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Modules

Operating Order Monitoring

Commercial Register (CR) Monitoring

Module Overview

Module Purpose

The Commercial Register Monitoring module enables automatic monitoring of changes for selected companies and organizations registered in the Czech Commercial Register. The system checks daily whether important data of monitored entities has changed and automatically notifies you via email.

Key Features

  • Automatic daily checks - The system checks for changes every 22 hours without user intervention
  • Email notifications - Upon detecting a change, you automatically receive an email with change details
  • Monitoring of key data - Addresses, executives, shareholders, legal form, share capital, activities
  • Bulk import - Ability to import up to 100 entities at once from an Excel file
  • Entity categorization - Relationship labeling (supplier, customer, competitor, etc.)
  • ARES integration - Data loaded directly from the government ARES system

Target Audience

The module is intended for:

  • Managers responsible for supplier and customer management
  • Legal departments monitoring changes at business partners
  • Sales professionals monitoring competition
  • Compliance managers ensuring contract data accuracy
  • Any users who need to be informed about changes to selected entities

Module Access

You can find the module in the main eIntranet system navigation in the Other section under the name CR Monitoring.

Setup and Configuration

Module Settings

Module configuration is performed by the system administrator in Settings → Modules → CR Monitoring. Here you can set:

  • Activation/deactivation of the module for the entire company
  • Access rights for individual users or groups

User Rights

The module distinguishes four permission levels:

No Access (level 0)

  • User does not see the module in navigation
  • Has no access to CR monitoring functions

View Only (level 1)

  • User can only view the list of monitored entities
  • Does not receive email notifications about changes
  • Cannot add or delete entities
  • Cannot edit entity relationships

View + Email Notifications (level 2)

  • User sees the list of monitored entities
  • Automatically receives email notifications when changes are detected
  • Cannot add, edit, or delete entities
  • Suitable for users who need to be informed but don't change settings

View + Emails + Adding (level 3)

  • User sees the list of monitored entities
  • Receives email notifications about changes
  • Can add new entities for monitoring
  • Can edit relationships of existing entities
  • Can import entities from Excel
  • Cannot delete entities

Full Rights (level 4)

  • All permissions listed above
  • Additionally can delete entities from monitoring
  • Suitable for module administrators

Email Address Setup

To receive notifications, you must have a valid email address in your user profile:

  1. Click on your name in the upper right corner
  2. Select My Profile
  3. Check the Email field
  4. Correct and save the address if needed

User Interface

Main Entity Table

When you open the module, a clear table of all monitored entities is displayed. The table contains the following columns:

Name

Business name of the company or person name according to the Commercial Register. Clicking the external link icon opens the entity detail on the justice.cz portal in a new browser tab.

Company ID

Entity identification number. Primary identifier used for searching in ARES.

Last Check

Date and time when the system last verified the entity's data in the Commercial Register. Checks occur automatically approximately every 22 hours.

Last Change

Date of the last detected change in entity data. If a change occurred in the last 7 days, an external link icon also appears for quick access to details in ARES.

Relationship

Entity category that you can define (e.g., supplier, customer, competitor, partner). Helps with organization and filtering of monitored entities.

Actions

Column contains icons for various actions:

  • Pencil icon (shown with level 3 rights and higher) - Opens form to edit relationship
  • Cross icon (shown with level 4 rights) - Deletes entity from monitoring after confirmation
  • External link icon - Opens entity detail on justice.cz portal

Add Entity Button

Green button with plus icon at the top of the page. Displayed to users with level 3 rights and higher. Clicking opens a form to add a new entity for monitoring.

Import Companies/Persons from Excel Section

Located below the main table. Displayed to users with level 3 rights and higher. Allows bulk import of up to 100 entities at once.

Settings Icon

Gear icon in the upper right corner opens module configuration (administrators only).

Table Toolbar

Above the table are tools for working with data:

  • Search field - Quick search in any table column
  • Excel button - Export entire table to Excel file
  • Print button - Print overview of monitored entities
  • Record count selection - Display 10, 25, 50, or 100 records per page

Information Boxes

At the top of the module, two information boxes with important notices are displayed:

  1. Company ID verification notice - Informs that monitoring only works for entities registered in the Commercial Register
  2. Check information - Describes the frequency of automatic checks and email notification system

Basic Operations

Adding an Entity to Monitor

Procedure for adding an individual entity you want to monitor:

  1. Click the green Add Entity button at the top of the page
  2. A modal window with a form opens
  3. Enter the company identification number (8 digits, spaces or hyphens are allowed) in the Company ID field
    • Field is required
    • ID must be valid - system validates format
    • If ID is already monitored in the system, an error message appears
  4. Enter or select an entity category in the Relationship field
    • Field is optional but recommended for better organization
    • You can select from already used relationships (supplier, customer, competitor...)
    • Or write a new custom relationship (e.g., "potential partner", "subsidiary")
  5. Click the Save button
  6. The system automatically:
    • Validates the Company ID
    • Verifies the ID is not already monitored
    • Loads current data from ARES
    • Runs the first check of the entity
    • Saves all data to the database for future comparison
  7. After successful save, a green notification appears and the entity appears in the table

Important notice: If the entered Company ID is not registered in the Commercial Register, the system will not load the entity name. After three days of unsuccessful loading attempts, the entity will be automatically removed from monitoring.

Editing an Entity

For an already added entity, you can edit the relationship category:

  1. In the table, find the row with the entity you want to edit
  2. In the Actions column, click the pencil icon
  3. A modal window with a form opens
  4. The Company ID field is displayed but cannot be changed
    • Company ID serves as the primary identifier and cannot be edited
    • If you need to change the ID, you must delete the entity and add a new one
  5. Edit the Relationship field as needed
  6. Click Save
  7. The change immediately appears in the table

Deleting an Entity

If you no longer need to monitor an entity:

  1. In the table, find the row with the entity you want to stop monitoring
  2. In the Actions column, click the cross icon
  3. A confirmation dialog appears asking for confirmation
  4. Click Yes or Delete to confirm
  5. The entity will be immediately removed from monitoring
  6. All historical data about changes to this entity will be deleted
  7. You will no longer receive email notifications about changes to this entity

Note: Deletion is irreversible. If you want to monitor the entity again, you will need to add it as new.

Displaying Entity Detail in ARES

To view complete information about an entity directly in the Commercial Register:

  1. In the table, find the row with the desired entity
  2. Click the external link icon:
    • In the Name column - opens entity detail
    • In the Last Change column (if a change occurred in the last 7 days) - opens detail with focus on changes
  3. A new browser tab opens with the ares.gov.cz portal
  4. Complete entity detail is displayed including:
    • Basic identification data
    • Addresses and contacts
    • Statutory bodies and executives
    • Shareholders and ownership structure
    • Business activities and operations
    • Share capital
    • Historical changes in CR

Advanced Features

Importing Entities from Excel

For bulk addition of a large number of entities at once, use the Excel file import function:

Preparing Excel File

  1. Download the sample Excel file:
    • In the module, find the Import Companies/Persons from Excel section
    • Click on the "Sample Excel" link
    • The file eIntranet_hlidani_or.xlsx will download
  2. Open the downloaded file in Microsoft Excel, LibreOffice Calc, or another spreadsheet editor
  3. The file contains two columns:
    • Column A (Company ID) - Entity identification number
      • Format: 8 digits
      • Can be entered with spaces or hyphens (will be automatically removed)
      • Example: 12345678 or 123 456 78
    • Column B (Relationship) - Entity category
      • Format: text
      • Examples: supplier, customer, competitor, partner
      • Field is optional
  4. Fill in data for entities you want to import:
    • Maximum 100 entities in one import
    • Start from the second row (first row contains headers)
    • Each entity on a separate row
  5. Save the file in .xlsx format (Excel 2007 and newer)

Performing the Import

  1. In the CR Monitoring module, go to the Import Companies/Persons from Excel section
  2. Click the Select File or Choose File button
  3. In the dialog box, select your prepared Excel file
  4. Click the green Import button
  5. An import progress indicator appears

Import Process

The system automatically performs the following steps:

  1. File validation - Checking format and file size
  2. Data loading - Reading all rows from the Excel file
  3. ID verification - Validating format of each identification number
  4. Duplicate check - Excluding IDs already monitored in the system
  5. Limit check - Maximum 100 entities in one import
  6. ARES loading - For each entity, loads current data from the Commercial Register
  7. Database save - Saves all entities and their data
  8. First check - Runs initial check for each entity

Import Results

After import completion, a summary is displayed:

  • Successfully imported - Number of entities added to monitoring
  • Skipped (duplicates) - Number of IDs already in the system
  • Errors - Number of entities that could not be loaded (invalid ID, ARES errors)
  • Error details - List of problematic IDs with error description

Import Frequently Asked Questions

What if I have more than 100 entities?

Split the data into multiple Excel files with a maximum of 100 entities each and import them sequentially. Wait between imports until the previous import completes.

What happens with duplicate IDs?

The system automatically excludes IDs already monitored in the database. The relationship for these entities remains unchanged. If you want to change the relationship of an existing entity, use the edit function.

Why were some entities not imported?

Most common reasons:

  • ID is not in valid format (must contain 8 digits)
  • ID is not registered in the Commercial Register
  • Temporary ARES service outage
  • ID is already monitored in the system

Filtering and Searching in Table

  1. Find the search field in the upper right corner above the table
  2. Start typing the search term:
    • Company name or part of it
    • Company ID or part of it
    • Relationship (supplier, customer...)
  3. The table automatically filters while typing
  4. Only rows containing the search term are displayed
  5. Search is case-sensitive and diacritic-sensitive (recommend typing with accents)
  6. To show all records, clear the search field content

Table Sorting

  1. Click on any column header in the table
  2. First click - sorting ascending (A-Z, 0-9, old-new)
  3. Second click - sorting descending (Z-A, 9-0, new-old)
  4. Active sorting is indicated by an arrow in the column header
  5. You can sort by all columns:
    • Name - Alphabetically by company name
    • Company ID - Numerically by identification number
    • Last Check - Chronologically by check date
    • Last Change - Chronologically by change date
    • Relationship - Alphabetically by category

Combining Search and Sorting

You can combine search with sorting:

  1. First enter a search term (e.g., "supplier")
  2. Then click on a column header to sort (e.g., "Last Change")
  3. Only filtered records sorted by the selected column will be displayed

Pagination

  1. In the lower left corner of the table, select the number of records per page:
    • 10 records - Suitable for quick overview
    • 25 records - Default setting
    • 50 records - For working with larger amounts of data
    • 100 records - Display all records on one page (with smaller number of entities)
  2. To navigate between pages, use buttons in the lower right corner:
    • Previous - Go to previous page
    • Page numbers - Direct jump to specific page
    • Next - Go to next page

Data Export

Export to Excel

  1. Above the table, find the green Excel button
  2. Optionally, first filter data using search
  3. Click the Excel button
  4. A file in .xlsx format automatically downloads
  5. File name includes current date
  6. All columns from the table are exported:
    • Name
    • Company ID
    • Last Check
    • Last Change
    • Relationship
  7. File can be opened in Microsoft Excel, LibreOffice Calc, or another spreadsheet editor
  1. Above the table, find the Print button
  2. Optionally, first filter data using search
  3. Optionally, set the number of records per page to display all desired data
  4. Click the Print button
  5. Print preview opens with clear formatting
  6. Use your browser's print function (Ctrl+P or Cmd+P)
  7. Set printer and print parameters
  8. Click Print

Automatic Checks and Notifications

How Automatic Checks Work

Check Frequency

  • The system checks for changes every day automatically
  • Checks occur approximately every 22 hours from the last update
  • Specific check time may vary depending on system load
  • Checks cannot be started manually - they run fully automatically in the background
  • First check occurs immediately after adding an entity

Check Process

For each monitored entity, the system performs:

  1. Check last update time
    • If less than 22 hours have passed, check is skipped
    • Saves ARES resources and ensures reasonable frequency
  2. Load current data from ARES
    • Connection to government Commercial Register API
    • Download complete current entity data
  3. Compare with saved data
    • System compares newly loaded data with data from previous check
    • 7 data categories are monitored (see below)
  4. Change detection
    • If a change is detected in any category, it is recorded
    • Changes older than 7 days are ignored
  5. Send notification
    • When a change is detected, an email is sent to all authorized users
    • Email contains change details (see below)
  6. Database update
    • New data is saved for future comparison
    • Last check date is updated
    • Last change date is updated (if detected)

Monitored Data Categories

The system monitors changes in the following categories:

1. Addresses
  • Company headquarters (street, house/street number, postal code, city, country)
  • Additional branches
  • Delivery address
  • Address change may indicate relocation or headquarters change
2. Activities (Business Operations)
  • List of all registered business sectors
  • Addition of new activity
  • Removal of existing activity
  • Change may indicate expansion or narrowing of business activities
  • Entity type (LLC, JSC, GP, LP, cooperative...)
  • Legal form change is a significant event (e.g., transformation from LLC to JSC)
  • May indicate company restructuring
4. Shareholders
  • List of all shareholders and their shares
  • Entry of new shareholder
  • Exit of existing shareholder
  • Change in share amounts
  • Important for monitoring ownership structure
5. Statutory Bodies
  • Executives (in LLCs)
  • Board of Directors and Supervisory Board (in JSCs)
  • Method of acting on behalf of the company
  • Change may affect contract validity and document signing
6. Share Capital
  • Share capital amount
  • Share capital payment
  • Change may indicate capital changes (increase/decrease)
7. CR Update Date
  • Date of last update of the record in the Commercial Register
  • Indicates when the record was last changed

Special Cases

Entity's First Check

  • During the first check, no notifications are sent
  • System only saves current state for future comparison
  • Starting from the second check, changes are detected and reported

Failed Data Loading

  • If data cannot be loaded from ARES (service outage, invalid ID), the attempt is recorded
  • After 3 failed attempts (3 days), the entity is automatically deleted
  • Applies primarily to IDs not in the Commercial Register

Changes Older Than 7 Days

  • System does not notify about changes older than 7 days
  • Prevents sending notifications about historical changes for newly added entities
  • For example: You add an entity that had an executive change a month ago - you won't get a notification

Email Notifications

Who Receives Notifications

Email notifications are automatically sent to:

  • All users with rights level 2 and higher (View + Email Notifications)
  • Users must have a valid email address in their profile
  • Email is sent immediately upon change detection
  • Each authorized user receives a separate email

Email Notification Content

Email contains the following information:

Email Header
  • Subject: "CR Monitoring - Change at Entity [Company Name]"
  • From: eIntranet system email address
  • Sent: Time of change detection
Entity Identification
  • Company Name - Business name according to CR
  • Company ID - Identification number
  • Relationship - Entity category (supplier, customer...)
Types of Detected Changes

Email contains a list of categories where changes occurred:

  • "Change in addresses"
  • "Change in activities"
  • "Change in legal form"
  • "Change in shareholders"
  • "Change in statutory bodies"
  • "Change in share capital"
Change Details

For each category, a comparison table is displayed:

  • "Before" column - Original value
  • "After" column - New value
  • Formatted as a clear HTML table

Example of statutory body change detail:

Change in statutory bodies:
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
Before:
- Executive: John Smith, born Jan 1, 1980
  Method of acting: independently

After:
- Executive: John Smith, born Jan 1, 1980
  Method of acting: independently
- Executive: Jane Doe, born May 15, 1985
  Method of acting: independently
  • Direct link to entity detail in eIntranet system
  • Link to justice.cz portal to verify changes

Email Frequency

  • One email per entity for each change detection
  • If changes occur at multiple entities, you receive multiple emails
  • Emails are not sent repeatedly for the same change
  • If another change occurs at an entity, you receive a new email

What to Do After Receiving Notification

  1. Read change details in the email
  2. Assess the impact of the change on your company:
    • Executive change - need to update contracts?
    • Address change - need to update invoices?
    • Shareholder change - is the company owner changing?
    • Legal form change - need new contract?
  3. Verify the change by clicking the link to ARES
  4. Take necessary actions:
    • Update data in CRM module
    • Modify contracts or documents
    • Inform relevant colleagues
    • Contact entity to confirm change
  5. Archive email for future reference

Displaying Changes in Module

Last Change Column

In the main module table, the Last Change column displays:

  • Date of last detected change in DD.MM.YYYY HH:MM format
  • If no change has ever occurred at the entity, the column is empty
  • If change occurred in the last 7 days:
    • External link icon appears
    • Clicking opens detail in ARES
    • Date is highlighted in bold

Last Check Column

Displays date and time of last automatic entity check:

  • Format: DD.MM.YYYY HH:MM
  • Updated with each check (even if no change occurs)
  • Helps verify that system is correctly checking the entity

Limitations and Important Information

Commercial Register Monitoring Limitations

Only Entities in Commercial Register

Most important limitation: Module monitors exclusively entities registered in the Commercial Register.

What IS NOT in the Commercial Register:

  • Self-employed individuals
    • Tradespeople
    • Business license entrepreneurs
    • Craftsmen, merchants
    • These entrepreneurs are registered in the Trade Register, not in CR
  • Some cities and municipalities
    • Municipalities not in CR
    • Some municipal budget organizations
  • Some non-profit organizations
    • Associations and registered institutions may or may not be in CR
    • Depends on whether they voluntarily registered
  • Foreign entities
    • Companies headquartered outside Czech Republic
    • Organizational units of foreign companies may be in CR

What IS in the Commercial Register:

  • Business companies
    • Limited Liability Company (LLC)
    • Joint Stock Company (JSC)
    • Limited Partnership (LP)
    • General Partnership (GP)
  • Cooperatives
  • European Company
  • European Economic Interest Grouping
  • Organizational units of foreign persons (in some cases)

Verifying if Company ID is in Commercial Register

Method 1: When Adding to Module

  1. Add entity's Company ID to module
  2. If Name loads, the ID is registered in CR
  3. If name does not load, ID is not in CR
  4. Entity outside CR will be automatically deleted after 3 days

Method 2: Manual Verification on justice.cz Portal

  1. Open web browser
  2. Go to: https://or.justice.cz/ias/ui/rejstrik
  3. Enter entity's Company ID in search field
  4. Click Search
  5. If entity detail appears, it is registered in CR
  6. If "No results found" appears, entity is not in CR

Method 3: ARES Verification

  1. Go to https://ares.gov.cz
  2. Enter Company ID in search field
  3. In entity detail, check the Commercial Register Entry section
  4. If section is filled, entity is in CR
  5. If section is missing or empty, entity is not in CR

What Happens with Invalid Company ID

  • After adding ID, system performs first check
  • If ID is not in CR, name won't load
  • System will retry loading at each check
  • After 3 failed attempts (3 days), entity will be automatically deleted
  • You will not be notified by email about deletion
  • Entity will disappear from table without warning

Check Frequency and Timing

Cannot Start Check Manually

  • Checks run fully automatically
  • It is not possible to start a check manually for a specific entity
  • It is not possible to force a check of all entities at once
  • This limitation ensures:
    • Reasonable load on ARES service
    • System stability
    • API limit compliance

Check Interval

  • Approximately every 22 hours from last check
  • Specific time may vary depending on:
    • Server load
    • ARES service availability
    • Number of monitored entities
  • First check occurs immediately after adding entity
  • Subsequent checks then at 22-hour intervals

Why 22-hour Interval Instead of 24?

22-hour interval ensures:

  • Check at least once per day
  • Gradual time shift - not all checks run at same time
  • More even load distribution on ARES API throughout day
  • Higher probability of successful data loading (avoiding potential outages at specific times of day)

Dependence on ARES Service

What is ARES

ARES (Administrative Register of Economic Entities) is a government information system operated by the Ministry of Finance of the Czech Republic. It serves as a central location for searching information about economic entities in the Czech Republic.

Module Dependence on ARES

  • Module fully depends on ARES API availability
  • All data is loaded in real-time from ARES
  • No data is stored permanently except basic identifiers
  • For each comparison, current data is always loaded

ARES Service Outages

If ARES service is temporarily unavailable:

  • Check is automatically postponed
  • System will try check at next run (in 22 hours)
  • You will not receive notification about outage
  • After service restoration, checks continue normally
  • ARES outages are rare, but may occur:
    • During planned maintenance (typically at night or on weekends)
    • During technical problems
    • During service overload

ARES API Limits

  • ARES API has request count limits
  • Module respects these limits:
    • Does not check all entities at once
    • Spreads checks over time
    • With large number of entities, check may take longer
  • If you reach the limit:
    • Remaining checks are automatically postponed
    • Continue at next run

Change Detection Limitations

Changes Older Than 7 Days

  • System does not notify about changes older than 7 days
  • Reason: Preventing notifications about historical changes
  • Scenario: You add an entity that had a change a month ago:
    • Change will not be detected during first check
    • System considers it "old" and ignores it
    • You will be notified only about new changes occurring after adding the entity

Entity's First Check

  • During first check, no notifications are sent
  • System only saves current state for future comparison
  • Cannot determine what is a "change" and what is "original state"
  • From second check onwards, changes are detected and reported

Type of Changes

System detects only structural changes in data:

  • Addition of new item (new executive, new address)
  • Removal of existing item (removed executive)
  • Change of value (address change, shareholder share change)

System does not detect:

  • Cosmetic changes in formatting
  • Changes in item order (if content hasn't changed)
  • Typo corrections in existing data (if ARES marks as change)

Technical Limitations

Maximum Entities

  • No fixed limit on total number of monitored entities
  • Limit is determined by server performance and ARES API limits
  • Recommended maximum: 1000 entities per company
  • With larger numbers:
    • Checks may take longer
    • Risk of reaching API limits increases
    • Table may be less clear

Excel Import

  • Maximum 100 entities in one import
  • Limit is fixed and cannot be bypassed
  • For importing larger amounts:
    • Split data into multiple files
    • Import sequentially
    • Wait for each import to complete

Excel File Size

  • Maximum: 60 MB (system upload limit)
  • For 100 entities in Excel: typically less than 1 MB
  • Limit is sufficient for all common uses

Integration with Other Modules

Integration with CRM Module

Using Relationship Field

The Relationship field enables categorization of entities by their relationship to your company:

  • Supplier - Companies you buy from
  • Customer - Companies you sell to
  • Competitor - Competing companies
  • Partner - Business partners
  • Custom categories - Any other category as needed

Workflow with CRM

  1. In CRM module identify important contacts/companies
  2. Copy their Company ID
  3. In CR Monitoring module add Company ID with appropriate relationship
  4. Upon receiving change notification:
    • Go to CRM module
    • Find the relevant company
    • Update data (address, executive...)
    • Optionally create task for salesperson

Bulk Import from CRM

  1. In CRM → Companies module export list to Excel
  2. In export, find column with Company ID
  3. Copy Company IDs to new Excel file according to import template
  4. Add Relationship column (usually "customer" or "supplier")
  5. Import to CR Monitoring module

Using ARES Data

What is ARES

ARES (Administrative Register of Economic Entities) is a government system operated by the Ministry of Finance of the Czech Republic. It contains data from:

  • Commercial Register (Ministry of Justice)
  • Trade Register (Ministry of Industry and Trade)
  • Register of Economic Entities (Czech Statistical Office)

Advantages of Using ARES

  • Official source - Data from state registers
  • Current data - Changes usually reflected within 24 hours
  • Complete information - All data from Commercial Register
  • Verifiable - Can be checked on justice.cz portal
  • Free - Service is free of charge

ARES API

Module uses official ARES API:

Difference Between ARES and CR

  • ARES - Hub of all registers, includes self-employed individuals
  • CR (Commercial Register) - Only business companies
  • This module uses CR part of ARES
  • Therefore doesn't work for self-employed individuals (not in CR)

Integration with Contracts Module

Monitoring Contract Parties

  1. In Contracts module identify important counterparties
  2. Add their Company IDs to CR Monitoring module with relationship "contract party"
  3. Upon receiving change notification:
    • Check what change occurred
    • Especially executive changes - affects signing authority
    • Especially address changes - need to update contract
    • Especially legal form changes - may require new contract
  4. In Contracts module create reminder or task for update

Check Before Contract Signing

  1. Before concluding contract, add Company ID of counterparty to module
  2. Wait 1-2 days to see if recent changes are detected
  3. Click link to ARES and verify current data:
    • Registration validity
    • Current executives (who has signing authority)
    • Company headquarters (where to send documents)
    • Fact that no recent changes occurred
  4. Ensure person signing contract is an authorized executive

Typical Workflows

Scenario 1: Monitoring Suppliers

Situation

You have 50 key suppliers and want to be informed about important changes in their operations.

Procedure

  1. Export data from CRM:
    • In CRM → Companies module filter suppliers
    • Export list to Excel
  2. Prepare import:
    • Download sample Excel from CR Monitoring module
    • Copy supplier Company IDs to column A
    • Write "supplier" in column B
  3. Import:
    • Import Excel to CR Monitoring module
    • Wait for import completion
    • Verify all suppliers were successfully added
  4. Set up rights:
    • Ensure you have View + Emails right or higher
    • Check your email address in profile
  5. Monitoring:
    • System automatically starts checking all suppliers
    • Upon change you receive email
  6. Response to changes:
    • Upon receiving email about executive change:
      • Verify change in ARES
      • Check valid contracts with supplier
      • Optionally request change confirmation
      • Update data in CRM
    • Upon receiving email about address change:
      • Update address in CRM
      • Inform accounting about new address for invoices

Scenario 2: Bulk Adding Competitors

Situation

You want to monitor 30 competing companies in your industry and be informed about their changes (expansion, restructuring, new management).

Procedure

  1. Identify competitors:
    • Create list of competing companies
    • For each company, find Company ID (e.g., on ares.gov.cz or from their website)
  2. Create Excel file:
    • Download sample Excel from module
    • List competitor Company IDs in column A
    • Write "competitor" in column B
    • Optionally use more specific categories: "competitor - direct", "competitor - indirect"
  3. Import to module:
    • Import Excel
    • System loads names and starts monitoring changes
  4. Regular table review:
    • Once a week review "Last Change" column
    • Focus on changes in last 7 days
  5. Analyze competitor changes:
    • Shareholder change → Possible acquisition or company sale
    • New executive → Management change, possible new strategy
    • Activity change → Expansion into new sectors
    • Share capital increase → Strengthening capital base, growth
    • Address change → Relocation, possible expansion
  6. Use information:
    • Share findings with sales department
    • Adjust your business strategies
    • Prepare for possible market changes

Scenario 3: Check Before Contract Signing

Situation

You're preparing a significant contract with a new partner for goods delivery worth 5 million CZK. You want to verify partner's current status before signing.

Procedure

  1. Obtain partner's Company ID:
    • Request Company ID from potential partner
    • Or find it on their website
    • Or search company by name in ARES
  2. Add to module:
    • Add Company ID to CR Monitoring module
    • Relationship: "potential partner" or "contract party"
  3. Immediate ARES check:
    • Click external link icon next to name
    • Detail in ARES opens
    • Check:
      • Registration validity - Is company still active?
      • Current executives - Who has signing authority? Does name match person who will sign contract?
      • Headquarters - Is headquarters real? Not a virtual office?
      • Business activities - Does company activity correspond to contract subject?
      • Share capital - Is it sufficient for order size?
      • Last change date - Were there recent changes?
  4. Wait 2-3 days:
    • Keep entity in module 2-3 days
    • System checks for recent changes
    • If change notification arrives, consider impact:
      • Executive change just before signing → Request explanation
      • Shareholder change → Company sale may be in progress
      • Address change → Verify new headquarters
  5. Additional checks:
    • Search company in insolvency register
    • Check executions on justice.cz
    • Verify financial results (financial statements)
  6. Contract signing:
    • Verify signing person is actually authorized executive according to CR
    • Use current ARES data in contract (name, headquarters, Company ID)
  7. Continued monitoring:
    • Keep entity in module even after contract signing
    • You'll be informed about changes during contractual relationship

Scenario 4: Regular Monitoring of Key Customers

Situation

You have 20 VIP customers who generate 80% of your revenue. You want to be immediately informed about any changes that could affect your business relationships.

Procedure

  1. Identify VIP customers:
    • In CRM module filter top customers by revenue
    • Export their Company IDs
  2. Add to module:
    • Add Company IDs manually or by Excel import
    • Relationship: "VIP customer" or "key customer"
  3. Set up notifications:
    • Ensure you have View + Emails right
    • Possibly share access with salespeople responsible for these customers
  4. Define critical changes:
    • Create internal procedure for what to do with various changes:

Change Response Table:

Change Type Action Responsible Person
Executive change
  1. Immediate contact with new executive
  2. Introduce our company and services
  3. Verify cooperation continues
 Key Account Manager
Shareholder change
  1. Find out reason for change (acquisition?)
  2. Identify new owner
  3. Verify impact on our terms
 Sales Director
Address change
  1. Update in CRM and accounting system
  2. Verify new delivery address
  3. Optionally visit new headquarters
 Salesperson + Accountant
Legal form change
  1. Find out transformation reasons
  2. Verify contract impact
  3. Optionally prepare new contracts
 Legal Department
  1. Regular checks:
    • Once a month check table
    • Sort by "Last Change" column
    • Review recent changes
    • Ensure all necessary actions were taken

Troubleshooting

Problem: Entity Not Deleted After 3 Days

Symptoms

  • You added Company ID not in CR
  • Name did not load
  • More than 3 days have passed
  • Entity is still in table

Possible Causes and Solutions

1. Entity was successfully loaded at least once

  • Cause: If entity was loaded at least once during a check, it stays in system permanently
  • Solution: If you no longer want to monitor entity, delete it manually

2. 3 checks have not occurred yet

  • Cause: Checks occur every 22 hours, must have 3 failed attempts
  • Time: Minimum 66 hours (almost 3 days)
  • Solution: Wait another 1-2 days

3. Temporary ARES outage

  • Cause: If ARES was unavailable during a check, it doesn't count as failed attempt
  • Solution: Wait several more days or delete manually

4. Entity is in CR but under different Company ID

  • Cause: You may have entered incorrect Company ID
  • Solution: Verify Company ID correctness on ares.gov.cz, correct if needed

Problem: Not Receiving Email Notifications

Symptoms

  • New dates appear in "Last Change" column
  • You did not receive email

Checklist

1. Check user rights

  1. Go to Settings → Users
  2. Find your account
  3. Check CR Monitoring right
  4. Must be set to level 2 or higher ("View + Email Notifications")
  5. If you only have level 1, contact administrator

2. Verify email address

  1. Click on your name in upper right corner
  2. Select My Profile
  3. Check Email field
  4. Must have a valid address entered
  5. If not, enter it and save

3. Check SPAM

  1. Open your email client
  2. Check SPAM / Junk Mail folder
  3. If email is there, mark it as "Not spam"
  4. Add sender address to trusted list

4. Check change age

  • System only notifies about changes less than 7 days old
  • If change is older, email is not sent
  • Verify in "Last Change" column when change occurred

5. Verify not first check

  • If you added entity today and change appeared immediately, it's first check
  • During first check no notifications are sent
  • You'll receive notification with next changes

6. Contact IT support

  • If everything above works correctly and you still don't receive emails:
  • Contact eIntranet administrator
  • Provide entity Company ID and expected change date

Problem: Name Not Loading When Entering Company ID

Symptoms

  • You entered Company ID
  • You clicked Save
  • Entity was added but Name field is empty

Possible Causes and Solutions

1. Company ID not in Commercial Register

  • Most common cause
  • Solution:
    1. Verify on https://or.justice.cz if Company ID is in CR
    2. If not, entity cannot be monitored by this module
    3. Entity will be automatically deleted after 3 days

2. Typo in Company ID

  • Cause: You entered incorrect Company ID
  • Solution:
    1. Check entered Company ID correctness
    2. Delete entity and add it again with correct ID

3. Temporary ARES outage

  • Cause: ARES service is currently unavailable
  • Solution:
    1. Wait 1-2 hours
    2. Check "Last Check" column - shows time of next check
    3. If name doesn't load even at next checks, delete and add again later

4. Company ID is foreign

  • Cause: You entered foreign company ID
  • Solution: Module only works for Czech IDs in Czech Commercial Register

Problem: Want to Monitor Self-Employed Individual

Symptoms

  • You have self-employed individual's Company ID
  • Name not loading
  • ARES has data but not in CR

Explanation

Self-employed individuals are not registered in the Commercial Register. They are only registered in the Trade Register, which is part of ARES but is not part of the Commercial Register.

Why It Doesn't Work

  • Module monitors only entities in Commercial Register
  • Self-employed individuals not in CR → module cannot monitor them
  • Trade Register doesn't contain detailed data like CR

Alternative Solutions

  • For monitoring self-employed individuals use other eIntranet modules:
  • CRM Module - Manual contact and company monitoring
  • Contracts Module - Contract party monitoring
  • Optionally set up manual reminders for regular checks

Problem: Change Displayed in Column But No Email Arrived

Symptoms

  • New date in "Last Change" column
  • You did not receive email
  • You have correctly set rights and email address

Possible Causes

1. Change is older than 7 days

  • System only notifies about changes up to 7 days old
  • Displayed change may have occurred more than a week ago
  • This is expected behavior

2. Entity just added

  • First check doesn't send notifications
  • Date in "Last Change" is from CR, not from change detection
  • With next actual change, email will arrive

3. Email sending problem

  • Rare case of technical problem
  • Contact IT support

Problem: Table Not Loading or Empty

Possible Causes and Solutions

1. You don't have access rights

  • Symptom: "No permission" message appears
  • Solution: Contact administrator for rights assignment

2. No entities added yet

  • Symptom: Table is empty, shows "No records"
  • Solution: This is fine, add first entity with "Add Entity" button

3. Active search filter

  • Symptom: Shows "No matching records"
  • Solution: Clear search field content in upper right corner

4. Technical problem

  • Symptom: Page not loading or showing error
  • Solution:
    1. Try refreshing page (F5)
    2. Clear browser cache
    3. Try different browser
    4. Contact IT support

Problem: Excel Import Failed

Possible Causes and Solutions

1. Incorrect file format

  • Cause: File is not in .xlsx format
  • Solution: Save file as "Excel Workbook (.xlsx)"

2. Missing or renamed columns

  • Cause: Columns not named "Company ID" and "Relationship" or in wrong order
  • Solution:
    • Column A must contain Company ID
    • Column B must contain Relationship
    • Use downloaded sample Excel as template

3. More than 100 entities

  • Cause: Exceeded limit of 100 entities in one import
  • Solution: Split data into multiple files and import sequentially

4. Invalid Company IDs

  • Cause: Column A contains non-numeric values or invalid formats
  • Solution:
    • Check all IDs are numbers
    • Remove any text or special characters
    • Company ID must have 8 digits

5. Corrupted Excel file

  • Cause: File is corrupted
  • Solution:
    1. Try opening file in Excel and save again
    2. Or copy data to new file created from sample Excel

Frequently Asked Questions (FAQ)

General Questions

Q: How many entities can I monitor?

A: There is no fixed limit. We recommend maximum 1000 entities per company for optimal system performance.

Q: Is module data shared with any third party?

A: No. All data remains in your eIntranet system. Module only loads publicly available data from ARES.

Q: How is data protected?

A: Module access is protected by user rights. Data is visible only to users with assigned permissions. Email notifications are sent only to users with level 2 rights and higher.

Q: Can I monitor foreign companies?

A: No. Module only works for entities registered in the Czech Commercial Register. For foreign companies use other sources or modules.

Q: How much does module usage cost?

A: Module is part of eIntranet system. Uses free government ARES service. There are no additional fees.

Technical Questions

Q: Where does module get data from?

A: Data is loaded from government ARES system (ares.gov.cz), specifically from Commercial Register section. ARES is official source operated by Ministry of Finance of Czech Republic.

Q: How current is ARES data?

A: ARES data is usually updated within 24 hours of change registration in Commercial Register. Changes made in CR are reflected in ARES next business day.

Q: What if ARES is unavailable?

A: Checks are automatically postponed. System will try to load data at next check (in ~22 hours). ARES outages are rare.

Q: Can I change check frequency?

A: No. Frequency is fixed at ~22 hours and cannot be changed. This setting ensures optimal balance between data currency and service load.

Q: Does module store change history?

A: Module stores only last change date. Complete change history can be found in Commercial Register on justice.cz portal.

Notification Questions

Q: Can I choose what changes I want to be notified about?

A: No. System notifies about all change types (addresses, executives, shareholders, legal form, activities, share capital). Cannot select only some categories.

Q: Can I set notifications for only some entities?

A: Notifications depend on your user rights. If you have level 2+ rights, you receive notifications about all monitored entities. Cannot select only some.

Q: Can I receive notifications via SMS or mobile app?

A: Currently only email notifications are supported. For other notification types contact IT support.

Q: Will I receive notifications about small changes?

A: Yes. System notifies about all detected changes regardless of their size or importance. Change significance assessment is up to you.

Q: Can I unsubscribe from notifications but keep module access?

A: Yes. Ask administrator to change your right to level 1 ("View Only"). You'll be able to view data but won't receive emails.

Permission Questions

Q: Who can add entities?

A: Users with level 3 or 4 rights (View + Emails + Adding, or Full Rights).

Q: Who can delete entities?

A: Only users with level 4 rights (Full Rights).

Q: Can I see who added specific entity?

A: Currently this information is not available in interface. For audit contact IT support.

Q: How do I change my permissions?

A: You cannot change your own permissions. Ask system administrator to modify your rights.

Data Questions

Q: What does empty "Last Change" column mean?

A: No change has occurred at entity since it was added to module.

Q: Why does change show but I didn't receive email?

A: Change is probably older than 7 days, or it was entity's first check. System only notifies about changes less than 7 days old.

Q: Can I export change history?

A: Module stores only current state and last change date. For change history use justice.cz portal.

Q: Are module data legally binding?

A: No. This is an information system. Legally binding data is only in official Commercial Register extract on justice.cz portal.

Key Terms and Abbreviations

CR (Commercial Register)

Public registry maintained by Ministry of Justice of Czech Republic, containing data about business companies and certain other legal entities. Registry is governed by Act No. 304/2013 Coll., on public registers of legal and natural persons.

ARES (Administrative Register of Economic Entities)

Information system operated by Ministry of Finance of Czech Republic, enabling search and verification of basic data about economic entities registered in Czech Republic. Serves as central hub for data from various registers.

Company ID (Identification Number)

Eight-digit number assigned by Czech Statistical Office that uniquely identifies an economic entity in Czech Republic. Also referred to as Business ID.

Statutory Body

Person or group of persons authorized to act on behalf of company and bind it to third parties. In LLCs it's the executive, in JSCs it's the board of directors.

Type of legal entity according to Commercial Code. Most common forms: LLC (Limited Liability Company), JSC (Joint Stock Company), GP (General Partnership), LP (Limited Partnership).

Share Capital

Monetary or non-monetary contributions of shareholders to company, forming company's asset base. Minimum amount is set by law (e.g., 1 CZK for LLC after amendment).

Method of Acting

Rules determining how company's statutory bodies sign documents and bind company. For example: executive acts independently, or two executives act jointly.

API (Application Programming Interface)

Interface for programmatic connection to system. ARES provides API enabling automated data loading without need for manual checking on websites.

RAG (Retrieval-Augmented Generation)

Technology combining information retrieval with answer generation using artificial intelligence. In eIntranet context, enables AI assistant to answer questions based on this documentation.

Self-Employed Individual

Natural person doing business based on trade license. Self-employed individuals are not registered in Commercial Register but in Trade Register.

Internal eIntranet Documentation

  • CRM Module - Company and contact management
  • Contracts Module - Contractual relationship management
  • Settings Module - System and user rights configuration
  • eIntranet User Guide - Basic system orientation

External Resources

Contact Information

  • eIntranet Technical Support - Your internal IT department or system provider
  • System Administrator - For permission changes and module configuration
  • ARES Support - For ARES service issues: ares@mfcr.cz

Documentation Version

Version: 1.0

Release Date: November 11, 2025

Valid for: eIntranet version 8.2 and newer

Author: Claude Code Documentation Specialist

Last Revision: 11.11.2025

Documentation Change History

Version Date Changes Author
1.0 11.11.2025 First release of complete user documentation Claude Code

This document was created as comprehensive user guide for CR Monitoring module in eIntranet.net system.
For updates and feedback, contact system administrator.