Taking a key or card back is how you record that a copy has come home. It needs the Organisation Admin, Access Manager or Credential Manager role, and it starts from the key's Copies tab or from the person's page.
Also called: key, card, transponder. portierX calls each of them a credential, and one physical key a copy.
Before you start
The copy must be issued to a person. A reserved copy that was never handed over is not returned; its reservation is cancelled instead (see Finish a hand-over that is still pending).
If your organisation keeps keys in depots, know which depot the copy goes back into.
Record the return
A return is recorded from the key or from the person. Both routes end in the same panel.
From the key
Open Access Credentials and the key, then the Copies tab. The expanded key row in the list shows the same copies.
On the issued copy, choose Return.
From the person
Open People and the person, then Assigned Access Credentials.
Tick one or more credentials and choose Remove Access above the table, or choose Remove Access in the row's menu.
Both ways open Confirm to Remove Access. The credential's own details panel carries the same Remove Access button.
In the panel
Check the person under Remove from and the copies listed under it.
Set the return date and time for each copy. It starts at the time you open the panel, and a time in the future or after the person's end date is refused. With several copies, set one date and choose Apply for All.
Under Receiving depot, choose the depot the copy goes back into, or leave No depot. portierX proposes the depot the copy went out from. The field appears only for a key copy, and only when the organisation has an active depot.
Tick the acknowledgement under the list, then choose Confirm. Confirm stays off until every copy has a return date and the box is ticked.
What happens next
The assignment closes with the time you set and your name. The copy reads In stock on the key's Copies tab, in the depot you chose, and can be issued again.
The key's People tab lists the person under Held before, with From, To and the outcome Returned.
A connected locking system is told at once, whatever the connection's automatic push setting. SALTO cancels the key, and a digital SALTO credential loses its door links. dormakaba MATRIX revokes the person's credential. ASSA ABLOY eCLIQ books the key as handed in. Interflex ends the badge link. The push appears in the connection's sync log and in the Audit Log.
Rules
A return cannot be undone. A copy returned by mistake is assigned again, and the return stays in the record.
A return always closes the assignment of the person who holds the copy. It cannot be recorded against another person.
In stock means nobody holds the copy in portierX. Whether the key is in the cabinet is what you state with the acknowledgement; portierX cannot see the key. Record the return while the key is in your hand.
A copy past its return date is returned the same way.
A key that will not come back is not returned but reported (see Report a lost, stolen or damaged key or card).
A deactivated depot takes no copy. Choose another depot or No depot.