Single user
The concession holder, the professional
- Your hubs, one per concession
- Invite who you need, section by section
- Deadlines and audit log for each hub
For engineering and law firms
All your clients, every document in its place.
With an organization you manage the hubs of the concession holders you follow from Client management, request documents with a template and see who uploaded what. Client names, templates and outcomes stay encrypted.
Two ways
On your own or as an organization.
The same Pontile, two ways to use it. You can start on your own and create an organization when you need one.
Organization
The firm with many clients
- Owner, administrators and staff of the organization
- One hub per client, managed from Client management
- Request templates, document review, dashboard
- Staff who leave lose access and the keys are rotated
How it works
From the request to the approved document.
- 1
Create the organization
Name your firm and add your colleagues, checking their fingerprints.
- 2
Add your clients
Pontile opens a hub for each client. Invite the concession holder or whoever uploads for them.
- 3
Prepare a template
Folders and required documents, with instructions and how many days they are due in.
- 4
Send the request
The client gets a generic email and finds their list of documents to upload.
- 5
Approve or reject
Open each document in the browser. If it is wrong, reject it with a reason and the client uploads again.
- 6
Follow everyone
Progress per client and across clients. Nudge the ones who are behind with one click.
Client management
Each client, with its record and its hub.
The client record holds internal notes, open and completed requests and progress: documents approved, missing, to review, rejected and overdue. From here you open the hub, send a new request or send a reminder.
Request templates
The list of documents, prepared once.
A template is a tree of folders and slots: “Company register extract”, “Updated cadastral plan”, “Liability insurance”. For each slot you add instructions and how many days after sending it is due. The template stays in the firm’s library, encrypted with the organization key.
On the client’s side
Clients upload each file into its slot.
The client opens “Requests for you” and finds the list, on the phone too: upload a file or take a photo. Each document has its state and, if rejected, the reason.
- To upload
- Uploaded
- Approved
- Rejected
Review
Approve, or reject with a reason.
Open and download each document in your browser. If it is right, approve it; if not, reject it and say why: the reason is encrypted and visible to the recipients of the request, who upload a new version. Every step is signed and kept in the slot history.
Dashboard
Where all your clients stand.
The dashboard brings all clients together: open requests, documents to review, rejected and overdue ones, and the list of what is missing, client by client. It is computed in the browsers of the firm’s members, after decrypting and verifying the data. “Sollecita” (nudge) sends the people who still have to upload a generic email, with no names or details, at most once a day per request.
Confidentiality
What stays encrypted, for organizations too.
The server can see
- who belongs to the organization and which hubs it manages
- that a request exists, its recipients, when it was sent and whether it is open or closed
- how many files are uploaded and when
- the dates of nudges and notifications
The server cannot see
- the organization name, client labels and notes
- templates, request titles and messages
- the names of folders and requested documents, instructions and due dates
- which file fills which slot, outcomes and rejection reasons
What can be inferred
Some things can be inferred from the sequence of events: for example, a new upload right after a review suggests a rejection. We say so because it is true.
Questions from organizations
Does the client know who in the firm can read their documents?
Yes. The members of the organization are listed in a signed chain that the client’s browser verifies: the firm cannot add someone secretly.
What happens when a staff member leaves the firm?
You remove them from the organization: they lose access at once, and the keys of the organization and of every hub they could read are rotated. Whatever they had already downloaded stays with them.
A client already has their own hub: can the firm join it?
For now an organization manages the hubs it creates for its clients. Linking an existing personal hub will come later; meanwhile the owner can invite the firm’s members as individuals.
Bring your firm to Pontile before launch.
A demo on a case like yours: your clients, your request templates.
- Client management
- Request templates
- Dashboard across clients