Giving a people group access entitles a whole team at once, including the people who join it later. The job needs the Organisation Admin, Access Manager or Credential Manager role. It starts under People on the Groups tab, with Assign access on the group's page, or in the Assign Access flow when you choose A group there.
Also called: team, department, shift. A set of spaces is a space group on screen.
The flow is the same as for one person (Give a person access): choose, review, result. This page covers what is different for a group.
The people group exists and has members (Organise people into groups).
If the group is to get a whole space group, that space group exists (Group spaces into space groups).
Set Who is getting access to A group. Coming from the group's page, it is already chosen.
Pick the group under Select a group. See members lists the members before you commit.
Under What they can enter, pick single spaces or A space group, never both at once.
Choose the keys as for one person. Each member receives one key for the chosen spaces. If you pick several, the review page names the key the group gets instead, and why.
Open the review page, Review assignment.
The card Who gets which copy lists the members down the side and the keys across the top. portierX shares out the free copies first; each cell is a menu of the free copies, grouped by depot.
A key with too few copies comes first, with the count, "1 for 3" for example.
No copy, waits frees the copy. The member waits until a copy is there. To give a copy to another member, set the first one to No copy, waits, then pick it for the other.
A member who already has access reads Has access in the cell.
A key that needs no approval reads No end: the member keeps the access while they belong to the group.
A key that needs approval carries Needs approval, or the name of whoever decides, in its header. It gets one start and one end under Access, Same for every member. The card Business need · asked once asks the request's details once for the whole group. Organisation is Same for all or entered Per member. What sets off an approval and who decides is on When access needs approval.
The column beside it, What happens when you confirm, says which copies are put aside, who waits for a copy, who decides the request, and that members collect their keys at the desk one at a time.
The button names the group, "Assign Maintenance" for example. While something is missing, the count with "to do" sits under it; the link jumps to the first gap.
After you confirm, Assignment result opens. It says for how many members the access is live, and that anyone who joins the group later reaches it too.
Section | What it shows |
|---|---|
Updated automatically | Cards the members already carry, taken by the locking system. No action needed. |
Needs you | Keys to hand over at the desk, with Hand over now and Go to handovers, and members waiting on a key, with the button to order one. |
Could not be covered | Members for whom nothing changes, with the reason from the review. |
Skipped | Members whose record has ended. Extend the record and they receive the access on their own. |
Spaces with no door | Spaces nobody reaches through this assignment until a door is linked to them. |
When an approval was requested, View Request opens the request.
The group gives its access to every member, including each one who joins later. Electronic cards are updated; a mechanical key needs a hand-over.
When you save a change to the group that adds people, a summary opens with what each person added gets: a key reserved for hand-over, a card extended, or a wait, when no copy is in stock for example. The button says what happens, Reserve keys and update cards for example. Not now leaves it all open; the people then show on the group's Handovers tab.
When the approval for one of the group's keys has been given, it also covers members who join after it, until its end. Their copy is reserved and added to the request, and no second request is raised. While the request still waits, whoever joins waits too.
On the group's page, the Handovers tab lists everyone still owed something, with the reason. It needs the same roles as the assignment.
Status | Meaning |
|---|---|
Ready to serve | A copy is free, or a card can be extended. |
Waiting on hand-over | A copy is reserved and waits at the desk. |
Waiting for approval | The key needs approval before it is handed over or reserved. |
Out of stock | No free copy. The person waits until one is ordered. |
No key opens these doors | Nothing in the key plan reaches the doors. |
Needs a key | The stock could not be checked. |
Cannot receive | The person's record has ended, or they cannot receive the access for another reason. |
Held back by the desk | The desk set the person to wait; the copy stays on the shelf. |
"Serve 3 people" reserves keys and updates cards for everyone who is ready, with the same summary as on joining. "Order keys for 3 people" raises an order request (Work through key order requests). A link on each row opens the hand-over to that person or their record.
Only an Organisation Admin sees the group's Access tab. It lists what the group grants: spaces and space groups, the count of ways in and of people entitled.
Choose Remove access on the row.
portierX shows the consequences: who keeps the access another way, how many keys join the return list, which cards update on their own, which reservations are released, and which credentials cannot be withdrawn at the locking system.
Tick I understand the keys move to the return list.
Choose Remove access.
This cannot be undone. The entitlement ends wherever it is not also held another way.
Every member is entitled at once. Cards they already carry go to the locking system; an offline key picks the change up when it next docks.
Copies of mechanical keys are put aside and handed over one at a time at the desk, under People on the Handovers tab.
When a key needs approval, one request per key for the whole group goes to whoever decides. Nothing is handed over before the yes.
The assignment is written to the group's Audit Log.
An assignment covers spaces or a space group, never both.
Each member receives one key for the chosen spaces.
A key that needs no approval has no end while the person belongs to the group. A key that needs approval has one end, the same for every member.
One request at most waits per group and key. A second is refused until the first is decided.
Only a free copy is handed out. Without one, the member waits until a copy is ordered and cut.
A person whose record has ended receives nothing.
Only an Organisation Admin takes a group's access away.
