Every location and building can record who answers for it: one Responsible and any number of Deputies. Naming them is the Organisation Admin's job. It starts on the location's or building's page with Edit, or under People on a person's Responsibilities tab.
Also called: person in charge, contact, stand-in.
Capacity | Meaning | How many per place |
|---|---|---|
Responsible | Answers for the place. | One |
Deputy | Stands in for the Responsible at all times, with the same tasks. | Any number |
Both are people from People, not user accounts. A person without a login can be named. They act on what is asked of them once a login is linked to them.
A Responsible on a location also answers for every building on it that has nobody named of its own. If someone at Nordwerk Industries is Responsible for Werk Nord, that covers the Labor- und TechnikgebÀude until someone is named there. The building's page then shows the location's names and says where they come from.
On a location's or a building's page, the Organisation Admin names the Responsible and the Deputies in one dialog.
Under Locations, open the location with See Details. For a building, then open it on the Buildings tab with See Details.
In the page header, on the line with Responsible and Deputy, click Edit. The Responsible and Deputies dialog opens.
If the place has no Responsible, click Name Someone Responsible. Find the person with Search people, select them and click Name as Responsible.
Click Add Deputies. Select one or more people and confirm with Name as Deputy. With several people, the button gives their number.
Click Close.
When a place lacks its Responsible or a Deputy, the line carries a hint headed Recommended. It says what is missing and opens the matching naming.
In the Responsible and Deputies dialog, Change sits beside the Responsible. Pick the person who takes over and click Name as Responsible. portierX ends the previous entry and starts the one for the person you picked in the same step, so the place is never without a Responsible in between.
Remove beside a person asks in the same row and says what follows. A second Remove confirms.
A person's page shows what they answer for. The Organisation Admin names them for more places there.
Under People, open the person and then the Responsibilities tab.
Click Add a Place.
Under Place, pick a location or a building. The list is grouped by location.
Under Capacity, pick Responsible or Deputy.
Click Add Place.
The dialog says what cannot be done before you save. If the place already has a Responsible, it names them, and the person can be named there as a Deputy. If the person already holds a capacity at the place, the list says so beside the place.
Under Places, the tab lists each of the person's responsibilities with Place, Capacity, Also named and Covers. Covers counts the buildings and spaces below. A note above the table names places with no Deputy and overlaps, such as a location and a building on it. Under Login you see whether a login is linked to the person and whether it is active.
The Organisation Admin ends a responsibility on the person's Responsibilities tab.
In the place's row, click End.
The End this responsibility? dialog says what follows. Click End Responsibility.
On the place itself, end a responsibility with Remove in the Responsible and Deputies dialog. When the Responsible ends, the Deputies stay. The place then has no Responsible of its own until someone is named.
Each naming and each end is written to the Audit Log with who did it and when. An ended entry is not deleted.
Anyone named sees their places on their dashboard, see Read the dashboard.
A key request for a room whose protection need is Very high goes to the room's Approver. When no Approver is named on the room or above it, it goes to the nearest Responsible above and their Deputies. Requests nobody could decide until then go to them when they are named, with an email.
In an access review, the nearest Responsible and their Deputies answer the rows of the spaces below them, alongside the space's Reviewer.
A place with no Responsible or no Deputy is listed under Places that need attention.
Naming, changing and ending need the Organisation Admin role. Access Manager, Credential Manager and Security Monitor see the buttons disabled, with the reason beside them.
Responsible and Deputies exist for locations and buildings, nothing else. A space answers to the nearest Responsible above it.
Responsibility sits with a person, never with a user account and never with a people group. Approvers, owners and reviewers are named differently and may also be a people group.
A place has one Responsible. A person holds one capacity at a place, Responsible or Deputy.
A person who has left, or whose login is paused or switched off, cannot be named. Their existing entry stays and does not count. Whoever is named Responsible after them ends that entry, and the Deputies stay.
Being named changes no role. A Responsible without a suitable role does not open their place's page and does not name Deputies.
