A group brings together people who need the same access, such as a shift, a team or a contractor's crew. Groups are created by the Organisation Admin, the Access Manager and the Credential Manager, under People in the sidebar, on the Groups tab. Only the Organisation Admin deletes a group.
Also called: people group, team, shift, crew, distribution list.
A group on its own gives nobody access. It gets access once you assign spaces to it, as described in Give a people group access.
The Groups tab lists every group with its Group Name, the number of People, the Description and when it last changed, under Updated. The search box finds a group by its name. Selecting a row opens the group's page.
Each row carries View, Edit and Delete. Each role sees only the actions it is allowed to take.
Open People in the sidebar and switch to the Groups tab.
Choose Add Group. The page shows two panels, In this group and Add people.
Enter the group's name. Add a description if you need one.
Under Add people, search by name or email address and choose Add for each person. They appear under In this group.
Choose Save group. portierX opens the group's page.
Nothing is written until you save. Cancel discards everything. Without a name, Save group stays locked. A group can be created with nobody in it.
Under Add people, Add filter narrows the list by Company or by Person type. Each filter shows as a chip, where you can remove it again.
Company compares with the person's Company field. The value has to be written exactly the same, capitals included. Several companies find anyone who belongs to one of them.
Person type takes one or more of your organisation's person types.
With both filters set, a person has to match both.
portierX shows how many people match the filter. The button that adds them carries the same number, for 40 matches Add all 40, and adds them all at once. Anyone already in the group reads In group.
The group's page shows its name and description. When the group is marked as a privileged account list, it carries the badge Privileged account list. When a connection such as Interflex or ASSA ABLOY eCLIQ created the group, the page names that connection.
Assign access starts an assignment for this group. The page's menu holds Edit group, Delete group and the privileged account list mark, each for the roles allowed to use it.
Tab | What it shows | Who sees it |
|---|---|---|
People | The members with name, email address and mobile number. Selecting a row opens the person's page. | Organisation Admin, Access Manager, Credential Manager, Security Monitor |
Access | What the group grants. Described in Give a people group access. | Organisation Admin |
Handovers | Who in the group is still owed a key or a card, and why. Described in Give a people group access. | Organisation Admin, Access Manager, Credential Manager |
Audit Log | What changed on the group: its creation, name and description, who joined and who left, and the access assigned to it. | Organisation Admin, Access Manager, Credential Manager, Security Monitor |
On the People tab you search the members by name or email address and sort them with Sort A-Z or Sort Z-A. Manage people opens the edit page. When a member is still owed part of the group's access, such as a key waiting at the desk, a note sits in their row.
The Organisation Admin, the Access Manager and the Credential Manager change a group's name, description and members. The edit page opens from Edit group in the menu on the group's page, from Edit in the group list, or from Manage people.
Select the name or the description to change it.
Add people under Add people, one by one or by filter.
Take people out under In this group, one at a time with the cross in their row or all of them with Remove all. For people already saved in the group, portierX asks first.
Choose Save group. Cancel discards the changes.
Save group becomes active once something has changed. When the group has access and you added people, portierX shows after saving what the people who joined receive. Give a people group access describes that summary.
Open the group's page, People tab.
Choose Remove in the person's row.
Confirm Remove this member? with Remove.
The person leaves the group at once. What they had only through this group is withdrawn. What another group gives them, they keep.
Only the Organisation Admin deletes a group, with Delete in the group list or Delete group in the menu on the group's page. Before the admin confirms, portierX works out what the deletion takes away.
Choose Delete or Delete group.
Read the consequences. The dialog names the cards that update on their own, the keys that join the return list, the reservations released before hand-over, and the people who keep the access another way. When the group grants nothing, the dialog says exactly that.
When the group granted access, tick I understand the keys move to the return list.
Choose Delete group.
Every entitlement that existed only through this group ends. The deletion cannot be undone. From the group's page you land back on the group list.
A privileged account list holds people with special rights, such as the administrators of another system. The Organisation Admin, the Access Manager and the Credential Manager mark one, on the group's page.
Open the menu on the group's page.
Choose Mark as privileged account list.
The group then carries the badge Privileged account list. The members become rows in the next Privileged users review. A review already under way keeps its rows. Remove the privileged account list mark takes the mark off again. How those reviews run is in Access reviews: what they are and how they run.
The Audit Log records who created, renamed, marked or deleted a group, and, person by person, who joined and who left.
When the group has access, people added to it are entitled at once. Someone who leaves loses what they had only through it.
Before deleting, portierX takes back what the group granted, then deletes the group.
portierX sends no email when a group changes.
The Organisation Admin, the Access Manager and the Credential Manager create and edit groups. Only the Organisation Admin deletes them. The Security Monitor sees groups and members and changes nothing.
A group's name is required and has at most 255 characters, its description at most 1,000.
The last person cannot be taken out of a group. Delete the group instead.
Add all 40 adds at most 2,000 people at once. With more matches, portierX says so. Narrow the filter further.
A group a connection created does not come back after it is deleted.
Many people can also be put into a group by import, as Import people from a spreadsheet describes.
