A company in portierX is the record of a service provider, supplier or partner whose people work in your organisation. It carries the contract, with a contract end that sets the last day of access for its people, and a Sponsor from your own staff who answers for it. Companies are added by the Organisation Admin, the Access Manager and the Credential Manager, under People in the sidebar, on the Companies tab. The Security Monitor sees them. Only the Organisation Admin names the Sponsor and backup sponsors.
Also called: contractor company, outside firm, vendor, supplier, partner.
The Companies tab sits under People between Groups and Handovers. Beside its name it shows how many companies your organisation keeps. The list shows each company with:
Column | What it shows |
|---|---|
Company | The name, and under it the contract reference or No contract reference. |
Kind | Service provider, Supplier, Partner organisation or Other. |
Contract end | The day and the days left. In the last week the cell warns, for example Ends tomorrow. Once the contract has ended, it says how long ago, for example Ended yesterday. With no date it reads No contract end. |
People | How many people work for the company. |
Keys out | How many keys and cards those people hold. |
Sponsor | Who answers for the company, or Nobody named. |
Backup sponsors | How many backup sponsors are named. |
The list starts with the soonest contract end and finishes with the companies that have no contract end. No column sorts. The Search companies box finds a company by any part of its name, across every page of the list. Capitals do not count.
Selecting a row or View opens the company's page on the People tab. Edit opens it on the Information tab, ready to edit. Edit and Add Company show only for the roles that may edit companies.
Above the list, each company on the page shown whose contract has ended gets an alert of its own. It names the day the contract ended and how many keys its people still hold, or says that nobody from it holds a key. Ended contracts come first, so their alerts appear on the first page.
Open People in the sidebar and switch to the Companies tab.
Choose Add Company. When the list is empty, the button sits in the list itself.
Enter the company's name under Name. The field is required.
Choose the Kind: Service provider, Supplier, Partner organisation or Other. It is preset to Other.
Fill in what you know: Contract reference, Contract start, Contract end, Phone, Email, Address and Notes.
Confirm with Add Company. Cancel discards the entries.
Under Contract end the form says what the date does: "Access for its people ends on this day at the latest, and so do the keys they hold." The contract end runs to the end of the day picked, in your organisation's time zone. The contract start is stored and shown, and it does not control access.
Neither a Sponsor nor access is chosen here. The Sponsor is named on the company's page, and a company gives no access. A company that needs only a name and a kind to begin with can also be added straight from a person's Company field, as Add a person, field by field describes.
The head of the page shows the name with the kind, and under them the contract reference and the contract term. Beside them the page shows how long the contract has left or how long ago it ended, how many people work for the company and how many keys are out. When the contract end is missing, the page warns with No contract end.
The Organisation Admin, the Access Manager, the Credential Manager and the Security Monitor see all three tabs:
Tab | What it shows |
|---|---|
People | Who works for the company, with each person's keys and the day their access ends. Read only. |
Information | The company's record, with the contract and the contact details. This is where the company is edited. |
Sponsors | The Sponsor and the backup sponsors. This is where the Organisation Admin names and ends them. |
Nobody is added or removed here. Whether a person works for a company is set by the Company field on their own record (Add a person, field by field). The list shows:
Person, with name and email address. The company's contact carries Contact.
Keys, each with when it falls due and why: Key's own date, Own end date or Contract end. A key with no date reads Never Due.
Access ends, with the day and the reason, Contract end or Own end date. When the contract end caps a later own end date, that date shows below.
Selecting a row opens the person's page on the Information tab.
The Organisation Admin, the Access Manager and the Credential Manager edit companies, on the company's page, on the Information tab.
Open the company's page and its Information tab, or choose Edit in the list.
Choose Edit on the Company information card. Coming from Edit in the list, the card is ready already.
Change the fields. An emptied field clears its value. Only Name is required.
Choose Save. Cancel discards the changes.
When the contract end stays as it was, portierX saves at once and confirms with a message. portierX checks the name, the contract dates and the email as it does when a company is added. When you changed the contract end, portierX asks first.
The contract end is changed like any other field on the Information tab. Because it moves the day access ends for the company's people, portierX shows whom the change affects before it saves.
Choose Edit on the Information tab.
Pick a day under Contract end, or empty the field to remove the contract end.
Choose Save. A dialog asks first, for example Remove the contract end?, and names the people whose access end changes.
Check the list and confirm with Set Contract End, Move Contract End or Remove Contract End. Cancel takes you back to the form with what you entered.
The dialog names up to eight people, each with their access end after the change and before it, and under each person every key the change makes due sooner. It counts the rest. When nobody's access end changes, the dialog says so. When the company has more than 100 people, it says how many it has not listed. For a day that is today or has passed, the dialog says that access for those people ends today or has already ended, and that their keys fall due today or are overdue. When the people cannot be loaded, the dialog says that too, and the contract end can still be changed.
After you confirm, portierX reports the day the contract ends, or that the company has no contract end.
The contract end is the last day of access for the company's people. A person's access ends on the earlier of the two dates, their own end date and their company's contract end.
Their keys fall due on that day at the latest. The contract end switches no key or card off. How the return date, the end date and the contract end work together is in Return dates, reminders and overdue keys.
Once the contract end has passed, nobody from the company can be given a further assignment.
portierX works out the access end on every read. A moved contract end changes no person's record and applies at once to all the company's people.
A company with no contract end caps nobody, and each person's own end date applies alone.
On the person's page, the Information tab names the day their access ends and the reason (Change, link a login to, or delete a person).
A company's Sponsor is the person from your own organisation who answers for the company and its people. Each company has one Sponsor and any number of backup sponsors, who stand in at all times. Only your own staff can be named, meaning people with no company. Only the Organisation Admin names and ends them. The other roles see the buttons locked, with the note Only an organisation admin can name someone.
This Sponsor is not the Sponsor of an access request. A request's Sponsor is only a note on that request, as When access needs approval describes.
Open the company's page and its Sponsors tab.
Choose Name a Sponsor. Once a Sponsor is named, the button reads Change Sponsor.
Pick the person and confirm with Name as Sponsor.
For backup sponsors, choose Add Backup Sponsors, pick one or more people and confirm, for one person with Name as Backup Sponsor.
Change Sponsor replaces the Sponsor in one step, and the backup sponsors stay as they are. Only your own staff whose access has not ended are offered. A person is either the Sponsor or a backup sponsor of a company, never both. To make a backup sponsor the Sponsor, end their backup role first. A person with no login can still be named, and the dialog notes it.
The Sponsors tab shows the Sponsor and the backup sponsors, each with the day since they were named. When the Sponsor, the backup sponsors or both are missing, the tab warns. A Sponsor who has left, whose login is paused or switched off, or who works for a company is gone. Their row then carries Gone with the reason, such as Works for a company, and the backup sponsors carry Standing in. The Companies list then reads Nobody named. The backup sponsors keep standing in until another Sponsor is named.
A person can also be named from their own page. On the Responsibilities tab, choose Add a Place, pick the company under Place or company, then Sponsor or Backup sponsor, and confirm with Add Company. When the company has a Sponsor who is not gone, the dialog names the person only as a backup sponsor. A person who works for a company is offered no company. A person's page is described in Find a person and read their page.
Open the company's Sponsors tab.
In the person's row, choose the end icon. It carries the person's name, for example End Anna Brandt as Sponsor.
The dialog End this responsibility? says what ending does. Confirm with End Responsibility.
When the Sponsor ends, the company has none until someone is named. The backup sponsors keep standing in, and nobody is promoted. Ending a backup sponsor changes only their own role. The same is done on the person's page, on the Responsibilities tab in the Companies section. Only the Organisation Admin sees the end icons.
The Audit Log records each company's creation and every edit, with each changed field before and after, the contract end included. It also records who was named or ended as Sponsor or backup sponsor.
A changed contract end shows at once on the company's People tab, on its people's pages and on the Returns tab under People, there with the reason Contract end.
Naming and ending send no email. The key reminders do not go to the Sponsor. Who receives them is in Return dates, reminders and overdue keys.
The Organisation Admin, the Access Manager and the Credential Manager add and edit companies, the contract end included. The Security Monitor sees companies and their pages and changes nothing. Only the Organisation Admin names and ends a Sponsor or backup sponsor.
A company gives no access. To give all of a company's people the same access, gather them in a group with the Company filter (Organise people into groups).
A person works for one company at most. Their own Company field sets it, never the company's page.
A company's name is unique in your organisation, and capitals do not count. When another company holds the name, the message on the field names that company.
A contract starts on or before the day it ends. The same day for both makes a one-day contract. A contract end today or in the past is allowed.
Limits: name and contract reference 255 characters each, phone 50, email 255, address 1,000, notes 5,000. The Email field takes one address.
A company cannot be deleted, merged or archived.
Being named Sponsor or backup sponsor gives no access. A Sponsor approves nothing, adds nobody and hands out no keys.
