A return date is the day by which a person should bring a key or card back. portierX shows it on the copy, emails reminders before, on and after the day, and lists the copy as overdue once the day has passed. Whoever assigns sets the return date while assigning. For a copy already issued, the Organisation Admin and the Access Manager change it on the person's page. When the reminders go out is set by the Organisation Admin under Settings, Notifications.
Also called: due date, due-back date, loan period. On the person's page the return date sits in the Return Due column; while assigning it is the end, and in the notification settings it is the end date.
The return date belongs to a copy a person holds. The person's end date sits on the person's record and applies to everything they hold. At Nordwerk Industries, Anna Brandt holds key NW-GS-014 for the Serverraum at Werk Nord with a return date of 14 November, and her contract ends on 30 November. The reminders follow 14 November. If her contract ends on 10 November instead, the key is overdue from 10 November.
Question | Return date | Person's end date |
|---|---|---|
Where it sits | On the copy, in the Return Due column | On the person's record |
Makes the copy overdue | Yes | Yes, when it comes first |
Sets off reminder emails | Yes | No |
Blocks the copy | No | No, the end date blocks nothing either |
What it limits | Nothing | The return date is never after it. After the end date the person can be given no further assignment. |
Neither date switches a key or card off, in portierX or in a connected access control system. The copy opens what it opened until it is taken back (Take a key or card back).
While assigning, you set the return date as the end of access, for all keys together or per key (Give a person access). For a copy already issued, the Organisation Admin and the Access Manager change it.
Open People and the person. In Assigned Access Credentials, click the date in the Return Due column, or Set return date when the copy has none.
The Update Return Date dialog shows the copy. Click its date, pick the day and time under Select Date and take it with Apply.
Choose Update Return Date.
A day before today and a day after the person's end date cannot be picked. For the changed date the reminders start over, and whatever was planned for the old date is dropped. Every other role sees the return date but cannot change it.
A copy is overdue once its return date or the person's end date has passed, whichever comes first. Seven days before, it reads Expiring soon on the person's page, and after that Overdue. The dashboard counts it the same way (Read the dashboard), and under People, on the Returns tab, the person is listed with everything that is due (Work through hand-overs and returns). A copy with no return date falls due on the person's end date, and a copy with neither date never does.
Every hour portierX checks which issued copies have a return date, and sends four kinds of email for each return date. The days are as the organisation set them. Without its own settings, the figures in brackets apply.
When | To whom | |
|---|---|---|
"Key due back soon" | Once within the days before the return date (14) | Holder, issuer, approvers |
"Key due back today" | On the return date | The same |
"Key overdue" | The set number of days after the return date (3), when the copy is not back | The same |
"Key still not returned" | The set number of days after the return date (7), when the copy is not back | The escalation recipients |
The holder is the person who holds the copy, and the email goes to the address on their person record. The issuer is the user who handed the copy out. The approvers are everyone who said yes to the request through which the copy was handed out.
The escalation goes to everyone holding the chosen role on that day, the Security Monitor by default, or to the Responsible people of the locations and buildings the key opens. It lists who was told before, when and in what capacity, and why an email did not get through. It goes out only once the reminders it lists have been sent or have finally failed. A key that needed an approval has its own escalation day, which is never later.
Every email names the key, the person holding it and the return date, and the later ones also the days overdue. "Open the key" leads to the key's Copies tab. The emails come in the organisation's language, with dates in its time zone.
A reminder is dropped when the copy is back, when the return date has changed, or when the recipient has switched it off. A recipient with no email address gets nothing, and the escalation lists them as not told.
Every user sees in the user menu, under Account on the Notifications tab, which of these emails they receive, and switches each one off on its own (Your own account: reminder emails and language). When the organisation has made a group of recipients required, their reminders stay on. The escalation cannot be switched off. A holder with no user account always gets the reminders.
The Organisation Admin sets under Settings, Notifications the days, who receives the escalation and who cannot switch the reminders off (Set when reminder emails go out and who gets them). Without its own settings, an organisation has 14 days before, the day itself, 3 days after, and the escalation after 7 days to everyone with the Security Monitor role.
Every reminder is written to the Audit Log, as Reminder sent or as Reminder not sent with the reason. That shows later who was reminded of a key, and when.
Neither the return date nor the person's end date blocks a copy. It works until it is taken back.
The reminders follow the return date alone. A copy with no return date gets no reminder, even after the person's end date has passed. It is still on the return list.
Only issued copies get reminders. A reserved copy gets none.
A changed return date is never before today and never after the person's end date.
Each email goes once per recipient and return date.
The escalation cannot be switched off.
