User's Guide for UltiMax

Hotel Version

How to use UltiMax Service Unit with

Safeplace Safes

th
5 edition May-2014
Part no.: 500-445
The information found within this guide is subject to change without notice.

Safeplace holds no responsibility for any errors that may appear in this guide.

This guide is intended for UltiMax Service Unit ver. 1.0 or newer.

Copyright © 2014 by Safeplace

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TABLE OF CONTENTS
CHECK THIS FIRST! 5
1. GETTING STARTED 6
1.1 UltiMax Service Unit and accessories 6
1.2 Basic components – UltiMax Service Unit 7
1.3 Charging the batteries 8
1.4 Terminology 9

2. INSTALLING ULTIMAX SERVICE UNIT SOFTWARE FROM SD CARD 11

2.1 Service Terminal installation 11

3. STARTING ULTIMAX SERVICE UNIT SOFTWARE 13

3.1 Password protection 14
3.2 Setting up the UltiMax Service Unit and safes 14

4. CONNECTING TO SAFE 15
4.1 Logging on to UltiMax Service Unit software 16
4.2 Automatic update of safe date and time 16
4.3 Override Opening 17
4.3.1 Override Opening with two users (double security feature) 18
4.4 Displaying and printing events & configuration 19
4.4.1 Audit displaying safe events and safe configuration 20
4.4.2 Self audit displaying UltiMax Service Unit events 21
4.4.3 UltiMax Service Unit printing process 22
4.5 Saving event log, detailed safe information and safe configuration to a file 23
4.6 Interpreting event/activity log 24
4.6.1 Safe event log 24
4.6.2 UltiMax Service Unit activity log-self audit 25
4.6.3 How can these logs be used? 25

5. SAFE AND ULTIMAX SERVICE UNIT INFORMATION 26

6. UPGRADING SAFE FIRMWARE 27
7. SYSTEM SETUP AND MAINTENANCE 27
7.1 Adjusting UltiMax Service Unit time 29
7.2 Setting lockout user 29
7.3 User levels 29
7.4 User administration 30
7.4.1 Adding users 30
7.4.2 Editing users 32
7.4.3 Deleting users 33
7.4.4 Undo deleting users 33
7.4.5 Printing user list 34

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7.5 Safe configuration 35
7.5.1 Description of safe configuration options 35
7.6 System setup 37

8. INSTALLATION CONFIGURATION 38
8.1 Preparing UltiMax Service Unit for installation/initiation 39
8.2 Programming a safe 40
8.2.1 Setting the installation configuration 40
8.2.2 The process of programming a safe 41

9. BACKUP 42
10. TROUBLESHOOTING AND NICE TO KNOW 44
11. MAINTENANCE AND REPAIR 48
11.1 Battery test 48
11.2 Battery replacement 48

APPENDIX A: SAFE DIMENSIONS AND COMPONENTS 49

Extreme dimensions 49
Solid dimensions 49
Tiara II dimensions 49
Back cover (Tiara II and Solid) 50
Locking assembly (Solid Floor) 50

APPENDIX B: SOLID MOUNTING 51

APPENDIX C: SOLID WIDE MOUNTING 53
APPENDIX D: SOLID FLOOR MOUNTING 54
APPENDIX E: MOUNTING OF AN ‘EXTREME’ SAFE 55
Replacing a door on an ‘Extreme’ safe 57

APPENDIX F: MOUNTING OF A ‘TIARA II’ SAFE 58

APPENDIX G: PEDESTAL DETAILS 60
APPENDIX H: RETROFITTING OUTLET BOX IN SAFE 61
APPENDIX I: POWER SUPPLY CONNECTION FOR AN ‘EXTREME’ SAFE 63
NOTES 65

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CHECK THIS FIRST!
A SparKey is required for communication between the safe and the
UltiMax Service Unit.
(Refer to chapter 4 for more information)

Using the UltiMax Service Unit requires some knowledge to its

basic components.
(Refer to section 1.2 for more information)

The UltiMax Service Unit and printer batteries must be sufficiently charged.
(Refer to section 1.3 for more information)

UltiMax Service Unit software must be installed.

(Refer to chapter 2 for more information)

A valid License Code is required to install the UltiMax Service Unit software.
(Refer to section 2.1 for more information)

A valid password is required to log on to the UltiMax Service Unit software.

(Refer to section 7.4 for more information)

Make sure that the UltiMax Service Unit clock is correctly set.
(Refer to section 7.1 for more information)

If the guest has forgotten his/her code, the safe has been locked by accident,
the safe is out of power etc; an Override Opening of the safe is required.
(Refer to section 4.3 for more information)

If the safe cannot be Override Opened, a Code Reset procedure must be

done to open it.
(Contact your Safeplace distributor for more information)

Printing reports from the safe requires a printer and some preparations.
(Refer to section 4.4 for more information)

5 500-445-5
1. GETTING STARTED

1.1 UltiMax Service Unit and accessories

Please check that you have the following parts:

Black case Handheld PC/ PPC box:
1. SparKey in IR mode 6. The UltiMax Service Unit & Stylus
NOTE! In the rest of this manual, 7. Cable for connecting
this item is simply called ‘SparKey’. UltiMax Service Unit to PC
2. CD with software, drivers and 8. AC adapter for charging the
manuals UltiMax Service Unit
3. 9 Volt battery
4. Backup cable
5. SD Card with UltiMax Service Unit
software
Optional:
9. IR Printer with paper installed
10. Extra roll of paper
11. AC adapter for charging the printer

11
9
8

10

7
1

3 5

2
4
6
6

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1.2 Basic components – UltiMax Service Unit
1 2

1. On/Off button
2. Power Indicator:
amber flash = charging
amber solid = charged
3. Reset button
4. Charging/Communications Port

3 4

5. Infrared Port: Point towards

the SparKey or printer when
communicating with safe/printer.
6. Memory card slot for
Secure Digital (SD) card
7. Stylus/ pointer

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Basic unit description and operations such as setting up the device touch screen
are covered in a quick reference guide for UltiMax; document number 4824414.

NOTE! Before taking the UltiMax Service Unit in to normal use, the battery must be
charged for a minimum of five (5) hours. First time charging of the battery must be
done by using the external power (not through USB from the computer).

1.3 Charging the batteries

The PPC may have no power when you receive it. Before it can be used, the main
battery must be charged. To charge the printer, connect the supplied AC adapter
to the printer's AC jack.

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1.4 Terminology
User Code (also known A 4- or 6-digit code chosen by the
as Guest Code) user in order to lock and unlock the safe.

Service Device Tool that allows you to unlock a safe in case:

• a user has forgotten his/her code
• a guest has checked out without unlocking the safe
• kids have been playing and accidentally locked the safe
• batteries in safe are dead

Depending on the type of Service Device, you also have

the possibility to:
• view and print Event Log (audit trail)
• administer users and passwords
• program the safe’s memory

Override Opening Procedure where the UltiMax Service Unit is used for
unlocking a safe

Override Code This is a code that is programmed into the safe and
Service Device’s memory. An Override Opening will
be possible only if the System No. in safe and UltiMax
Service Unit is identical.

The System No. will be set in the UltiMax Service Unit

when keying in the License Code.

Code Reset In case the System No. in safe and in UltiMax Service Unit
are different, the safe can be unlocked if a Code Reset
process is performed.
IMPORTANT! For security reasons, it can only be done
with authorized assistance from Safeplace Headquarters
or one of its appointed business units/partners/distributor.

After a successful Code Reset process, the safe’s System

No. will automatically be changed to the code stored in the
Service Device.

UltiMax The Handheld PC with Window CE operating system.

UltiMax Service Unit The Handheld PC / PDA with the

Safeplace software installed.

Memory Card The Storage Card (SD) can be used for backup of the
settings and passwords.

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User The User Name of an authorized hotel security person.

Password The password corresponding to a User Name.

License Code This is a code needed to complete the UltiMax

Service Unit software installation. The License Code
contains encrypted data like System No.

The License Code should be kept securely to avoid any

misuse, and only be available for the Hotel Manager or
other person selected by the Hotel Manager to be
responsible for adding and organizing users in the
UltiMax Service Unit.

If the License Code is lost or possibly stolen, please contact

your local Safeplace distributor to achieve a new one.

System Number This is a unique number for each hotel. Through the
System No, Safeplace can find all information about
Service Devices. The System No. should be kept
securely and be referred to on any additional orders.

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2. INSTALLING ULTIMAX SERVICE UNIT SOFTWARE
FROM SD CARD
2.1 Service Terminal installation
NOTE! In most cases, it is recommended to install the software from the SD Card.
If this is for some reason not possible, please contact your Safeplace Headquarters
or Safeplace distributor partner to get an instruction on how to do an installation by
using the PC.

1. Switch UltiMax Service Unit on. 4. Double tap on Storage Card.

2. Insert SD Card in SD Slot.
3. Double tap on My Device icon
on the screen\Storage Card.

5. Double tap on the file 6. Key in your License Code

SD_UltiMaxSetup_v1.xx. and tap Start.

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7. Tap Yes. 8. This means that an older UltiMax
Service Unit version is present.
It will be removed before the
new one is installed.
9. Tap OK to proceed.

10. Tap No to keep the existing (old) 12. The UltiMax Service Unit software
user database (password) in was successfully installed; tap OK
UltiMax Service Unit. to proceed.
11. Tap Yes if you want to set up
new users and configuration.

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3. STARTING ULTIMAX SERVICE UNIT SOFTWARE
The UltiMax Service Unit software is started by use of the UltiMax Service Unit
shortcut button.
1. Double click the UltiMax Service Unit icon on the screen.
2. If this is the first installation of any
UltiMax Service Unit software on
the device, or if you selected to
overwrite or not use the old
database, the screen to the left
will be displayed; type in a 4-digit
password. The default password
is 9999; after you have logged in
(offline or online via IR), you need
to add the two passwords for Main
User (it is selected by the Hotel
Manager or the selected
responsible person of the hotel).
- The first password is used for logging
on to UltiMax Service Unit software.
- The second password is used
for the Override Opening.
3. Both passwords must be reconfirmed. Make sure that you remember the
passwords and keep them securely. The Main User password should only
be used by the person responsible for administering users.
NOTE! If the Main User password is Iost, the software must be re-installed
(see chapter 2 for details); afterwards a new password will be needed.

4. When this menu appears, 5. Either option leads to this

select Retry Log On or Continue login screen:
(if you want to work offline). Log on with your own selected
Main User password if this is the
first time anyone uses UltiMax
Service Unit software.
OR
Log on with any password added
in the previously installed UltiMax
Service Unit.

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3.1 Password protection
In addition to the Hotel Manager, each person (user) having access to use
the UltiMax Service Unit should have an individual password. This is in order
to maintain the highest level of security and traceability. Refer to section 7.4.1
for more information about adding users.

3.2 Setting up the UltiMax Service Unit and safes

Before taking the UltiMax Service Unit and safes into normal use, it is important
to set up the UltiMax Service Unit and safes properly. This is to make sure that
the operations using the UltiMax Service Unit and safes will run smoothly.

Before the safes and UltiMax Service Unit can be taken into use, some operations
must be performed; operations regarding the UltiMax Service Unit setup can be
found in chapter 7 and operations regarding installing/initiation process can be
found in chapter 8.

NOTE! Backup made in older UltiMax Service Unit version must be restored if you
want to keep old settings and users; see chapter 9. Section 4.3 gives instructions
on how to use the UltiMax Service Unit as Override Device on the safes.

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4. CONNECTING TO SAFE
1. Start by touching a steel part of the door to discharge any static electricity.

2. Remove the protection cap on the service contact.

3. Connect the SparKey carefully to the safe. Make sure that the logo is facing
upwards. Ir will be displayed on the safe.
NOTE! If you touch any of the keys on the safe, and Ser or …. is displayed,
disconnect and reconnect the SparKey.
4. Start the UltiMax Service Unit software, point the IR port on the UltiMax Service
Unit towards the SparKey and log on with your password.
NOTE! The maximum distance between UltiMax Service Unit and SparKey is
approximately 40 cm (15 ¾’’).

IMPORTANT! When you disconnect the SparKey, make sure that the protection
cap of the safe is refitted completely. The UltiMax Service Unit is connected to
the safe via the SparKey.

IMPORTANT! Disconnect the SparKey from the safe if not needed, as safe
batteries might drain.

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4.1 Logging on to UltiMax Service Unit software

1. Start the Ultimax Service Unit 3. Click Connect to safe, or

software. select Continue to work offline.
2. Enter your password and
tap OK.

4.2 Automatic update of safe date and time

While connecting the UltiMax to the safe, automatic update of the safe date is
possible. If the date and time of the safe is different than the date and time of
the SparKey, the following screen will appear; press Yes to update safe:

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4.3 Override Opening
Override Opening of a safe is required if
- the guest has forgotten his/her code
- the safe is locked by accident
- the safe is left locked from the previous guest
- the safe is out of power

To perform an Override Opening you need

- the UltiMax Service Unit
- the SparKey
- your personal 4-digit password

1. Connect to the safe as described in the beginning of chapter 4.

2. Start the Ultimax Service Unit software; see section 4.1 for more information.

3. Enter your password and tap OK. 4. If this screen appears, make
sure that the SparKey is inserted
properly into the service contact
and click Connect to safe, or
select Continue to work offline.

5. Select Override Safe.

6. Tap OK when Override Opening is successful.
7. Tap Exit in the main menu to quit program.
8. Disconnect the SparKey and refit service contact cover.
9. Switch off the UltiMax Service Unit and store the unit
and all accessories securely.

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4.3.1 Override Opening with two users (double security feature)
Double security feature: It is possible, for security reasons, to condition safe override
by two different users at the same time. That means that one user is logged on to
UltiMax Service Unit software with his password and a second user will have to
enter his\her override code for opening the guest safe. Both names of the users
will appear in UltiMax self audit log.

The hotel Main User and Standard User will have the ability to check/uncheck this
option in section Tools\Tool Icon\Option.

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4.4 Displaying and printing events & configuration
It is possible to display, print and save reports of events stored in each safe's memory
and of activities done by the UltiMax Service Unit. This is for tracking purposes.

Operations stored in the safe memory will be:

- Lock events
- Open event
- Incorrect Guest Codes
- User Errors
- Override operations
- Tampering attempts

All UltiMax Service Unit activities will be stored in the UltiMax Service Unit
with the following information:
- Log On
- Log Off Time
- User Name
- Operations performed during Log On

Configuration:
All safes have a configuration (setup), which can be controlled by the UltiMax
Service Unit. Sometimes this configuration can be incorrectly set, causing the safe
to malfunction.The UltiMax Service Unit provides possibility to display, print and
save the safe configuration for troubleshooting.

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4.4.1 Audit displaying safe events and safe configuration
For events from the safe memory, you must connect to the safe as described in
this section.

1. Enter your 4-digit password. 2. Select Audit.

3. Select Download. 4. Select the number of

events you want to
download. The total
number of safe events
stored in the log is
displayed. If safe
configuration download
is needed, check
the Include Safe
Configuration checkbox.

5. The event log is now displayed on the UltiMax Service Unit.

6. Tap PgDn and PgUp to look at the events.
NOTE! For information about printing and saving events to file, see section 4.4.
7. Tap Back to exit the Event Log.

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4.4.2 Self audit displaying UltiMax Service Unit events

NOTE! Only Hotel Manager should have access to this feature.

1. Enter your 4-digit password. 2. Select Audit.

3. Select Self Audit. 4. Select the number of events

you want to display. The total
number of UltiMax Service
Unit events stored in the
log is displayed above
the buttons.

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4.4.3 UltiMax Service Unit printing process
Switch the printer on and make sure that the low-battery warning lamp is not lit.

1. Download the requested 3. Point the UltiMax Service

information as described Unit IR port towards the
in sections 4.4.1 and printer’s IR port.
4.4.2 above. NOTE! The maximum
2. Tap the Printer symbol distance between printer
on the window bar. and UltiMax Service Unit
is approximately 30 cm
(11 13/16’’).

4. Tap OK to go back to the

main menu.

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4.5 Saving event log, detailed safe information and
safe configuration to a file

1. Download the 3. A file name will be suggested;

requested information. one letter and date and time.
2. Tap the Save symbol 4. The letters used as default are:
on the window bar. e: Safe Events
s: UltiMax Events
c: Configuration
i: Detailed safe information
5. If you want to save with a
different name, tap the
Keyboard icon and use it
to type in the requested name.
6. Tap the keyboard icon to
remove the keyboard and
confirm the file name by
tapping OK.

Files that are saved on UltiMax Service Unit will be located in the folder
NAND Flash\Safeplace\UltiMax\Eventlog. Files can be copied to SD Card
and be opened from the SD Card on a PC.

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4.6 Interpreting event/activity log
This section contains a description of each Event / Activity logged by the safe/
UltiMax Service Unit.

4.6.1 Safe event log

Event Description
Hotel Name Name of hotel / customer; must be stored in UltiMax Service Unit
System No. Hotel identification
Room No. Room number programmed into the safe's memory
Safe Model The safe's model name
Serial No. The safe's serial number
Last Override Time and date for the latest Override Opening with user ID
Last Tamper Time and date for the latest tamper switch activation
Last Mech. Open Time and date for the latest mechanical opening
Last Clear Memory Time and date for the latest clear memory
Operation hours Number of hours the safe has been operational since
it left the factory
No. of Lockings Total number of locking since Clear Memory
No. of Override Openings Total number of Override Openings since Clear Memory
Readout time Time for when the safe's event log was downloaded
All events below are stored with time and date.
Locked Normal locking of the safe by code
Unlocked Normal unlocking of the safe by code
Incorrect Guest Code Incorrect code entered by the user; the code is recorded
and shown in log
Five Incorrect Codes The user entered five different incorrect codes and set the
safe in sleep mode or service mode
Override Opened The safe was Override Opened successfully
Override Open Error Override Opening failed because the safe did not manage
to move the locking bolt/latch to open position
Code Reset The safe was Code Reset successfully
Override Code Changed The override code was changed
Incorrect Override Code Someone tried to Override Open the safe with an incorrect
Override code
Override Countdown Someone entered five incorrect Override codes, setting
the safe in sleep mode or service mode (for 30 minutes);
Override Opening is required
Logon Someone logged on with a Service Unit; the user ID is
stored in the safe memory
Event Description
Logoff Someone logged off with a Service Unit; the user ID will
be the same as at the previous logon
Old Date/Time Internal safe clock was changed; this was the old date
and time
New Date/Time Internal safe clock was changed; this was the new date
and time
Time-out The safe was not locked within 5 seconds after the code
was entered or card/fingerprint was swept
Low Battery The safe electronics sensed that the batteries were low

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Mechanically Opened The locking latch was moved mechanically without the
safe running the motor
Tamper Activated The tamper switch was activated
Door Time-out The locking bolt/latch hit the frame during locking;
after 2-3 seconds it automatically retracted
Configuration Changed The safe configuration was changed
Cold Start The safe's microprocessor was restarted; this happens
when safe looses power and gets it back again.
This does not delete anything from the safe memory.
Auto Relock Auto relock feature activated
Auto Relock Error Auto relock failed because of timeout for motor
Clear Memory Someone cleared the safe's memory; the user ID is shown
in the log

4.6.2 UltiMax Service Unit activity log-self audit

Activity Description
"User Name" logged in Someone logged in; the ID will show in the log
"User Name" logged out Someone logged out; the ID will show in the log
Override Open A safe was Override and opened; the room number stored
in that safe's memory will show
Code Reset open Safe was Code Reset; the room number stored in that safe's
memory will show
PPC clock changed UltiMax Service Unit internal clock was changed
Clear Memory The safe memory was cleared
Safe config. Changed The safe configuration setup in UltiMax Service Unit
was changed
Illegal password Someone tried to log on with an incorrect password
Timeout Illegal password Someone entered five incorrect passwords and set
the UltiMax Service Unit in to sleep mode
Inst. Room The Install room function was used on a safe; the room number
stored in that safe's memory will show
Inst. config. Changed UltiMax Service Unit installation configuration was changed
User Timeout change
New User
User rights / level Activities related to changes in the user database
User password change and settings done in the User Administration
Deleted User Name (users
cannot be deleted)

4.6.3 How can these logs be used?

The logs in sections 4.6.1 and 4.6.2 can provide evidence in case of:
- false allegations of theft from guests
- staff members misusing the service unit
There are good examples of hotels/cruise ships disclaiming responsibility for lost guest
property because they could prove their innocence based upon event logs from their safes.
If you in addition have door locks with event log capabilities, you could use the two systems
together and make the evidence even better. The safe's event log will also show how much
the safes are being used by the guests. Keep in mind that this log depends on the room
number in each safe; so make sure that you program the safes correctly during installation.

25 500-445-5
5. SAFE AND ULTIMAX SERVICE UNIT INFORMATION
This feature provides important information about the safes and the UltiMax
Service Unit (safe model, System No., safe battery voltage, UltiMax software
version and room number).

1. In the main menu, select 2. Some details about UltiMax

Tools/Info. Service Unit and safe are
displayed. For more information,
tap the requested button.

3. Under Detailed Safe Info 4. Under Help, you will find a quick
the items safe model, room manual reference.
number, serial number, hardware
and firmware versions are listed.

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6. UPGRADING SAFE FIRMWARE
All safes have the possibility to upgrade firmware on the electronic boards in
the safe. This operation can be useful if new features are implemented in newer
versions of firmware, or if, despite of extensive testing, any bug fix is needed.
If this is needed, please get in touch with your local Safeplace contact for
further instructions.

7. SYSTEM SETUP AND MAINTENANCE

For security reasons, the UltiMax Service Unit must be adapted to each hotel.
To maintain a high level of security, each person that is allowed to use the UltiMax
Service Unit must have a unique password for using the UltiMax Service Unit when
Override Opening or other services of the safe is required.

At least one person at the hotel must be in charge of the UltiMax Service Unit
administration. This person will be a user at Main User level and must handle:
- user administration; see section 7.4
- installation configuration; see chapter 8
- backup of the UltiMax Service Unit setup, including user information;
see chapter 9

The Hotel System No is programmed to UltiMax Service Unit during UltiMax Service
Unit software installation.

Always remember to:

- store the UltiMax Service Unit and its accessories securely
- charge the UltiMax Service Unit and printer batteries regularly to ensure
reliable operations

When you have finished an operation using the UltiMax Service Unit,
you should always:
- exit the UltiMax Service Unit software and switch off UltiMax Service Unit
- switch off printer (if it has been used)
- store the UltiMax Handle Unit kit in its provided case

27 500-445-5
7.1 Adjusting UltiMax Service Unit time
Safes with event log have an internal clock to provide date and time stamps for
the event log. This clock is checked against the UltiMax Service Unit time during
each logon; it is therefore of great importance that the UltiMax Service Unit time
is set correctly.

1. Press the UltiMax Service Unit button to start the UltiMax Service Unit software.

2. Enter your 4-digit password; 3. Go to Tools/set unit clock and

this is default on first logon to use the Change Time buttons.
the UltiMax Service Unit software.

4. Tap the incorrect value(s) and use 5. In the main menu, tap Exit to
+/- to change it. When the time and quit the software.
date is correct, tap Set to approve. TIP! By checking the Logout only
Be aware of date format: checkbox, the UltiMax Service Unit
dd:mm:yyyy will go back to the logon window
and prompt for your password.
Press Back to return to the If you leave it unchecked, the
main menu. program needs to be restarted
the next time you use it.

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7.2 Setting lockout user
Failure to log in to the UltiMax for five consecutive times will lock the UltiMax
for 30 minutes. This is a default settings that can be changed under Tools/
Unit Lockout:

7.3 User levels

The user(s) with Hotel Manager status is responsible for administration of users
and passwords. It is very important to keep up a good system for user administration,
and keep the list of users up to date. The UltiMax Service Unit has three user levels
for normal use; see table below for more information:
Operation User levels
Main(Manager) Standard Installer
Main menu
Override Open Yes Yes No
Info
UltiMax Service
Yes No No
Unit and Safe
information
Events
Print or display
safe and UltiMax Yes Yes No
Service Unit
event logs
Install room
Reprogram safe
according to yes Yes Yes
settings in
Installation config
Tools
User admin
System Setup
Yes No
Installation config
(all options)

29 500-445-5
7.4 User administration
The local Safeplace distributor will give the person assigned to be in charge of
the UltiMax Service Unit his/her personal password. This person is responsible for
User Administration and UltiMax Service Unit setup. Users can be deleted and/or
user rights be edited as a part of the User Administration.

7.4.1 Adding users

1. Press the UltiMax Service Unit button to start the UltiMax Service Unit software.

2. Enter your 3. Select Users.

4-digit password.

4. Select User Setup.

30 500-445-5
5. Tap New to add a user. 6. Select User level.

7. Enter User Name and 8. Write down the password and store it securely.
tap OK. NOTE! Passwords can only be displayed once.
Tap OK to go back.
NOTE! Make a backup copy every time the
user database is changed; see chapter 9 for
more information.

9. Repeat steps 5-8 to add more users or

Back to exit.

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7.4.2 Editing users
It is possible to change user level and password.

1. Select the user 2. Select new user level and press OK.
you want to edit;
press Edit.

3. Tap Yes to 4. Tap OK to accept new password,

change password. or Cancel to reject.

5. Tap OK.
NOTE! Make a backup copy every time the
user database is changed; see chapter 9 for
more information.
6. Repeat steps 1-5 if another user should be
edited, or tap Back to exit.

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7.4.3 Deleting users
If a user is deleted, his/her password will no longer be valid.

1. Select the user you want to 2. Confirm by tapping Yes;

delete and tap Delete. the user will now be greyed
out in the User Setup list.
NOTE! Make a backup copy
every time the user database
is changed; see chapter 9 for
more information.

7.4.4 Undo deleting users

Instead of being erased from the user list, a deleted user’s password will not work
and User Name will be written in grey. It is possible to activate a deleted user and
make his/her password valid again.

1. Select the deleted user you 2. Uncheck the Delete User

want to activate and tap Edit. checkbox and tap OK.
NOTE! Make a backup
copy every time the
user database is
changed; see chapter 9
for more information.

33 500-445-5
7.4.5 Printing user list
To keep good record of the employees allowed to use the UltiMax Service Unit,
there should be printed an updated list of users every time a user has been added,
deleted or edited. The list will consist of User Name and Level. Deleted users will
be marked with an X. Please refer to section 4.4 for more information regarding
printer usage.

1. Select Users. 2. Select Print Users.

3. After the printing is finished,
switch the printer off immediately.

34 500-445-5
7.5 Safe configuration
NOTE! Only Main User and Standard User can change the safe configuration
setup in the UltiMax Service Unit. This section is only to inform the end user
about the possibilities.

Changing the safe configuration is done in two steps:

1. Changes to the configuration setup in the UltiMax Service Unit
can only be done by a Main User, connection to safe not required.
2. Uploading of the new configuration to each safe can only be done
by a Main User or a Standard User; requires connection to safe.

7.5.1 Description of safe configuration options

Options under Safe Configuration are divided into software and hardware options.
Software options can be changed in all safes, in UltiMax software under Tools/
Safe Config section, while hardware options require extra hardware components
in the safe.

SW = software
HW = hardware

Option Description Available on Type

Beeper Beeper on/off Extreme SW
Code + Lock
-The door can lock without
Locking Method All Models SW
the door being shut
-No door switch needed
Display Display code on/off All Models SW
Choose between 4- and 6-digit
No. digits Extreme SW
guest code
If five different incorrect guest codes
are entered, the safe can either go
Incorr. Guest
into a 30 minutes sleep mode, or All Models SW
Code
delete the guest code and go into
service mode.
Silly guest codes allowed/ not
allowed. Silly codes are guest codes
Allow silly codes All Models SW
with equal or rising numbers, for
example 0000, 1234 etc.
The guest code can be reset
Relock
instantly, after 10 minutes or All Models SW
never when the safe is opened

35 500-445-5
 Option Description Available on Type
Inside light can be lit for
10-120 seconds when the safe is
opened; it is also possible to turn
the light off. The safe must have
Inside light Extreme HW
a light mounted. NOTE! Battery
operated safes will only lit the light
for 10 seconds, regardless if the
time is set longer.
The safe will enter to service mode
when back cover is removed. Only
Override Opening will reset the safe.
This situation also requires an entire
check of the safe. Check the audit
Anti Tamper Extreme HW
trail to get a clear picture of what is
the reason for the service massage
- please contact your local
Safeplace partner/distributor for
more information.
The Hotel Name can be stored in Stored in
Hotel Name the UltiMax Service Unit; it will show UltiMax SW
on printouts of event logs. Service Unit
A 6-digit code to identify the hotel.
System No. The number will be displayed in the All models SW
safe's event log. as System No.
The safe can be in different modes:
Transportation Mode
- Factory settings only button clear
is working and dot is shown on the
safe display
Normal Mode
-Safe can be used by any guest;
standard setting
Safe Mode Demo Mode All models SW
-The safe can be closed and
opened only with 8’s.
NOTE! THE DEMO MODE IS
ONLY MEANT FOR DEMO
PURPOSES AND SHOULD
NEVER BE USED ON SAFES
INSTALLED IN A HOTEL.
Code Activator Mode
-Safe will be set to Rental Mode.
NOTE! Be careful when changing the hardware options. Make sure that the
hardware is present and mounted correctly; otherwise the safe may malfunction.

36 500-445-5
In addition to the physical mounting of the safes, each safe must be programmed
by the UltiMax Service Unit as well. The programming consists of room number
and safe configuration, and to change the Hotel Service Code. NOTE! For Override
Opening, each safe must have the Hotel System No. installed.

The Hotel System No. consists of four digits numeric or six digits alphanumeric,
ranging from 0-9 and A-F. The code is used when an Override Opening is required.
When the safes leave the factory, they have a preset Factory System No installed.
NOTE! The safe installation is to be carried out in close cooperation with your local
Safeplace distributor.

7.6 System setup

WARNING! Settings in System Setup are not to be changed without consulting
your local Safeplace distributor. Incorrect settings might lead to UltiMax Service
Unit malfunction.
NOTE! You must be logged in with a Main User password to access System Setup.

1. Select System. 2. Select System Setup.

3. Under Ports there are 4. Under Files there are

settings for safe and printer settings for log file names
communication. These and path. Please do not
settings will normally be change these settings
adapted automatically and without consulting your
should not be changed local Safeplace distributor.
without consulting your
local Safeplace distributor.
5. Settings under Directories and Logging should always be kept on the
standard settings, so please do not change these.

37 500-445-5
8. INSTALLATION CONFIGURATION
In addition to the physical mounting, each safe should be programmed using
the UltiMax Service Unit. When receiving a safe, it is in Transportation Mode
and appears to be out of battery. If any other key than Clear is pressed, the safe
display will not be activated. Pressing Clear will display one dot “.” for 3 seconds
in the display.

If no dot ”.” Is displayed, the batteries are disconnected from the safe electronics.
If so, remove the battery strip by pulling in the arrow’s direction (coming out from
battery compartment inside the door). When removed, pressing Clear will display
one dot “.” for 3 seconds in the display.

To activate the safe, the safe must be initialized. This can be done by use of
UltiMax Service Unit or SparKey on each safe.

NOTE! The safe installation/initialization is to be carried out in close cooperation

with your local Safeplace distributor.

38 500-445-5
8.1 Preparing UltiMax Service Unit for installation/initiation
As Hotel Manager you should select the appropriate action for installation of each
safe. To get the safe out of Transportation Mode, tick off for Install Room No.
Option Description
Install Room No. Programs the room number to each safe during
installation. Essential for activator systems, but is
generally a nice feature as the number shows in
event logs.
Change Serial Number Changes serial number in safe's CPU. Only to be
used in case safe CPU has been replaced. The serial
number stored in the CPU should match the number
found on the serial number label.
NOTE! If changes of the safe configuration are requested, please contact your local
Safeplace representative for more details and assistance.
1. Press the UltiMax Service Unit button to start the UltiMax Service Unit software.

2. Enter a valid 4-digit password 3. Select Audit.

and tap OK.

4. Select Installation Config. 5. Tick off desired item(s) (change

of serial number is only to be
used if CPU has been replaced.)
6. Tap OK to store and approve.
NOTE! Make a backup copy every
time the installation configuration
is changed; see chapter 9 for
more information.
7. To program each safe, follow
the instructions described in
section 8.2.

39 500-445-5
8.2 Programming a safe
In addition to the physical mounting, each safe should be programmed using the
UltiMax Service Unit. The safe installation is to be carried out in close cooperation
with your local Safeplace distributor.

8.2.1 Setting the installation configuration

Option Description
Install Room No. Programming of the room number into the safe
during installation.
Change Serial Number Changes serial number in safe's PCB. Only to be used
in case safe PCB has been replaced. The serial
number stored in CPU must match the number found
on the serial number label.
Change from Changes the System No. in safe from the Factory Code
Factory Settings to the System No. stored in UltiMax Service Unit. This is
to be done for safes delivered with Factory System No.
and for safes where the PCB board has been changed.

NOTE! The programming consists of room number and safe configuration.

If there is a request for adapting old safes to the UltiMax Service Unit, it is needed
to program these safes to match the System No. already programmed in the
UltiMax Service Unit. For setup of the UltiMax Service Unit for this operation,
contact your local Safeplace distributor.

NOTE! Make a backup copy every time the installation configuration is changed;
see chapter 9 for more information.

40 500-445-5
8.2.2 The process of programming a safe
All users can program the safes according to the steps below.
1. Connect to the safe as described in the beginning of chapter 4.
2. Start the Ultimax Service Unit software and log on as described in section 4.1.

3. Enter your 4-digit password. 4. Select Install Room.

80.111.111

5. Enter room number. 8. Tap OK to return to the main menu.

6. If serial number is 0: check 9. Exit the program and disconnect
the safe’s serial number label the SparKey.
if accessible, and enter the 10. Lock and open the safe
serial number here. with 8888(88) to test it.
7. Tap OK. 11. Inspect the fastening,
appearance etc of the safe.
12. Go to the next safe and repeat
steps 4-11. Installation is complete
when this procedure has been
done to all safes in the property.
TIP! During the installation, a log showing the following information will be
generated in separate columns:
− Hotel Name
− Hotel ID
− Serial number of safe
− Room number
− Time and date
These columns will be comma-separated and the file can be opened in a text editor
or imported into MS Excel (or other similar applications) for sorting and analysis.
The placement of this log file is defined under System setup; see section 7.6
for more information.

41 500-445-5
9. BACKUP
It is highly recommended to do regular backup of users and settings. The backup
data will be stored on the location you select, but it is recommended to store the
backup data on a Memory Card. This will allow you to retrieve the data in case
UltiMax Service Unit is lost or damaged.

1. Remove the protector from the card

slot on top of the device and insert
2. Start UltiMax Handle Unit
the Memory card. NOTE! Make sure
software and log on with
that the card is inserted correctly and
your password.
avoid using excessive force as this
can damage card and/or connectors.

3. Tap Tools. 4. Tap Backup Restore.

42 500-445-5
5. Tap to select location for backup,
preferably an external Storage Card.
NOTE! Make sure to store the
backup in a secure location. 7. Tap Start to complete
If you need to reinstall the software, the backup.
all settings and user information can
be restored from the backup.
6. Tap Backup.

8. Tap OK and exit from the software.

43 500-445-5
10. TROUBLESHOOTING AND NICE TO KNOW
Symptom Cause Solution
Go to View/Zoom/Set Image
Size in UltiMax Service Unit
software.

Text in the Help file

‘UltiMax main actions
routine’ in UltiMax
Service Unit software For an optimal text size,
is too small. choose DPI 44.00 in the Image
Properties dialog and click OK.

“Wrong” page is shown

in the Help file ‘UltiMax
main actions routine’

44 500-445-5
 Symptom Cause Solution

Try to log on again, making

sure that the password is entered
correctly. If the password is
You tried to log on with
forgotten, a user on Hotel
an invalid password.
Manager level must change
it; see section 7.4 for more
information.

If you are going to perform

operations where communication
with a safe is unnecessary,
The UltiMax Service simply press Continue to
Unit could not establish proceed.
communication with the
safe during logon. If communication with safe is
required, try Retry Log On.

Communication to safe
Exit UltiMax Service Unit
was disrupted when
software and retry logon.
you were logged on.
If the problem persists: exit the
This happens if safe
software, disconnect the
batteries are low or
SparKey, wait for a moment,
if the SparKey is
reconnect and retry logon.
disconnected.

Logon menu with UltiMax Service Unit

Install the UltiMax Service
password prompt does software has not been
Unit software as described in
not appear when you installed, or was lost
chapter 2.
try to start the UltiMax due to empty PPC
Service Unit software. batteries.
Use the Service Unit to Service
The safe will enter
Open the safe. Check the audit
Service Mode when
trail to get a clear picture of what
the back cover is
is the reason for the service
Safe displays Ser removed.
massage; please contact
NOTE! This situation
your local Safeplace partner/
requires an entire
distributor for more information.
check of the safe.

45 500-445-5
 Symptom Cause Solution
Safe display shows
Weak batteries Change batteries
strange dim signs
Go to Control Panel and choose
System -> Memory. Move slider
to split memory between storage
and program approximately
equal.

Memory settings of the

UltiMax Service Unit
does not meet
requirements of the
UltiMax Service
Unit software.

Click OK to apply the

change in settings.
The safe does not
close after a code Before going any further, check
has been entered the battery voltage by pressing
and Lock has Clear and 1 simultaneously.
been pressed. 1. If Batt is displayed, change
the batteries; they are
located on the inside of
the door.
2. If the problem persists,
the locking mechanism can
be stuck in open position
If the safe does not
(see picture to the left),
close, this can be
Bolt in open position or the motor might not be
caused by mechanical
connected to the CPU board.
issues.
Solution:
1. Make an Override Open
using your service tool,
with all parts in original
position.
2. Enter your code and
press Lock.
Bolt in locked position

Continued on next page

46 500-445-5
 Symptom Cause Solution

Continued from previous page

If the problem still persists:

1. Loosen the door cover
carefully (inside of the door)
and make sure that all wires
are well connected and
in good condition.
2. Make sure that the locking
mechanism moves freely by
turning the worm gear
forward (away from the flat
gear, as shown by the red
arrow in the illustration to the
left) so that the locking bolt
is approximately in the
middle between open and
locked position.

• If ‘_ _ _ _’ is shown in the
display, key in the guest code
used to lock the safe.
If the safe displays Ser or
Service, use a service tool to
make an Override Open; this will
reset the safe.
Make sure that the CPU board
is correctly mounted and make
an Override Open of the safe.
The locking mechanism
The micro switch IMPORTANT! For any checking
is between open and
is not activated. of internal parts of safe, make
locked position or the
The safe displays sure the cables are well
CPU board is not
Ser or ‘_ _ _ _’. arranged, mount the back
properly mounted.
cover carefully and check the
safe operation by closing
and opening it several times.

47 500-445-5
11. MAINTENANCE AND REPAIR
Safeplace safes require only battery replacement and some cleaning every once
in a while to maintain operation. Do not use any liquids, which can contaminate
electronics while cleaning. Dry soft-cloth and vacuum cleaner is recommended
as cleaning equipment.
Although these safes are designed to make maintenance and repair as easy
as possible, the person performing the service needs some basic skills within
mechanics and electronics.
Keep in mind that there is a risk of electric shock and/or damaging the
safe components if the procedures for repair and replacement are not
followed closely.
If the safe is still under warranty, you should not attempt to do any
repair yourself since damages caused by improper service work will
void warranty replacement.

11.1 Battery test

The battery voltage can easily be checked. Press Clear and 1 simultaneously
to display the battery voltage on the safe’s display. If battery voltage is below
4.0V, it is recommended to change the batteries.

When the batteries are below this voltage, the safe will alert the user by a battery
warning. The safes will display bAtt for 1 sec when lock is activated and than safe
will close. The safe can still operate normally for a short period depending on usage.

If batteries are not changed when battery warning is activated, the batteries will be
too low to operate the safe. The safe will display bAtt for 3 seconds and than blink
Err when Lock button is activated. The safe will now refuse to close. To get the
safe operational again, it is needed to replace the batteries.

11.2 Battery replacement

(5 x LR6/ AA-Cells)

WARNING! Use only alkaline batteries of good quality, make sure they have
standard dimension and that they fit well in the battery case.

The battery cover is situated on the back cover of the door, which means that the
batteries can only be changed when the safe is open. Touch the safe body to
discharge any static electricity before working with electronic components.

NOTE! Battery replacement should not affect the safe's operation. Updating the
safe time and date after replacing the batteries is needed; see section 4.2.

48 500-445-5
APPENDIX A: SAFE DIMENSIONS AND COMPONENTS
Extreme dimensions

Solid dimensions

Tiara II dimensions

49 500-445-5
APPENDIX A: SAFE DIMENSIONS AND COMPONENTS
Back cover (Tiara II and Solid)

Locking assembly (Solid Floor)

Pos. Description
2 1 PCB inside PH III
F

2 Locking Unit for

Floor Safe

50 500-445-5
APPENDIX B: SOLID MOUNTING
Dimensions in mm (inches)

Wall mounting Solid SC and Solid SL

Shelf mounting Solid SC

51 500-445-5
APPENDIX B: SOLID MOUNTING
Dimensions in mm (inches)

Shelf mounting Solid SL

52 500-445-5
APPENDIX C: SOLID WIDE MOUNTING
Dimensions in mm (inches)

Wall mounting

Shelf mounting

53 500-445-5
APPENDIX D: SOLID FLOOR MOUNTING
The safe must be mounted on the floor.

- Drill four 8mm holes in the floor.

For dimensions/template, see
drawing below.
- Unscrew the fastening plate from
the safe (Allen screw M12).
- Fasten the fastening plate to the
floor by using four expansion bolts
for concrete.
- Put the safe in position and fasten
the safe to the fastening plate
from the inside of the safe.

54 500-445-5
APPENDIX E: MOUNTING OF AN ‘EXTREME’ SAFE
Dimensions in mm (inches)

Shelf mounting EC

Shelf mounting EL

55 500-445-5
APPENDIX E: MOUNTING OF AN ‘EXTREME’ SAFE
Dimensions in mm (inches)
Shelf mounting ED

Wall mounting

56 500-445-5
APPENDIX E: MOUNTING OF AN ‘EXTREME’ SAFE

Replacing a door on an ‘Extreme’ safe

1. Unscrew the two screws.

2. Extract the two hinges from the hinge housing.
3. Keep the washers from the bottom connection in a secure place.
4. Replace the defective door with a new one.
5. Insert the top hinge through the top hinge housing and through the
hole in the top frame. Then tighten the top screw.
6. Insert the bottom hinge through the bottom hinge housing. Insert the washers
back into place, and insert the hinge through the washers and through the hole
in the bottom frame.
7. Tighten the bottom screw.
8. Make sure that the door fits well into the frame.

57 500-445-5
APPENDIX F: MOUNTING OF A ‘TIARA II’ SAFE
Dimensions in mm (inches)

58 500-445-5
APPENDIX F: MOUNTING OF A ‘TIARA II’ SAFE
Securing a safe if placed in a drawer
NOTE! The wire-end on the outside the safe need to be fastened as it is impossible
to loosen.

1. Fasten the wire to the furniture or wall; it is the “loop” end to be fastened
on the outside.
2. Slide the wire end with the metal eye through the hole in the back/
bottom of the safe.
3. Use the fastening bolt and nut to fasten it from the inside of the safe.
4. Fasten the safe to the drawer by using 4 screws for the appropriate
material of the drawer. Fasten the safe by using min. Ø 5 mm / 1/5 inch
wood or sheet metal screws.

59 500-445-5
APPENDIX G: PEDESTAL DETAILS
Pedestal dimensions:

H W D
mm 330 352 318
in 12.99 13.86 12.52

60 500-445-5
APPENDIX H: RETROFITTING OUTLET BOX IN SAFE
Outlet boxes can be delivered with the following outlets:
• Euro
• UK
• French
• US

To be able to perform the retrofit, the safe must be loosened from the shelf/wall that it
is fastened to. The following tools and equipment are needed:
• Screwdriver POZ 2
• Screwdriver with correct bit for loosering/fastening the safe
• Power cord with IEC connector; length depends on location in room

NOTE! The outlet box has an IEC connector on the back; therefore an extra
power cable is needed for connection between the safe (IEC connector) and
the mains outlet. To ensure a secure and reliable operation, make sure that this
cable is of good quality and is approved according to your country's regulations
for electrical safety. Cords for use in the US must be UL listed.
The cord must be connected to the IEC connector on the back of the
safe before the safe is fastened to the shelf/wall.

See description of the outlet box mounting procedure on next page.

61 500-445-5
APPENDIX H: RETROFITTING OUTLET BOX IN SAFE
1. Loosen the safe from
the shelf/wall.
2. Unpack the outlet box
from the carton.
3. Hold the outlet box in position
inside the safe.
4. Fasten the outlet box from the
outside using the three
fastening screws that are
included in the box; start by
fastening the lower screw.
5. Position the box to make sure
the two fastening screws on
top also can be fastened
properly.

6. Connect the power cord to the

IEC connector.
7. Fasten the two stickers onto
the safe:
- one sticker on the back wall
next to the inlet
- one sticker on the inside of
the safe door
8. Fasten the safe to
the wall/shelf.

62 500-445-5
APPENDIX I: POWER SUPPLY CONNECTION FOR
AN ‘EXTREME’ SAFE

NOTE! You should only use the power supply DC 9V 1A that is provided together
with the safe.

The provided power supply should be connected according to a description on

the label placed on the back wall of the safe. The red marked wire end should be
connected to the red wire (inside the screw terminal block) and the non-marked wire
should be connected to the black wire (also inside the screw terminal block).

NOTE! Connecting third party power supply can damage the safe.

63 500-445-5
APPENDIX I: POWER SUPPLY CONNECTION FOR
AN ‘EXTREME’ SAFE

Connecting an AC/DC adapter to an ‘Extreme’ safe

NOTE! The illustrations show a right-hand hinged safe.
The picture shows wiring and connector
for mounting of AC adapter to safe
(assembled from factory). The cable/
connector will always be on the hinge
side on the back wall.

Connect the AC/DC adapter to the

connector as illustrated. Use a flat head
screwdriver to fasten the wiring to the
connector. Make sure that the + wiring
(marked red) in the safe is connected
to the + wiring (marked red) on the
AC/DC adapter.

Ø cable AC/DC adapter: 5.5mm

Length of cable: 1.5m

NOTE: See Appendix E, picture ‘wall mounting’, for an illustration of the back wall
of an ‘Extreme’ safe.

64 500-445-5
 Local Safeplace distributor

SafePlace North America

[email protected]

(212) 202-0934

Safeplace Head office

[email protected]
www.safeplace.co.il

68 500-445-5