A private, secure workspace where you manage every aspect of your digital certification journey — from audit schedules to certificate downloads, all in one place.

What you can do here

The Client Portal replaces email chains and phone calls for status updates with a single, permanent home for every part of your certification work with us.

How to use this guide

This guide is organised into fourteen short chapters. Use the left sidebar to jump between sections, or the on-page contents (right) to navigate within a chapter. Every step is numbered and screenshots show exactly what you'll see.

Your portal uses secure email verification — no password to remember, no password that can be leaked. Every sign-in uses a fresh code sent to your registered email.

First-time login

When your access is set up, your account coordinator sends a personal invitation link. This link is valid for 7 days and is unique to you.

1. Locate the invitation email in your inbox

   Look for a message with the subject "You are invited to track your company audits." Check your spam folder if it isn't in your inbox within a few minutes.

2. Click the "Access your portal" button

   The invitation button opens the login page in your browser and verifies your identity in one step. The invitation link is used only once — subsequent logins will use your email address directly.

3. Wait for your verification code

   Within seconds, a second email arrives with a 5-digit code. This code is valid for 10 minutes and can be used only once.

4. Enter the code into the boxes on screen

   Type the 5 digits into the boxes. On mobile devices, tap the first box and your keyboard will offer to autofill the code from the email — one tap and you're in.

5. You land on your dashboard

   You've now logged in. Your session is trusted on this device for up to 30 days, so you won't need to enter a code every time you return.

Everyday sign in

After your first arrival, you no longer need the invitation link. You can return to the portal any time using just your email address.

1. Open the login page

   Go to your portal URL (bookmark it after your first visit for convenience).

2. Enter your registered email address

   Use the same email address that received the original invitation. Click Request access code.

3. Enter the fresh 5-digit code

   Same process as the first login. A new code arrives within seconds. Ten minutes to use it. You're back in.

How long you stay signed in

Your session lasts up to 30 days on any one device. During that time, you can close the tab, restart your computer, or come back next week — you'll still be signed in. If you're inactive for 30 days, the next visit will require a fresh code.

Your dashboard is the first screen you see after logging in. It's designed to answer three questions at a glance: where your certification stands, what's coming up, and what needs your attention right now.

The four summary tiles

Across the top of your dashboard are four cards showing your current numbers. Click any tile to jump to the full list for that section.

• My audits — count of every audit assigned to your company, across all statuses
• My certificates — active certificates currently on file
• Branches — every registered branch office under your certification
• Open NCs — non-conformities that still need action from you

The certificate gauge

Below the tiles, a circular gauge displays the percentage of your certificates that are currently active — a quick visual health check for your entire portfolio.

Portfolio charts

Further down the dashboard, several charts break your data down by category:

• Certificates grouped by status — Active, Expiring soon, Expired
• Certificates grouped by type — Initial, Surveillance, Recertification
• Audits grouped by status — Scheduled, In progress, Completed
• Non-conformities grouped by status — Open, Closed

Hover over any chart segment to see the exact count.

The left sidebar

The dark navigation column on the left is your permanent menu. It's always visible on desktop, and slides in from the left when you tap the menu icon on mobile. From here you can reach Dashboard, Client Info, Audits, Non-Conformities, Certificates, Team, and your account profile.

The Client Info section is your company's complete file — the profile we hold, from trade licence details to registered addresses and every branch you operate.

What you'll find here

• Company name (as per Trade Licence) and legal address
• Primary contact person, mobile, and correspondence email
• Every standard you are currently certified against
• All branch offices and their addresses
• Complete certification history since we began working with you

Searching for a company

If your organisation has multiple entities under one client account, use the search box at the top of the page — search by company name or by city. The list narrows as you type.

Viewing branches

Every registered branch has its own entry. Click Branch on any row to see the full address, the standards active at that site, and the audit history for that specific location.

Every audit — Initial, Surveillance, or Recertification — appears here with its schedule, assigned auditor, standard being audited, and current progress.

The audit list

Open Audits from the sidebar to see the complete list. Each row shows the audit code, standard, proposed date, assigned lead auditor, and current status.

Understanding the status badges

Inside a single audit

Click any audit code to open its dedicated page. You'll find five tabs across the top, each showing a different aspect of the audit.

Some audits require you to submit documented evidence ahead of the assessment — quality manual, procedures, records. This is managed in the Checklist tab of each audit.

How the checklist works

Your auditor prepares a list of items they need to see. Each item has a name and a short description of what's expected. You upload the corresponding document, they review it, and mark it approved.

Item statuses

Uploading a document

1. Open the audit's Checklist tab

   Navigate to the specific audit and click the Checklist tab. Items are grouped by section for easy scanning.

2. Read the item description carefully

   Your auditor has explained exactly what document they need. Follow it carefully — sending the right document the first time avoids revisions and speeds up the process.

3. Upload your file

   Click the upload area or drag your file onto it. The supported formats are:

   • PDF — for procedures, manuals, and formal documents
   • DOCX / DOC — Microsoft Word documents
   • XLSX / XLS — Microsoft Excel spreadsheets
   • JPG / PNG / WebP — images and photographs
4. Wait for auditor review

   The item moves to Under review. Your auditor is notified automatically. You'll receive a notification when they approve — or if they ask for a change.

When an audit surfaces something that needs correction, it becomes a Non-Conformity — an NC. Each NC is an action item with a defined deadline and a formal response requirement.

Where to find NCs

Click Non-Conformities in the sidebar to see the full list, or click any NC that appears in a specific audit. Use the Filter findings search at the top to narrow the list.

NC statuses

Responding to a Non-Conformity

Every NC requires three written pieces from you, plus supporting evidence. Follow each step carefully — thorough responses close faster and reduce the chance of repeat findings.

1. Read the audit finding carefully

   At the top of the NC page, the auditor's original observation is recorded verbatim. Take the time to fully understand what they saw and why it was raised.

2. Describe your immediate correction

   Explain the corrective action you have already taken. Be specific: include dates, who did it, and what changed. Vague responses like "we fixed it" are not enough.

3. Identify the root cause

   Explain why the non-conformity happened in the first place. Auditors look for a genuine root-cause analysis, not a surface-level answer. Try the "five whys" technique — keep asking "why?" until you get to the underlying cause.

4. Describe your corrective action

   Explain what you are doing to prevent recurrence. This is the most important section — it tells the auditor your management system has genuinely improved, not just been patched.

5. Attach evidence files

   Drag files into the evidence area, or click to browse. Photos, updated procedures, training records, screenshots — anything that supports what you've written. Multiple files are welcome. Accepted formats include PDF, DOCX, XLSX, images, and ZIP archives.

6. Preview, then submit

   Click Preview before submitting to double-check everything reads correctly. When you're ready, click Submit response. Your auditor is notified by email immediately.

Digital NC & signature

Once your NC is closed, a formal Digital NC document is generated — a digitally signed PDF summarising the entire finding, your response, and the closure decision, with a verifiable signature and timestamp. Click Download Digital NC from the NC page to save a copy for your records.

Every certificate we have issued to your organisation lives here — the current active ones and every historic version. Each is a digitally signed PDF you can download at any hour, from anywhere.

Finding a certificate

1. Open the Certificates section

   Click Certificates in the sidebar. The list shows every certificate on file with its number, standard, type, issue date, expiry date, and current status.

2. Search or filter the list

   Search by certificate number or standard name in the top search box. Alternatively, use the status filter to narrow to All statuses, Active, Expiring soon, or Expired.

3. Download the digitally signed PDF

   Click the download icon on any row to save the digitally signed certificate. Each PDF carries a verifiable signature and timestamp — accepted worldwide for tenders, audits, and regulatory submissions. To download every certificate in a single archive, click Download all at the top of the list.

Certificate status meanings

Invite colleagues from your organisation — Quality Manager, Management Representative, or whoever handles a specific standard — to work alongside you in the portal.

Inviting a team member

1. Open the Team page

   Click Team in the sidebar. You'll see everyone from your organisation who currently has access to the portal.

2. Click "Invite team member"

   A form appears asking for the person's name, business email address, and role (e.g. Quality Manager, Management Representative).

3. Fill in their details

   Use their business email address — this is where their invitation link and future verification codes will be sent. Personal email addresses are not recommended.

4. Send the invitation

   They receive the same style of invitation email you did. Their access begins as soon as they sign in for the first time.

Removing access

If a team member leaves your organisation or no longer needs access, open the Team page, find their entry, and click Remove. Their portal access is revoked immediately.

The bell icon at the top-right of every page shows your notifications. A red dot appears whenever there's something new that needs your attention.

What you'll be notified about

• An audit has been scheduled — or its date has been changed
• A new Non-Conformity has been raised against your organisation
• Your NC response has been reviewed by the auditor
• A new certificate has been issued to you
• A certificate is approaching expiry — 30 days out
• A team member you invited has accepted and signed in for the first time

Reading & clearing

Click the bell to see the full list. Click any single notification to jump straight to the record it references. Notifications are automatically marked as read once you view them.

For anything that requires your action, you'll also receive an email at your registered address — so if you don't check the portal every day, your inbox keeps you informed.

Your portal uses digital email verification instead of passwords. This is deliberately more secure — there is no password to be leaked, guessed, or reused across another website.

How your session works

• Once you enter a verification code, your device is trusted for up to 30 days
• Every 13 minutes in the background, the portal quietly renews your session — you never see or feel this
• If your access is revoked or disabled by our team, you're signed out on the next automatic renewal — within 30 seconds
• All connections are encrypted (HTTPS) end-to-end

Signing out

To end your session manually, click your profile picture at the top-right of any page and choose Sign out. This is essential on a shared or public computer.

Answers to the questions we hear most often. If yours isn't here, your account coordinator is the fastest route to a reply.

The web portal you're using today works well on any modern phone browser — but we're building something purpose-built for mobile use.

When the apps are ready to download, you'll receive an email with the App Store and Google Play links. Your existing account will work — you won't need to sign up again.

The fastest way to reach us is through your account coordinator — they know your file and can answer most questions immediately.

General enquiries

For general questions about your certification, audits, or account, email your account coordinator directly. Their contact details are in your original welcome email.

Technical support

If something in the portal isn't working — a page won't load, a file won't upload, an email hasn't arrived — email us with a screenshot and a short description of what happened. We usually respond the same working day.

Emergency access

If you cannot log in and need urgent access to a certificate or audit report (for example, ahead of a tender submission), call your coordinator directly. We understand deadlines don't wait.