Access reviews

An access review is the institution’s regular check that everyone holding a credential still should. An administrator opens a campaign; each department’s reviewer confirms, removes or transfers each person; the administrator closes it and files the record. Nobody is deleted: a removal makes the person inactive with the reason on their record, and the organisation’s retention policy archives them after the grace period.

Opening a campaign

Under Access reviews, Open a review (organisation owners), give the campaign a name that will make sense on a person’s record later (“Term 1 2027 staff review”), a due date, and the holder types to include. Staff and contractors are the usual choice; students are normally reconciled against the roll instead.

Every active person in those types is listed as they stand that day and split by department. Choose a reviewer for each department; a department with no reviewer chosen comes to you. Opening the review tells each reviewer in the portal and, where staff email is on, by email.

Deciding, as a reviewer

Your groups are under Access reviews, Your reviews, and in your notifications. Each person shows their photo, ID number, type, card and door number, and whether the roll still names them. For each one:

• Keep: nothing changes.
• Remove: give a reason. When the review closes they become inactive with that reason on their record, their card stops verifying, and they are archived after the grace period. A returning person is reactivated in one click.
• Transfer: name the department they now belong to. When the review closes their record moves there.

Keep everyone not yet decided marks the rest as kept, because most people stay. Save as often as you like; decisions can be changed until the administrator closes the review. The group is complete when everyone has a decision.

Reminders go out each morning to reviewers whose group is still open three days before the due date and after it passes. An administrator can also remind now, or hand a group to someone else.

Closing

Close and apply on the campaign page applies every decision in one step and records the counts. People nobody decided on are left as they are and counted as undecided; close when you have what you need, or wait. A closed campaign cannot be reopened; open a new one.

What to file

The campaign page offers the CSV (one row per person: department, reviewer, decision, reason, when it was decided and applied) and a signature file for it. Keep both: the signature is the platform’s audit key over the CSV’s hash, so a later auditor can confirm the file is the one CardOffice produced. Every opening, decision and close is also in the audit log, which is itself tamper-evident.