Organisation management

Enable periodic validation

A top-level administrator may choose to enable periodic validation options for their organisation. This is necessary to enable periodic validation of employees or periodic validation of the organisation. Relevant internal or external (service provider) compliance requirements regarding validation can then be met.

Access via ‘organisation management’ tab – ‘my organisations’ – [select organisation] – ‘enable periodic validation’

The top-level administrator decides the frequency with which the top-level administrator and user administrators are sent validation reminder e-mails. Please note: Choose a higher frequency than necessary to meet compliance requirements. For example, if the required employee validation frequency is once every six months, select reminders once every three months or once every month.

Access via ‘organisation management’ tab – ‘my organisations’ – [select organisation] – ‘frequency of periodic validation reminders’

Periodic validation of organisation

The top-level administrator requests validation of the organisation. The authorised signatory confirms that the organisation details (including designated top-level administrator) are still correct. The required frequency of validation depends on what is required for access by services/service providers (now and in the future). This is necessary for a reliable identity (organisation)

Access via ‘organisation management’ tab – ‘my organisations’ – [select organisation] – ‘validate details’

Note: the ‘validate user’ button is only available if ‘enable periodic validation’ has been selected.

Life cycle: organisation

Registering a new organisation

A prospective top-level administrator can register a new organisation in IAMconnected to enable the use of a central login system for port and logistics services. The top-level administrator can register an organisation in two ways; if no organisations have been registered yet, you will see a pop-up window with the option to create one when you log in. Alternatively, the top-level administrator can access this option via the ‘organisation management’ tab > ‘register new organisation’.

The company details first have to be retrieved. You can search for a Dutch company by its chamber of commerce number or for a foreign company by its organisation name, address and city. You then select the authorised signatory and enter the corresponding contact details, organisation type and your own business contact details. The authorised signatory will receive an invitation to identify themselves by e-mail. Once the identification has been completed and approved, the signatory will be sent an activation code, which the prospective top-level administrator can use to complete the registration. This officially makes the top-level administrator the top-level administrator of the organisation. The code must be entered in the ‘open request’ screen, which can be accessed via the ‘open request’ tab. Once the organisation has been registered, employees can link to it.

Change organisation details

If the organisation details are not correct or incomplete in IAMconnected, they can be amended. The top-level administrator can change the organisation details, which can be accessed via the ‘organisation management’ tab > ‘my organisations’ – [select organisation]. The screen consists of several components that can be edited using the pen icon.

In case of changes to the organisation details and/or the authorised signatory, the request must be made by the top-level administrator and confirmed by the authorised signatory. This authorised signatory must be identified by means of a proof of identity and validated as a person who is authorised to sign on behalf of the company.

If the security settings are amended, the changes will be made immediately without the intervention of the authorised signatory.

Validating an organisation

See Periodic validation of an organisation

Providing access to a service 

As the top-level administrator of a service, it is possible to hide/display a service to a specific organisation. You can navigate to a service via ‘service management.’ You will find the ‘access management’ tab on the service page. This page lists the organisations that have access to your service. You can also use this page to grant or deny organisations access to your service.

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