KYCMATIC Plus - Onboarding Back Office Module

As an obliged entity using the Onboarding Module featuring within the KYCMATIC solution, your onboarding team may from time to time make use of its functionality to be able to onboard prospective clients, whether natual persons or legal arrangements. 

This section of the help site shall guide the onboarding team in better understanding how to make use of the onboarding module and its functionalities. 

Accessing the Onboarding Module

To access the onboarding module, head over to the KYCMATIC Menu by hovering over the top left corner (selecting the 3 horizontal lines) to expose the menu. Provided you have access to the onboarding module, the 'Onboarding' menu item would be available. Selecting this shall direct you to the onboarding area, providing you with a list of potential customers who have:

• Been onboarded

• Been declined

• Are currently in the process of being onboarded

As shown in the image below. 

Making Use of The Filters

Wherever a table / grid view is used to list data, such as in this case, every table would have the filtering capability to filter by a large set of information which is specific to the module or information you currently making use of. Selecting on the filter area would expose a list which can be search by, in order to get to your desited filtering option quicker as shown above. As you select the desired filtering option and the relevant data, the table / grid view would filter accordingly (provided that information exists on the selected filter/s). 

Selecting The Desired Table Columns

For every table / grid view, you are able to also select the desired columns you would have showing within your table. Selecting the 'Column' icon on the top of right of any table throughout the solution shall expose the list of available columns for the table you would have in front of you, enabling you to mix and match as you please. You may also search for a column by utilising the 'Search' box at the top of the column selector window. 

Creating a New Onboarding Form

Selecting the '+' icon from the top right shall enable you to create a new onboarding form. You would be presented with two options:

• New Onboarding - Whereby a new onboarding form would be created and provided instantly to you in a new browser tab, after entering the main details; OR

• Send Link - Whereby an email with a link would be sent to the potential client, after entering their main details. 

You would use the first one in the scenario whereby you as the onboarded would fill the KYC form on behalf of the client, and potentially only send them a link to the form when most of the information has been inputted for their review, whilst the second would be used in the scenario whereby the client you wish to onboard is to enter their information themselves which pertains to their person or their company via a link sent to them through an email. 

New Onboarding - Manual Onboarding Form & Sending a Link

Irrispective of what option you select between a new onboarding form or a send link, the initial screens would be very similar, with the exception that as an onboader, when sending a link, a message to the customer can be created which would be shown in the email when received. 

When creating a form manually, after all details in the above fields would have been entered, the brwoser would open a new tab for you as an oboarder to fill out the KYC informaiton on behalf of the client. 

Whilst when sending a link, you would not need to perform anything else at this stage until the end client would have filled out the whole KYC form online and submitted it. 

If you wish to share some guidance to your client on how to make use of the online KYC Form, do please share this link with them:
https://help.kycmatic.com/kycmatic-version-3-accessing-the-onboarding-form

Understanding the Different Stautes of a KYC Form

There are 5 statuses associated with a KYC form. These are: 

• Sent - This status defines that the form has been sent to the respective client.

• Resent - Provided that the client would request you to resend the link to them, this status would be provided and associated with that onboarding record to define that the link has been resent. 

• Draft Saved - The end client has at minimum opened the form and started filling it out, albeit has saved it in a draft manner to continue it at a later time. 

• Submitted - The client has submitted the form. 

Reviewing the Submitted KYC Information - Onboarding Back Office

Irrispective of the status of any form, as a user who has access to the onboarding module, you would be able to access any onboarding record from a back office perspective by selecting the desired record from the onboarding table. 

As you select a record from the onboarding table, you would be directed to an area pertaining to that specific onboarding entity whereby you would be able to view the following tabs (shown on the far left). Throughout the tabs, there would also be the 'tree' which can be hidden or exposed to understand which profile/entity you are viewing. Thus, selecting a tab on the far left, and a specific entity from within the tree, the information presented in the form on the right wold be related to the selected entity, in the context of the tab on the far left:

• Profile - The information pertaining the the entity (provided that the information has been entered). You may also use the right pane to scroll through the different sections found within the form.

• Existing Profiles - Provided that the information entered by the end client (or onboarder) already matches a profile that is existent in KYCMATIC, this tab would provide you the necessary information to also 'screen' these profiles and acknowledge that you have reviewed them and are consciously aware that they no profile is being replicated, or whether one of the existing profiles are actually a match. If so, as a user, you would be able to select that the profile matches the existing profile and decide whether certain information and/or documents are to be overridden from the onboarding information.

• Shares - An area dedicated to list and manage the share structure of the company (provided that the selected entity is a legal arrangements. 

• Structure Chart - A view of the company structure in a chart format which is displayed provided that the shares have been entered correctly in the previous tab. Inevitably, this tab is only shown when the main client being onboarded is a legal arrangement. 

• Screening - As part of the onboarding process, you would be able to screen your client for PEP, Sanctions and Adverse Media to be able to make a more informed decision on the potential client. 

• Documents - Any document that would have been uploaded by the end client as part of the onboarding process would be shown to you within this tab. 

• Verification - Part of the onboarding process requires the ability to identify and verify the potential client. This tab shall enable you to performs this check and keep a log of the verification that had taken place at the time of onboarding. 

• CRA Questions - Any dedicated or specific questions that may be reuquired based on any internal business operations may be answered here. Typically these questions are set up in conjunction with your MLRO which they would have requested to be part of the onboarding process. 

• Risk Analysis - Based on the risk methodology implemented within KYCMATIC and the information that would have been submitted, the risk analysis tab shall clearly provide and clarify the rationals behind the risk that has been given to the potential client for you to make a decision on whether or not the client is to be onboarded. 

• Report - A detailed overview of all the information emanating from the onboarding record for the potential client which may be printed and be used as a consolidated summary to other stakeholders, when required.

• Audit - An area dedicated to store all required audit records and actions that would have been performed on the record. 

With the exception of the 'Existing Profiles' tab (further explained below), the functionality and useability is similar to the main operational use of KYCMATIC. You can find more detail on this information in this area of the user manual.

Existing Profiles

Existing Profiles - Scope

The Existing Profiles screen appears during the review of the KYC form submission when the system detects one or more potential matches in your customer cohort, thus already having a customer onboarded who may be the same person. 

Its purpose is to prevent duplicate profiles, speed up onboarding, and ensure that certain new information and/or document are either merged into an existing record or stored as a distinct new profile with a clear rationale, provided that you are convinced that the end client is not already an exisitng one. 

Matching Profiles

When the end client submits KYC data, the system runs a match check against key attributes (name, date of birth, national ID) and returns a ranked list of candidate profiles.

Confidence levels are also available whereby each candidate shows a match confidence (e.g., High / Medium / Low). The user must review these before proceeding.

Important: High confidence matches should be treated as probable duplicates; medium/low matches require manual review.

User Actions & Required Acknowledgements

• Acknowledge matches: The user must explicitly acknowledge that they have reviewed the Existing Profiles list before continuing. This acknowledgement is recorded in the audit trail.

• Choose an action for each match: For each candidate the user can:

  • Use existing profile — select to make use of and update if necessary the submitted KYC to the existing record. The user then chooses whether to update the existing profile with the new data or retain the current record unchanged - as shown in the below image.

  • Create new profile — select to create a separate profile if the user is confident the submission is not a duplicate.