Coorvia Help FAQ Contact

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Everything you need to coordinate with your clients and suppliers in Coorvia: how things are done, which rules apply and what to do if something does not work as you expect.

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To begin with

What Coorvia is

A platform for coordinating business activities (CAE, in Spanish): the company that hires asks the company working for it for documents, reviews them and gets notified before they expire. No spreadsheets, no emails with attachments.

Once, for everyone

Each company keeps its workers, equipment and documents just once and shares them with whoever hires it.

Who complies, at a glance

The client sees what is missing, what is waiting for review and what expires soon in each contract.

Everything is recorded

Reviews, communications and changes are recorded with who made them and when, so you can prove the coordination took place.

Coorvia is a tool that helps you comply with Spanish Royal Decree 171/2004: it does not replace each company's judgement or obligations. It is available in Spanish, Catalan and English.

Vocabulary

Concepts and roles

Everything revolves around a contract: one company hires another to work at one of its sites, requires documents from it and reviews them.

ClientHires the work and requires the documents.
SupplierDoes the work and submits the documents.
Site ownerIn a subcontract, the company that owns the work centre. It also sees the documents.
Active companyThe company you are working with right now. You change it from the header.
RequirementWhat is required: a document type, from whom and whether it is mandatory.
RequestA requirement applied to someone specific: the company, a worker or a piece of equipment.
DocumentA file with its versions and its expiry date.
Special activityWork at height, confined spaces… It lets you request documents only from those who do that work.
VerifiedCoorvia has checked that company's tax details.

Roles within your company

Administrator

Everything

  • Manages the team and roles
  • Company profile and verification
  • Accepts contract invitations
  • Sees the activity log
Manager

Keeps the data up to date

  • Work centres, workers, equipment and documents
  • Contracts, requirements and reviews
  • Communications, preventive actions and PPE
Collaborator

Read only

  • Sees everything in their company
  • Cannot create or change anything
Getting started

Get started in five steps

In a few minutes your company is ready and your team is on board.

  1. Sign in with your email at Coorvia ID. Your account is created the first time; Coorvia does not store passwords.
  2. Register your company: company or self-employed, legal name, tax ID and contact email. You become its administrator.
  3. Complete the profileSettings → Company: logo, contact details and how many days in advance to warn about expiries.
  4. Invite your teamSettings → Team: by email and with a role. Each person signs in with that same email.
  5. Request verificationSettings → Company: upload your tax ID card or a certificate from the Spanish Tax Agency.

Verification

Optional, but it builds trust with other companies.

Not verified  →  Pending  →  Verified

If it is rejected, it goes back to «Not verified» with the reason. Not being verified does not limit anything.

Tax IDs are unique

If your tax ID is already in Coorvia, the registration is not completed and we will not tell you who has it: ask an administrator of that company to invite you.

Your organisation

Work centres, workers, equipment and documents

You add them once and reuse them in all your contracts.

What you can add

  • Work centres: warehouse, construction site, office…
  • Workers: the internal code cannot be repeated
  • Equipment: vehicles, machinery and more; the registration number cannot be repeated
  • Your own document types and special activities

Documents

  • One per type and subject: uploading another creates a new version
  • PDF, JPG or PNG up to 20 MB
  • Expiry date required if the type demands it
  • Current Expiring soon Expired

Nothing is deleted: work centres, workers, equipment and types are deactivated and can be reactivated. «Expiring soon» means it expires within the next 30 days.

Contracts

How a contract works

Each company does its part: the client decides what it requires and reviews it; the supplier assigns its people and submits the documents.

If you are hiring

  1. Create the contract: work, centre, dates and activities.
  2. Invite the supplier with its tax ID and an email.
  3. Set the requirements: which documents you need and from whom.
  4. Review what is submitted: accept it or reject it with a reason.
  5. When the work is finished, close the contract.

If you work for another company

  1. Open the link in the email with an administrator user.
  2. Check the details and accept (or reject) the invitation.
  3. Assign the workers and equipment that will be there.
  4. Submit the documents you are asked for.
  5. Fix what was rejected and renew what expires.
A contract only becomes active when the supplier accepts No supplier Pendingacceptance Active Closed Rejected Suspended invites accepts closes final cancels the invitation rejects invites another suspends reactivates closes
The supplier sees nothing until it accepts. The client decides when to suspend, reactivate or close; closing is final.

Invitation rules

  • They expire after 14 days; they can be resent or cancelled
  • Only an administrator of the company with that tax ID can accept
  • If you invite another company while one invitation is pending, Coorvia warns you before replacing it

Subcontracting

  • The supplier can subcontract if the contract allows it (from 1 to 10 levels)
  • The subcontract inherits the activities and requirements of the main contract
  • The site owner also sees the documents

The work centre and the subcontracting levels cannot be changed after the contract is created. Assigning staff, submitting documents and sending communications is only possible while the contract is active.

Documents

Submitting and reviewing documents

The supplier is compliant when everything mandatory is accepted and current. The contract page summarises it as «X of Y documents accepted».

  1. The supplier uploads the document on the page of the company, the worker or the equipment.
  2. It submits it in the contract: Coorvia suggests the current version.
  3. The client reviews it: it accepts it or rejects it, explaining what to fix.
  4. If it is rejected or expires, the supplier uploads a new version and submits it again.
StatusWhat it meansWho acts
PendingNothing has been submitted yet.The supplier
To reviewIt has been submitted and is waiting for review.The client
AcceptedCorrect and current.Nobody, until it expires
RejectedIt needs fixing; the reason is shown on the request.The supplier
ExpiredIt was accepted and its expiry date has passed.The supplier

The same version cannot be submitted twice: upload a new one. For medical fitness, the «fit for work» certificate is enough; do not upload medical reports.

AEAT certificate for contractors: automatic check

If you upload the PDF exactly as you download it from the AEAT (Spanish Tax Agency) website, Coorvia reads it and you do not need to enter the dates.

When you upload it

  • It must be issued to your tax ID
  • It must be positive (you are up to date)
  • It cannot be expired: it is valid for 12 months from issue
  • The issue and expiry dates are filled in automatically

When you submit it

  • The certificate names the company that hires you: it can only be submitted to that client
  • The client sees Checked and the CSV code, with a link to verify it at the AEAT
  • A scan cannot be read: it stays «Not checked» and is reviewed manually
Communications

Coordination communications

The prevention information that the client and the supplier exchange, with proof of who read it and when.

What is sent

Risks, preventive and emergency measures, instructions or remarks. Up to 5 attachments and 20 MB in total.

Who receives it

The other company: a notification in the bell and an email to its administrators and managers.

Read receipt

The recipient confirms they have read it. The person and the date are recorded.

Once sent, a communication cannot be changed or deleted. Only the client and the supplier of that contract can see it.

Prevention

Preventive actions and PPE

Internal tools for your company: nobody outside can see them.

Preventive actions

What needs to be done, where, who is in charge and by when.

Open → In progress → Closed  or  Cancelled

  • Low, medium or high priority
  • The person in charge gets a notification
  • Overdue actions appear in the daily summary
  • To change a closed action, reopen it first

PPE deliveries

What is handed to each worker, with the signed receipt.

  • Load the usual PPE from the catalogue in one go
  • Replace: a new delivery replaces the previous one
  • Void a delivery recorded by mistake: it is not deleted, it stays voided with the reason
  • «Void and record the correct one» fixes it in one step
Notifications

Notifications and emails

Coorvia tells you what needs your attention, both in the app's bell and by email.

In the app

  • The bell shows the latest 20 notifications and how many are unread
  • «View all notifications» opens the history, with search and filters
  • Clicking a notification opens what it refers to

Daily summary · 7:00

Documents that have expired or are about to, rejected documents, documents waiting to be submitted or reviewed, and overdue preventive actions. Only on days with something pending, to administrators and managers.

EmailTo whomCan it be turned off?
Contract invitationThe email address enteredNo
Reply to the invitationWhoever sent the invitationNo
Team invitationThe invited personNo
New communicationAdministrators and managers of the receiving companyYes, in your profile
Daily summaryAdministrators and managersYes, in your profile

Each email arrives in your profile's language and carries the logo of the company that sends it. The sender is DoNotReply@coorvia.app: check your spam folder if they do not arrive.

Your profile

Profile, language and appearance

Open it from your name at the bottom of the side menu. These are your personal preferences.

Language

Spanish, Catalan or English. It is saved in your account and sets the language of your emails.

Appearance

Light, dark or matching your system. The sun and moon button in the header switches it instantly.

Email notifications

Turn the daily summary and communication emails on or off.

If you leave a form with unsaved changes, Coorvia asks you before discarding them.

Activity log

Who did what and when

Administrators can see everything that has happened in their company in Settings → Activity log: additions, field-by-field changes and deactivations, with the person and the date.

The log cannot be changed or deleted. You can search by date and by type of data; each search shows up to the 1,000 most recent events.

Rules and limits

Rules and limits

What most often explains why Coorvia will not let you do something.

WhatRule
Company tax IDUnique in Coorvia
Administrators per companyAt least 1
Company logoPNG or JPG, up to 2 MB
Expiry warning1 to 180 days before (30 by default)
Team invitationExpires after 7 days
Contract invitationExpires after 14 days
Subcontracting levels1 to 10
Documents and attachmentsPDF, JPG or PNG, up to 20 MB
Attachments per communicationUp to 5 (20 MB in total)
Text of a communicationUp to 10,000 characters
Rejecting a document or voiding PPEA reason is required
Closing a contractFinal
Security and privacy

Your data, kept safe

  • Each company only sees its own data and what others share with it in a common contract
  • Sign-in with Coorvia ID; we do not store passwords
  • Everything encrypted and hosted in the European Union
  • Free trial phase: features may change
  • If nobody has used it for a while, the first load may take up to a minute
  • Privacy policy · Terms of use (in Spanish)
FAQ

Frequently asked questions

Can't find your question? Write to us at hola@coorvia.app.

How do I…

How do I assign a worker to a client?
Workers are not assigned to the client but to the contract you have with them. Add the worker in Organisation → Workers (just once). Then open the contract in Coordination → Contracts (it must be active: the client invited you and your company accepted the invitation) and, under Staff and equipment, click Assign worker. Choose the person, the From date and, if they do special work (at height, in confined spaces…), their special activities. Coorvia will automatically request the documents the client requires.
How do I assign a vehicle or a machine?
Just like a worker: add the equipment in Organisation → Equipment and, in the contract, click Assign equipment under Staff and equipment. It will be asked for the equipment documents the client requires (ITV vehicle inspection, insurance, CE marking…).
How do I know which documents a client needs from me?
Open the contract: under Document compliance you will see every document requested for the company and for each assigned worker and piece of equipment, with its status (pending, to review, accepted, rejected or expired). The daily email summary also reminds you of what is missing.
How do I submit a requested document?
First upload it on the right page (your company's, the worker's or the equipment's). Then, under Document compliance in the contract, click Submit next to the request: Coorvia suggests the current version. If the document does not exist yet, you will see a message telling you where to upload it.
How do I renew a document that is about to expire?
Upload the new document on the same page (it is saved as a new version of the same document) and submit it again in every contract that requires it. The client will review it again.
I am the client: how do I request documents from my supplier?
On the contract page, under Required documents, click Add requirement: choose the document type, whether it applies to the company, each worker or each piece of equipment, whether it is mandatory and how far in advance to warn about expiry. Coorvia automatically requests it for everything the supplier has assigned.
How do I request a document only from people working at height (or doing other special work)?
Add the special activity to the contract and, when you create the worker requirement, limit it to that activity. It will only be requested from the workers the supplier assigns with that activity. If the activity does not exist, create it in Settings → Special activities.
How do I send a communication to my client or supplier?
In the contract, under Coordination communications, click New communication: choose the kind (risks, measures, instructions or remarks), write the subject and the text and attach whatever you need. The other company gets a notification and an email; once sent, it cannot be changed.
How do I subcontract part of the work?
If you are the supplier in an active contract that allows subcontracting, open it and click Subcontract. You invite the subcontractor as if it were a new contract; it inherits the activities and the required documents.
How do I invite a colleague to my company?
In Settings → Team, click Invite someone, enter their email and choose their role (administrator, manager or collaborator). They will receive a link and must sign in with that same email. Only administrators can invite.
How do I switch company if I work for several?
From the company selector in the header, at the top right. Everything you see always belongs to the active company.
A worker has left the company. What do I do?
Remove them from the contracts they were assigned to (Staff and equipment → remove) and deactivate them in Organisation → Workers. They are not deleted: their history is kept and you can reactivate them if they come back.

If something does not work…

I cannot register my company: it says the tax ID cannot be used
There is already a company with that tax ID in Coorvia. Ask an administrator of that company to invite you to their team. If you think someone registered it by mistake, write to us.
I have invited a supplier and I cannot see anything from them
That is normal: until one of their administrators accepts, the contract stays «Pending acceptance». You can resend the invitation from the contract page or cancel it.
I received an invitation but I cannot accept it
You must sign in with an administrator user of the company whose tax ID was invited. If you do not have a company yet, register yours with that tax ID and go back to the link.
The invitation has expired
Ask the company that invited you to resend it. Contract invitations last 14 days and team invitations, 7.
I cannot submit a document
First upload it on the page of the worker, the equipment or the company. If you already submitted it and it was rejected, upload a new version: the same version cannot be submitted twice.
I cannot see the buttons to create or edit
Your role in that company is collaborator (read only). Ask an administrator to change you to manager.
I made a mistake recording a PPE delivery
Use «Void and record the correct one»: the wrong delivery is voided with the reason and the form to record the correct one opens.
I am not receiving emails
Check in your profile that email notifications are turned on and look in your spam folder (the sender is DoNotReply@coorvia.app). The daily summary only arrives on days with something pending.
Coorvia says my AEAT certificate belongs to another tax ID or is for another company
The contractors' certificate is requested from the AEAT website for each company that hires you: it carries your tax ID as the applicant and that company's tax ID. If it says it belongs to another tax ID, you have uploaded another company's certificate. If, when submitting it, it says it is for contracting with another company, ask the AEAT for one in the name of the client requesting it and upload it as a new version.
What does «Checked» mean on a certificate?
That Coorvia has read the PDF and the details match: the tax ID, the client, that it is positive and that it is current. To confirm the file is genuine, the client can verify its CSV code on the AEAT website with the «Verify at the AEAT» link.
What does «Not verified» next to a company mean?
That Coorvia has not checked its tax details yet. It can use Coorvia normally; it is just worth knowing who you are working with before accepting an invitation.
Can I change the language or use dark mode?
Yes, from the header or from your profile. The language also sets which language your emails arrive in.

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