Setting access

Access schedule basics

Day templates and calendars

Accessia uses calendar-based access schedules, with the ability to create day templates

• Day templates are configurable templates for defining the site’s access schedule on any given day

• The calendar allows you to apply those day templates to specific days

Example

You might create a day template for how a building will be accessed on typical working days:

Day template name: Work day

Applies to: Every Monday to Friday

Accessia provides a ‘No access’ day template by default, which locks all access controlled doors. You can’t modify this day template

Rooms and doors

Access schedules define who can enter a room. Doors inherit their access rules automatically from the room

Example

Your break room has 2 entrances from the hallway

Everyone in the Finance team is added to to the access schedule for the doors into the break room

Both doors from the hallway into the break room automatically inherit access rules from the room to allow all Finance team members access

Zones

When there are two or more rooms that can be accessed by the same users and groups, adding those rooms to a zone reduces duplicate work when setting up the access schedule

Example

You have 5 meeting rooms that all employees can access

These meeting rooms could be added to an ‘All employees meeting rooms' zone

Create an access schedule

1. Create a day template

1. Go to Site setup > Day templates tab

2. Create a new day template with a suitable name and icon

3. When you’ve created the new day template, all the rooms and zones on the site will be listed

You can copy access from an existing day template. This is helpful when your new day template will have a similar access schedule to an existing one. Copying the access schedule won’t link the two day templates in any way

2. Manage access

To see the access schedule for a room or zone, click on the room or zone

The access schedule is divided into 3 sections. To edit any section, hover your cursor over it until the pencil icon ✏️ appears, then click to edit

• Door state - whether the door is locked (so only specific users and groups can enter) or unlocked (so anyone can enter)

• Access when locked - the specific users and groups who can access the room when the door state is locked. Access can be added in time blocks (e.g. 6 AM to 6 PM)

Example

Only users in the Marketing group can access the Marketing meeting room when it is locked from 9 AM to 5 PM

Outside of these times, the door is unlocked so anyone can enter

• Access when locked or booked - the specific users and groups who can access the room at any time, even if the door is locked, or if the room is booked. Learn more about booking-based access

Example

An IT technician can access the Marketing meeting room at any time including when it is locked from 9 AM to 5 PM

Door state

1. Hover over the door state section and click the edit pencil to configure door states

2. To add a period where the door is unlocked you can either:

   1. click '+' to the right of the access schedule and input an unlocked time range

      or

   2. click and drag on the access schedule to create an unlocked period

Access when locked

1. Click the edit pencil to configure access for when the door is locked

2. Search for the users and groups to allow access to when the door is locked

3. Set the start and end time for access to be allowed

Search will show you both users and groups created on Accessia and also those synced from integrations such as Microsoft Entra ID and Okta

Access when locked or booked

1. Click the edit pencil to configure access regardless of door state or time of day

2. Search for the users and groups to allow access to when locked or booked

3. Apply the access schedule

1. Once a schedule has been created for all rooms and zones within the site, click Apply to dates in the sidebar on the left

2. Select which dates this access schedule applies to

You can quickly select all instances of a given day (e.g. Wednesdays) by clicking the WED header on the calendar, or select all weekdays using the dedicated Weekdays dropdown above

You can view which day template is being used on any given date from the Calendar tab

Make changes to access schedules

The Schedule tab shows the day template in use on any given date

1. Go to the date where a change needs to be made and expand the relevant room / zone

2. Manage access, as per section 2 above

3. To save changes, click the Update button containing the specific date you are changing

To change all instances of a day template, click the Update button containing the day template name