Legal representative

Overview

The legal representative is the person authorized to sign bid documents and bind your organization in tender procedures — name, identity document, and domicile. Complete this section before creating your first pursuit, alongside Company profile and Banking information.

This is not a generic contact person field. Authorities expect the signatory on qualification forms to match the ID document you attach to the bid.

Tip: Before you save, confirm:

Forename and surname match the physical ID card or passport
Residence fields are filled (required for ID group to display correctly)
Document type, numbers, and dates match the scan you will upload
Expiry date is still valid for submission deadlines on active pursuits

Important: Legal representative is required for team settings complete. Partial saves — passport filled but residence empty — cause confusing read views. Save identity, document, and residence together.

Where to find it

Team → Management → Settings, fifth section in the grid.

Subtitle: "Information regarding the person representing this team in legal matters."

Read view — three groups

Unlike company profile (eight flat rows), legal representative organizes information into three clickable groups. Each group opens the same edit sheet when clicked, or use the cog icon in the section header.

Group 1 — Identity

Element	Display
Name	Forename + surname as heading
Citizenship	Label + value (hidden if empty)
Nationality	Label + value (hidden if empty)
Legal capacity	e.g. Administrator

If both forename and surname are empty: "No identity".

Group 2 — Identification document

Display quirk: This group only shows document content when residence (domicile) data exists. Passport details without residence may still show "No identification document" on the read view even though data is saved. Always complete Residence in the sheet.

When visible:

Document type	Fields shown
National ID card	Series and number (monospace), CNP, issue/expiry dates
Passport	Passport number, "Issued in {country}", dates

Issuer is editable in the sheet but not shown in the read view — still used in generated documents.

Group 3 — Residence

Domicile as comma-joined parts: street, street number, additional info, city, country.

Empty: "No residence".

Edit sheet

Title: Update legal representative

Description: "Make changes to your team's legal representative here. Click save when you're done."

Wider sheet than company profile due to field count.

Subsection: Identity

Field	Placeholder
Forename	e.g. John
Surname	e.g. Doe
Citizenship	e.g. Romanian
Nationality	e.g. Romanian
Legal capacity	e.g. Administrator

Two-column grid for forename/surname; full width for others.

Subsection: Identification document

Document type dropdown:

National ID card
Passport

When National ID card:

Field	Placeholder
Personal identification number	e.g. XAAMMDDXXXXXX
Document series	e.g. XX
Document number	e.g. YYYYYY

When Passport:

Field	Placeholder
Country	e.g. Romania
Passport number	e.g. PEXXXXXXXXX

Both types:

Field	Control
Issue date	Date picker
Expiry date	Date picker
Issuer	Text — e.g. S.P.C.E.P Sector 2

Subsection: Residence

Field	Placeholder
City	e.g. San Francisco, CA
Country	e.g. United States of America
Street	e.g. Geary St
Street number	e.g. 166
Additional information	e.g. second storey, apartment 2

All optional in client validation — but fill completely for forms and read view.

Save outcome

Result	Toast
Success	Legal representative updated — "We will now be using the new information for your team."
Failure	Something went wrong — "The legal representative couldn't be updated at the moment. Please try again later!"

Where legal representative data is used

Usage	Detail
Signature blocks	Generated proposals and declarations
Power-of-attorney sections	Signatory name and capacity
Document AI filler	Name, ID, domicile on authority PDFs
Team settings completion	With company profile and banking
Template variables	Signatory-related placeholders

Legal rep vs company profile

Entity	Natural person	Legal entity (company)
Typical use	Signatures, ID annexes	VAT, headquarters
Document	ID card / passport	Trade register

Both must describe the same bidding organization context.

Workflow: first-time setup

Gather ID scan and proof of domicile
Open Team → Settings → Legal representative
Click cog or any group
Fill Identity, Identification document, and Residence in one pass
Save changes
Verify read view shows all three groups
Complete checklist with profile and banking

Workflow: ID renewal

Note pursuits with deadlines after old expiry date
Update document dates and numbers in sheet
Save before regenerating qualification PDFs
Attach new ID scan in pursuit documents module

Permissions

Action	Who
View section	Team members on Settings
Edit	Team members with settings access

Edge cases

Scenario	What to do
"No identification document" with passport saved	Fill residence
Issuer not on read view	Normal — check generated PDF
Filler skips signatory	Section never saved — save once
Multiple signatories on one bid	Team stores one — use attachments for others
Representative changed company role	Update legal capacity text

What you cannot do

Store multiple signatories in this section
Upload ID image here (attach in pursuit documents)
Set per-pursuit signatory in team settings
Auto-validate CNP or passport checksum in UI

Best practices

Complete identity, document, and residence in one save
Match document details exactly to physical ID
Update expiry before active pursuit deadlines
Align legal capacity with power-of-attorney wording
Re-read generated signature block after any edit

FAQ

Why is ID hidden on read view?

Residence empty — fill domicile fields.

Is issuer used if not shown?

Yes — in document generation.

Can collaborator edit legal rep?

Typically yes if they can edit settings.

Romanian CNP required?

Enter if your ID card has one and forms ask for it.

Troubleshooting

What you see	Likely cause	What to do
"No identification document"	Residence empty	Fill residence; save
Issuer not visible	By design on read view	Check PDF output
Filler skips signatory	Never saved section	Save complete form
Wrong name on PDF	Stale export	Update; regenerate
Checklist incomplete	Profile or bank missing	Complete all three

Team settings
Company profile
Banking information
Team entity
Pursuit documents