Credential Workflows

Employee Credential Request

The process is essential when onboarding new employees to ensure secure access to company facilities or resources. This process involves initiating a request, selecting the type of credential (mobile or physical), providing employee details, reviewing the request, and preparing and provisioning the credentials. It's crucial for maintaining security and ensuring efficient access control within an organization.

1. Request initiation: When a new employee is hired, either the employee, their manager, or an HR representative can request a credentials.

2. Credential type: Requester can choose between a mobile or physical credential.

3. Employee details: The process generally requires the employee to upload a photo, which is then reviewed by the credentialing team.

4. Physical credential delivery method: For physical credential requests, employees can select a pickup location or provide a postal address.

5. Request review: The request is reviewed and either approved or rejected by e.g. the designated credentialing or security team. Reviewers can also request further details or photo amendments from the employee.

6. Credentuals preparatuoion and provisinig: Upon approval, the mobile credential is immediately issued to the requester. If a physical card is selected, it is queued for encoding and/or printing.

7. Physical credential activation: Once received the employee can activate the physical credential with the use of PIN.

New Student Credential Request

The new student credential request process is utilized during a student's initial enrollment in a university or school. It facilitates the issuance of student IDs by guiding them through steps such as uploading a compliant photo, selecting their preferred type of credential and pickup location.

1. Request Initiation: Students can request a new credential when they join a university or school.

2. Student Photo & Details: The process may require uploading a photo that meets the institution's guidelines.

3. Pick-up Location Selection: Students can choose where to pick up their ID card. For example, those living in residence halls must collect their cards there, while others have various delivery options.

4. Credential Type Selection: Students can opt for mobile, physical, or both types of credentials.

5. Request Approval: Student services can review and approve or decline requests.

6. Credential Provisioning: Once approved, credentials are prepared and delivered to the chosen pick-up location. Mobile credentials can be provisioned instantly.

New Credential Request & Access Request

The new credential request and access process is essential to facilitate seamless onboarding for new employees, ensuring they have the necessary access and credentials to perform their duties efficiently.

1. Request initiation: The request is initiated by the new employee manager.

2. Credential and access selection: The manager selects the employee and chooses the required areas and schedules.

3. Employee to enter personal details: Employee is responsible for uploading their photo and entering the necessary details.

4. Access approval: Access to the selected areas is routed to the relevant area owners for approval.

5. Credential preparation: Once area access is approved, the physical card is queued for printing and encoding.

6. Credential pick-up: The employee must collect the card in person and present identification.

Replacement credential request

The replacement credential process is designed to provide employees with a new credential when their current one is no longer valid due to being lost, damaged, or stolen. This process ensures that security and access protocols are maintained while allowing employees to regain necessary access promptly. It is particularly useful in situations where a credential is compromised, lost, or unusable, thus preventing any unauthorized access and minimizing disruptions to the employee's work routine.

1. Initiate Request: Select the relevant request type in AccessNow to start the replacement process.

2. Specify Reason: Choose the reason for replacement: choices may include e.g. lost, damaged, or stolen.

3. Police Report Number: If stolen, a police report number may be required.

4. Deactivate Credential: The current credential is instantly deactivated.

5. Request New Credential: Submit a request for a new credential to replace the deactivated one.

Temporary Credential Request

In situations where employees forget their access card, a streamlined process may be in place to ensure their access is temporarily restored without disrupting work operations.

1. Initiate the Request: Employees needing temporary access should submit a request for a temporary credential.

2. Credential Options: Choose between receiving a physical card or a mobile credential. Both options offer identical levels of access allowing the employee to continue their duties without interruption.

3. Automatic Activation and Access: Upon issuance, the temporary credential will automatically provide the same level of access the employee typically has with their primary credential. This ensures seamless transition for the user to continue accessing necessary facilities.

4. Deactivation of Primary Credential: To safeguard security protocols, the employee's primary access card will be temporarily deactivated for the duration that the temporary credential is in use. It will automatically reactivate the following day.

5. Optionally: No Approvals Required: The system may be designed to eliminate the need for approval.

6. Duration of Validity: The temporary credential is valid for a single day. It expires automatically at the end of the day, requiring the employee to either regain their primary credential.