Quick start guide – IAMconnected Change organisation details

Changing the authorized representative or the authorized representative's details

The authorized representative and the authorized representative’s details can be changed by the main administrator.  

• Go to the Organization Management tab and press Adjust details.  The latest details are immediately retrieved from the local trade register. If your organisation name or address has also changed, you will see that here.  
• Press Next.  
• You will see the current authorized representative’s details.  
• Press Authorized representative is incorrect.  
• Select the correct authorized representative from the list of persons known in the trade register. This can also be the current authorized representative, if you only want to change the contact details.  
• Press Next.  
• Check the changes and press Confirm.  

When changing your authorized representative, it is necessary for him or her to identify themselves. This is necessary so that Portbase can be certain that the contact details actually belong to the selected person from the trade register. For this, the specified authorized representative will receive an invitation by e-mail, as soon as you press confirm.  

The progress of this process, and the possibility to resend this invitation, can be found under the Open request tab. 

Changing the main administrator

As the main administrator, you can transfer your task as main administrator to one other employee.   

• In IAMconnected, select an employee in the User management > Employees tab
• Select Main administrator under the Access level heading.  
• Press the Transfer main administrator button. (see screenshot below).  
• Follow the steps on the screen.  

You will be asked to check your authorized representative. The authorized representative will be asked to agree to the new main administrator. The correct authorized epresentative with the correct email address is required for this.  

If your authorized epresentative or the contact details of your authorized epresentative are incorrect, you can adjust them immediately. Press Authorized epresentative is incorrect. You can then select the correct authorized epresentative and contact details, as long as they are known in the trade register.  

Please note: Because there can never be more than one main administrator, this action ensures that you are no longer the main administrator yourself. 

What does it mean if an employee’s account has a different main organisation?  

Each employee’s account is managed by the organisation to which that account is linked. When someone is linked to multiple organisations, the first organisation to which the account is linked is the main organisation. The management of this account then falls under that organisation.  

You will not notice much of this, unless you want to make someone the main administrator. Only employees who fall under your management, who therefore have your organisation as the main organisation, can become the main administrator of your organisation.  

If you have any questions or problems, you can contact Inside Sales via sales@portbase.com. 

Changing the main administrator if the current main administrator is no longer active

If the current main administrator is no longer active, you can request to change the main administrator via the online change form. 

If you have any questions or problems, you can contact Inside Sales via sales@portbase.com.  

Tip: The new main administrator must have an IAMconnected account and be linked to your organisation. Is the new main administrator a completely new user? Create an IAMconnected account and link it to your organisation. 

Changing your organisation name

The organisation name is retrieved from your local trade register (for the Netherlands, this is the Chamber of Commerce). If your organisation is rebranded, you must first make it correct in the Chamber of Commerce. Once the change has been implemented, you can retrieve it in IAMconnected.  

• Go to the Organisation Management tab and click on Adjust data to retrieve the new data.  
• Go through the rest of the steps by clicking on Next.  
• Click on Confirm to implement the changes.  

If you want to use a trade name instead of the statutory name from the Chamber of Commerce, please contact Inside Sales via sales@portbase.com.  

Changing the address of my organisation

The address is retrieved from the local trade register (for the Netherlands this is the Chamber of Commerce). If you have moved or want to change your address for another reason, you must first make it correct in the Chamber of Commerce. As soon as the change has been implemented, you can retrieve it in IAMconnected.  

• Go to the Organisation Management tab and click on Adjust data to retrieve the new data.  
• Go through the rest of the steps by clicking on Next.  
• Click on Confirm to implement the changes. 

If your organisation has multiple branches, the address of the main branch will be used. 

Changing other organisation details, such as my financial contact or VAT number

Other organisation details, such as financial contact or VAT number, can be changed via the online change form. You can use this form to change, among other things:  

• Financial company details (e.g. financial contact or VAT number)  
• The EAN, EORI and Port Authority ID of your organisation  
• The details of your software partner 

Remove user administrator rights

• In IAMconnected, select an employee in the User Management > Employees tab 
• Select Employee under the Access Level heading. (see screenshot below). 

Appoint a new main administrator

As a main administrator, you can transfer your task as main administrator to one other users. 

• In IAMconnected, select an employee in the User Management > Employees tab [link: 
• Select Main Administrator under the Access Level heading. 
• Press the Transfer Main Administrator button. (see screenshot below). 
• Follow the steps on the screen. 

You will be asked to check your authorized signatory. The authorized signatory is asked to agree with the new main administrator. The correct authorized signatory with the correct email address is necessary for this. 

If your authorized signatory or the contact details of your authorized signatory are incorrect, you can adjust them immediately. Click on Authorized Signatory is incorrect. You can then choose the correct authorized signatory and contact details, as long as these are known in the trade register. 

Please note: Because there can never be more than one main administrator, this action ensures that you are no longer the main administrator. 

Other Rights and Authorizations

In IAMconnected a user can request specific roles that grant rights in other (non-PCS) connected applications: 

• Portbase MyData uses the Data Manager role. This role allows you to manage data authorizations on behalf of your organisation in the Service. 
• King uses the Employee and Operator / Shipping clerk roles 
• Portability uses the Financial Declarant role 

As main admin, you can arrange authorizations in PCS in PCS itself

User Validation and Quarterly Audits

For more information about user validation and Quarterly Checks, see the Quick Start Guide Quarterly Checks

Guidelines and tips

Richtlijnen: 

• IAMconnected accounts are always individual accounts and may therefore not be shared by multiple users. Group accounts are therefore not allowed! 
• The IAMconnected password may therefore be known to only one user. An MFA resource is also for personal use and may therefore not be shared 
• Use individual business email addresses for IAMconnected accounts. Do not use group email addresses or private email addresses 
• Use email addresses on your own domain name (urgent advice). The use of, for example, Gmail or Hotmail addresses is strongly discouraged 
• Remove users immediately if they no longer need access. Make sure that your HR department or department manager informs you immediately if an employee leaves employment 
• Check at least once a quarter whether your users still need access and remove users. Pay special attention to users who have not logged in for a long time 

Tips:

• Be visible within your company. Your employees must know where to find you if they have questions or issues regarding access to the Portbase systems 
• Designate one or previous user administrators who can replace you during illness or vacation 
• Ensure there is an active main admin. Have your authorized signatory appoint another main administrator in a timely manner if you leave employment or take on another position. To do this, use the change form.
• Consult support.portbase.com if you have any questions or contact Portbase Customer Service