A logistics park with tenants: how to separate traffic and data between companies

Permission vs data visibility scope

When separating data, two things are most often confused: permission and visibility scope. A permission says what a user can do, for example view the entry log. The scope says whose data they see while doing it. Someone with permission to view the log and a scope limited to one tenant will see only that tenant’s vehicles, while the same person with no scope restriction will see the whole park.

Why a park with tenants differs from a manufacturing plant

In a manufacturing plant all the traffic belongs to one entity, and the question ‘who may see this?’ is an internal matter for the organisation. In a park with tenants, one tenant’s data is another company’s data: how many suppliers came to tenant A today is commercial information that tenant B should not see.

Separating the data therefore becomes a condition that tenants look at as early as signing the lease.

What has to be separated between tenants

Every entry in the log has to have a destination organisation assigned, meaning the company the vehicle is going to, because without that there is nothing to filter on. The assignment is made at booking or at registration at the gate.

A tenant’s employees, its subcontractors and its visitors are three different categories of people, and each belongs to a specific company. Cards are issued from a pool, and the assignment to an organisation determines who can see a given person’s history of passages.

A tenant should also be able to download a report of its own traffic without asking the park operator for an extract, which saves time mostly on the operator’s side.

What the park operator sees and what the tenant sees

The park operator gains most from what it no longer has to do, because it stops being the go-between for tenants and their information. Questions like ‘how many vehicles came to us last week?’ stop landing in its inbox.

What TraxSystem does not do in a logistics park

TraxSystem does not handle rent or utilities billing and is not a property management system: it does not manage leases, issue invoices or settle service charges. It handles the traffic of people and vehicles and its assignment to organisations. Nor does it share ban lists between sites, so a site ban issued in one park does not carry over automatically to another deployment; it works within a single system.

Visibility separation has to be configured, because the system does not set it up by default. The data scope is set when the tenant roles are created and checked at acceptance on a test tenant account, looking at the system through the tenant’s eyes.

What determines the price of a system for a logistics park

A park with several tenants usually means the Extended base, that is up to 5 gates and up to 25 concurrent sessions. On top of it come the modules a park needs, most often Bookings and warehouse and Site surveillance with parking. The first is limited by docks and the second by areas; with the Extended base that is up to 20 docks and up to 10 areas.

The number of tenants and the number of accounts do not affect the price. You pay for the size of the base, meaning gates and concurrent sessions, and for the modules you choose; the companies using the system are not a separate item. The pricing configurator will work out what that comes to for a park with your number of gates and docks, and hardware is priced separately, outside the licence.

Questions and answers

See also: Who is responsible for entry control in a logistics park · The entry log and GDPR: who in the company may see driver data