The Customer Profile - Functionality & Overview

Customer Profile - Sub-Menu

When inside a customer profile, the left‑hand Navigation provides quick access to the customer's sub modules found wihtin the customer profile and remains visible as you move between them. 

Use the menu to jump directly to Overview, Profile, Shares, Structure Chart, Screening, Services, Documents, Verification, CRA Questions, Actions, Risk Analysis, Report, and Audit. 

Hover and click one of the sub-menu items to open that specific area within the customer profile; the selected item shall always be highlighted so you always know your location. 

For efficient workflows, start in Overview to see a summary of the customer and compliance status, then move to Profile or Screening to review details and run checks, use Documents to upload or view evidence, and open Actions to assign or resolve tasks. You may also use Risk Analysis, Report, and Audit for monitoring and exporting data.

Profile Sub-Menu Area

The profile details screen displays the consolidated profile related to the selected customer (being either a natural person or a legal arrangement), showing key identifiers and status at a glance. 

At the top you’ll find Entity Name, Entity ID, and Registration Number, followed by a variety of different data points (which are all configurable and can be amended and/or removed, whilst also being able to add new fields depending on your business process), which may all be used to understand and review the information pertaining to the entity. 

Throughout the profile, a tree strucutre shall be present to the left of the form (but to the right of the sub-menu) which can be expanded and collapsed using the 'double left arrow' found in the header to the left of the entity name towards the top of the screen. This tree like hierarchy shall provide you with a detailed structure on how the main client (specifically if the main client is a legal arrangement) is segregated between shareholders and other involvement, coupled with better understanding the involvement types. 

Selecting the different involvements throughout the structure shall load and provide the information to the right, in this case, the KYC information, of that selected involvement within the main customer. This functionality and behaviour shall be the same throughout the rest of the profile and the sub-menu areas, loading the information for the selected entity within the tree, in the context of the selected sub-menu item tab. 

The panel on the far right is used as section reference points which may be clicked and thus directing you to that specific area within the form. 

Shares Sub-Menu Area

The Shares page displays the company’s issued share capital and ownership breakdown by share class. It is imperative to note that the involvements within the previous tab, the 'Profile', would be required to mimic the actual structure in order to fulfil with confidence the shares tab. 

At the top you’ll see Total Number of Issued Shares, followed by one or more share classes (for example, Ordinary Shares A, Ordinary Shares B) with each class showing its shareholders, number of shares held, and percentage ownership. 

To update holdings, use the Add Share Type or Edit controls to create new classes, allocate shares, and correct quantities. Changes should be saved and will update the totals immediately. 

Once the shares have been correctly allocated, KYCMATIC would be able to provide you with the structure chart which is found within the next section. 

Structure Chart Sub-Menu Area

The Structure Chart visualises ownership and control relationships for the selected entity in a hierarchical diagram. Selecting different involvements throughout the structure, assuming they are also of algal arrangement nature, shall also show the structure chart from the selected involvements perspective. 

Click any node to open its profile panel with identifiers, ownership percentage, voting rights, and role (for example, Ultimate Beneficial Owner); use the expand/collapse controls to reveal or hide downstream entities. 

A user may also update the UBO identified percentage to decrease or increase the UBO identification, whereby the changes may first be previewed, and then saved if necessary. Such a change would automatically recalculate totals and update connected nodes. 

Selecting the open or closed arrows shall expand or collapse the chart, whilst the inverted icon shall flib the structure chart from top down to bottom up, based on your preferecne. Finally, use the Print actions to produce a snapshot for reporting.

Screening Sub-Menu Area

The Screening sub menu area shall enable you to screen using a third party solution, the main customer and all involvements (if available) for:

• Politically Exposed Person (PEPs)

• Sanctions

• Adverse Media

Furthermore, a google search which would retrieve the top 10 google results coupled with a search into the asset recovery bureue (for malta based entities only) may also be performed as part of the screening process. It is important to note that the ongoing screening can be set to ON for solely the PEP, Sanctions and Adverse Media screening. Therefore, for the google and ARB, these would need to be manually refreshed. 

The matches are returned by an automated screening process between KYCMATIC and our third party solution. Each row shows the Search Term, Match Type, Source, Accuracy (percentage), Sources (e.g., Adverse Media, Sanctions), Match Info (tags such as Organisational Suffix or Entity Name), and an overall Confidence level. 

Use the table to triage results: sort or filter by accuracy, confidence, or source; click a row to open detailed match information and supporting articles.

You may also use the right toolbar icons to scroll between third party screening, google searches and ARB searches, whilst being able to mark items as reviewed, false positives or true positives.

Services Sub-Menu Area

The Service Details sub-menu area captures structured information about a service or list of services being provided to the main client. This includes the code, category, and payment attributes, amongst others. 

At the top, the service is identified by name and reference number (e.g., Academic Excellence III – DE2346), with its current status (e.g., In Progress) clearly displayed. The form includes fields for Service Category, Payment methods and value, and service notes, along with a rationale field to justify the service record. 

Use dropdowns to select predefined values and ensure consistency across records. The Payment Details section allows entry of method, frequency, amount, and currency. 

Use the Save button to store changes or Cancel to discard edits. Navigate between service details and service notes using the right panel, which would enable you to sroll between sections within the services page. 

This module ensures that each service is properly categorised and documented for operational and compliance tracking.

Documents Sub-Menu Area

The Documents sub menu item provides structured access to customer-related documents, organised by category and status. 

The documents table displays a folder like structure with a list of possible documents that may be uploaded and contained within the customer profile such as Acquisitions, Contracts, Legal, Reports, and more—click any document row to view its contents in the main panel. 

Each document entry includes metadata: Name, Pages, Type (e.g., “Artwork Purchase Contract”), Status (e.g., Valid), and Updated Date. 

Use the checkboxes to select documents for bulk actions, and click a row to open or review the file. The system supports versioning, tagging, and status tracking to ensure compliance and audit readiness. Upload new documents using the designated controls, and assign them to the entity to maintain organisational integrity. 

This interface is ideal for managing contracts, correspondence, and project records across academic or research workflows.

Verification Sub-Menu Area

The Verification sub menu item displays a chronological list of manual verifications tht would have taken place by a user which is a process used to validate documents compared with client information.

Each row includes the Document Title used for verification, Created Date, and Status (e.g., Verification Required, Verified, Verification in Progress). Use this table to track the progress of each verification item; click a row to view the verification process and its supporting evidence. 

Red icons indicate pending verifications requiring attention. To update a document’s status, open its detail view, review the content, and save it to mark it as verified once complete. 

This interface supports audit readiness and ensures that all required documentation is properly reviewed and logged.

Creating a new Verification would require you to select the document you wish to make use of as part of the verification process, whereby you may match the information saved in KYCMATIC with the informaiton being provided in the document you have selected to perform the verification. 

CRA Questions Sub-Menu Area

The Risk Assessment Questions page presents a checklist of yes/no items used to evaluate further customer risks across a multitude of areas depending on how your environment is configured, typically having it structured in a manner of how the MLRO would have requested it.  This can be on financial crime, ethics, and regulatory concerns, amongst others. 

Use the Bulk Answer control (provided one may have access to it) to prefill a consistent response where policy allows, then review and adjust individual questions that require case-specific judgment. 

Ensure rationales or notes are recorded where your governance framework mandates justification, as per your internal policies. 

Click Save to commit changes; responses update the customer’s risk profile and may trigger additional screening or workflow steps based on configured rules.

Actions Sub-Menu Area

The Actions sub menu area records task and actions that are required to be performed for the specific customer and/or other entities. 

Each entry shows the Type (e.g., Incident Identified), Title, Completed status, Assigned By, Assigned To, Actioned By, and Created Date. 

Use the table to confirm ownership and progress: a green checkmark indicates completion; otherwise the item remains pending. Click a row to open the action detail, review context, add notes, or update status. 

Reassign tasks via the Assigned To field to route work to the correct person, and ensure each action has a clear owner and is marked complete once remediation is finished.

Risk Analysis Sub-Menu Area

Risk Analysis Page Overview

The Risk Analysis page consolidates all customer profile data, the configured risk‑methodology weightings, and the obliged entity’s risk acceptance criteria across the different risk factor pillars in order to compute a single, final risk score for the end customer and all involvements (when available). 

It compares profile attributes (demographics, services, geographies, documents, screening results, relationships, and historical audit events) against configured risk and weightings, runs the configured calculations, and surfaces the resulting Exception Risk, Association Risk, and Final Risk with supporting detail, which, if in rare cases requires to be overridden, may be performed, provided you have the permissions to do so. Typcially, such permissions are solely given to the MLRO. 

Example Inputs & Data Sources Used

• Customer profile fields — demographic / entity profile, services.

• Screening results — PEP, sanctions, adverse media, financial crime flags.

• Documents and verifications — presence, validity, and re‑verification status.

• Relationships and linkages — related entities, UBOs, and other stakeholders.

• Configured risk methodology — attribute weightings, thresholds, and exceptions.

Weightings & Calculations - High-level Logic

• Attribute weighting — each profile attribute maps to a configured weighting value emanating from the configured risk methodology in the solution; KYCMATIC would then multiply the attribute values by their score and sub-weighting to produce component scores.

• Exception and association calculations — attributes flagged as exceptions contribute to Exception Risk;

• Aggregation — component scores are combined using the configured aggregation method (weighted sum, capped values, or rule overrides) to produce an overall numeric score.

• Normalization and thresholds — the raw score is normalized and compared to policy thresholds to assign a Risk Level (e.g., Low, Medium, High, Critical).

• Rule overrides — policy rules can force minimum or maximum risk outcomes (for example, a sanctions hit may automatically set Final Risk to Critical, irrisepective of all other risks and weightings).

Interpreting Results & UI Elements

• Risk Summary — shows numeric Final Risk and categorical Risk Level with colour coding and percentage breakdowns for Exception and Association components.

• Attribute breakdown — lists each attribute, its weighting, its contribution to the score, and whether it triggered an exception. 

• Geography and project panels — show country and other jurisdiction contributions and their individual risk impacts.

• Audit and evidence links — provide direct access to screening records, and discounting of hits that support the score.

Audibility & Governance

• Re-verification and document requests — create actions to obtain missing or expired documents; these actions feed back into the profile and trigger a re‑calculation.

• Escalation — configured thresholds can automatically escalate cases to compliance teams or require manual approval, specficially when leveraging the rule engine.

• Approval controls — record decisions, override reasons, and approver identity; overrides are logged in the audit trail.

Risk History 

Selecting the Risk History icon (top right) shall present an overview of the history of risk pertaining to the selected customer, or involvement which shall provide a consolidated and detailed view on how the risk would have been altered over time, coupled with what risk methodology version the risk is associated with. 

Report Sub Menu Area

The report sub menu area shall provide a consice and detailed overview of the whole customer profile, includin screening and other elements which may be used to print out and provide it as evidence to a board or even a regulator. 

Audit Sub Menu Area

Audit Page Overview

The Audit sub menu area is the single source of truth for every change made to a customer profile. 

It records what changed, from what value to what value, who made the change, when it happened, and why (where a reason is provided). Use it to prove provenance, investigate unexpected score movements, and support regulatory or internal reviews.

What The Audit Log Contains

• Change timestamp — exact date and time the change was recorded.

• Changed by — user account or system process that made the change.

• Field changed — the specific profile field, document, relationship, or rule that was modified.

• Old value → New value — the before and after values for the changed field.

• Triggering action — what caused the change (manual edit, automated re‑calculation, methodology update, import).

• Methodology/version — the risk methodology or ruleset version used when the change affected scoring. (Found within the risk history)

• Override and comment — if an override occurred, the override value, approver, and mandatory comment.