Step 1: Create the client

Creating the client opens a new file in your dashboard. It holds everything you collect during this onboarding: the forms, the documents and the screening results.

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 user	The team member responsible for this client. This person receives the notifications about this client’s progress. Your own name is filled in by default.
   Internal notes	Optional: anything your team should know. These notes are internal and never visible to the client, and end up on the client’s Internal notes tab.
   Initiator	Who is going to fill in the onboarding form? See below.

4. Press Create new client.

The company itself is not entered here. The client appears in your list as Company to be established until the company details are filled in, either by the point of contact in their form or by your team on the client’s Information tab.

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 form adapts to their role:

Choice	Who to pick	What it means for the form
Point of contact	Someone who arranges the onboarding but has no ownership or board position: a consultant, a company secretary, an employee.	The base 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 owner of the company.	Their own documents are added (certified passport, proof of address, bank reference) plus the UBO declaration.
Director	Your contact person is (also) a director of the company.	The personal history is added: citizenship and residences, PEP questions, employment and their documents.

The role you pick here is only a starting point

Watch out for one thing: choosing UBO produces a shorter form than choosing Director. It adds the document set and the UBO declaration, but not the personal history.

The reason is that the form follows the organization chart, not this dropdown. The full dossier, including source of wealth and the banker/lawyer/accountant details, appears once the person is placed in the chart as a shareholder holding 25% or more, which the point of contact does in the Structure section of their own form. Until the chart is drawn, the system has no percentage to work with.

So don’t judge whether a form is complete by the role you picked here. Check the chart. 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 which information is needed to set up the management services for their company. You can adjust it freely, and use the Preview to see exactly what the client will receive. Attachments can be added too.

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 form. The form is protected with a code from the same 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 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 Invite client from the form menu 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 onboarding 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 team member owns the file from here on, and is kept informed by email: when a party signs their form and when a party reaches Compliance agrees. If you reassign the client later, the new person is notified by email. See Emails sent by the system.

Always assign someone

Several notifications go to the assigned team member, and a few of them are sent to every team member when nobody is assigned. Keeping every client assigned keeps the notifications where they belong.

Continue with Step 2: The onboarding form.