Anyone who is supposed to take out or return objects needs their own user. That way it is always traceable who has which object. In the app, the area for this is called Users.
Prerequisite
The following steps require an account with the Admin role — or a role that has the permission to add users. The available roles are described in Setting user roles.
Steps
- In the web app, open the Users area and click Add.
- Enter First name and Last name.
- Under Access, define where the person may log in: Can log in via browser on computer/smartphone and/or Can log in at the terminal.
- Enter the Email address. With browser access it is mandatory, because Log+Key automatically sends an email to this address with a link to set the password. Without browser access the field is optional.
- As soon as one access type is enabled, two more mandatory fields appear: under Roles, choose one or more roles (User or Admin), and define the Location access. The default is Access to all locations; switch it off to pick individual locations under Select locations and additionally decide about Access to objects without location.
- With terminal access: under PIN, enable the switch Generate one-time PIN for terminal access. The PIN appears right in the form — note it down to hand it to the person in private.
- Optional: Job title, Phone number, Company and Login Tag.
- Confirm with Create.
After creating the user: password and PIN
Password for the browser. The person automatically receives an email with a link to set their password. If the email didn’t arrive or the password was forgotten, open the user and choose More actions → Reset password — this sends a new link. Each of these links is valid for seven days.
One-time PIN for the terminal. The PIN generated on creation is also shown on the user’s detail page. The person uses it to sign in at the terminal for the first time and then sets their own PIN. You can generate a new one-time PIN at any time via More actions → Generate one-time PIN. The one-time PIN is not valid for confirmations in the web app; for those, each person has their personal PIN, which they can also set under Profile → Change PIN. See Signing in to the web app for more.
Assigning a login tag
A login tag is a Log+Key NFC tag assigned to a person — it serves to sign in at the terminal by scanning instead of typing a PIN. Two ways:
- From the tag page: scan the tag or open it under Tags → Link user → pick the person in the Assign login tag to user dialog → Assign. The tag then shows the status User assigned.
- In the user form: Edit → click No tag assigned in the Login Tag field → pick a free tag → Save.
The person’s detail page then reads Login Tag: Linked. The assignment is removed in the edit form via Unlink tag, see Remove an NFC tag link.
Frequently asked questions
What can I change about a user later? Everything: open the user and click Edit at the top right. In the Edit user form you change master data, access, roles, location access and login tag, and confirm with Save. Under More actions you also find Generate receipt, Generate one-time PIN, Reset password and Show history; Object assignment lets you assign objects to the person directly.
What happens when someone leaves the team? There is no deactivate option at the moment. Revoke their access instead: open Edit, switch off both access switches and save. The user remains but can no longer log in anywhere. You can also delete the user — the Delete button sits in the same form. In both cases the history is fully preserved; nothing is ever deleted from the history.