Customer KYC Review

What it does

The KYC (Know Your Customer) review feature allows platform administrators to review and approve customer verification submissions directly from customer profiles. When customers submit their business information for compliance verification, administrators can approve, reject, or request changes with personalized feedback notes.

Getting started

Accessing KYC submissions

1. Navigate to Superadmin → Customers in your main menu
2. Search for or select the customer whose KYC submission you want to review
3. Click on the customer name to open their detailed profile
4. Scroll down to the KYC Submission card

[Screenshot: Customer profile page showing the KYC submission card]

Reviewing a submission

1. In the KYC submission card, you'll see the customer's submitted information:

   • Use case: How they plan to use the platform
   • Additional details: Any supplementary information they provided
   • Website: Their business website (if provided)
   • Submission details: Who submitted it and when

2. Review all provided information carefully

3. Add your review notes in the text field at the bottom of the card

4. Choose one of three actions:

   • Approve: Accept the submission and grant full platform access
   • Reject: Deny the submission with explanation
   • Reopen: Send back for revision if information is incomplete

[Screenshot: KYC review interface showing approve/reject buttons and notes field]

Adding review notes

Always include clear, helpful notes explaining your decision:

For approvals:

• "Application approved. Business use case aligns with platform guidelines."
• "Verified business information. Welcome to Vanio!"

For rejections:

• "Business model not compatible with platform terms. Please review our acceptable use policy."
• "Insufficient business information provided. Please include more details about your property management operations."

For reopening:

• "Please provide more details about your property portfolio size and management approach."
• "Website link appears broken. Please verify and resubmit with a working URL."

How it works

When customers first access certain platform features, they're prompted to complete KYC verification. Their submissions appear in customer profiles with a "Pending Review" status. Once you take action:

• Approved submissions unlock full platform access for the customer
• Rejected submissions restrict access and notify the customer via email
• Reopened submissions allow customers to edit and resubmit their information

The system automatically tracks who reviewed each submission and when, creating a complete audit trail. Customers receive email notifications about status changes and can view your feedback notes in their account.

[Screenshot: KYC status indicators showing pending, approved, and rejected states]

Key features

• Centralized review process: All KYC submissions appear directly in customer profiles for easy access

• Flexible approval workflow: Approve, reject, or request revisions based on submission quality

• Detailed audit trail: Track submission dates, reviewer identity, and decision timestamps

• Personalized feedback: Add custom notes to guide customers through any required changes

• Status tracking: Visual indicators show submission status at a glance

• Resubmission capability: Customers can update and resubmit information when changes are requested

• Automated notifications: Customers receive email updates when their submission status changes

Tips & best practices

Reviewing efficiently

• Check external links: Always verify website URLs to ensure they're legitimate business sites
• Look for completeness: Ensure use case descriptions provide sufficient detail about business operations
• Consider compliance: Verify that proposed use cases align with platform terms and regulations
• Be specific in feedback: Detailed notes help customers understand exactly what needs improvement

Maintaining consistency

• Establish review criteria: Create internal guidelines for what constitutes an acceptable submission
• Document decisions: Use review notes to explain your reasoning for future reference
• Regular follow-up: Check for resubmissions from customers whose applications you've reopened
• Team coordination: If multiple administrators review KYC submissions, ensure consistent standards

Customer communication

• Use professional tone: Review notes are visible to customers, so maintain a helpful, professional voice
• Provide clear next steps: When rejecting or reopening, explain exactly what the customer should do
• Be timely: Aim to review submissions within 1-2 business days to avoid customer service issues

Common questions

What happens if a customer doesn't complete KYC verification? Customers can still access basic platform features, but certain advanced capabilities remain locked until they complete and receive approval for their KYC submission.

Can I change my decision after approving or rejecting a submission? Yes, you can reopen any submission to request additional information or changes, even after initial approval or rejection.

How do customers know their submission status has changed? The platform automatically sends email notifications when you approve, reject, or reopen a KYC submission, including any notes you've added to explain your decision.