Step 2: The submission form

The submission form is a guided questionnaire that collects everything needed for client acceptance and the CGA license application. Your client (or you, on their behalf) works through it section by section; each section explains what is being asked and why.

Opening the form

If the client fills it in themselves, they click Fill in your form in the invitation email. For security, the form asks for a Code first; it’s included in the same email. If the client can’t find the code, the form has a click here link to email it again.

If you fill it in (or help out), open the form from the dashboard. You’ll work in editing mode: press Start editing the form to begin and Finish editing the form when you’re done, so the form is released back to the client.

What the form covers

The form adapts to the situation, so not every section applies to every client. The full outline:

• Introduction: general information, accepting the terms and conditions, and an explanation of how documents should be certified.
• Personal details: the person’s involvement, general and contact information, citizenship and residences, politically-exposed-person questions, employment, an identity document, arrests/detentions/litigation, source of wealth, and details of their primary banker, lawyer and accountant. How much of this a person gets to see depends on their role; see below.
• Company details: general company information, games and markets, funds management, company history, the group the company belongs to, finance, information management & controls, responsible gaming, and key persons.
• Structure: the ownership structure: who holds which shares in which company, drawn as an organization chart. This is where shareholders and directors are added; they become parties and get their own form in Step 3: Shareholders & other parties.
• Complete: the closing section: a list of all required documents, the declaration and data-privacy consent, the UBO declaration, and finally signing.

Answers are saved as the client goes, so the form can safely be completed in multiple sessions.

Not everyone fills in the same form

The form is assembled per person. A point of contact who has no ownership or board position fills in considerably less than a UBO or a director:

Role in the company	What the form asks
Point of contact	Introduction, their own general and contact details, the company information and the ownership structure, and the closing section. No personal history.
Director	The same, plus their full personal dossier: passport, PEP questions, employment, arrests and litigation, personal documents and identification.
Shareholder (5–10%)	Their personal dossier with passport, documents and identification, plus the UBO declaration.
UBO (10% or more)	The most extensive form: everything above plus source of wealth, funds management, and details of their primary banker, lawyer and accountant.
Additional point of contact	The shortest form of all: contact details, identification and their documents.

The chart determines the form

The form follows the Structure chart. If the point of contact is later designated in the chart as a shareholder or director, extra tabs appear in their form automatically, and their percentage decides whether the 5% or the 10% set applies. A form can therefore get longer after the structure has been drawn; the answers already given are kept.

Documents may need certification

Some documents must be uploaded in certified and/or original form, as required by the CGA. The form gives clear instructions wherever this applies, but tell your client up front so they can arrange certification early. This is often the slowest part of an onboarding.

Signing and locking

At the end of the form, the client signs it. Signing locks the form: the answers are fixed, and the system checks that everything required has been completed before accepting the signature.

The signature is reused on the CGA form

The digital signature is not only a confirmation for your file: it is placed on the party’s Personal History Disclosure Form, the CGA form that is generated from their answers. So the form your client signs on screen becomes the signed CGA document. The two company-level forms (the Business and Corporate Information Form and the CGA license application) are signed with your organization’s own signature, which is set in your platform settings.

After signing:

• The party’s status changes automatically to Pending account manager.
• The assigned account manager receives an email that the form has been signed.
• The party automatically receives access to the client portal: they are taken straight into their portal after signing, and an invitation email with their personal portal link and access code is sent. The point of contact also sees the company and CGA license sections there.
• Once all parties of the client have submitted their part, the client’s status changes to Pending verification, and you can start Step 4.

If something needs to be corrected after signing, the form can be unlocked from the dashboard, edited, and signed again.

Keeping an eye on progress

The Status per party column in the client list and the Information tab of the client show who is still busy (Pending information) and who has finished (Pending account manager). Use the Contact client tab to send a reminder when progress stalls.

Continue with Step 3: Shareholders & other parties.