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 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.
• 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 in the next step.
• 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.

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 it’s worth telling 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.

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 license sections there. See What your client sees.
• 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.