Step 1: Create the client

Everything starts with creating the client: a new file in your dashboard that will hold all information, documents, screenings and reviews for this onboarding.

Create a new client

1. Open your platform’s Clients list.

2. Press Create new client.

3. Fill in the form:

   Field	What to enter
   What is the role of the point of contact?	The role of the person you are onboarding within the client company: Point of contact, UBO or Director. This is your primary contact for this client either way; see below.
   First name / Last name	The name of the point of contact.
   Assigned account manager	The team member responsible for this client. This person receives the notifications about this client’s progress.
   Internal notes	Optional: anything your team should know. These notes are internal and never visible to the client.
   Initiator	Who is going to fill in the submission form? See below.

4. Press Create new client.

Point of contact, UBO or director?

The three options answer one question: besides being your contact person, what is this person within the company? The choice determines how much this person has to fill in, because their submission form adapts to their role:

Choice	Who to pick	What it means for the form
Point of contact	Someone who arranges the application but has no ownership or board position: a consultant, a company secretary, an employee.	The shortest form: general and contact details, the company information and the ownership structure. No personal history, no passport, no source of wealth.
UBO	Your contact person is (also) an ultimate beneficial owner of the company.	The full personal history form is added: passport, PEP questions, employment, arrests and litigation, source of wealth, banker/lawyer/accountant and the UBO declaration.
Director	Your contact person is (also) a director of the company.	The personal history form is added, without the sections that only apply to owners.

The choice is not final

If a point of contact turns out to be a UBO or director after all, you don’t have to start over: as soon as they are placed in the ownership chart in the Structure section as a shareholder or director, the extra tabs appear in their form automatically. The size of the form follows the chart, not the initial choice. See Step 2.

Choosing the initiator

The Initiator choice determines what happens next:

Option A: Invite client to fill form

The most common choice. After pressing Create new client (1/2), a second screen opens where you prepare the invitation email:

1. Check the recipient under To; you can add multiple email addresses.

2. Review the Subject and Body. A ready-made invitation text is pre-filled, explaining to your client what the onboarding portal is and why the information is needed for the CGA license application. You can adjust it freely, and use the Preview to see exactly what the client will receive.

3. Press Send mail to client (2/2).

Your client receives an email with a Fill in your form button that takes them straight to their personal submission form. The form is protected with a code from the email, so only they can open it.

Option B: Enter details directly

Choose this when you’re sitting with the client, or when you’ve received the information another way (for example on paper). The client is created and you are taken straight into the submission form to fill it in yourself, on the client’s behalf.

No email is sent

With Enter details directly the client receives no invitation email and no personal form link: nobody outside your team knows the file exists until you contact them yourself. Do you still want to hand the form over later? Use the invite action on the party to send the invitation after all.

Note

Even if you invite the client, you can always open the form yourself later to help out, correct something or finish an unfinished part. See Step 2: The submission form.

What happens next?

• The client appears in your client list with status Initial.
• As soon as the client (or you) starts filling in the form, the status changes automatically to Pending information.
• The assigned account manager is the point of contact for everything that follows, and is kept informed by email: when a party signs their form, when a party is ready to be verified, when a party’s status moves on in the review, when a client is waiting for management approval, and when the client replies by email. If you change the assigned account manager later, the new person is notified by email. See Emails sent by the system.

Always assign an account manager

If no account manager is assigned to a client, all of these emails go to every account manager on the platform. Assigning someone keeps the notifications where they belong.

Continue with Step 2: The submission form.