Two tabs under People carry the work at the key desk. Handovers shows who is waiting for a key or card, and Returns shows who owes a key or card back. The Organisation Admin, Access Manager, Credential Manager and Security Monitor roles see both lists. The lists themselves change nothing. Every button opens the person's page, and there the Organisation Admin, Access Manager or Credential Manager hands over or takes back.
Also called: issue list, open issues, return list, outstanding returns, overdue keys.
Under People, on the Handovers tab, each person has one row. It carries every copy reserved for the person, and under Waiting the days since the oldest reservation, "Waiting 3 days" or "Reserved today" for example. Whoever has waited longest is at the top. A note above the list counts the people who are owed nothing.
The rows sit in three sections.
Section | Who is there | Button |
|---|---|---|
To hand over | At least one copy is reserved for the person and its hand-over has not started. | Hand over |
Waiting for approval | An access request holds the copy. The line under the row names whose decision it waits for. | none |
Awaiting confirmation | Every copy on the row has been handed over or posted, and the person's confirmation is missing. A posted copy shows its tracking number. | Manage |
Under Waiting for approval, a row reads "Waiting until someone is named who can decide." while nobody can decide the request (Name approvers, owners and reviewers). A copy reserved before its key needed an approval has no request. Cancel that reservation and assign the key again, and the request is raised.
Every button on the Handovers list leads to the person's page.
Hand over opens the person's page with the hand-over dialog, for the first copy on the row that you may hand over (Hand over a key or card and confirm receipt). The other copies on the row stay on the list until they are handed over too.
Manage opens the same dialog for a hand-over that waits for confirmation. There you confirm with a PIN or a PDF or offline, or view the dispatch (Finish a hand-over that is still pending).
Search by name searches every page by first name, last name or email address. With several words, every word must match.
The list shows ten people per page by default. The pager under To hand over moves through the whole list, and Awaiting confirmation shows the people on the page you are on. Waiting for approval has a pager of its own. The count on the Handovers tab counts the people on the list, without Waiting for approval.
Under People, on the Returns tab, every person holding a key or card past its due date is listed. A copy falls due on its return date or on the person's end date, whichever comes first (Return dates, reminders and overdue keys). Keys whose access was taken away through a people group are listed too. Each person has one row, the oldest debt at the top.
Column | What it shows |
|---|---|
Person | The person who owes something back. |
Still to come back | Every copy that is due, with Access ended when its return date has passed, or Person left when the person's end date has passed. |
Outstanding | The full days since the oldest copy fell due, "Overdue 3 days" for example. Before the first full day it reads Waiting. |
Mark returned opens the person's page. Take the copies back there as in Take a key or card back. The copy then leaves the list.
A row leaves the Handovers list only when something changes: the hand-over is confirmed, the reservation is cancelled, or the person is no longer entitled to the key. Nothing can be removed from the list itself.
A row under Waiting for approval offers no hand-over. The hand-over waits until the approval is given.
A copy that an access request holds is handed over only by whoever raised the request, or by an Organisation Admin. Everyone else has no Hand over for that copy.
The Security Monitor sees both lists but hands nothing over and takes nothing back.
The Returns list has no search and no filter. A key that will not come back is reported (Report a lost, stolen or damaged key or card).
