This article is for Pass Admins who want to invite their employees to activate a Port Pass.
Inviting a Pass Holder will:
Create a Pass Holder record for that person
Send them an activation mail so they can complete their activation
Set their pass state to
Awaiting Activation
Where to invite a pass holder
When you freshly created a new account, you'll see an empty Pass Holder overview screen. Click the + Add Pass Holder button to add your first Pass Holder.
Step 1: Enter personal details
The first step is entering the Pass Holder details:
First Name
Last Name
Email address
All of these fields are mandatory. If any is missing, you cannot continue.
🔄 When a Pass Holder already exists in your company with the same first name, last name and email address you will get a warning.
Step 2: (Optional) Add identification details
The next section only is visible when you are requesting All Access passes.
First select the Nationality of your the Pass Holder you are inviting.
What you have to fill in next depends on your choice:
If the Pass Holder is Belgian, you must fill in the ID Card Number or National Registry Number.
For any other nationality:
You must fill in at least one of:
ID Card Number
Passport Number
🔐 These identification numbers will be checked during activation. The document your Pass Holder will scan must match the information you provide.
Step 3: Choose the pass type
In the Pass Type section, please choose:
Pass Type | Validity | Note |
Year Pass | 1 year from activation | Can be used unlimited |
Day Pass | 1 day from first entry | A Pass Holder only can be invited for a day pass twice a year |
Step 4: Send the invitation
Click Add to invite your employee to activate their Port Pass. This will:
Send an invitation email to your employee
Add the employee to the list overview with the Awaiting Activation state
The invitation email contains a link with a personal activation link and clear instructions:
Why they are receiving a Port Pass
They must complete an identity and biometric check
Which ID documents they need
A secure link to start the activation flow on a device with a camera
ℹ️ The activation flow works best on mobile devices with a camera. Please inform your employees to use mobile devices as much as possible.
If something goes wrong
My employee did not receive an email
Ask them to look into their spam folder
If they still cannot find them, you can resend the email by clicking Resend Activation Email in the action menu on the pass
You made a typo in the email address
As long as your employee has not activated the pass and the pass is still in the Awaiting activation state, you can open the invitation by clicking on the employee's name. There you can edit the e-mail address and resend the invite.