A person's details are changed by the Organisation Admin, the Access Manager or the Credential Manager, under People, on the person's page, on the Information tab. Only the Organisation Admin may link a login or delete a person.
Also called: edit a person, update staff details, assign a user account, link a login, remove a person.
Open People in the sidebar and select the person's row.
Switch to the Information tab.
Choose Edit.
Change the fields. What each field takes is in Add a person, field by field.
Choose Save. Cancel discards the changes.
The Org unit is picked by search from your organisation's tree. On the page it shows with its path, such as Verwaltung › Einkauf, and selecting it opens the list of people in that unit and the units below it. The tree itself is kept under Settings, Org Units.
The Manager is picked by search among the people of your organisation. Only the Organisation Admin changes this field. The other roles see it read-only.
Some fields cannot be changed. A note on the field gives the reason each time.
Nobody changes their own end date, status, org unit or manager. This means the person your login is linked to.
Fields the HR file keeps are read-only. End date and status can still be set earlier or stricter. The rule behind this is in Where people records come from.
A message confirms the change, and the page shows the saved values.
The Audit Log records each changed field with its value before and after, and who changed it. A change of manager also appears in the manager's own history.
When you change the first name, last name or email address, portierX sends the change to the connected access control systems where the person has a key, a card or a record: SALTO, dormakaba MATRIX, ASSA ABLOY eCLIQ and Interflex. The connection's Sync Log shows the run. When sending fails, portierX tries again several times.
A change that came from the access control system itself is not sent back to it.
A login is a user someone signs in to portierX with. Once it is linked to a person, the person's end date applies to the login as well. Only the Organisation Admin links one, on the Information tab, in the Login line.
The person has an email address, and your organisation has a user with exactly that address. How to add a user is in Add a user and set their role.
Open the person's page and the Information tab.
In the Login line, choose the button with the person's email address, for Anna Brandt for example Link [email protected].
Confirm in the dialog with Link login.
The Login line then shows the user's address, and the Audit Log records the link. When the person's end date has already passed, portierX pauses the login straight away. The dialog says so before you confirm.
Without a button, the Login line gives the reason:
The line shows | What it means |
|---|---|
No login with this person's email | Your organisation has no user with that address. Add the user first. |
A login with this person's email is already linked to someone else. | The user already belongs to another person. Unlink it there first. |
No login can be linked without an email. | The person has no email address. Enter one first. |
Your own login. Only another organisation admin can link it. | It is your own user. Another Organisation Admin links it. |
On the Information tab, in the Login line, choose Unlink.
Confirm in the dialog with Unlink.
The person's end date then no longer applies to the login. The user stays in your organisation, and the Audit Log records the unlink.
When a login is linked to the person, portierX pauses it once the day of the end date is over in your organisation's time zone. The check runs every hour. The Login line then reads Paused, and the Audit Log names the login, the person and the end date. Nobody gets into your organisation with the paused login. In other organisations the login stays as it is.
What else the end date does is in Add a person, field by field.
A person's history is exported by the Organisation Admin or the Access Manager, on the Audit Log tab of the person's page.
Open the person's page and the Audit Log tab.
Narrow it as needed with Filter by period, Filter by entry type and the search.
Choose Export and pick CSV Comma, CSV Semicolon or Excel (.xlsx).
The file holds every entry that matches the period, the entry type and the search, including older ones the tab does not show. When the tab shows no entry, Export is locked.
Only the Organisation Admin deletes a person, from the list under People.
Open People in the sidebar. The People tab is selected.
Open the person's row menu and choose Delete.
Confirm with Yes, I'm sure. No, Cancel stops.
The person leaves the list and their groups. A linked login is unlinked, and the user stays in your organisation. The deletion is recorded in the Audit Log and cannot be undone.
portierX refuses the deletion while a key or card is assigned to the person. Take everything back first, as Take a key or card back describes. The person your own login is linked to is deleted by another Organisation Admin.
Only the Organisation Admin deletes people and links or unlinks logins.
A person can be linked only to the user whose email address is their own. Capitals do not count.
A person has at most one login, and a login belongs to at most one person.
Your own login is linked or unlinked by another Organisation Admin.
A person's status does not change their login. Only the end date pauses the login.
A later end date does not release a paused login.
Only the Organisation Admin and the Access Manager export a person's history. The Credential Manager and the Security Monitor see the Audit Log tab without Export.
A person with an assigned key or card cannot be deleted.
