External Access Portal

What this guide covers: inviting an outside party to a narrow, read-only view of specific movements, permits, or holdings; accepting that invite; using the scoped access portal — including submitting offload-receipt evidence for a movement; how an internal employee reviews and decides that evidence; and revoking access.

What it doesn't cover: the separate accountant-access grant, general movement/permit recording, or the public verification links and live tracking shares covered in Location Verification & Movement Tracking. Those are for sharing a permit or a live position with anyone, no login required. This guide is about giving one named outside party an actual, revocable, logged-in view into specific records — a different, stronger kind of access.

Why this exists

Some of the people who need to see a piece of your livestock movement data are not your employees. A transporter needs to confirm which movement they're hauling. A veterinarian needs to check a permit before signing off on an animal. A receiving abattoir wants to see a movement's status before the truck arrives. A laboratory or auditor may need to look up a specific record for their own compliance purposes.

None of these people should get a full Agribantu employee account — that would hand them far more than they need, and far more than you'd want to be responsible for. But a public, no-login verification link (as used elsewhere in Agribantu — see Location Verification & Movement Tracking) isn't always right either: sometimes you want the other party to actually sign in, so you know exactly who looked at what, and so you can revoke access the moment it's no longer needed.

External Access is that middle ground: a named person, invited by email, gets a scoped, logged-in portal that shows only the specific movements, permits, or holdings you named, and only the actions you explicitly ticked — nothing else in your organisation is visible to them, ever.

Key concepts

Creating an External Access Grant

For grant issuers. Org admins and owners should expand LITS in the left navigation by clicking its right-pointing chevron, then select External Access near the bottom of the expanded group, immediately above LITS Settings. Scroll within the navigation if the group extends below the screen. Authority officers use Authority Command Centre → External Access. Both entries lead to the same page; the system decides which organisations you're allowed to create grants for.

A.1 What you're looking at

A table of every grant your organisation (or, for an authority officer, your jurisdiction) has issued: invited email, subject type, status, allowed scopes, how many resources it covers, and its expiry date.

A.2 Creating a grant

1. Click New Grant (top right).
2. Enter the invited email address — this must be the exact email the recipient will sign in with. Case and whitespace don't matter, but the address itself must match precisely.
3. Choose a subject type: Transporter, Receiver, Veterinarian, Laboratory, Auditor, or Other. This is for your own record-keeping — it doesn't grant any capability by itself.
4. Tick one or more scopes — only these named actions will be allowed, on only the resources you list below:
   • Read movements — status, dates, and permit number for the named movements.
   • Read permits — the named permits only.
   • Read holdings — the named holdings only.
   • Confirm offload — lets the recipient submit receipt evidence (condition on arrival, quantity received, any discrepancy, optional photo/signature document references) for a named movement once it has been loaded and dispatched. This is evidence, not a completed movement — see Part C.4 and Part D. An internal employee at your organisation must still review and approve it before the movement is formally marked received.
5. Paste in the actual Movement IDs, Permit IDs, and/or Holding IDs (comma-separated) this grant should cover. At least one resource ID is required in at least one of these three fields. There is currently no picker to browse and select these visually — you need to already have the ID from elsewhere in Agribantu.
6. Set an expiry date. This is the outer limit for the whole invite — after this date, the grant stops working permanently, whether or not it was ever accepted.
7. Click Create grant.

The new grant appears at the top of the list with status Pending.

A.3 Sending the invite

Agribantu does not email the invite for you. Click the link icon (visible only while a grant is Pending) to copy the invite link to your clipboard, then send it yourself — by text message, email, WhatsApp, or however is convenient. Anyone who opens it will be prompted to sign in with the exact email address the grant was created for.

Accepting Your Invite

For external recipients. This part needs no prior Agribantu knowledge — it's written for the first time you ever open an invite link.

B.1 Opening the link

Open the link the organisation sent you. You'll land on a page titled External Access Invite.

• If you're not signed in, you'll see "Sign in to accept this invite" with two buttons: Sign in (if you already have an Agribantu account) or Create an account (if you don't). Either way, use the exact email address the invite was sent to — signing in with a different email will not work.
• Once you're signed in, the page automatically attempts to accept the invite — you'll briefly see "Checking your invite…", then either land straight on your scoped portal, or see an error if something's wrong (see Part G for what each message means).

B.2 After accepting

You're taken straight to your scoped access portal — see Part C. From this point on, as long as you stay signed in on this device, you don't need to do anything else; your access lasts until the grant's expiry date without needing to repeat this step.

Using Your Scoped Portal

For external recipients. Once your invite is accepted, this is the only part of Agribantu you'll ever see — there's no employee dashboard, no other menus, just your own scoped access.

C.1 The access summary

At the top of the portal, a card shows:

• Granting organisation — who invited you.
• Your role — the subject type you were invited as (Transporter, Veterinarian, etc.).
• Access ends — the exact date/time your access expires, plus a plain-language "days left" count.
• Active scopes — the specific actions you're allowed (e.g. "Read movements").
• Assigned resources — how many movements, permits, and holdings are in scope for you.

An informational banner above this reminds you: "You are viewing scoped external access. Only the resources and actions your invite named are shown here — nothing else in this organisation is visible to you."

C.2 The movement list

If your grant includes movement access, a Movements table lists exactly the movements named in your grant — permit number, status (Pending, Loaded, In Transit, Arrived, or Cancelled), and departed/arrived timestamps. Click View on any row to open a detail card with the same four fields. No other movements in the organisation are listed here, regardless of how many exist.

C.3 Signing out

The usual account menu (top right) still lets you sign out. Once you sign out, reopening your original invite link will not sign you back in — if you need access again after signing out, ask the organisation that invited you for a new invite.

C.4 Confirming receipt of a movement

If your grant includes the Confirm offload scope, an opened movement's detail card shows a Confirm Receipt button whenever that movement's status is Loaded or In Transit — i.e. it has been dispatched but not yet marked received. The button does not appear for a movement that is still Pending (hasn't departed yet), or one already marked Arrived or Cancelled.

Clicking Confirm Receipt opens a form:

• Received at — date and time you took receipt. Required.
• Condition on arrival — Good, Injured, Distressed, Deceased, or Other.
• Quantity received — optional.
• Discrepancy checkbox — tick this if what arrived doesn't match what you expected, then describe it in the text box that appears. Required if the box is ticked.
• Notes — optional free text for the reviewer.
• Photo document ID / Signature document ID — optional. These are not upload fields; they're for pasting the ID of a document already stored elsewhere in Agribantu, if one exists and was shared with you separately.

You cannot set or change where the movement is going, which permit it's under, or any other record-level detail — those are always taken directly from the movement itself, not from anything you type. Once submitted, you'll see a confirmation message and cannot edit or withdraw what you sent; if something was wrong, tell the organisation directly so their reviewer can reject it with a reason and you (or they) can re-check the shipment. A given grant can submit only one confirmation per movement.

Reviewing Offload Confirmations

For internal employee reviewers. This part is for people inside the organisation that issued the grant — not for external recipients, who only ever submit evidence (Part C.4) and never see this queue.

D.1 Where to review

Expand LITS in the left navigation and select Review Queue, then open the External Confirmations tab alongside the existing Event Reviews tab. A pending count badge shows on the tab itself when there's evidence waiting.

D.2 What each entry shows

Every submitted confirmation lists: the condition on arrival, quantity received (if given), any discrepancy and its description, notes, referenced evidence document IDs, a permit warning if the movement's permit has expired or gone inactive since dispatch, a GPS arrival-detected badge if an independent tracking share happened to also detect arrival (informational only — it never drives the decision), when it was submitted, and — once decided — when and with what outcome.

D.3 Approving

Click Approve to accept the evidence and formally complete the movement in one step: the movement is marked Arrived, and the animal's recorded location updates to the movement's destination. This is a deliberate, individually-audited action — there is no automatic or bulk approval, and nothing about the evidence (including a GPS arrival badge) ever approves itself.

D.4 Rejecting

Click Reject and type a reason — a reason is required. Rejecting does not alter the movement itself in any way; it only records that this particular piece of evidence was not accepted. The external submitter is not automatically notified beyond what you separately tell them.

D.5 Who can approve

Approval requires both the standard review permission and movement-write permission, since approving is what actually completes the movement. An Authority officer reviewing compliance elsewhere in Agribantu cannot approve or reject a confirmation from the Authority side — that capability stays with your own organisation's employees only (see Part F for what Authority can see).

Managing and Revoking Access

For grant issuers.

E.1 Reading grant status

E.2 Revoking a grant

Click the ban icon ("Revoke") next to any Pending or Active grant. Confirm in the dialog — this immediately blocks any active or pending session for that email. This cannot be undone. If the recipient needs access again later, create a brand-new grant (Part A); the old, revoked one can't be reactivated or edited.

E.3 There is no edit — only create and revoke

You cannot change a grant's scopes, resources, or expiry date once created. If you need to adjust any of those for someone who already has access, revoke the existing grant and create a new one with the settings you actually want.

Privacy: What You Can and Cannot See

As an external recipient, your scoped portal is deliberately narrow. You will only ever see:

• The specific movements, permits, or holdings your grant named — never a full list of the organisation's records.
• For a movement: permit number, status, and departed/arrived timestamps only.

You will never see: driver identity, vehicle registration, animal-level detail, live GPS position, financial information, other employees, or any other part of the organisation's Agribantu workspace — the scoped portal has no navigation to any of it.

If you submit offload-receipt evidence (Part C.4), it is visible only to your organisation's own internal reviewers (Part D) — not to any other external recipient, and not back to you once submitted beyond the confirmation message shown at the time.

As a grant issuer, the same narrowness protects you: a grant can never accidentally expose more than the specific scopes and resource IDs you explicitly typed in. There is no "grant everything" option and no scope that implies broader access than its own name describes.

A government authority official reviewing your organisation's compliance elsewhere in Agribantu can see, for a movement with submitted offload evidence: that a confirmation exists, its current status (pending, approved, or rejected), whether it flagged a discrepancy, and when it was submitted and reviewed. They cannot see the evidence itself — the condition reported, quantity, notes, discrepancy description, evidence document references, who submitted it, or who reviewed it — and they cannot approve or reject anything; that stays entirely with your own organisation's employees.

Troubleshooting & FAQ

Quick Reference

Where to find each feature

The golden rule, restated once more: a grant only ever shows exactly what its issuer typed in — the scopes ticked and the resource IDs listed, nothing implied and nothing more. An invite link only ever activates a session once; after that, staying signed in is what keeps access working, not the link itself. And submitted offload evidence is never, by itself, a completed movement — only an internal employee's approval makes it one.