If you use multiple compliance platforms, there's a mistake waiting to happen that only becomes visible at the wrong moment: access to those platforms is tied to one person rather than to your business. That employee is sick, on holiday, or no longer with the company, and no one else can log in to the platform where a deadline is about to expire or a notification is waiting.
The solution isn't an extra password note, but how you set up access from the start: as something that belongs to the business, with multiple people able to use it, rather than as something that happened to end up in one person's inbox.
How this happens
At most SMEs, whoever encounters the requirement first sets up the account: the office manager who needs to file the product safety report, the HR manager who fills in the processing register. That person creates an account with their own work email address, chooses a password, and moves on. No one thinks at that moment about who else might need access. It works, so it stays that way.
As the number of platforms grows — product safety, packaging, accessibility, personal data — so does the number of these separate, person-specific accounts. No one in the company has a complete overview of which account belongs to which platform and who else can access it.
What goes wrong when that person isn't there
The problem becomes visible at an awkward moment. A colleague covers temporarily and needs to handle an ongoing notification, but can't log in because the account is registered to a personal email address. Someone leaves the company and takes, without anyone noticing, the only access to a platform with them. Or there is a shared password, but no one remembers if it's the current version.
Neither of these situations tells you whether you're meeting an obligation — that depends on the platform and the regulations behind it, and you don't assess that from a login screen. But it does mean you lose valuable time restoring access at a moment when you actually need that time for the work itself.
How to prevent it
The principle is simple: an account belongs to the business, not to a person. That means the account is registered to the company — with chamber of commerce number and VAT number — and multiple people have access to it, even if only one person uses it right now.
It also helps to keep track in one place of which account belongs to which platform and who can access it on behalf of the company. This isn't a legal requirement, just practical management: it prevents access from being lost the moment someone leaves the company or is temporarily unavailable. set up a business account that belongs to your business is a first step in doing that: the account persists regardless of who logs in on behalf of the company.
What reglia does and doesn't do in this
Reglia doesn't replace the platforms themselves and doesn't assess whether you're meeting an obligation — the platforms do that, each for their own field. What reglia does do is provide one business account that belongs to your business rather than to a loose email address, with a company file that each connected platform can read. That way, access no longer has to sit with one person, and you don't have to start from scratch when staff change.
How reglia handles your data and what is and isn't shared, you can read on the page about what reglia does and doesn't do with your data. For questions about access and data security, there's a separate explanation on how reglia handles access and data.
Want to know which platforms are part of reglia and what field they cover? Check out which platforms there are and what they do and decide from there which ones are relevant to your company.