The Company Portal is the operational workspace for contractor administrators (Company Admins), allowing you to manage your company’s people, events, tasks, and documents within the NineID platform.
The Company Portal is typically assigned to contractor administrators who are responsible for managing their company’s staff and ensuring they are properly registered, assigned to events, and compliant with project requirements.
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 first.
As a Company Admin, you play an important role in ensuring that your company’s users and activities meet the compliance requirements defined by the customer.
Through the portal, you can quickly monitor and manage:
🔔 Company tasks and compliance requirements
👥 Users belonging to your company
📅 Events your company participates in
📄 Company and event-related documents
This overview allows you to efficiently coordinate your company’s activities while ensuring that all required actions and documentation are completed on time.
🧭 Accessing the Company Portal
The Company Portal is a dedicated view where company users manage information related to their organisation.
Item | Description |
🏢 Multiple Companies | If a user belongs to multiple companies, they can switch between them |
⚠️ No Company Assigned | Users who are not part of a company will see the message: “You are not part of a company yet.” |
⚠️ If this message appears, please contact your internal administrator or support team, as they can assist in assigning you to the correct company. You can find additional information about this message and how to resolve it here.
ℹ Information Tab
The Information tab is the starting point of the Company Portal. From here you can quickly review your company details and access helpful resources.
You can navigate to other sections of the portal using the tabs located at the top of the interface.
What You’ll Find Here
Section | Description |
🏢 Company Details | Displays your company name, address, and registration information |
👤 Company Admins | Shows the administrators responsible for managing the company account |
💬 Company Message | A welcome message or instructions configured by the customer |
❓ Help Resources | Links to onboarding guides and support documentation |
This page provides a quick overview of your organisation’s setup and gives access to resources that can help you get started with the platform.
💡 Tip: The Information tab allows you to manage company administrators. Click the + button to add an additional administrator or the X button to remove one.
We recommend keeping this list up to date and assigning more than one administrator so that access is maintained if one of the admins is unavailable.
🧭 Navigating the Portal
The Company Portal is organised into several tabs that allow you to manage different aspects of your company’s activities.
You can switch between these sections using the navigation bar at the top of the page.
Tab | Description |
📋 Tasks | Displays tasks assigned to your company |
👥 Users | Allows you to manage users belonging to your company |
📅 Events | Shows events your company participates in |
📄 Documents | Displays company-related documents |
📋 Managing Tasks
The Tasks tab displays all tasks assigned to your company.
These tasks must be completed before your company is fully verified or able to participate in certain events.
Task Status
Status | Description |
Todo | Task still needs to be completed |
Pending | Task is awaiting review or approval |
Done | Task has been successfully completed |
Expired | Task validity has expired |
A notification banner will appear when open tasks require attention.
Completing a Task
To complete a task:
Open the Tasks tab
Locate a task with Todo status
Click Todo to open the task
Complete the required steps (for example onboarding, training, or document upload)
Click Submit
Once completed, the task status will change to Done and a validity date may be displayed.
👥 Managing Users
The Users tab allows you to manage employees belonging to your company.
Here you can:
Add new users
Update user information
Assign roles
Track user tasks
Archive users
👥 Adding Users
👥 Adding Users
To add a user:
Open the Users tab
Click Add Users in the top-right corner
You will see two available options for adding users to your company.
✏ Create User (Manual Entry)
✏ Create User (Manual Entry)
Use this option to manually add a user.
Field | Description |
First Name | User’s first name |
Last Name | User’s last name |
Email Address | Used for login and invitations |
Mobile Phone | Optional contact information |
Role | Determines the user's permissions |
Company | Associates the user with a company |
After saving, the user will receive an invitation email to create their account.
📥 Import Users from File
📥 Import Users from File
You can also upload multiple users at once.
Prepare a CSV or Excel file
Include fields such as:
First Name
Last Name
Email
Role
Upload the file
The system will automatically create the users.
This is the most efficient option when onboarding many employees.
📂 Searching, Filtering & Sorting Users
📂 Searching, Filtering & Sorting Users
The Users page includes tools to help you find users quickly.
Tool | Description |
🔎 Search | Find users by name or email |
🎭 Role Filter | Filter users based on assigned roles |
📋 Status Filter | Filter by Pending, Expired, Archived |
↕ Sorting | Sort by First Name, Last Name, or Last Updated |
🛠 Editing a User
🛠 Editing a User
Clicking a user opens the User Details panel.
Viewing Basic Information
You will see:
Name
Email address
Phone number
Editing User Information
Click the three-dot menu next to the user’s name
Select Edit User Data
Update the information
Click Save
⚠️ Important:
You cannot edit a user’s email address once the account has been created. If the email address needs to be changed, please contact your internal administrator or support contact, who can assist in resolving the issue.
🎭 Managing User Roles
🎭 Managing User Roles
Within the User Details panel you can manage roles.
Action | Description |
➕ Add Role | Assign a new role to the user |
❌ Remove Role | Remove a role from the user |
📋 Tasks by Role | Displays tasks associated with each role |
Roles determine what the user can access within the platform.
⚠️ Important:
If you are missing a role, please reach out to your internal administrator or support contact, who can assist in assigning the correct role.
📨 Resending an Invitation
📨 Resending an Invitation
If a user has not completed registration:
Open the User Details panel
Click Resend Invite
The button will update to Invite Sent.
💡 Tip: Ask the user to check their spam or junk folder if they do not see the invitation email.
🗄️ Archiving a User
🗄️ Archiving a User
If a user should no longer access the platform:
Open the User Details panel
Click the three-dot menu
Select Archive User
Confirm the action
Archived users can still be viewed using the Archived filter.
💡 Tip: Do not archive a user if the account was created with an incorrect email address. Instead, contact your internal administrator so they can help correct the issue.
📋 Completing Tasks on Behalf of a User
📋 Completing Tasks on Behalf of a User
Depending on the platform configuration, Company Admins may be able to complete tasks on behalf of their employees.
This can be useful when assisting users with compliance acknowledgements, such as uploading safety certificates, security documents, or social security documentation.
To complete a task for a user:
Open the Users tab
Select the user from the list to open the User Details panel
Expand the relevant task assigned to the user
Some tasks may include social security requirements, where you may need to upload documentation such as a Dimona or Limosa on behalf of your employee
Locate a task with Todo status
Click on the task to start the process
Complete the required information or documentation
Click Submit
Once completed, the task status will update to Done
.
🔔 Task & Document Expiry Notifications
🔔 Task & Document Expiry Notifications
To help maintain compliance, the platform provides automatic notifications when tasks or documents are approaching their expiration date.
Users will receive a notification 14 days before a task or document expires.
This gives users enough time to:
complete required tasks
upload updated documents
renew expiring certifications
⚠️ Important:
If a document expires, any task linked to that document will automatically change its status back to Todo until the document has been updated.
📅 Managing Events
The Events tab displays events that have been assigned to your company by the Site Administrator or project owner.
As a Company Admin, this section allows you to review the events your company participates in and manage the users assigned to those events.
Events help coordinate activities between companies and ensure that all participants meet the required compliance requirements.
📊 Event Overview
Each event in the list provides key information about the activity.
Field | Description |
🏷 Event Name | Name of the event |
🧾 Type | Event category |
📅 Date From / Date To | Event start and end date |
🗺 Zones | Areas where the event takes place |
🏢 Companies | Companies participating in the event |
👥 Users | Users assigned to the event |
👤 Contacts | Responsible persons for the event |
Clicking on an event opens the Event Details page, where you can review additional information and manage event participants.
📄 Event Details
The Event Details page contains all relevant information about the selected event.
Depending on permissions, several tabs may be available.
Tab | Description |
📄 Details | Displays general event information |
🏢 Groups | Shows participating companies |
👥 Users | Lists users assigned to the event |
📎 Documents | Displays event-related documents |
📜 Logs | Shows event activity history |
👥 Adding Users to an Event
Company Admins can add users from their company to an event when required.
To add users:
Open the event from the Events tab
Navigate to the Users section
Click Add User in the top-right corner
You will see several options for adding participants.
✏ Create User (Manual Entry)
✏ Create User (Manual Entry)
Use this option to manually create a new user directly from the event.
Field | Description |
First Name | User’s first name |
Last Name | User’s last name |
Email Address | Used for login and invitations |
Mobile Phone | Optional contact information |
Role | Determines the user’s permissions |
Company | Associates the user with a company |
After saving, the user will receive an invitation email to create their account.
🔎 Add Existing User
🔎 Add Existing User
If the user already exists in the platform, you can add them directly to the event.
Select Add Existing User
Search for the user by name or email
Select the user from the list
This allows you to assign users to the event without creating duplicate accounts.
📥 Import Users from File
📥 Import Users from File
You can also upload multiple users at once.
Prepare a CSV or Excel file
Include fields such as:
First Name
Last Name
Email
Role
Upload the file
The system will automatically create the users and add them to the event.
This is the most efficient option when onboarding large groups of participants.
💡 Tip:
Before assigning users to an event, ensure they have completed all required tasks and uploaded the necessary documentation to avoid compliance issues during the event.
📄 Managing Documents
The Documents tab displays documents that are associated with your company. These documents are typically required by the customer or site administrator to ensure your company meets the necessary compliance requirements.
Documents may include items such as:
compliance certificates
safety documentation
onboarding documents
Maintaining accurate and up-to-date documentation helps ensure that your company remains compliant and approved to participate in projects and events.
📊 Document Overview
The Documents table provides an overview of all documents assigned to your company.
Field | Description |
📄 Document Name | Name of the document |
🧾 Document Type | Category of the document |
📅 Expiry Date | Date when the document expires (if applicable) |
📊 Status | Indicates whether the document is valid, pending, or expired |
👤 Uploaded By | User who uploaded the document |
🔄 Updated | Last update to the document |
📥 Uploading a Document
To upload a new document:
Open the Documents tab
Click Add Document
Drag and drop a file or select a file from your device
Click Upload
Once uploaded, the document will appear in the document list.
📂 Viewing a Document
To view a document:
Click the document name in the table
The Document Viewer will open
A details panel will display additional document information.
Field | Description |
Status | Current validation status of the document |
Document Type | Document category |
Expiry Date | Expiration date of the document |
Uploaded By | User who uploaded the document |
Last Updated | Most recent document update |
💡 Tip:
Always ensure that documents are valid and up to date, especially if they are required for event participation. Expired documents may prevent users from being assigned to events.
⚠️ Document Expiry and Tasks
If a document expires, any task linked to that document will automatically change its status back to Todo. This ensures the document is updated and remains compliant.
To help prevent this, the system provides a 14-day expiry warning, allowing you to upload an updated document before it expires.
🔐 Permissions in the Company Portal
Access to different sections of the Company Portal is controlled through roles and permissions configured by administrators.
Permission Category | Description |
Users | Controls visibility of the Users tab and whether users can be created, updated, or archived |
Events | Controls visibility of the Events tab and event management actions |
Group Documents | Controls visibility of the Documents tab and document uploads |
Event Documents / User Documents | Controls access to documents within event or user details |
Logs | Controls visibility of event activity logs |
Your available features may differ depending on the permissions configured by your administrator.
If you are unsure about your access level, please contact your Site Administrator
🔄 Switching Between Companies
If you belong to multiple companies, you can switch between them directly in the portal.
Feature | Description |
🏢 Company Switcher | Located in the top navigation bar |
📋 Dropdown List | Displays all companies you belong to |
🔄 Switch Company | Selecting a company updates the portal view |
This allows you to manage multiple organisations from a single account.