Representatives are appointed to perform a specific role within a specific area of responsibility. The requirements for the appointment are documented on the appointment form. An employee may be appointed to perform multiple roles.
Prerequisite
The employee is included in the personnel list.
The role has been created.
This task is performed in a form. The basic function of forms is described in this article: 📄 Formulare IC1105
Procedure in the FM Portal
Basic Data - Functions and Assignees - Assigned Persons
Click New... in the list's toolbar. An empty form opens.
Select the appropriate person in the Employee field.
Select the desired role in the Role field.
Tip: If individual employees or functions have not yet been created in the system, you can do so using the New... button next to the dropdown menu.
In the "Area of Responsibility" section, select the property for which the representative is responsible in their role from the available properties. Select the corresponding buildings, floors, and rooms.
Click Save in the toolbar.
Recommendation: In the Publication section, specify whether the representative should be listed in the floor plan or the emergency contact list.
Recommendation: In the Appointment section, document all procedures related to the appointment of the representative. Upload a certificate of appointment if necessary.
You have now created the designated person.
Note: Under Basic Data - Functions and Designated Persons - Designated Persons, you can use the Filter menu option to display the list according to specific criteria and export the filtered lists.
Tip: In the "Anonymized Communication" section, you can assign communication data to the designated person that is related to their role. This could be, for example, a hotline number, while the person also has their own personal phone number. The anonymized communication data of the types Phone and External Email Address are displayed in the master list of people; the corresponding columns can be shown.