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Why is my client not ready for self-assessment?

There can be several reasons why your client is not ready for self-assessment

Click on a specific client to open the overview tab, which displays what has already been completed and what is still missing.

Example 1:

Under "Current Overall Status," you can see how far the case has progressed at this point. In this example, it has reached the questionnaire stage. There are two people involved in the case, one of whom has completed their part. The other (in this case, the representative) has filled in their personal information but is still marked as “pending” because the questionnaire has not yet been answered.

The overview also shows that some required documents are still missing from the case.

Example 2:

This case has "Awaiting Confirmation" as its current status. This means the case was previously completed but has now reached its re-evaluation date and has been sent to the client, who needs to renew their responses. Once this is done, the client manager assigned to the case will receive a notification that the case is ready for a new self-assessment. You can read more about this below.

Why and how often should I re-evaluate my clients?

The law does not specify an exact re-evaluation interval. However, you are required to define an internal policy on the matter and be able to justify the interval you have chosen. We recommend documenting this policy in writing so it is readily available during audits or inspections.

If you have activated the "Automatic Renewal" function (under Admin Settings), the following process is triggered automatically when the next evaluation date is reached:

  1. An email is sent to the representative linked to the client.
  2. The representative logs into their KYC account and either confirms their previously submitted answers or updates any information that is no longer accurate.
  3. Once the representative has responded, the client manager is notified and must perform a new self-assessment.

As soon as the renewal email is sent to the client, the case will move from "Completed" to "In Progress" in the case overview.

If "Automatic Renewal" is not enabled, the client manager will receive a notification when a client exceeds the next evaluation date. The client manager must then access the specific client, click the three-dot menu (⋮) in the upper-right corner, and select "Renew responses". From there, the process follows the same steps as described above for Automatic Renewal (steps 1–3).