This article will run through restricting key access.
Restricting key access to specific borrowers ensures that only approved people are able to make loans for keys. These restrictions are applied on a key-by-key basis. Restricted keys show a red lock symbol next to their name, and can only be borrowed by approved borrowers.
Enabling Restricted Access
1. First, navigate to the Keys page:
2. From there, select the key you would like to apply restrictions to and click "Edit" from the key page.
3. Then tick the Restricted checkbox at the bottom of the page.
4. Once the box is checked, the restricted access editor will appear (scroll down if you don't see it).
Changing Restriction Permissions
Adding Rules
1. With the restricted access editor open, you can add or remove permissions for groups of people or individuals. To add a permissions rule, first select the group you want the rule to apply to in the leftmost dropdown menu.
2. If you want the rule to apply only to a specific borrower, select them in the second dropdown menu. Otherwise, leave this field blank.
3. To create a rule that prevents your selected borrower/group from borrowing the specific key, select the red x. To create a rule that allows your selected borrower or group to borrow the key, select the green tick.
4. When you are satisfied with your rule, click "Add."
Removing/Changing Rules
1. With the restricted access editor open, you can remove a rule by clicking the "Remove" button next to the rule.
2. You can also change access permissions from here by selecting either the tick or the cross next to the group / individual.
How Permissions Function
Borrowers will have permission to borrow a key unless specified otherwise. To limit permissions, you can either deny access to all users and selectively grant permissions to specific borrowers or groups, or selectively remove permissions. Take care not to grant permissions and assume that this means no other borrowers will be able to borrow the key.
More specific permissions will override more general permissions. For example, if "All" borrowers have permission to borrow the key, but "Tenants" are denied permission, then a tenant will not be able to borrow a key, despite being a part of "All" borrowers. Similarly if "Staff" are not allowed to borrow the key, but permission has been granted to a particular senior staff member, then that staff member will be able to borrow the key regardless of staff restrictions.
How Restricted Keys Behave
When trying to create a loan with a restricted key, a warning will appear telling the loan creator that one or more of the keys in the loan have restricted access. From there, only borrowers with permission to borrow all restricted keys in the loan will be visible from the loan screen, and the loan will only be allowed if one of those borrowers is selected.