KeyWatcher Configuration

Formbird FLEET integrates with KeyWatcher's KMaaS cloud key management system and physical key cabinets. Once configured, the booking system controls cabinet access automatically — keys are only released for active bookings, and bookings commence and close when the key is taken and returned.

Setting up the KeyWatcher integration is a collaborative process. The initial environment connection requires involvement from your Formbird Consultant. Asset configuration and user access can then be managed directly in Formbird FLEET.

For instructions on how the booking calendar works with KeyWatcher from a user's perspective, see Using KeyWatcher.

Initial Setup Order

To get KeyWatcher working, complete these steps in order:

1. Environment setup (with your Formbird Consultant)
2. Configure each asset that has a KeyWatcher-managed key
3. Set up KeyWatcher access for each user who needs to book those assets
4. Review KeyWatcher settings in Booking Configuration

Environment Setup

Note: This step is performed by your Formbird Consultant. Contact Formbird Support to initiate the integration.

The environment setup involves configuring the API connection between Formbird FLEET and the KeyWatcher KMaaS platform. Your consultant will need the following details from KeyWatcher AU:

These values are entered into the Booking Configuration page under the KeyWatcher API Configuration section.

KMaaS configuration — each key in KMaaS must also have Reservation Enabled set. Your consultant will coordinate this with KeyWatcher AU. In most cases, booking notifications within KMaaS should be switched off so that users only receive communications from Formbird FLEET.

Configuring Assets for KeyWatcher

Each asset whose key is managed by a KeyWatcher cabinet must be configured with its key details from KMaaS. You will need access to the KMaaS environment to find these values — they are listed under the KeyWatchers section.

1. Navigate to the asset and open the Booking / Hire panel.
2. Enter the KeyWatcher Key Id — this is the value from the Key # column in KMaaS.
3. Enter the KeyWatcher Panel Name — this must match the panel name in KMaaS exactly.
4. Save the changes.

Once configured, a key icon will appear on the asset's row in the booking calendar.

Giving Users KeyWatcher Access

Each user who needs to book KeyWatcher assets must have a KeyWatcher access record on their account. This controls their PIN, access profile, and card details.

1. Navigate to the user's account page.
2. In the KeyWatcher Details panel, select Add a new child document and choose New KeyWatcher Details.
3. Set a PIN for the user.
4. If the KeyWatcher cabinets use card readers, enter the user's Card Number.
5. Select the appropriate KeyWatcher Profile (see below).
6. Save the changes.

If the user already has a KeyWatcher account in KMaaS, ensure the email addresses in both systems match — Formbird FLEET will link the accounts automatically.

To remove a user's cabinet access, navigate to their KeyWatcher access record and delete it.

KeyWatcher Profiles

The KeyWatcher profile controls what the user can do at the cabinet.

Resending a User's PIN

If a user needs their PIN resent to them:

1. Navigate to Booking Configuration and scroll to the KeyWatcher Users table.
2. Tick Resend Pin on the relevant user's row.
3. Save the page. The user will receive an email with their PIN and user ID.

KeyWatcher Booking Configuration Settings

The following settings in the Booking Configuration page control KeyWatcher behaviour. Navigate to the System Administrator Menu, open the Asset Booking dropdown, and select Configuration to access them.

For the Show Commence / Close booking buttons for KeyWatcher assets permission setting, see Pool Booking Configuration.

Published: April 2026 · Formbird FLEET 4.2.8