The Spaces list carries every space in your organisation. Open it from Spaces in the sidebar, on the Spaces tab. The Organisation Admin, Access Manager, Credential Manager and Security Monitor see the list. The Organisation Admin, Access Manager and Credential Manager also grant access from it.
Also called: room list, room register, areas. The screen says space.
The Groups tab beside it lists space groups. They are described in Group spaces into space groups.
The Search Spaces box finds spaces by their name and by their department. Part of a word is enough and case does not matter. At Nordwerk Industries, "Qualität" finds Labor 2.14 and the Chemikalienlager, both in the Qualitätssicherung department.
Clicking a row opens the space's page. What it shows is described in What a space's page shows.
Four filters sit beside the search box. They work together and with the search.
Filter | What it does |
|---|---|
All Locations | Shows only the spaces of the location you pick. Picking another location clears the All Buildings choice. |
All Buildings | Shows only the spaces of the building you pick. Once a location is picked, it offers only that location's buildings. |
Protection need | Shows only spaces at the levels you pick. You can pick several levels at once, Not set included. |
Include empty spaces | Ticked when the list opens, so the list shows every space. Unticked, only spaces with at least one access point remain. |
Which level a space reads and what the levels mean is in Set how much protection a space needs.
The location and building also apply on the Groups tab. They stay picked when you open a space and come back, and a link to the list carries them. The search, Protection need and Include empty spaces reset when you leave the tab.
When no space matches, the list says No matching spaces. Clear Filters resets the search, the location, the building, the protection need and the Include empty spaces tick.
Column | What it shows |
|---|---|
Space Name | The space's name with its building below. The building opens its own page. When spaces from several locations are on the page, the location follows. A space without a building shows its location. |
Map | The floor whose floor plan the space is pinned on. Clicking it opens the floor plan with the space marked. A dash means the space is not pinned on any floor plan. |
Protection need | The level the space reads. |
Who decides | Who decides on keys to the space when it reads Very high. The cell stays empty for every other space. |
People with Access | Up to three people who hold a key or card for one of the space's doors or are receiving one in a pending hand-over, plus a count of the rest. The tooltip names everyone. |
Exceptions | A warning sign when keys or cards for the space are overdue. The tooltip gives their number. Otherwise the cell stays empty. |
Last Activity | The last change touching the space, such as a key handed out or returned or a door linked, with the person and the time. |
How floor plans get into portierX and how spaces are pinned on them is in Upload floor plans and pin spaces.
Only Space Name sorts, ascending or descending. Without a choice the list runs alphabetically by name.
The Who decides column fills only for spaces that read Very high. Only there does a key wait for approval before it is handed over.
The person or people group who can decide comes first. The name opens their page. For a people group the tooltip names who in it can decide.
When the Approver is named on the building or the location, a second line names that place.
When no Approver is named, the Responsible and Deputies decide. One of them shows in the cell and the second line says how many more can decide. Clicking it lists everyone with their role. Anyone who cannot decide comes last, with the reason.
Nobody can decide means the people named cannot act, for example because they have left or cannot sign in. The line below says who is named.
None named means nobody is named who could decide for the space.
In both cases requests for the space wait until someone can decide. These spaces also appear under Places that need attention. Naming Approvers is covered by the pages under Related.
The Organisation Admin, Access Manager and Credential Manager grant access straight from the list, to one space or to several at once.
Tick each space the person should reach. The tick in the column header marks every space on the page.
Check in the selection bar which spaces are ticked and whose approval they need.
Click Grant Access. The assignment opens with the ticked spaces.
The selection bar counts the ticked spaces and names each one. Each can be taken out there, and Clear All empties the selection. When spaces at Very high are included, the bar gives the number of approvals and names each person or group who will be asked, once. Spaces nobody can decide for carry the note nobody can decide.
The selection holds while you page, search or filter, and when you leave the list and come back. That is how you collect spaces from several buildings.
For a single space, Grant Access in the row menu opens the same assignment. The rest of the flow is in Give a person access.
The row menu also offers View, which opens the space's page, and for the Organisation Admin Edit and Delete. Both are described in Set up locations, buildings and spaces.
Grant Access opens the assignment with the ticked spaces. Nobody has access until you complete the assignment.
Searching, filtering and ticking change nothing about the spaces themselves.
The Organisation Admin, Access Manager, Credential Manager and Security Monitor see the list. Only the Organisation Admin, Access Manager and Credential Manager grant access from it.
The search finds names and departments. It does not search descriptions or tags.
Only Space Name sorts.
The location and building stay picked, on the Groups tab too. The search, Protection need and Include empty spaces apply only while the tab is open.
Who decides fills only for spaces that read Very high.
