1. To initiate a Client ID Verification, first create the client's file or navigate to an existing file if one has already been created.
Create a File:
- Select + Create New File at the top of the left-hand column.
- Enter a File Name to reference the file you are creating.
- Enter a File Number which should be a unique number or code of your choosing that is associated to only this file.
- Protect File (optional):
- By default, all files created by you will be visible to any team member at your organization, and other team members will be able to view and edit any information within the file. While this is intended to allow collaboration with other individuals at your organization or within your team, you can make the file only visible and editable by you.
- Save.
2. Once you have created a new file or navigated to an existing file, you can add the client(s) to that file that you plan to do an ID Verification on. You have two options for associating a client to a file: create a new client or search and attach an existing client.
Create a New Client:
- Select + Create New Client.
- Email Address: you must enter the client’s email address. This email address will be used to send the client a link to begin the ID verification process and will also be used for any subsequent notifications and communications sent to the client.
- Cellphone Number: you must enter the client’s cell phone number. The client must have access to a cell phone with a camera and the ability to receive SMS messages, as security codes will be sent via SMS to the client, and the client will be required to take photos of their government-issued ID and complete a face scan using the camera on their cellphone.
- Save.
**OR - Search & Attach an existing Client:
- Select Search & Attach Client.
- Search for the client by name, email address or phone number.
- Select the “attach” icon beside the client you want to associate to the file from the suggested clients list.
3. After adding the client(s) to the file, simply select Send ID Verification and confirm the client's details before sending.
When sending an ID verification request to a client, you will have 2 additional settings to toggle – Require secondary ID and Require financial institution login, as shown below. Note: the selections will default to your organization’s settings but can be toggled at the time of sending an ID verification request.
When Require secondary ID is enabled, the client will be asked to upload 2 pieces of ID from an approved list during the ID verification process. When this setting is disabled, the client will only be required to upload 1 piece of government-issued photo ID.
When Require financial institution login is enabled, the client will be asked to select a financial institution where they hold an online account and will be asked to log into this account through a secure third-party connection during the ID verification process. This will be used to determine if the client has an account with a Canadian financial institution that matches the information used in the ID verification process, and additional risk indicators will be available on the Treefort report returned. Without this enabled, the client will not be asked to log into an account with a Canadian financial institution during the ID verification process.
When Enabled Advanced AML Screening is enabled, the client's information will be screened against a real-time database of Global Watch Lists, Sanction Lists, Fitness & Probity Lists, and PEP (Politically Exposed Persons) Lists during the ID verification process. All possible matches will be available for review in the Treefort report.
Send ID Verification:
After confirming the client's details, Send Request.
Report:
The report cloud icon will appear if there is a Treefort report available for download for that client, and the initiator of the request will receive the report notification email. Selecting the cloud icon will download the corresponding Treefort report for that client to your computer, and should be saved immediately to your internal document management system. Depending on your organization’s settings, the report may expire and be unavailable for download after a maximum of 14 days. After the report has expired, the report will only be made available in the case of an audit. Once a report has been reviewed, you can approve or reject the client's report. Approving the client will mark the client as verified in your Treefort portal.