A contractor's firm works on your site for three weeks, and its people need access for that time only. The Access Manager adds each person and gives access with an end, the Credential Manager hands the keys over and takes them back, and for a space that needs approval the Approver decides. It all starts under People.
The Access Manager adds each person with Add Person, with the person type Contractor, the firm under Company and the last working day as the end date (Add a person, field by field, Person fields and person types).
The Access Manager gives each person access with Grant Access, with a start and an end, and that end becomes the return date of their keys (Give a person access).
For a whole team, the Access Manager gathers its people in a people group with the Company filter and gives the group access instead (Organise people into groups, Give a people group access).
If a key needs approval, the Access Manager names as Sponsor under Business need the person in your organisation who stands behind the job, and the key is handed over only after the Approver's yes (When access needs approval).
On the first working day the Credential Manager hands the keys over from the Handovers tab, and the person confirms receipt (Hand over a key or card and confirm receipt).
portierX emails reminders before, on and after the return date, on the schedule the Organisation Admin sets under Settings, Notifications (Set when reminder emails go out and who gets them).
If the job runs longer, the Access Manager moves the person's end date first and then the return date of the keys (Change, link a login to, or delete a person, Return dates, reminders and overdue keys).
On the last day the Credential Manager takes every key and card back (Take a key or card back).
For a team, the Access Manager takes the people out of the group, or the Organisation Admin deletes the group, and the group's keys go on the return list (Organise people into groups).
Whatever is missing after the return date is listed under People on the Returns tab, and the Credential Manager reports a key that does not come back as lost or stolen (Work through hand-overs and returns, Report a lost, stolen or damaged key or card).
Each person's record shows the person type Contractor, the firm under Company and the end date.
Every key given to a person directly shows the last day of the job under Return Due.
Credential Handover History shows each hand-over as Confirmed.
After the job, Assigned Access Credentials lists nothing, and nobody from the firm is on the Returns tab.
A team's group is deleted.
