This path is for the Organisation Admin. The job is to set portierX up for the whole organisation: users and roles, the settings, the places with the people who answer for them and approve, and the key plan and the people. portier's introduction team trains you along these pages. The path then stays with you as a manual, and you can work through it alone at any time.
Add users, give each the right role, and create roles of your own where none of the five fits.
Set up the pages under Settings, from reminder emails to how long records are kept.
Create locations, buildings and spaces, set their protection need and name who is responsible for them.
Decide which keys need approval, and name approvers, owners and reviewers.
Bring the key plan and the people into portierX, and know which source keeps which detail.
Show an auditor what portierX records.
You need the Organisation Admin role and a login to your own organisation. Work through the path with your organisation's real places and people. The exercises below only read and change nothing.
Your first day in portierX. You sign in and know where your work as Organisation Admin starts.
Find your way around portierX. You find every area through the sidebar, the command menu and the user menu.
What your role lets you see and do. You know the five standard roles before you give them to colleagues.
Settings: what an Organisation Admin sets up. You know which page under Settings governs what before you change anything there.
Add a user and set their role. You add colleagues as users and give each the role their job needs.
Create a custom role. You create a role of your own when none of the five fits a job.
Set who manages which part of the estate. You record which user manages which locations, buildings or spaces.
Choose the language and theme for portierX. You pick the language and theme, and know what that choice does not change.
Brand the emails portierX sends. You give the emails from portierX your company's name, logo and colour.
Set when reminder emails go out and who gets them. You decide when reminders go out and who cannot switch them off.
Set the locking plan legend. You match the marks in the locking plans to the notation your organisation is used to.
Set how long records are kept. You set how long the audit log and a deleted person's details are kept.
How locations, buildings and spaces fit together. You understand how the three levels nest before you create them.
Set up locations, buildings and spaces. You create your sites, their buildings and the spaces people need to reach.
Set how much protection a space needs. You record how much protection each place needs.
Name who is responsible for a place. You name who is responsible for each location and building, and who stands in.
Places that need attention. You find the places where nobody is named and close each gap.
When access needs approval. You know which keys wait for a yes and who gives it.
Name approvers, owners and reviewers. You name who approves, who owns a locking system and who reviews.
How connections work in portierX. You know the kinds of connection before you connect a system or import a key plan.
Import your master key plan from an XML file. You bring the key plan from your locksmith's file into portierX.
Import people from a spreadsheet. You add or update many people at once from a spreadsheet.
Where people records come from. You know which source keeps which detail of a person, and change it in the right place.
What portierX can prove in an audit. You show an auditor which records portierX keeps.
Personal data: how long it is kept and how it is removed. You can tell your data protection officer how long personal data stays and how it is removed.
A new building or system goes live. You walk the whole sequence once, from the places to the first access.
Open Settings, User and read on the Standard roles tab what each role may do. Then check on the Users tab that every colleague holds the role their job needs (Add a user and set their role).
Under Spaces, filter Protection need to Very high. Open each of those spaces and read on its Approver line who can decide (Name approvers, owners and reviewers).
If the Dashboard shows the card Places needing attention, open the full list and note for each row what is missing and whom you would name (Places that need attention).
Under People, open a person, switch to the Information tab and read under Person information which sources their details come from (Where people records come from).
Open Settings, Data Protection and read the two periods and who set them. Change nothing there until your organisation has agreed the periods (Set how long records are kept).
Which of the three levels, location, building and space, can be deleted, and what has to happen first? (Set up locations, buildings and spaces)
Who decides on a key to a Very high space when no approver is named on the space or above it? (When access needs approval)
Does an entry under Area Managers change what that user may see or do? (Set who manages which part of the estate)
What may you still change by hand in a person's end date and status when the HR file keeps both? (Where people records come from)
Does the audit log show when someone opened a door? (What portierX can prove in an audit)
If you also connect systems, set up sign-in through Microsoft Entra ID or look after the HR file, continue with the path for IT administration (Training path: IT administration).
