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Users & Viewers

This guide covers managing administrator users and viewer accounts.

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Admin Users

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User list

Navigate to Users to see all admin users. Each user shows:

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Creating users

1

Click Add User

Go to Users and click Add User.
2

Enter details

Provide the user’s name, email address, and role.
3

Save

The user is created and can sign in using the passwordless one-time code sent to their email.

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User roles

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Editing users

  1. Click on a user in the list
  2. Modify details or role
  3. Save changes
A user’s email address cannot be changed. To change an email, the account must be deleted and recreated with the new address.

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Editing viewers

To edit a viewer’s details:
  1. Navigate to Clients in the sidebar
  2. Select the client the viewer is assigned to
  3. Go to the Access tab
  4. Find the viewer in the list and click Edit
  5. Modify the viewer’s full name
  6. Save changes
The viewer’s full name can be edited. An Admin Viewer permission checkbox is also available when editing a viewer. Email cannot be changed — to change a viewer’s email, create a new viewer account.
If the viewer also uses the contractor portal, change their name here, not from a company’s Users tab. To change their email, remove their viewer access first, update the email from the company’s Users tab, then add viewer access again if they still need it.
The Save Changes button will be disabled if the client context cannot be resolved. If you see an error message stating “Viewer client access could not be resolved for this client”, ensure you have selected a valid client before attempting to edit viewer details.

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Deactivating users

To disable a user account:
  1. Find the user in the Users table and click Deactivate in the Actions column
  2. Confirm
Deactivating a user immediately revokes all of their active sessions. They are signed out within seconds and cannot log in again until the account is re-enabled. Their history is preserved.

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Impersonating users

The Impersonate button on the Users page allows administrators to log in as another user. This feature is intended for support purposes only — for example, to see exactly what a contractor/supplier sees in order to help them troubleshoot an issue.
All impersonation sessions are logged for auditing purposes. Use impersonation only when you need to assist a user and cannot resolve their issue without seeing their view of the system.
Impersonation is restricted by tenant scope. Administrators can only impersonate contractor/supplier accounts whose company memberships remain within their authorised tenant. Impersonation is blocked when the target belongs to another tenant or spans multiple tenants. Contact RapidCert support if assistance outside your tenant scope is required.
If the impersonation page cannot reach RapidCert, it displays We could not reach RapidCert. Check your connection and try again. Click Try again to retry the same one-time code. Authentication errors do not offer this retry; return to the admin dashboard and generate a new link instead.

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Viewer Accounts

Viewers have read-only access to companies within their assigned client. They are created and managed from the Clients page, not from a separate viewers page.

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Creating viewers

Viewers are added within a specific client’s settings:
1

Open the client

Navigate to Clients in the sidebar and select the client you want to add a viewer to.
2

Go to the Access tab

Select the Access tab on the client page.
3

Add a viewer

Click Add Viewer and enter the viewer’s name and email address. The Send welcome email with login instructions checkbox is ticked by default — untick it if you do not want RapidCert to email the viewer.
4

Save

The viewer is created and assigned to this client. If the checkbox was left ticked, they receive a viewer_invitation email containing a one-time login code valid for 30 days. Their account remains pending until their first successful sign-in.

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Disabling the invitation email

Untick Send welcome email with login instructions in the Add Viewer modal to suppress the invitation email at creation. This is the only way to prevent it — RapidCert does not provide a tenant-wide or client-level toggle that disables invitation emails globally, and an invitation cannot be recalled after the viewer has been created. If you created a viewer without meaning to email them, delete the pending viewer and add them again with the checkbox unticked. To confirm whether an invitation was delivered, open the viewer’s email history from the client’s Access tab.

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Adding viewer access to an existing account

If the email address already belongs to an active or pending contractor/supplier account, RapidCert adds viewer access to that account instead of creating a new one. Their contractor portal access and company memberships are kept.
  • The success message reads Viewer access added to their existing account.
  • The account keeps its existing name. The name you entered in the form is not used.
  • If Send welcome email with login instructions was ticked, they receive the viewer invitation email. Otherwise, they can sign in to the admin portal with their existing email address.
Other existing accounts can’t be given viewer access. The error message shows why:

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Self-registration from whitelisted domains

If a client has whitelisted email domains, people with an email address on one of those domains can sign in to the admin portal without being invited and become viewers for that client:
  • A new email address gets a new viewer account.
  • An existing active or pending contractor/supplier account gets viewer access for that client and keeps its contractor portal access and company memberships.
These viewers usually show Self-registered as their source in the viewer list.
Viewers are scoped to a client — they can see all companies within that client. There is no per-company assignment for viewers.
Pending viewers can request a login code at the login screen. The code is delivered to their email, and the account is activated on first successful login. A request during the cooldown window does not send another email; after the cooldown, the same unexpired code may be sent again.

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Viewer permissions

Viewers can:
  • View all company profiles within their assigned client
  • View evaluation status and certifications
  • View insurance status
  • Download certificates
Viewers cannot:
  • Edit any data in the admin portal
  • Assess evaluations
  • Access companies outside their assigned client
A viewer can also be a contractor/supplier on the same account. See Viewers who also use the contractor portal.

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Per-client evaluation access control

By default, viewers can see company profiles but not full evaluation details. You can enable or disable viewer access to evaluations on a per-client basis using the Allow Viewers to View Evaluations toggle. To configure this:
  1. Navigate to Clients in the sidebar
  2. Open the client you want to configure
  3. On the Access tab, toggle Allow Viewers to View Evaluations on or off
  4. Save
When enabled, viewers assigned to that client can:
  • View full evaluation details (responses, scores, comments)
  • Download certificate PDFs and full report PDFs for approved evaluations
  • Access evaluation history
When disabled, viewers see company profiles and certification status but cannot open individual evaluations. Attempts to access evaluation details return a not-found response rather than an access-denied error, so no evaluation metadata is leaked.
This setting applies to all viewers under the client. You cannot enable evaluation access for individual viewers — it is controlled at the client level.

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Viewing viewer email history

You can view email delivery history for individual viewers to troubleshoot login issues or verify invitation delivery. To access a viewer’s email history:
  1. Navigate to Clients in the sidebar
  2. Select the client the viewer is assigned to
  3. Go to the Access tab
  4. Find the viewer in the list and click View Emails
The email history shows authentication codes and invitation emails sent to the viewer within the last 12 months, including delivery status and whether login codes were successfully used. For full details on viewer email history, see the Email Management guide.

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Removing viewer access

To remove a viewer, open the client’s Access tab, find the viewer in the list, and click the Delete viewer action. In the Remove Viewer dialog, click Remove. What happens next depends on whether the viewer is also a member of any company:
  • Viewer with company access: only their viewer access is removed. They keep their contractor/supplier account and company memberships, and the message reads Viewer access removed. Their contractor access is unchanged.
  • Viewer without company access: the viewer account is deleted, not deactivated. The message reads Viewer deleted.
A person who keeps contractor/supplier access can become a viewer again by signing in to the admin portal if their email domain is whitelisted. Remove the domain from the whitelist if you need to prevent this.

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Authentication & Security

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Passwordless login

All users (admins, assessors, and viewers) sign in using a one-time code sent to their email address. There are no passwords to manage.

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Resetting access

If a user needs a new verification code:
  1. They request a new code at the login screen
  2. The code is sent to their email
  3. No admin action is needed

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Best Practices

Regularly review user accounts and remove access for people who no longer need it.
  • Use appropriate role levels
  • Review access quarterly
  • Deactivate departed staff promptly
  • Limit admin accounts

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Troubleshooting

  • Verify the email address is correct
  • Check the account isn’t deactivated
  • Have them request a new verification code at the login screen
  • For a newly created pending viewer, confirm they are using the invitation email address. Pending viewers can request a code normally; a recent request within the cooldown window is suppressed, and the same unexpired code may be sent again after the cooldown.
  • Check client assignments
  • Verify role permissions
  • For viewers, confirm they are assigned to the correct client
  • Ensure you have selected a valid client before opening the edit viewer modal
  • If you see “Viewer client access could not be resolved”, navigate back to the Clients page and select the correct client
  • The Save Changes button will be disabled until a valid client context is established
  • Check the internet connection
  • Click Try again to retry the same one-time code
  • If the problem continues, return to the admin dashboard and generate a new impersonation link
  • If saving shows “This person also has viewer access”, the user is also a viewer
  • Change their name from the client’s Access tab
  • To change their email, remove their viewer access first, then update the email from the company’s Users tab
  • Deactivate the account
  • Contact support for permanent deletion (if required)

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Next Steps

Settings

Configure platform settings