Board portal

Use the Corporify portal as a secure board portal to safely share important documents and corporate information with the board. 

Below you can find a step by step guide on how to open the board portal:

1. Prepare portal
2. Prepare documentation and folders
3. Open the portal

Below we have added a guided tour of how the board portal could look like. Please note that the example below is for illustrative purposes. Your own view in the portal may differ based on the specific information you would like to open.

For a guided tour, click 'Start' below.

 

1. Prepare portal

1.1 Portal Banner

You can customize the look and feel to align with your company’s branding. This not only reinforces your brand identity but also builds trust and credibility for the board members. Here you can find a step by step guide on how to add your branding. 

1.2 Portal notification

Portal users will receive an email notification whenever new documents are made available in the portal. Notifications are sent overnight. If multiple documents are added in one day, only a single email notification will be sent that night. Portal notification are sent with the mailbox that is connected to your silo. You can find more information here. 

By default, portal notifications are enabled. You can further tailor these notifications by incorporating your company logo, adding your signature and customizing the default notification text.

1.3 Watermark

You can enhance document security by adding a watermark to any PDF that is accessible through the portal. The watermark includes the following details:

• Full name of the portal user
• Date and time of access
• Email address of the portal user

1.4 Custom widget

It’s possible to add a custom tile to your portal, linking directly to any webpage you choose, such as your latest newsletter or a specific page on your website. 

 

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2. Prepare documentation and folders

2.1 Default folder structure

If necessary, adjust the default folder structure to ensure it aligns with your board meeting preparation process. So that every folder needed for the meeting is clearly organized and easily accessible. This structured approach will support efficient document sharing and streamlined meeting workflows for the board.

Below you can find a step by step guide on how to adapt the default folder structure.

For detailed instructions, click 'Start tutorial' below.

 

2.2 Edit columns

Make sure to edit your columns of your document room so the following column is visible: portal visibility. This way, you can easily track when you upload a document to a specific folder whether it is visible in the portal. 

Below you can find a step by step guide on how to edit the columns of the documents room.

For detailed instructions, click 'Start tutorial' below.

 

2.3 Prepare documentation

Prepare and upload all documentation for the next board meeting. For example:

• Create a new folder to collect all information for the next board meeting. If you want to create a folder that should be available for all entities, we recommend adding it through step 2.1 by adapting the default folder structure. If the folder is specific to this entity, you’ll find a step by step guide below on how to create a separate folder;
• Upload the necessary documents;
• Create the template for the board meeting minutes;
• Adapt the minutes in word using our office 365 integration.

Below you can find a step by step guide on how to create a new folder in the document room.

For detailed instructions, click 'Start tutorial' below.

 

2.4 Create portal widget

You can create an additional portal widget from any document folder. This feature allows you to highlight important documents directly on the portal’s overview page, making it easier for the board members to find the documentation regarding the board meeting without navigating through the different document folders.

For example: 'Prep BoD' 'Prep BoD - 08/10/2025'

Below you can find a step by step guide on how to create a portal widget.

For detailed instructions, click 'Start tutorial' below.

 

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3. Open the portal

3.1 Board members

Before inviting board members to the portal, verify that each member’s email address is registered in Corporify.

Below you can find a step by step guide on how to add an email address.

For detailed instructions, click 'Start tutorial' below.

 

3.2 Test the portal with your own email address

We recommend you to test the portal with your own email address. That way you can see what information you want to open in the portal and what information the board members will see. For example you can open the following widget in the portal:

• Company information: centralizes the basic information of the entity such as enterprise number, address, etc
• Equity: where you can access the different registers such as the information of the entire share register.
• Governance: provides an overview of the governing bodies, including the different mandates assigned to each body.  
• Delegations of authority: displays all delegations of authority together with the persons to whom they are assigned.
• Documents: here you can see the corporate documents. You can choose, folder by folder, which ones are accessible to each portal user.
• Custom widgets of a document folder: direct link to a folder in your document room with the preparation of the board meeting.
• Custom widgets of any webpage you choose: direct link to for example your latest newsletter or a specific page on your website.

Below you can find a step by step guide on how to add a portal user (define a custom user).

For detailed instructions, click 'Start tutorial' below.

 

Below you can find a step by step guide on where to find the portal when you are logged in as a platform user.

For detailed instructions, click 'Start tutorial' below.

 

3.3 Add portal user

Now you have prepared the portal and the documents, you can open the portal for the board members. 

We advise notifying board members that they will receive an email from noreply@corporify.com to activate their account and to ask them to check their spam or junk email folder if they have not received the invitation. If any member needs support during the activation process, a step-by-step tutorial is available to assist them.

Below you can find a step by step guide on how to add a portal user.

For detailed instructions, click 'Start tutorial' below.

 

3.4 Monitor portal access logs

Within the silo settings, you can view all portal users and track whether they have activated their accounts or accessed the portal. This allows you to verify that board members have accessed the board meeting preparations.

Below you can find a step by step guide on where to find an overview of portal access and logins.

For detailed instructions, click 'Start tutorial' below.

 

Questions?

Reach out to support@corporify.com if you have any questions or need assistance.