The glossary is deliberately short: it gives the meaning of the terms you will meet on screen and in the articles, without detailing procedures. Each notion is covered in depth in the matching user guide or administrator guide article.
Vocabulary shared across the suite
These terms appear in all four products, with the same meaning.
Portal: the shared home page where you choose your site and then your application. You can return to it at any time without signing out.
Site: the reference geographical scope, usually a single establishment. Almost all data in the suite is attached to a site.
Site group: a set of sites, used to grant rights or to display several establishments together.
Building and floor: the internal breakdown of a site, on which rooms, desks and floor plans are based.
Resident: a person who belongs to your organization, as opposed to a visitor. This is the wording used by Hamilton Visitor and Hamilton Security.
Company, department and service: the organizational breakdown of people, used for rights, statistics and sometimes rebilling.
User: an account that can sign in. A user is not necessarily a resident, and the reverse is also true.
Rights group: the set of permissions granted to several users at once. This is the normal way to grant rights, rather than setting them account by account.
License: the number of users or resources your contract allows for a given product.
Import: the bulk loading of data from a file, to avoid manual entry.
Scheduled task: a process run automatically at regular intervals, for example an overnight import or a batch of reminders.
Email template: the standard text of a message sent by the application, which your organization can customize.
Hamilton Meeting
Room: a bookable space, described by its capacity, its equipment and its site.
Room group: a set of rooms used to filter searches and to define who may book what.
Room layout: a possible arrangement of a room, for example theatre or U-shape, with the matching capacity.
Fixed equipment: hardware permanently attached to the room, used as a search criterion.
Service: something ordered along with the room, from catering to additional equipment.
Service family and supplier: the classification of services and the organization that delivers them, internal or external.
Booking type and status: the nature of the booking and the stage it has reached, from request to confirmation or cancellation.
Validation: the circuit that submits certain bookings to a manager's approval before confirmation.
Recurring booking: a booking that repeats according to a rule, for example every Monday.
Delegation: the permission given to one person to book on behalf of another.
Planning: the calendar view of bookings, per room or for your own agenda.
Tariff and imputation code: the elements used to price a booking or a service and to charge it to the right budget.
Room tablet and display screen: the devices installed at room entrances or in corridors to show occupancy.
Special day: a date handled differently in plannings, such as a public holiday or a closure.
Hamilton Deskbooking
Desk: a bookable working position, described by its properties and its equipment.
Floor plan: the graphical representation of a floor on which desks are positioned and booked.
Desk group: a set of desks used to define who may book which positions.
Flex office policy: the presence rules that apply to a service or a site, in particular the number of days expected on site and the mandatory days.
Blocking or informative policy: depending on the setting, the policy either prevents a non-compliant plan from being saved, or simply flags it.
Work presence: the declaration of your on-site and remote days for the coming weeks.
Approval: the validation of a presence plan by a manager, when the policy requires it.
Release: making a booked desk available again when you no longer need it.
Team presence: the view showing which of your colleagues will be present on a given day, and where.
Hamilton Visitor
Visit: the record of someone coming on site, with its visitor, host, site and times.
Pre-registration: the creation of a visit before the arrival date, by the host or by reception.
Expected visitor: a pre-registered visit whose arrival has not been recorded yet.
Host: the person in your organization who receives the visitor and is notified on arrival.
Counter: a physical reception point on a site, to which a workstation and its peripherals are attached.
Badge: the access pass handed to the visitor, printed from a template defined by your organization.
Restricted zone: a space whose access requires a specific authorization.
Exceptional pass: the one-off authorization to enter a restricted zone outside the usual rules.
Validation: the arbitration of visits or access requests by a designated validator, before arrival.
Parcels and mail: items received at the front desk and tracked until they are handed to their recipient.
Locker: the compartment in which a parcel or an object is deposited while it awaits collection.
External contractor: a supplier present on a recurring basis, whose visits and badge movements are tracked over time.
Hosted company: a third-party business installed on your site, whose staff is managed separately.
Document: a paper required from a visitor or a contractor, with a validity date and renewal tracking.
Blacklist: the list of people whose arrival must be flagged or refused.
Carrier: the delivery company associated with a parcel or an item of mail.
Hamilton Security
Duty log: the timestamped register of events that occurred on the site. It is the heart of the product.
Event: an entry in the duty log, attached to a type and a place, which is followed up and then closed.
Event family: the classification of events, used for statistics and reports.
System event: an event generated automatically by the application rather than entered by an agent.
Instruction: a permanent directive that agents must know and apply.
Temporary instruction: a directive valid over a given period, for example during building works.
Shift-start sheet: the document presented to the arriving agent, gathering the instructions and information to know.
Shift period: the working period of a team, for example morning, afternoon or night.
Mission: a task assigned to an agent, one-off or recurring, planned in an agenda.
Checklist: the list of points to control and tick during a mission or at shift start.
Patrol: the control round performed by an agent. The route is a sequence of checkpoints, each materialized by a tag read on site, and the agent who performs it is called a patroller.
Fire permit: the authorization framing hot work, issued and then followed up until it is closed.
Key cabinet: the unit in which keys are stored, together with the associated loan authorizations.
People movement: the record of an entry or an exit observed by the security teams.
Agent, team and qualification: the people who work on the site, how they are grouped, and the skills that condition certain missions.
Place: the physical description of the site in buildings, sectors, streets and rooms, to which events are attached.
Naming conventions
The names you give your resources appear in search lists, plannings and exports. A few simple habits avoid much confusion, especially across several sites.
Name your resources from the most general to the most precise, starting with the site, then the building or floor, then the everyday name. A room named Paris Turbigo - B1 - Neptune is easier to find and to sort than a room simply named Neptune. The same principle applies to desks and to counters.
For groups, show the scope and the rule rather than the name of a person or of a service that will change. A room group named Head office - Floors 5 to 7 - Capacity 8 and above remains understandable years after its creation. Finally, avoid internal abbreviations in names your visitors will see, such as badge templates and email templates.