Signatories

The signatories screen is where you invite your other signatories at your company to register with a chamber so that they become authorised to process trade documents using eCertify. Any signatory can to be invited to become either the Authorised Officer with the nominated chamber or an additional signatory. 

Note:- This screen can only be viewed by your System Administrator or Authorised Officer(s).Furthermore, the System Administrator is the only person who can only invite a signatory to become the Authorised Officer at a chamber. They cannot invite Additional Signatories. 

There are three signatory privilege levels in eCertify. Please take a moment to read about the roles, responsibilities and administration rights for each signatory level here 

Inviting an Additional Signatory to a Chamber You Are Already Registered With 

Step 1. As the Authorised officer for the Chamber, you can invite signatories. Go to Maintenance menu and select Signatories. Select the chamber from the dropdown list you wish to invite the signatory to join OR if the signatory is an existing company signatory with another chamber select Existing Signatory and select the signatory from the dropdown list. 

Inviting a Signatory To Become the Authorised Officer With a Chamber You Are Already Registered With 

Step 1. Logged in as either the System Administrator or Authorised officer for the Chamber, choose the chamber from the dropdown list you wish to invite the signatory to. 

Step 2. If you are the System Administrator the Role will be set to Authorised Officer. If you are the current Authorised Officer from the Role dropdown select Authorised Officer. 

Step 3. If you are inviting a brand new signatory within your company select New Signatory and enter the First Name, Last Name and Email Address. 

If the signatory is an existing signatory with another chamber select Existing Signatory and choose the signatory from the dropdown list. 

Step 4. Click on the Invite Button.This will place an entry in the Pending Invitations section. 

Inviting a signatory to become the Authorised Officer at a Chamber that you are not currently registered with 

When you are logged into eCertify as the System Administrator for your company you can register an Authorised Officer with a chamber you have not previously registered with before. The chamber must reside within the same country as your company address. 

Step 1. From the Chamber dropdown select the chamber. Available chambers that you have not registered with yet are displayed below the dotted line. 

Step 2. The role will be set automatically to Authorised Officer and cannot be changed. 

Step 3. If you are inviting a brand new signatory within your company select New Signatory and enter the First Name, Last Name and Email Address or if the signatory is an existing signatory with another chamber select Existing Signatory and choose the signatory from the dropdown list. 

Step 4. Click on the Invite Button.This will place an entry in the Pending Invitations section. 

Note:- You cannot invite any other additional signatories to this chamber until the chamber has approved the Authorised Officer.If this chamber requires that you provide your Business number and or Business Number Certificate, and these are not entered in My Details, you will receive an error to advise that this information is required and the invitation will not be processed. 

Pending Invitations 

Once an invitation to register has been sent to a signatory, this will be placed in the Pending Invitations section of the Signatories screen. 

Resending an Invitation 

If a signatory believes that they did not receive the original invitation you can resend the invitation to them by clicking on the resend icon.Select OK to confirm you wish to send the request. 

Suspending an Invitation 

If you wish to suspend an invitation to a signatory (i.e. you no longer wish them to register with the chamber) you can do so by clicking on the

icon. 

Accepting an Invitation 

To accept an invitation click on the accept link in the invitation email that you receive. 

Accepting an Invitation as an existing signatory 

If you are already an existing signatory within the system and are registering with an additional chamber you will be prompted to login to eCertify if you are not already logged in.Once you have logged in (or if you were already logged in) a confirmation message will be displayed to advise that the registration request has been sent to the chamber. 

Accepting an invitation as a new signatory 

If the signatory that was invited is a brand new signatory when they click on the accept link they will be taken to the eCertify Registration page. 

Here they will need to create a password and provide information such as their role and contact details.When they click on the 'I accept. Register me.' Button the signatory will see a confirmation message. The new registration request is then sent to the chamber for approval.Once the chamber has approved the registration request, the signatory will receive a confirmation email and be able to login to the system. 

Rejecting an Invitation 

Step 1. Click on the reject link in the invitation email. 

Step 2. Enter comments why you are rejecting the invitation. 

Step 3. Click on the Reject button. This will then send an email back to the person inviting to advise that the invitee has rejected the invitation. 

Suspending a Registered Signatory with a Chamber 

If a signatory has left your company or no longer processes shipments with a chamber they are currently registered with you can suspend their registration so that they are no longer able to submit shipments to a particular chamber. 

Note:- If a Signatory needs to be suspended with multiple chambers you will need to repeat this process for each chamber. 

Step 1.Click on the icon against the relevant signatory for the relevant chamber. 

Step 2.Click on the OK button to confirm you do wish to suspend this signatory.A confirmation message is displayed and the status of the signatory is changed from Approved to Suspended.An email is also sent to the chamber to advise that this signatory is no longer processing shipments on your behalf. 

Reinstating a Signatory at a Chamber 

If a signatory has returned to your organisation or they are required to once again submit shipments to a chamber they were previously suspended with, you may reinstate the signatory. 

Step 1.Click on the icon against the relevant signatory. 

Step 2.Click on the OK button to confirm you do wish to reinstate this signatory.This will send a registration request to the chamber for them to reapprove and moves the signatory into the Pending Registrations section.Once the chamber has reistated the signatory they may then start to submit shipments with that chamber.