When you view a profile, you can see all the information about the applicant and take action on their product applications.
See who is applying to the product
You can see all information about the applicant and any documents that have been gathered in Profile data.
To add or edit profile data, click the Edit button.
Find out the current status of their applications
The Application overview shows all applications that the profile has made.
Applications can be in any of these stages:
- Onboarding: This stage begins as soon as the application is created, and continues until the applicant is either approved to use the product or their application is rejected. During this stage, the applicant is undergoing due diligence. A series of dues diligence tasks are created (e.g. to verify the applicant's identity or bank account) which will need to be passed for the application to be approved.
- Monitoring: The monitoring stage starts as soon as the applicant is approved to use the product and becomes a customer. During this time, the customer is monitored to see if they no longer meet the requirements of any of the due diligence tasks or if the risk level of the application changes (which may mean additional due diligence tasks need to be completed).
- Rejected or cancelled: A rejected or cancelled application means the applicant or customer is not authorised to use the product. If the application was in the onboarding stage, it is rejected. If the application was in the monitoring phase, it is cancelled. Either decision can be reverted.
If your company is using Risk, the risk level indicates what kind of risk the application poses to your company (e.g. Low risk, Medium risk, High risk). Typically, a higher risk level means that the profile will need to pass more due diligence tasks for their application to be approved.
Choose the application you want to work on and click the application name.
The Required tasks show what due diligence is required for the application.
- When the task has passed, it has this icon:
- When the task has failed, it has this icon:
- When the task is incomplete, it has this icon:
All tasks need to be passed for the application to be approved.
You can reject tasks at any time to indicate the applicant hasn't met the due diligence criteria, and reject their application.
Navigate between tasks using the application page or using the left navigation.
If the profile has more than one application, the left navigation shows tasks for all open applications by default, but you can use the drop-down menu to see tasks for a specific application.
Below the required tasks on the application page is Recent activity, which shows what action happened on the application, like if a task was completed or a team member left a note on a task.
If you want to see the audit log of everything that happened on the profile, visit the Audit log from the left navigation.
Complete any open tasks
When you go to a task, there are three things that will help you understand what's happened so far:
- The Task status, at the top of the task, shows whether the task has been passed, failed, or is still incomplete.
- Below this, you can see whether any checks were run (e.g. an Electronic identity check or Document verification check) and the results. Note that for some tasks, you may see a form instead of check results.
- Task notes, at the bottom of the task, is where you and members of your team can leave comments and add files.
The actions you take on a task depends on the nature of the task as well as your company’s compliance policy.
- Review information obtained from checks or run more checks. Learn how.
- Complete a task form.
- Upload files (e.g. a PEP declaration form) to the Task notes.
- Record conversations or actions that took place outside of PassFort by adding a note to the Task notes.
To complete the task, click Mark task as complete and select Passed or Failed.
To mark a passed or failed task as incomplete, click Task Pass or Task Failed.
When you follow these steps, you have the option to leave a note explaining your decision.
Approve or reject the application
If you think the applicant should have access to your product, approve the application.
If you think the applicant should not, reject the application.
To approve or reject an application, select the application name from the left navigation, then click Review application. Get the full steps to approve an application.
Note that you can only approve an application when all tasks are passed.