Things to Keep in Mind
The NineID platform is highly configurable and tailored to each customer’s needs.
Permissions and available features in your dashboard may differ.
If you have questions about your permissions or setup, please contact your Site Admin (Key User) first.
Company Administration Overview
The NineID platform is designed to support secure and flexible management of people, events, and documents within your organisation.
By assigning a Company Admin, the Site Admin delegates part of the responsibility for security and compliance. The Company Admin manages their company’s users, tasks, documents, and events, ensuring responsibilities are distributed efficiently while overall control remains with the Site Admin.
Company Admin Responsibilities
As a Company Admin, you are responsible for:
Tasks – monitor and complete tasks assigned to your company.
Users – add, update, and oversee your company’s users.
Events – manage events linked to your company, including assigning staff when required.
Documents – upload, review, and maintain company-related documentation.
Company Admin Process
Your main process is simple and follows four steps:
Receive Registration Email – complete your account setup.
Complete Required Tasks – ensure company-level tasks are handled.
Manage Users – add or update staff in your company.
Assign Users to Events (if required) – link staff to company events.
👉 In short: Set up your account → Complete tasks → Manage users → Assign staff to events (when needed).
1. Navigating the Portal
The main interface includes several tabs: Tasks, Users, Events, Documents, and Approvals.
By default, the system opens on the Dashboard or the Tasks tab.
2. Managing Internal Contacts
To add a new internal contact:
On the Dashboard, click + Add Contact under Internal Contacts
A Create Group Contact modal will appear
Complete the required fields:
Type (select from dropdown)
Name*
Email Address
Phone (includes a country code selector, e.g., +32 for Belgium)
Click SAVE to confirm.
3. Managing Tasks
As a Company admin, you may need to complete certain tasks before your company is verified for the customer and you can start using the system. Any required tasks will be displayed here.
4. Managing Users
To manage users, click the Users tab
Adding Users
Adding Users
To add users, first click on Add Users in the top-right corner of the screen. You will then see two options:
Create User (Add Manually)
This option allows you to add a new user by manually filling in their details:
First Name and Last Name (required)
Email Address (required, used for invitations and login)
Mobile Phone (optional, can be used for authentication or contact)
Roles (required, defines the user’s permissions)
Company (optional, link the user to one or more companies)
After entering the details, click Save to create the user. The user will then receive an email invitation to register (Example below — please note that this will appear with your own company branding.)
Importing from File
This option allows you to bulk upload multiple users at once.
Prepare a CSV or Excel file with the required fields (e.g., First Name, Last Name, Email, Role).
Upload the file to automatically create multiple user accounts in one go.
This is the most efficient option if you need to onboard a large group of users.
Searching, Filtering & Sorting
You can easily search for a specific user using the toolbar:
Search → Find a specific user
Filter Roles Narrow results by filtering out on Roles
Filter → Use the "All" dropdown to filter users by their role status (e.g., Pending, Expired, Archived)
Sorting → Sort values by First / Last Name or Updated
Editing a User
Editing a User
Clicking on a user opens the User Details panel on the right side of the screen.
Viewing Basic Information
At the top of the panel, you’ll see the user’s:
Name
Email address
Phone number
Editing User Data
In the User Details panel, click the three-dot menu next to the user’s name.
Select Edit User Data.
In the pop-up window, update the First Name, Last Name, Email Address, or Phone Number.
Click SAVE to apply changes.
Managing Roles
The panel displays:
Roles currently assigned to the user.
Tasks by User Role, showing tasks linked to each role.
Add a Role by clicking the pen icon and choosing + Add Role.
Remove a Role by clicking on the X icon next to the role name.
Resending an Invitation
To resend the invitation or onboarding link:
Click RESEND INVITE at the top right of the panel.
The button will change to INVITE SENT.
Archiving a User
In the User Details panel, click the three-dot menu next to the user’s name.
Select Archive User.
Confirm in the pop-up: “Are you sure you want to archive this user?”
Click ARCHIVE.
The user will be removed from the active list and can be viewed using the Archived filter in the Users tab.
Managing User Tasks
Managing User Tasks
The User Overview shows task progress:
⏳ Pending tasks
✔️ Completed tasks
Completing Tasks
Some tasks launch a process such as account setup, onboarding or training.
Expand the relevant role
Locate a task with Todo status
Click Todo to start the task.
Complete the module (e.g., Welcome, Safety, Hygiene, Acknowledgement)
Click SUBMIT.
The status updates to Done and displays a valid date (e.g., 01/10/2026).
5. Managing Events
In the last section, Events, you will find the events assigned to you by the Site administrator.
The Events section also allows you to manage events, depending on your permissions:
Creating an Event
Click Add Event.
Select the appropriate event type (based on your role configuration).
Fill in all required information. (You may assign additional owners, but company details can only be managed by your Company Admin)
Once the event is created, it will open automatically. From here, you can create and existing users and documents.
6. Managing Documents
In the documents element you are able to see the documents assigned to you by the customer, and you are able to also add documents to share with the customer.
To view or upload documents, click the Documents tab
Uploading a Document
Click + Add Document
Upload the document by dragging and dropping or selecting a file.
Click UPLOAD.
Viewing a Document
Click a document name in the table
The document viewer will open. Properties such as Status, Document Type, Expiry Date, etc., display on the right
