multiple service personnel.  If the floor plan is larger than 500w x 400h pixels then the slide controls at the sides of the map will allow you to navigate the entire map.

    Positioning the cursor arrow near the edge of a map will also scroll the map in that direction, the closer you are to the edge the faster the scrolling effect will be..

    It is also possible to change the color of the targeting circle and to link small scale maps to larger scale maps as well as linking multi-floored maps together.

    Once you have multiple doors assigned and mapped, click on the Map List Toggle Button, currently it is tagged All Maps, click it once and the tag will change to All Doors to this Key, the list below will now list all doors which are assigned to the selected key.  Clicking on a door label will bring up that door on the map view as well as that doors information.

    Click the Map List Toggle Button again and it changes to All Doors on This Map, all the doors which have been mapped on this map will be shown as small blue flashing circles.

    Click the Map List Toggle Button one more time and it returns to All Maps mode and listing.

    The text box below the Map List Toggle Button is the search text box.  To reduce a long list begin typing and the list will be reduced to only those items which begin the same as the text in the search box.  There are Toggle Buttons and associated search text boxes throughout Key Trax II for reducing lists.   

    As mentioned earlier, if you create a map 500 x 400 pixels, and Load it into Key Trax II, you can then launch large maps from smaller versions.  If you are careful to create your maps to scale, then clicking on a small map takes you to that section of the larger map.

    I have created a small linkable map with a city map divided into roughly 12 sectors.  Each sector was then linked to a sector map of that section of the city.  As long as the Width by Height of each map is a scale of 5x4, the detail position will be to the same area clicked on in the launch map.  So, when creating floor plans, it is best to keep to WxH scales of 5x4.  500 x 400, or 750 x 600, or 1000 x 800, etc.  The maps can be any size   you like but the larger they are the longer they will require for loading.  Also remember to reduce the number of colors used when saving a file to increase loading speed.


    Here we see that a View of the city is occupying the bottom-right 12 cells in this Map and to the left we see the first and second floors of the demo building.  The areas which can be linked to other maps are 100 pixels wide by 80 pixels high, this is a 5x4 ratio as all my maps are.  Each of the 25 sectors which link to other maps do not have to be related.  For instance, view the map below.

    In theory, each of these properties are owned by the same owner and mastered to the same system.  Each one has it’s own floor plan and by having a photo of the property here the locksmith who goes to that location has an idea of what the property looks like.  The floor plans below each photo can be linked to larger detailed versions of the floor plans and used for locating how each door is keyed.


    The areas are not colored blue on the map, Key Trax II shades an area in cyan to indicate that the shaded area is linked to a larger map.  If we click in the area of the airport, then the larger map containing the airport will be loaded.


    This is done by clicking a section of the 500 x 400 map and clicking the Create Link to Child Map button.  This will allow you to load a map and it will automatically be linked to the parent map.  If the map you link to has already been named in Key Trax II, it will not ask you to save it again.


    Now when we link the two maps as above and/or below, locations will be accurate to the degree in which you wish to create your drawings, either very accurate or simple drawings.  It is even possible to utilize photos of buildings if you desire.

    Once you have created your maps and linked them together, you will want to navigate through them easily.  This is where the Linked Map Navigation controls come in handy.


The Top Left and Bottom Left buttons, when active, allow you to move up and down through floors you have linked together.  The Four Arrow Buttons will relocate you to the map in that direction as indicated on the parent map.  The Center Button, saves the target to the indicated door information.  The Top right button will take you to the parent map and the bottom right button will clear the link to the parent map.

Printed Reports






    Printed Reports


    With Key Trax II you can print multiple reports on the status and conditions of keys, doors, and key holders.  From the main program page, select File – Print and you will see the list of reports available. 

    Complete System will produce a paper copy of the complete master key system in a linear format suitable for punching holes in the left side for binding.  All Block, Line, Column, etc. masters are identified and displayed.  Print all reports to get full details.


    The selection for printing method is similar in most of these reports and therefore the detail of each will be skipped after the following one.


    Doors by Key will produce a list of all doors which can be opened by a particular key, or series of keys.  On the left of the print selection page is a list of all keys in the Master Key System which have been given an Identifying label.  Either Select a Key ID and click the   “Add To >” button or double click the desired Key ID to have it appear in the right hand listing of Key IDs to Print Doors for, labeled Print Chart.

    Clicking on the “Add All > >” button will fill the Print Chart List with all Key IDs.


    Double Clicking on a Key ID in the Print Chart, or clicking it and the “< Remove” button will remove that selected ID only.


    Clicking “Done” will return you to the main page of Key Trax II.


    Once you have selected the Key ID(s) you wish to process click on the Print button to produce the report.  Each Key will be detailed followed by a list of doors and their description and location.  If the Key ID processed is a master level key, the door list will also include the Change Key assigned to each door in that listing.




     Hardware Totals will produce a listing of all doors with the desires type(s) of hardware.


    Keys by Department will in a similar manner as before, produce a listing of the desired Departments and all keys assigned to that department.


    Keys by Users will produce a report of the desired individuals who have been issued keys and all keys assigned to that individual.


    Key Issue Chart will produce details of the desired key and a listing of each Key Unit created and the individual to whom it is assigned, or place for a signature if the key has not been assigned.


    Key List Chart is a listing of all assigned keys within the system.


    Pinning Charts allows you to select which patterns you wish to key up and prints only those pinning charts desired, no more printing extraneous pinning charts.  Less wasted paper.



    Beyond Printing Reports you can also print other information from Key Trax II.  Above the Page View display are two buttons, one is marked “Pinning” this will display in large print the pinning for the currently selected key.  At the bottom of this page is a button which will allow you to print the displayed pinning page.

    The other is marked “Print Page” this will produce a printed sheet of the current page with all pins and labels, if you are utilizing a color printer you will also have the masters displayed in color.  You will be prompted for printing pinning for the entire page also.

     On the Key Users Page, when assigning or intending to assign keys to users a printed receipt for a particular key or a particular individual, you can produce a receipt by clicking on the “Print Receipt” button.


System Permissions


    Key Trax II has multiple levels of access to various users for various activities.  To add a user to Key Trax II select from the menu; Edit – Permissions.  The following Entry Page will be displayed.


    Simply type a name, a password (4 chars min) and confirm the password, then select which functions that individual can perform.  Click Save and then Log Off.  Allow the new user to log on and test their access.  Click Add to add additional users and Delete to delete the current user. (Note: The Administrator account cannot be deleted nor can the settings be changed.  The Name and the Password though can both be changed.) Exit returns you to the Main Page.

    From here you can also turn the Auto Logoff feature off and on.


    There are many other features to Key Trax II, and this manual could continue for about twenty more pages but I believe in saving trees, use computers, avoid printing needlessly.  Nearly all features can be looked up in the Help File included within the program.  Most are self evident as to what can be done and how to do it.  If you have any comments, suggestions or questions, please e-mail me at wiz@thekeywizard.com .



    For technical support e-mail wiz@thekeywizard.com


    Or write to:


            Technical Support

The Key Wizard

            1034 Featherwood Ave

            Henderson NV 89015



    Or call – (702) 560-4245


We are always looking for ways to improve our product, if you have any suggestions or complaints e-mail wiz@thekeywizard.com







The Key Wizard™, Key Trax™,  Key Trax II™, Key Tracker™ and Map Trax™ are all trademarks of

G. Ray Howell  dba  thekeywizard.com


































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Last modified: 01/12/17