Who this article is for: Authority users.
Overview
The portal lets a facility's own representatives — Service Location Users — log in to SwiftComply, see their location's information, and enter and submit sample reports themselves. That moves data entry from your desk to theirs, and you see results as they're entered, before the report is even submitted.
You control who gets in: portal access is granted contact by contact, location by location, from the IU's Contacts table.
Before you begin
The contact needs an email address — that's where their invitation goes.
A contact's email is locked after the contact is created; only SwiftComply support can change it. Double-check the address before saving.
Enabling portal access
Open the Industrial User and find the Contacts table. The Portal Access column shows who already has access.
Select New Contact, or open an existing contact to edit.
Fill in the contact's details and turn on Enable Portal Access.
If your program uses electronic signatures, you'll also see Invite as CROMERR signer — check it if this person will sign sample reports.
Save. A confirmation appears: "Enabling portal access will trigger a registration email to be sent to this user." Select Enable Portal Access to continue.
The contact receives a registration email and sets up their SwiftComply account. Once registered, they can log in and see this location.
Filing a representative's paperwork
Contact records have an Attachments section, on both the new-contact and edit-contact forms. It's there for the paper trail behind a portal user — a signed electronic signature agreement, an authorized-representative form, anything you hold on file to show who this person is and what they may sign for.
Two things worth knowing about how it saves:
Attachments are staged until you save the contact. They are not uploaded the moment you attach them, so selecting Cancel discards them along with your other edits.
If a save partly fails you'll see "Contact updated, but N attachment change(s) could not be saved. Retry from the Attachments section on the contact page." The contact's own details did save; only the attachments need another attempt.
Things to know
The invitation email is sent only the first time. Disabling and re-enabling access doesn't send another one — and disabling sends no notification at all.
Access is per location. If the same person represents several facilities, enable portal access at each one. When you enable access for someone who already has (or had) it elsewhere, you'll see: "This user already has portal access at another facility. They will be added as a contact at this facility without sending a new invitation email."
You can turn access off at any time — edit the contact and switch Enable Portal Access off. The contact isn't notified.
If you see "This email belongs to an existing user who is not a service location user and cannot be added as a facility contact.", that address belongs to a staff account — use a different email for the facility contact.
Electronic signatures (CROMERR)
⚠️ Whether portal submissions carry a compliant electronic signature depends on your program's configuration — electronic signing is enabled per organization. Check with your SwiftComply contact before changing what you require from facilities in hard copy.
FAQ
The contact never got the invitation.
The invitation is only sent on the first enable, so disabling and re-enabling won't resend it. If this is their first time, check the email address on the contact record — it's locked after creation, so contact support to correct it.
The contact can't see one of their facilities.
Portal access is granted per location. Enable access on their contact record at that facility too.
I can't add a contact with a particular email address.
That address belongs to a staff (non-portal) account. Use a different address for the facility contact.
I attached a document and it isn't there.
Attachments are staged until the contact is saved, so leaving the form with Cancel discards them. Re-attach and save the contact.
Can I change a contact's email address?
Not from the contact form — it's locked once the contact exists. Contact SwiftComply support to change it.
Does turning access off tell the contact?
No. Disabling portal access sends no notification, and re-enabling later doesn't send a new invitation either.
Related articles
Industrial Users: Directory, Detail Page, and Contacts
Understanding User Roles: Authority Users vs. Industrial Users