Access management roles

On this page

Full access manager

What it is, who can become one and how

A full access manager is a user, a director or an authorized agent, such as an officer within the corporation, who is responsible for managing the access permissions for that corporation. A user in this role is a self-filer who can add, remove, promote or demote a user's or a registered intermediary (RI) organization's access to file on behalf of a corporation. There can be more than one full access manager.

Although you can allow your corporation's RI to file transactions on behalf of the corporation by granting them access, they cannot be your full access manager. RIs can have the role of RI access managers or RI collaborators. Only a director or authorized agent such as an officer within the corporation can be a full access manager. The granting of status of new RIs is suspended until further notice.

For existing corporations

If you are a director or authorized agent of the corporation, there are 3 ways you can become a full access manager or assign the role to another user in your corporation:

  • through the "Assign a full access manager" Quick link in the Online Filing Centre
  • by filing a transaction online that requires a corporation key
  • by sending a request to the current full access manager to ask to be given the role

For new incorporations

You can become a full access manager or assign the role to another user through one of these 3 services on the Online Filing Centre:

  • incorporation
  • continuance import
  • amalgamation.

The linking step is part of these services' process.

You are not required to select a full access manager immediately; you can think about it or discuss it with other directors, officers or members of the corporation and make your choice the next time you visit the Online Filing Centre.

Requirements to become a full access manager

Any director or authorized agent such as an officer within the corporation can be a full access manager. Registered intermediaries can also be full access managers, as long as they are the director, an authorized agent or an officer of that corporation.

RIs who only represent the corporation cannot be selected as full access managers. RIs can be RI access managers or RI collaborators.

In order to be a full access manager, you first need to access the Online Filing Centre via your My ISED Account.

Why it is important to have a full access manager

A full access manager will allow a corporation to use digital online tools to manage permissions of other people in the corporation, without needing to share their corporation key. Only the full access manager can manage who is able to file on behalf of the corporation. This role provides the corporation with greater control to give or remove permissions and manage access to the online transactions and profile of the corporation.

What can a full access manager do

  • Promote a self-filer user's access from a filing collaborator to a full access manager.
  • Demote a self-filer user from a full access manager to a filing collaborator. 
  • Remove a filing collaborator.
  • Add/remove an RI organization.
  • See the permissions history of the corporation in the Shared access and permissions dashboard.
  • Change, remove or demote their own access. If they are the last or only full access manager for the corporation, it is recommended that they should first assign the full access manager permission to someone else who is part of their corporation before removing their own access. Doing so allows for users to continue to be added, removed or have their permissions updated.

Difference between a full access manager and a director

  • A director is a person elected by the shareholders of a corporation. It can also be a user named in the first board of directors when the corporation first comes under the jurisdiction of the Canada Business Corporations Act or Canada Not-for-profit Corporations Act. They oversee the management of the corporation.
  • A full access manager is a user who is responsible for giving and removing access and setting permissions online for the corporation on the Online Filing Centre. They can also file transactions and view the history of transactions for the corporation. A full access manager doesn't need to be a director.

Number of full access managers per corporation

There is no limit on the number of full access managers a corporation can have. A registered intermediary that represents and files on behalf of the corporation cannot be assigned this role. RIs can have the role of RI access managers or RI collaborators.

Who has the authority to choose a full access manager

If you are a director or authorized agent such as an officer within a corporation that does not yet have a full access manager, you will be prompted to select a full access manager once you have used the corporation key to make an online transaction.

Removing a full access manager

You can remove your access as a full access manager by visiting your Shared access and permissions dashboard and removing the linked corporation. Any full access manager can remove or demote other full access managers to filing collaborators through the "Manage shared access and permissions" link in the Quick links box. As the last or only full access manager, it is recommended to first assign the full access manager permission to someone else who is part of their corporation before removing its own access.

When a full access manager removes a user's access

If a full access manager removes a user's ability to give or remove the access of other users, that demoted user can link themselves again if they have the corporation key. In this case, it's important that the full access manager request a new corporation key and remove that user from the Shared access and permissions dashboard. Only the full access manager can remove users. When a corporation key is reset, other users linked to the corporation with that key will remain linked and their access will not change.

Corporation key

What to do with your corporation key after you link your credentials to your corporation

As a self-filer or registered intermediary, when you use the corporation key to file a transaction on the Online Filing Centre, you automatically link yourself to the corporation you are filing for and are no longer required to use the key for future online transactions with that corporation. However, we recommend to keep the corporation's corporation key in your files. You still need the corporation key for certain transactions filed via email or mail. If you have misplaced your corporation key or need a new one, visit Corporation key.

Resetting a corporation key

If a colleague from your corporation or a Corporations Canada agent resets the corporation key, you will not lose your online access or link to the corporation. This also applies to registered intermediaries.

Filing collaborator

What it is, who can become one and how

A filing collaborator is a user who files transactions on behalf of a corporation (also known as a self-filer). A self-filer needs to have the corporation key or needs to be given permission to file by the full access manager. They can also request to the corporation's full access manager to be promoted to the full access manager role. They can remove their own access from a corporation, and can also make themselves a filing collaborator again by using the corporation key to link to the corporation.

Once you use your corporation key to file a transaction on the Online Filing Centre, you will have linked yourself to this corporation and automatically have been made a filing collaborator simply by using the key.

Difference between a filing collaborator and a full access manager

A filing collaborator is a user who has been granted access to file on behalf of a corporation. A full access manager is this as well as being responsible for managing the access and permissions for that corporation.

Registered intermediary (RI) access manager

What is it, who can become one and how

A RI access manager is the primary contact in a registered intermediary organization. A user in this role can file transactions on the Online Filing Centre, and add, remove, promote or demote a RI user's access to file on behalf of a corporation. They can see all the corporations that the RI organization is linked to and can remove a RI organization from the corporation list. They are also responsible for giving and removing access and setting permissions for any RI user within their RI organization.

The RI access manager will be able to see in their Representative dashboard when a RI user links their My ISED Account to a corporation. The Representative dashboard is located in your ISED Account profile, which can be accessed by signing into the Online Filing Centre and then clicking on your name tab on the top right-hand side of the screen.

What can a RI access manager do for the registered intermediary organization

  • Obtain access by filing a transaction online that requires a corporation key.
  • Once access to a corporation is granted, they can assign access to a corporation to a RI collaborator.
  • Promote a RI collaborator user to a RI access manager.
  • Demote a RI access manager to a RI collaborator. 
  • Remove a RI collaborator.
  • See the corporation(s) that granted access to the RI organization in their Shared access and permissions dashboard and the Representative dashboard.
  • See the RI organization users and permissions in their profile's Representative dashboard.
  • Change, remove or demote their own access. Note: If they are the last or only RI access manager for the RI organization, they will be prompted to assign the RI access manager permission to someone else who is part of their organization.

Number of RI access managers per RI organization

There is no limit on the number of RI access managers a RI organization can have. A corporation cannot be assigned the role of RI access manager. The corporation can have the role of full access manager and filling collaborator.

Removing a RI access manager

You can remove your access as a RI access manager by visiting your profile's Representative dashboard and removing yourself from the RI organization. Any RI access manager can remove or demote other RI access managers to a RI filling collaborator through the Representative dashboard. If you are the last or only RI access manager, you will be prompted to assign the RI access manager permission to someone else who is part of your organization before removing your own access.

For any additional questions or concerns, RIs can contact ccregisteredintermediarykeys-cledintermediairesenregistresdecc@ised-isde.gc.ca.

Registered intermediary (RI) collaborator

What is it, who can become one and how

Any user within a registered intermediary organization can become a RI collaborator. The RI access manager can grant access to a RI user to become a RI collaborator. A RI collaborator can file transactions on behalf of the corporation and can see corporations assigned to them. When a RI user is linked to a corporation, it automatically links the RI organization they belong to as a RI collaborator.

Getting access to a corporation

If you are a RI access manager or RI collaborator of the RI organization, there are 3 ways you can get access to file on behalf of a corporation:

  • Obtain access once you use the corporation key to file a transaction on the Online Filing Centre, as your RI organization will have been linked to this corporation.
  • Request access through the "Manage corporations" Quick link on the Online Filing Centre. You will need the corporation key.
  • Obtain access through one of these 3 services on the Online Filing Centre:
    • incorporation
    • continuance import
    • amalgamation.
    The linking step is part of these services' process.

Assigning a full access manager

If you are a RI access manager or RI collaborator of the registered intermediary organization, there are 3 ways you can assign the first full access manager on behalf of the corporation:

  • Through the "Assign a full access manager" Quick link on the Online Filing Centre
  • By filing a transaction online that requires a corporation key
  • Through one of these 3 services on the Online Filing Centre:
    • incorporation
    • continuance import
    • amalgamation.
    The linking step is part of these services' process.

How to add an employee to my RI organization so that they can also file on the Online Filing Centre

The RI access manager can add a user (a new RI organization employee) in their ISED Account's Representative dashboard. If the new employee already has a My ISED Account, the RI access manager can assign them the RI collaborator or RI access manager permission automatically. If the new employee doesn't have an ISED Account, they will receive an email invitation to create one. Once the new employee creates their ISED Account, they should ask their RI access manager to add them to the RI organization.  

For any additional questions or concerns, RIs can contact ccregisteredintermediarykeys-cledintermediairesenregistresdecc@ised-isde.gc.ca.

Related information

 Report a problem
Date modified: