SFDA Portal Roles Guide (2025): Admin to Registrant
Master SFDA portal roles and permissions to stop rejections: map products to the right facility, grant submission rights, align PoA/LoA, and sync GTIN/SKUs.
10/9/20254 min read
SFDA Portal Roles & Permissions (2025):
Company Admin, Establishment & Product Registrant
Fix the Errors That Block Approvals
When approvals stall in Saudi Arabia, the culprit is often portal roles and permissions—not the product itself.
Misconfigured Company Admin, Establishment account, Product Registrant, or Local Agent access leads to “draft/pending” submissions, products linked to the wrong facility, and customs holds.
This guide clarifies who needs which role, when to grant submission rights, and how to design a role architecture that protects approvals and keeps imports moving.
Who Needs Which Role (and When)
Getting roles right from day one avoids rework later. Use the patterns below as your baseline and adapt to your structure.
Company Admin (brand owner or delegated controller)
Owns the organization profile and controls who can create Establishment and Registrant roles.
Grants and revokes permissions, sets escalation rules, and ensures portal hygiene (correct names, CR numbers, contact points).
Best practice: the Company Admin should be a neutral role (brand or retained consultant), not a distributor, to avoid lock‑in.
Establishment Account (facility/importer profile)
Represents the legal entity operating in KSA (importer, manufacturer, or warehouse).
Holds the establishment license and links products to facilities.
Required whenever the importer or manufacturer based in KSA will be responsible for submissions or post‑market actions.
Product Registrant (submitter)
Creates and manages classification, registration, and variation files; responds to authority queries.
May sit within the brand, the importer, or a third‑party consultant.
Must have explicit submission rights for the specific Establishment and the products involved.
Local Agent (no KSA entity scenario)
When the brand lacks a KSA legal entity, a Local Agent is appointed to submit on its behalf.
Requires a properly worded PoA/LoA that matches company names and scope.
The Local Agent’s submitter must be granted Product Registrant permissions, or files will remain stuck in draft.
Typical Setups
Brand owner + importer: Company Admin = brand; Establishment = importer; Product Registrant = brand or consultant.
Multi‑brand distributor: Company Admin = distributor; Establishment = same distributor; Product Registrant = dedicated regulatory team; brand is given viewer access for traceability.
Contract manufacturer (CMO): Company Admin = brand; Establishment = importer; CMO is added as viewer only; Product Registrant = brand/consultant to avoid CMO lock‑in.
Setup Essentials & Evidence (Before First Submission)
Strong setups prevent 80% of portal errors.
CR & Establishment Alignment
Names, CR numbers, and addresses must match across documents and portal records.
If you change legal name or address, file the entity variation first; don’t submit product changes until the portal reflects the new details.
PoA/LoA Wording, Translation & Legalization
PoA/LoA should state regulatory scope (submission, responses, renewals, post‑approval changes).
Use accurate Arabic translation; legalize/attest according to KSA rules.
Keep validity current; expired authorizations silently cause permission denials.
Map Products to the Correct Facility
Confirm product‑to‑facility linkage (manufacturer/importer) before opening the first file.
Prepare a simple SKU → GTIN → Facility matrix to avoid mistakes when you have multiple outers/inners or pack sizes.
Five SFDA Portal Errors That Cause Rejections or Holds
1) Products linked to the wrong facility
Symptoms: submissions are returned requesting facility proof; customs queries at import.
Fix: relink each SKU to the correct Establishment, attach supporting CR/license, and re‑validate the dossier header.
2) Registrant lacks permissions (submissions sit in draft/pending)
Symptoms: "no permission" flags, inability to send, or missing action buttons.
Fix: Company Admin assigns Product Registrant rights at the Establishment level and re‑invites the user; confirm the correct email is tied to the active profile.
3) Expired PoA/LoA or non‑matching entity names
Symptoms: sudden rejection after months of smooth operations.
Fix: renew PoA/LoA, align Arabic/English names, and re‑upload; ensure signatory authority is consistent with CR.
4) GTIN/SKU mismatch between portal and label
Symptoms: label sampling or border holds despite valid approval.
Fix: sync GTIN hierarchy to the unit of sale approved in the dossier; update label flats and invoices accordingly.
5) Old distributor still has access (conflicting actions on the same SKU)
Symptoms: duplicate submissions, contradictory responses to SFDA, or accidental dossier edits.
Fix: revoke access, transfer ownership, and document the handover; maintain a change log for audit.
How Expert Support Prevents Delays
Role architecture for your business model
We map who should own Company Admin, which Establishments are needed, and who becomes Product Registrant for each brand/SKU.
Where no KSA entity exists, we structure the Local Agent appointment to avoid future lock‑in.
Document & label pre-checks
Early review of CR/PoA/LoA wording, Arabic translation, and legalization.
GTIN alignment between portal, label, and invoice; SKU pack trees verified before artwork sign‑off.
Rapid remediation & Advocacy
If a file is queried or a shipment is held, we assemble targeted evidence packs (portal screenshots, corrected links, authorizations) and engage through Advocacy for the fastest compliant remedy.
FAQs
What’s the difference between Company Admin and Product Registrant? Admin controls users and permissions; Registrant prepares and submits files.
Do I need a Local Agent to use the portal? Only if you lack a KSA legal entity or choose to delegate submissions.
Can a distributor be the Company Admin? Yes, but we recommend the brand/consultant for neutrality and easier switching.
Why do submissions stay in “draft”? The Registrant lacks rights or PoA/LoA has lapsed; fix permissions and renew authorizations.
How do I prevent GTIN mismatches? Freeze artwork, verify unit‑of‑sale, and mirror GTINs across portal, labels, and invoices.
Read More
How to Avoid SFDA Delays (2025 Guide)
SFDA Product Testing: Avoid Delays & Get Approved Fast
KSA Customs Holds: Border Testing Causes & Prevention
Need Support?
Portal misconfigurations waste months. Contact us or use the chatbot—we’ll set up the right roles, validate documents and labels, and keep your submissions moving.