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Identity check information is stored in the contact record and can be entered on the applicant, vendor, tenant, landlord or contact screens.

There are various configuration options for how ID can be entered, edited and updated, a Configuration Options section at the end of this page outlines these.

Where required, the Identity Check screen also allows Landlord Registration information to be entered, see separate product guide for this.


From the applicant, vendor, tenant, landlord or contact screen, click ID Check (an applicant record will be used for this example):

1. ID Check icon

  • The Identity Check icon on the main screen changes depending on the current status of the ID checks

  • Hovering over the Identity Check link will display the current status on screen

  • The first screen indicates ID has not been checked, whereas the second screen shows the ID has been checked and is valid

2. Identity Check screen

  • Click Identity Check (on the record, e.g. applicant)

    How the ID check screen appears is dependent on configuration; for example, the left side of the screen is only shown when ID expiry functionality is enabled - when enabled, this panel displays information regarding current ID, ID that needs checking plus ID that is due to/has expired and/or failed

3. Adding new ID

  • Click Add New

  • Primary ID / Secondary ID
    • select the ID type
    • Expiry: where document expiry is enabled, in Expiry click the calendar icon and select the date the ID expires
    • Details: enter the ID information (e.g. passport number) and/or in
      Document click Upload file to upload an electronic format ID document
      Both or either of these options can be available and are dependent on configuration
  • Click Save



4. Complete ID Check status

The status of the ID check process is logged at the top of the screen

  • ID Check: choose from the drop down list to identify the current status of the ID check process
    Enter:
    • Date
    • Checked by - select the relevant user name

  • Click Save to update the ID Check status

Once ID is saved as Successful, a Cancelled option is made available


5. Reporting

ID check information can be reported on using Power Reports

  • Click Reports, then Power Reports and select the report type of Contact Report

  • Select criteria to narrow down the results returned in the report (for example, select Office and choose which office/s to report on)

  • Click Pick Contact Criteria to return to the options shown below

  • From Linked Records, click ID Check

  • Clicking Contact has id checks offers the option to report on contacts without ID

  • Use the criteria options shown to narrow down the contacts returned

    Criteria options offered depends on configuration settings


  • Click here for an example report

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