This page explains how a person confirms receipt of a key or card in portierX, how the key reaches them, and the status a hand-over carries. You choose the method on the Review assignment page under Handover method, or in Confirm credential handover when a reserved copy is handed over later. The status shows on the person's page and under Reports.
Also called: handover, issuing, handover receipt, sign-out sheet. portierX keeps every hand-over as a document with a Document ID.
Method | What the person does | When the hand-over is confirmed | What stays as proof |
|---|---|---|---|
Digital Signature | Signs on screen at the desk. Clear empties the pad. | At once, with Confirm. | The signed receipt as a PDF, with the signature. |
PIN Method | Receives a six-digit PIN by email and reads it out at the desk. | When the PIN is entered under Enter 6-digit PIN and checked with Verify Now. | The checked PIN in the hand-over's record. |
Paper Confirmation | Signs the printed PDF hand-over form. | When the signed form is uploaded or the hand-over is confirmed offline. | The uploaded PDF, or your statement that the form exists. |
Notify Only | Nothing. | Only when someone confirms the hand-over on the person's page. | No proof from the person. |
Digital Signature carries Recommended whenever a mechanical key is among the credentials.
The PIN goes to the email address on the person's record; under Send the PIN by, Via Email is ticked. Another PIN goes with Send a new PIN, at the earliest 60 seconds after the last one.
The Paper Confirmation form opens as a PDF in a tab of its own after you confirm. Uploading it and confirming offline are on Finish a hand-over that is still pending.
Notify Only is offered only on the Review assignment page, and only when every credential is a digital card; it then carries Recommended. portierX sends no email with it. Tell the person yourself.
Which email goes out with each method and after the confirmation is on Emails portierX sends.
Under Handed over you choose how the key reaches the person.
Way | What you enter | What follows |
|---|---|---|
In person | nothing more | The methods above can be chosen. |
By post | Tracking number (required), Date sent (today or earlier), Proof of dispatch (optional) as a PDF or a photo, and if you want it Print the handover form to send with the key. | The dispatch is recorded and the hand-over stays open. The person confirms receipt later by PIN or signed PDF, or you confirm offline. |
For a reserved copy that is posted later, you record the dispatch in Confirm credential handover with Mark as sent. The row's menu then offers View dispatch. On the person's page, the Handed over column reads In person or By post for every issued credential.
Every hand-over is a document with one of three statuses. Credential Handover History on the person's page shows them like this:
Status | What it means | The copy |
|---|---|---|
Pending | The assignment is made and the confirmation is missing. | Reserved |
Confirmed | The person confirmed receipt, or you confirmed offline. | Issued |
Cancelled | The assignment was cancelled before it was confirmed. | back In stock |
Other pages name an open hand-over more precisely:
Label | Where | What it means |
|---|---|---|
Awaiting handover | Reserved Access Credentials on the person's page | The person has not received the key; no method is chosen and no dispatch recorded. |
Awaiting hand-over | Handover Receipts under Reports | The same, in the report. |
Awaiting confirmation | Reserved Access Credentials, and the Handovers tab under People | A method is chosen or the dispatch recorded; the person's confirmation is missing. |
Awaiting approval | Reserved Access Credentials and Handover Receipts; the Handovers tab names this section Waiting for approval | The copy belongs to an access request that still waits for a yes. |
How the sections of the Handovers tab read is on Finish a hand-over that is still pending. What a request goes through is on Access request statuses.
The Method field in Handover Proof Details records how it was confirmed:
Method | Confirmed with |
|---|---|
Digital Confirmation (Email) | the PIN from the email |
Digital Confirmation | a PIN with no channel recorded |
PDF Upload | the uploaded signed form |
Offline | your statement that the signed form exists |
Signature | the signature on screen |
The receipt that View receipt opens names the same confirmation in its own words: Digital signature, PIN method or Paper confirmation. It also shows What changed hands with Credential ID, Credential and Return by, then Received by, Assigned by and the Document ID, and for a signature the signature itself. Download PDF saves it. The Handover Receipts report filters on the same words and also on Manual confirmation.
A hand-over does not lapse. It stays Pending until somebody confirms or cancels it.
A copy whose access request waits for a yes cannot be handed over by any route. The method is then chosen at the hand-over after the approval.
A copy with a later start date cannot be handed over before that day.
A key that needed an approval cannot be confirmed offline. Confirm it by PIN, signed PDF or signature.
A copy that belongs to an access request is handed over or cancelled only by whoever raised the request, or by an Organisation Admin.
Without an email address on the person's record no PIN goes out. Signature and the paper form remain.
A hand-over by post cannot be confirmed with Digital Signature.
An offline confirmation cannot be undone.
