Step 2: The onboarding form

The onboarding form is a guided questionnaire that collects everything needed for client acceptance. Your client (or you, on their behalf) works through it section by section.

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: use Preview form on the party row of the client’s Information tab. In the form’s own menu you’ll find Edit information; confirm with Start editing to unlock the form, and use Finish editing 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 person. The full outline:

Section	Pages
Introduction	Welcome to your platform: a short introduction and an explanation of how documents should be certified.
Personal details	General information, citizenship and residences, contact information, politically exposed person, employment information, documents, source of wealth, and the details of the person’s primary banker, lawyer and accountant.
Company details	General information (including the services you will provide), business information and funds management.
Structure	The ownership structure: who holds which shares in which company, and who the directors are, drawn as an organization chart. This is where shareholders and directors are added; they become parties and get their own form in Step 3.
Complete	The closing section: a list of all uploaded documents, the declaration and data-privacy statement, 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 complete company information and the ownership structure, and the closing section. No personal history.
Director	Introduction, their full personal dossier: general information, citizenship and residences, contact, PEP questions, employment, and their documents. No source of wealth, no banker/lawyer/accountant.
Shareholder with 5–25%	The short set: general information and their documents (certified passport, proof of address, bank reference), plus the UBO declaration.
Shareholder with 25% or more	The most extensive form: everything a director fills in, plus source of wealth, and the details of their primary banker, lawyer and accountant, plus the UBO declaration.
Stakeholder	The same extensive form as a shareholder of 25% or more.
Additional point of contact	The shortest form of all: general and contact details and their documents.
Company (legal entity)	No questionnaire: company information, company address and the corporate documents.

The chart determines the form

The form follows the Structure chart, and the percentages in it decide how much someone has to fill in. If the point of contact is later placed in the chart as a shareholder or director, extra pages appear in their form automatically. A form can therefore get longer after the structure has been drawn; the answers already given are kept, and the person sees a notice that their form has been updated.

The percentages that matter

Three thresholds run through the whole system. They are fixed and cannot be configured per platform:

Threshold	What it decides
5%	A natural person holding less than 5% (calculated through the whole chain) does not get a form at all: they only appear in the chart.
10%	A company in the structure holding 10% or more must supply its corporate documents, and only from 10% can shareholders be added underneath it. This threshold also drives the UBO marker in the party list.
25%	A natural person holding 25% or more fills in the full personal dossier, including source of wealth. Below that, only the short document set.

Documents may need certification

Several documents must be uploaded as an original or a certified true copy: the identity document, the proof of address and the bank reference. The form gives clear instructions wherever this applies, and asks for a confirmation before each upload, 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: they draw a signature (or use the generated standard signature), enter the place, and confirm that all information submitted is true and complete. 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 verification.
• The assigned team member 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. (When a team member signs on the party’s behalf, that email can be suppressed with the Send an email to the client? checkbox.)
• Once all parties of the client have handed in their part, the client’s status changes to Pending verification, and you can start Step 4.

If something needs to be corrected after signing, use Unlock form in the form menu. Be aware that unlocking also clears the Information verified flag of that party, so the verification of Step 4 has to be done 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 verification). Use the Contact client tab to send a reminder when progress stalls.

Continue with Step 3: Shareholders & other parties.