This page lists every field portierX holds about a person, with the person types and the statuses as the screen names them. You meet these fields in the Add person form under People, on the Information tab of a person's page and in the columns of the People list. The Organisation Admin, the Access Manager and the Credential Manager can edit them. The Security Monitor sees them and changes none.
Also called: person record, staff details, employee data.
The table follows the order of the form. Its last column names the sources that may keep a field, the highest first. What that means is under "Which source keeps a field".
Field | Meaning | Rules | Sources, highest first |
|---|---|---|---|
First name | The person's first name. | Required. Up to 100 characters. | HR file, hand entry, access control system |
Last name | The family name. | Up to 100 characters. | HR file, hand entry, access control system |
The person's email address. | A valid address of up to 255 characters. Only one person in the organisation carries it, and capitals do not count. The form and the Information tab save only with an address. A person from a file or an access control system can come without one. | HR file, hand entry, access control system | |
Mobile number | The person's mobile number. | Up to 20 characters, with + and the country code. The form offers a country selector and stores the number in international form without spaces, for example +495111234567. portierX checks the shape, not the line. | Hand entry, access control system |
Org unit | The unit in your organisation's tree the person belongs to. | A unit that is in the tree. Only the Organisation Admin changes the tree, under Settings, Org Units. Nobody sets their own org unit. | HR file, hand entry |
Manager | The person's manager. | Another person of your organisation. Only the Organisation Admin sets this field. Nobody is their own manager, directly or through others, and nobody sets their own. | HR file, hand entry |
Position | The job title. | Free text, up to 255 characters. | HR file, hand entry |
Company | The outside company the person works for. | Free text, up to 255 characters. Left empty for your organisation's own people. | Hand entry only |
Person type | The kind of person, see "Person types". | One of the five person types, or Not set for none. | HR file, hand entry |
Status | The person's state, see "Statuses". | Active, Paused or Offboarded, preset to Active. Nobody sets their own status. | HR file, hand entry |
Start date | The first working day. | A calendar day without a time. portierX stores and shows it; it does not control access. | HR file, hand entry |
End date | The end of the person's record. | A day, with a time if you want one. Without a time, the end of that day in your organisation's time zone applies. Nobody sets their own end date. What it does is under "What the end date does". | HR file, hand entry |
Groups | The people groups the person belongs to, shown on the Groups tab of their page. | Set on a group's page or from a spreadsheet. A spreadsheet only adds, and never sets a group portierX fills by itself. | Hand entry only |
The People list shows the fields in the columns Name, Email, Mobile Number, Org Unit, Person Type, Company, Status and End date. In an import file the columns carry headings of their own, such as Mobile phone, Leaving date and Manager ID. All of them are on Spreadsheet and file formats.
Two identifiers belong to every person, with no field in the form.
Identifier | Meaning | Where it appears |
|---|---|---|
portierX ID | The identifier portierX itself gives the person. | In the People list's export file. An export file loaded back is matched on it. |
Person ID | The identifier a source holds for the person: the staff number from an HR file or a spreadsheet, or an access control system's user ID. Your organisation may call it something else, such as KID. | On the Information tab, under the heading Person information, one line per source with the source's name. While a source holds the person, no other person carries the same ID in that source. |
A person can come from several sources. For each field a fixed ranking decides which source keeps the value. The column "Sources, highest first" in the field table names that ranking.
Hand entry: the Add person form, the Information tab, and a spreadsheet you import yourself.
HR file: the file your HR system delivers each day, see Connect your HR system through a daily file. It keeps only the fields its confirmed column matching carries, and never Mobile number, Company or Groups.
Access control system: SALTO, dormakaba MATRIX, ASSA ABLOY eCLIQ and Interflex bring people in with their name, email and mobile number, as far as the system holds them. An access control system ranks below hand entry: a change by hand stands, and the system does not take the field back.
Microsoft Entra ID provisioning creates users, not people, and keeps no person field.
When a higher source keeps a field, the field is read-only on the Information tab and a note names the source. Change the value in that source. A spreadsheet you import does not write such a field and shows it in the preview under Kept by another source.
End date and Status are the exception. An earlier end date and a stricter status are always possible by hand, even when the HR file keeps the field. A later date and a less strict status have to come from the HR file. If it sends a later end after your change, portierX holds that value for confirmation instead of writing it.
When a source stops sending a person, its fields go back to hand entry with their stored values and can be changed by hand again.
Every organisation has the same five person types in two categories. The Person type field shows them under their category, with Not set above them to leave the field empty.
Category | Person types in it |
|---|---|
Enrolled | Employee, Contractor, Vendor Representative |
Visitor | Visitor, Delivery Driver |
A person type sorts the person. It filters the People list under Person Type and is written to the audit log when it changes. It gives no access and takes none away.
Every person has exactly one status. A person created without one starts as Active.
Status | Meaning | Rank |
|---|---|---|
Active | The person is at work. | The least strict |
Paused | The person is away for a while. | Stricter than Active |
Offboarded | The person has left the organisation. | The strictest |
Status records a state and changes no access. Offboarded takes no key back and blocks no door. The rank counts when an HR file keeps the status: a stricter status is then always possible by hand. In the People list, Status filters by each of the three. Which status words a file may use is on Spreadsheet and file formats.
A key or card the person holds counts as due from the earlier of two dates: its own return date or the end date.
When access is assigned, a key's end cannot be set after the end date.
After the end date the person cannot be picked for an assignment.
If a login is linked to the person, that login is suspended in your organisation once the end date has passed.
The end date takes no key back, blocks no door and leaves the status as it is.
The Organisation Admin, the Access Manager and the Credential Manager edit these fields. The Security Monitor sees them.
Only the Organisation Admin sets Manager.
Nobody changes their own End date, Status, Org unit or Manager, by hand or from a spreadsheet.
An email address belongs to one person in an organisation. Another organisation may carry the same address.
