Manage your business eSpace(s)

The eSpace administrator can invite co-workers to share procedures with them.Technical help

6.1 Invite members to your business eSpace

To add members, the administrator user must know the 20-digit Subject Serial Number (SSN) of their LuxTrust certificate.

To do so, the member must test their certificate on www.luxtrust.lu.

Numéro SSN certificat EN

 

Next, in their business eSpace, the administrator clicks on the icon "Management of … (name of the business eSpace)" in the top right-hand corner of the page (1).

They then click on the "Users" icon (2) and then on "Add a user" (3).

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6.2 Respond to an invitation to join a business eSpace

When a user is invited to a business eSpace, they receive an email invitation to connect to MyGuichet.lu.

This is an automated message.
Please do not reply to this email.

You have been invited to join the business eSpace of XXXXX. The business eSpace has been created by the Government as a link between businesses and public administrations for all administrative procedures.

In order to guarantee the confidentiality and safety of data, access to the State's online services is only possible through an official login portal.

Each online service requires to log in via this portal with your certificate number xxxxxxxxxxxxxxxxxxxx.

If you have not yet used the State's online services with your certificate, you will need to register first at the official login portal.

 

The user can then connect to MyGuichet.lu and see the list of available spaces to which they have been invited and which they must accept or refuse.

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The authentication product used to access the business eSpace can also be used to access the user's private eSpace. Any authentication product must remain personal and can not be shared with others.

6.3 Enter the details about the member you wish to add

To add a user, the administrator must fill in all the fields marked with an asterisk.

In the "Certificate Number" section, they must enter the 20-digit LuxTrust Certificate Number (SSN). This number – which the administrator has to get from the member – is displayed when the member signs in to MyGuichet.lu with their certificate.

In "Available tasks", the administrator can choose the task they wish to assign to the person they want to invite. They then click on "Invite".

Only the administrator can invite members or revoke their access to the business eSpace. It is up to the business to ensure that there is always at least one "active" administrator.

The administrator is responsible for the invitations they send out. These invitations provide access to all the information in the business eSpace.

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The administrator chooses the members who may:

  • add (invite) other members to the business eSpace;
  • delete members;
  • fill in procedure forms;
  • sign procedure forms.

The administrator appoints the member who can fill in and sign procedure forms.

"Without signature" means that the member can fill in procedure forms, but cannot sign them.

Users must respond to the invitation with the certificate number provided when their invitation was created.

Depending on their choice, users can then sign in with any certificate, or only with the certificate specified in the invitation.

6.4 Edit and then save the member you wish to add

On the page displaying the invited member's identification data, the administrator clicks on "Edit".

On the next page, they fill in any further details that are needed, and then click on "Save".

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6.5 View the list of members in a business eSpace

Once they have saved the new member, the administrator will see a list of all the members in the business eSpace.

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The administrator can delete a member from the business eSpace at any time by clicking on the "Delete" icon.

6.6 Have your business eSpace certified

To file certain administrative procedures, the eSpace administrator must first have their business eSpace certified.

Certification involves a procedure – which can be accessed through the procedures catalogue or the information portal Guichet.lu – whereby the business communicates, to a specific organisation, all the supporting documents required to gain access to certain procedures or data. A business may have to certify one of their business eSpaces for several fields of activity (for example sports federations, social elections, etc.).

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6.7 Managing mandates

A business eSpace can also be certified using tokens (activation codes).

The user (legal person) may entrust the execution of some of their procedures to a provider (for example a trustee) through a system of mandates.

The mandate is used for procedures and/or the consultation of data and is not necessarily in electronic form.

After requesting access, the administration sends the owner activation code and the proxy access code(s) to legal persons (companies) by mail.

Companies then send the access codes to the representatives.

Several clients can establish a mandate with the same representative (multi mandate).

The representative can then consult the data of several clients from the same eSpace.

To enter the activation code, the user goes to their "business data". There, they click on "Registration of access codes".

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They then enter the appropriate access code for their situation (owner or representative).

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In the "certifications" tab, the user can consult the list of mandates given to service providers as well as the mandates given to them.

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6.7.1 Principal

The principal defines the representative and the scope of the mandate. They may also revoke the mandate or change the representative's codes in their business eSpace.

Only one owner access code can be active by domain and by company.

The code has an activation deadline (defined by the administration) and an end-of-use date (defined by the administration or the principal).

6.7.2 Representative

Once a procedure has been chosen in the catalogue, the representative:

  • indicates whether they are doing the work for themselves or for a principal;
  • chooses the name of the company from the list (if applicable).
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The code is tied to an eSpace rather than a person. All members of the eSpace in question can access this information.

All tasks of a business eSpace can create an access token.

It is recommended to:

  • group the companies for which a user is mandated into distinct groups;
  • create as many business eSpaces as necessary.

6.8 Choosing your language

MyGuichet.lu is available in French, German and English.

6.8.1 User language

The user language refers to the language in which the user has chosen to view their eSpace, their documents and their profile.

The user can change their language in the sign-in settings in their profile.

If the user’s browser language is one of the 3 supported by MyGuichet.lu, the site is displayed in that language when they first sign in.

If not, the site is displayed in French by default.

6.8.2 Language used for procedures

The procedure language is applied when:

  • interactive assistants are used;
  • PDF forms are generated;
  • procedure-related notifications are sent.

Certain assistants are not available in all 3 languages.

In the business eSpace, the procedure language is:

  • specified in the profile of the legal person;
  • otherwise, the user's default language is used.

The default language of a collaborative business eSpace applies to all procedures, regardless of the user.

Once a procedure has been initiated, the language cannot be changed.

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