Access control work instructions: managers
1 Basic access rights to a new empoyee and registering your access token
The adding of basic access rights for new employees has been automised. The staff common and common access right is added to all new employees based on the information (for example dates) in Workday. No separate form needs to be filled out for these. The process for Cliq and metallic keys, as well as ID badges with photo, remain the same as earlier.
Every new Aalto community member must register and activate the token received from lobby services in the new self-service portal
More information on Access Control and for example these instructions can be found on www.aalto.fi/access
2 Requestin for access rights to special zones on behalf of someone else
All Aalto staff and students receive the basic access rights automatically based on their employment contract or study right. If access to special zones is required, this needs to be requested through the self-service portal idm.aalto.fi. Each person with an Aalto ID can do this for themselves, but also managers can request access on behalf of their subordinates.
- Sign into the portal at using your Aalto ID
- Go to Start a new request
- Select the person(s) who needs access
- Next, select the special zone(s) the person needs access to
- Give a reason for the request (per person in this view)
- If access is requested only for a fixed term, fill in Valid from and Valid until dates for all persons separately
- To finalize the request, click on Submit
Now the request(s) will be assigned to the key responsible person(s) defined to the special zone(s)
1. Sign in:
2. Go to Start a new request
3. Select the person(s) who needs access by clicking on the Change button
Select the person by clicking on their name, and make sure the name appears on the Selected list on the right-hand side. Use Search to narrow the list down. Remember that the list only includes persons with an Aalto ID. Confirm by clicking on Close in the lower right-hand corner.
4. Next, select the special zone(s) the person needs access to by selecting Physical access to special zones
Select the required special zones either by clicking on the Add to cart at the end of each row or ticking the box in the beginning of the row and then adding to the cart using the Add to cart button in the lower right-hand corner.
5.Type in reason
In this view reason is given per zone for all recipient at a time. You can later edit reason per person, if necessary.Click on OK to enter reason for the next special zone or to move forward. Contact person for students/visitors will now be left blank. It will be filled in for students/visitors who do not have a manager. This contact person will provide additional information to the key responsible on request.
6. Now you will see a summary of your shopping cart. If access is requested only for a limited period, add Valid from and/or Valid until dates for each person individually. You can also edit the reason given earlier. First click on the correct row on the left, edit on the right. To finalize, click on Submit in the lower right-hand corner
3 Approving request for access to special zone
When your subordinate requests access to a special zone, the request will first come to you as the manager, and only after your approval it will be assigned to the key responsible.
When you have requests pending your action, you will receive an email notification. The email will include the basic information on the request and a link to the portal idm.aalto.fi where the request is approved or denied.
You will also be able to see the request on your portal front page, in Pending requests.
In the list of pending requests, you will see all your open request listed on the left. Clicking on a specific row will show you the details of that request on the right. On the Information tab you will see basic information, and on the Workflow tab you will see what has happened to the request earlier.
If you wish to approve the request:
- Click on the Approve button at the end of the row
- Click on Next in the lower right-hand corner
- Give a reason for approval
- Edit, if necessary, the validity of the access by clicking on the Valid from/until links
- To finalize, click on Save in the lower right-hand corner
Now the request will be assigned to the defined key responsible person(s).
If you do not handle your pending requests within three working days, you will be sent an automatic email reminder. If you still have pending requests after five working days, these will be escalated to the key responsible person(s).
4 Denying request for access to special zone
Follow the instructions above, but instead of clicking on Approve choose the Deny option. For denials, reason is always mandatory.
If you deny a request, the system will automatically send the recipient an email notification. The email will include information on who denied the request and the reason. If necessary they can re-request access to the special zone
5 Submitting an inquiry on the request & replying to an inquiry
5.1 Submitting an inquiry on the request
If you receive a request for access, but you need more information to be able to handle the request, you can send out an inquiry. This way all the necessary information will be stored on the request.
On the request, click on more in the lower right-hand corner to view Submit inquiry:
Choose the person you want to send the inquiry to. Type their name in the search field, click on the magnifying glass, and click on the name in the list:
Type in your question and click on Save:
The chosen person will now receive an email notification on the new inquiry. The email will include a link to the request, as the answer needs to be given in the portal (not email).
Once the person has replied, you will receive an email notification on the new reply. You will see the reply in the email and in the portal on the Workflow tab of the request.
5.2 Replying to an inquiry
If an inquiry is submitted to you, you will receive an email titled ”Question about a request”. You can click on the link in the email, to access the request in the portal.
Answer the inquiry by clicking on Respond in the lower right-hand corner, and type in your reply & Save.
The person who submitted the inquiry will receive an email notification on the new reply and can now continue handling the request.
6 Access rights to short-term visitors
Hosting a short-term visitor (visiting for less than a month, with no Aalto ID) includes requesting access for them. Send an email to the relevant key responsible person(s) defining who the visitor is and when & where they need access include possible special zones (name, company, email, duration of visit, required access).
If the key responsible approved the request, they will forward the email to lobby services, who will register and activate an access token when the guest arrives. They will cc you on the approval email, so that you know to tell the guest when and when to pick up the access token. (the guest will need to provide identification). After the visit, the access token must be returned to the same lobby service.
If the key responsible denies the request, they will reply to you with reason of denial.