---
id: KB-CL-009
url: https://app.codecontract.io/help/collaboration/when-your-client-uses-their-own-platform
idioma: en
categoria: colaboracion
subcategoria: externos
audiencia: usuario
nivel: intermedio
actualizado: 2026-08-13
tambienEn: [es]
relacionados: [KB-CL-001, KB-CL-008]
citadoPor: [KB-CL-011, KB-CL-012]
---

# When your client uses their own platform

_Uploading the same thing to five different places, and how to stop duplicating._

**Responde a:** my client requires me to use their platform · uploading documents to several portals · every client has their own system · duplicating documentation for clients

You work for five large clients and each has their own portal. All five ask for the same things — insurance, tax clearance, your people's training — and it has to be uploaded five times, with five different renewal calendars nobody keeps together.

## What to separate

| What | Where it lives | Who maintains it |
| --- | --- | --- |
| Your actual documentation | Your case, once | You |
| The copy on client A's portal | Their portal | You, uploading it |
| The copy on client B's portal | Their portal | You, again |

> [!IMPORTANT]
> The mistake is treating the client's portal as where your documentation lives. It lives in yours; portals are copies, and when something is renewed all of them must be updated. If the original lives in five places, there is no original.

## How to stop duplicating the work

1. **One single case of your own** — With the good version of each document and its expiry marked.
2. **A list of where copies exist** — Which client's portal holds which document. Without that list, renewal always gets forgotten somewhere.
3. **On renewal, update all of them** — That is when it gets done, not when a client tells you something has lapsed.

> [!WARNING]
> An expired document on a client's portal can block your site access or your invoice, even if yours is current. For that client, the truth is what is on their portal.

## If the portal allows it

Some clients accept a verification link instead of a copy. It is the best of both: they check on the spot and you stop maintaining copies. Ask: it is granted more often than it is requested.

> [!NOTE]
> If an agent can log into that portal to upload the documentation, this is one of the tasks where it pays off most — mechanical, repetitive and verifiable.

**Can I give the client access instead of uploading?**

It depends on their policy; worth asking.

**What if each portal wants a different format?**

Keep the original and adapt copies; never the reverse.

**How many portals are too many?**

Past three, without a list of where copies exist you will forget one.

## Ejemplos

**A subcontractor renews its insurance and three weeks later a client blocks its site access.**

- Keeps its own case with a list of portals holding copies
- On renewal, updates all five

→ Stops discovering through blocked access that one was forgotten.

**Five clients each have their own portal and the team maintains the same documentation in six places.**

- Keeps a single current file of your own
- Uploads to each portal from there, not from loose folders
- Records what was uploaded to each and when

→ Renewal happens once and gets replicated, instead of being repeated five times in different versions.

**A document is renewed and updated in only three portals.**

- Checks which clients it must be replicated to

→ No client is left holding the old version.

**Each portal asks for the same document under another name.**

- Keeps the original and adapts on upload

→ The underlying work happens once.

**The client's portal rejects the document without saying why.**

- Asks the specific reason before re-uploading

→ The second attempt is aimed.

**Nobody knows what expires in which portal.**

- Records expiries in your own file

→ One warning covers every portal.

**The client changes portal and everything starts from zero.**

- Keeps your own file independent of the portal

→ The client's change does not cost you the history.

**Two people upload different things to the same portal.**

- Assigns an owner per client

→ The portal receives a coherent version.