Overview
The Onboarding Module helps you manage the early stages of your agency application or partner onboarding process.
Instead of immediately adding a company as a monitored connection, you can place them in the onboarding area while carrying out initial checks and gathering information.
Companies in the onboarding area:
Do not count towards your monitored connections
Do not incur monitoring costs
Allow you to track and manage onboarding progress
You can access the onboarding area by navigating to:
Menu → My Network → Onboardings
Starting a New Onboarding
To begin onboarding a company:
Open the Menu.
Navigate to My Network → Onboardings.
Select New Onboarding.
Search for the company you want to add.
Select the business from the search results.
Confirm to add them to your onboarding list.
Once added, the company will appear in your onboarding list with an status.
Managing the Onboarding Process
Within the onboarding record, you can manage the process by:
Adding contacts
Leaving notes for colleagues
Uploading supporting documents
Tracking status updates
This helps keep all onboarding information organised in one place.
Notes
You can add internal notes to record communications, progress updates, or instructions for colleagues.
Each note includes:
A title.
A comment.
An audit trail is created showing who added the note and when.
This ensures everyone involved in the onboarding process can stay informed.
Documents
You can upload documents to store relevant onboarding files, such as:
Agency applications
Compliance documentation
Supporting evidence
To upload a document, simply drag and drop the file into the document area. You can also assign a document type if required.
Sending Exchanges During Onboarding
If you use Exchanges Pro, you can issue documents directly from the onboarding record.
This is commonly used for sending agency application forms.
To send an exchange:
Open the onboarding record.
Select Exchanges.
Click Send Exchange.
Choose a template containing form fields.
Set an expiry date and optional reminders.
Send the exchange.
Templates used during onboarding must contain form fields only.
Templates that require signature fields (such as Terms of Business Agreements) can only be sent once the company becomes a monitored connection.
Completing the Onboarding Process
Once the required checks and documentation have been completed, you can update the onboarding status.
Common statuses include:
Onboarding
On Hold
Passed
Rejected
If the company successfully completes onboarding, you can move them to monitoring.
To do this:
Open the onboarding record.
Select Start Monitoring.
Choose whether to copy existing notes, documents, contacts, and exchanges.
Confirm.
The company will then move to your Active Connections list and begin full monitoring, including due diligence profiles and alerts.
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