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Manage Organisation and Suborganisations

Permissions

Compliance OfficerAdvanced UserStandard UserData Entry OperatorBilling OfficerAuditor
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The Compliance Officer can edit organisation and scan settings for their organisation and suborganisations. You may like to add multiple suborganisations under your parent organisation for different departments or for specific scan criteria and scope for PEP & Sanction screening.

Organisation Details

The Details tab allows you to view or edit the following details for the organisation selected from the Organisation List:

Reseller accounts

If you are a Compliance Officer of a reseller account, you have the ability to set and edit the subscription dates.

FieldRequiredCharacter LimitDescription
NameMandatory100Legal name of the organisation.

If you change the name of your parent organisation, please notify support@membercheck.com so that we can update our records.

Org IDMandatory20Unique identifier for the selected organisation. Your parent organisation Org ID will be assigned to you during enrolment.

For suborganisations, you can assign your own Org ID or allow the system to automatically assign an Org ID.

The Org ID is key to identifying the organisation you are scanning for in batch files and API requests.

AddressMandatory499Address of the organisation or head office. Free format
Fax NumberOptional50Free format.
Phone NumberOptional50Free format.
EmailConditional125Organisation email or email address to receive scan notifications if no Compliance Officer is assigned and no specific Notification Email Addresses are provided in Email Notifications tab.
CountryMandatory-Country where the organisation is based. This affects the Time zone used for the organisation.
Time zoneMandatory-Time zone is automatically set based on the selected Country, however it can be changed to cater for different regions with different time zone settings.

This time zone will be used for all dates and times displayed for the organisation, with the exception of the Activity Report, which is based on Australian Eastern Standard/Daylight Saving Time (UTC +10/11).

Time zone is displayed against the Last Login date and time on the MemberCheck banner, for reference

For users that are assigned to an organisation belonging to a group of organisations with different time zones, the time zone displayed against the Last Login date and time will be that of the group's parent organisation.

Report LogoOptional-An organisation logo can be uploaded to be included for display in exported reports (PDF, Excel, Word).

Supported formats: gif, jpg and png.

Maximum logo dimensions (pixels): 150 width, 100 height.

Maximum file size: 100 KB.

Scan Settings

The default User Defined option enables the users to select the scan criteria prior to scanning and offers the greatest flexibility.

Batch Setting

FieldRequiredDescription
Batch ValidationMandatoryA setting that determines if batch file validation is performed prior to scanning.

Options are:

On - Default. Any batch file with incorrect formatting or containing invalid data will be rejected and the batch scan will show an error, and a status of the Error will be displayed against the scan in the Batch Scan History.

Off - Any batch file with incorrect formatting or containing invalid data will be accepted and the batch scan will be completed by ignoring the incorrectly formatted or invalid data.

Individual Scan Settings

Setting options to User Defined enables the user or API client to specify their preference during screening.

FieldRequiredDescription
Default Name Match TypeMandatoryA setting that defines the default name match type across the organisation for all scans of individuals.

The options are Exact, Exact (Including Middle Name), Close or User Defined.

Exact

Scan results show matches where the First and Last Name match exactly. Middle names are also taken into account but Middle Name matching does not eliminate watchlist entities with no middle name. Scan results include matches, where:

  • The First and Middle and Last Name match exactly.
  • The First and Last Name match exactly and the watchlist record Middle Name contains the Middle Name entered.
  • The First and Last Name match exactly and the watchlist record has no Middle Name.
  • The First and Last Name match exactly and the Middle Name does not match.

Exact (Including Middle Name)

  • The First and Middle and Last Name match exactly.
  • The First and Last Name match exactly and the watchlist record Middle Name contains the Middle Name entered.
  • The First and Last Name match exactly and the watchlist record has no Middle Name.

Close

  • The First Name and Last Name match based on a phonetic matching algorithm (similar sounding names). Middle Names are ignored.
Close Name Match RateMandatoryApplicable for Close name matches only. Improves relevance of scan results by setting a Close Name Match Rate threshold.

Options are:

1 - 100% - Refines the scan results to display only name matches with a match rate greater than or equal to the value entered. Accepted values are between 1 and 100.

User Defined - Default. The user can specify a threshold at the time the scan is performed. It defaults to greater than or equal to 80% if no value is entered.

Example: The name John at various thresholds:

  • 100%: John.
  • 80%: John, Johnnie, Johnny.
  • 50%: John, Johnnie, Johnny, Jon, Joan, Jonah, Jean, Jan, Joanne, Joanna, Janie, Gena, Gina etc.
  • 1%: John, Johnnie, Johnny, Jon, Joan, Jonah, Jean, Jan, Joanne, Joanna, Janie, Gena, Gina, June, Jane, Jayne, Juan etc.
Whitelist PolicyMandatoryA setting that ensures previous due diligence decisions, i.e, an individual is determined to not be a watchlist entity, are taken into account in future scans. Therefore, previous match results will not be returned as a match.

Options are:

Apply - Watchlist entity matches previously classified as No Match are excluded from the scan results.

Ignore - All watchlist entities matching the scanned individual are displayed. Previous due diligence decisions are also shown.

Country of Residence PolicyMandatoryA setting, for individual scans, which allows matches to be ignored if the individual's Country of Residence is different to that of the matching watchlist entity. This rule can be applied to selected category matches or to all matches,.

Options are:

Apply to All - All watchlist entity matches where the individual's Country of Residence is different to the found entity's locations are excluded from the scan results. This includes Apply to PEP, Apply to RCA and Apply to SIP (incl. TER) settings.

Apply to PEP - PEP (Politically Exposed Persons) watchlist entity matches where the individual's Country of Residence is different to the PEP's locations are excluded from the scan results.

Apply to RCA - RCA (Relatives or Close Associates) watchlist entity matches where the individual's location is different to the RCA's Country of Residence are excluded from the scan results.

Apply to SIP (incl. TER) - SIP (Special Interest Person) watchlist entity matches where the individual's Country of Residence is different to the SIP's locations are excluded from the scan results.

Ignore - Country of Residence Match Policy is not applied.

Default Country of ResidenceMandatoryUsed for nominating a Country of Residence for the individual's address where a country cannot be identified.

To utilise the Country of Residence Policy, a country needs to be identified in the member's Address field. For member addresses, which are not blank but do not contain an identifiable country, if a Default Country of Residence has been nominated, it will be automatically assigned to the member as the Country of Residence, in both single and batch scans.

For MemberCheck users outside Australia, selecting a Default Country of Residence removes the need to add the country to the address of a member where a country does not already exist in the member's records.

For Australian MemberCheck users, selecting Australia as the Default Country of Residence will assign Australia as the Country of Residence to member addresses that do not contain a State or "Australia" or another country.

The default setting is Not specified, which has no impact on member scans.

announcementDefault Country of Residence should be set once and not changed as no record is kept of changes to this setting.

person Only a Compliance Officer can select a Default Country of Residence, it cannot be user defined prior to scanning.

Apply Country of Residence to Blank AddressesMandatoryUsed in conjunction with Country of Residence Policy and Default Country of Residence, this setting defines whether the Default Country of Residence is used where Member addresses are blank during PEP and Sanction scans.

Including a Country of Residence during PEP and Sanction scans helps to eliminate and reduce false positives. This option provides a catchall if Member addresses do not contain any information.

Options are:

Yes - Applies specified Default Country of Residence for all blank Member addresses during scans.

No - No changes to blank Member addresses.

PEP Jurisdiction PolicyMandatoryThis setting determines whether to exclude or include PEPs and their RCAs based on their jurisdiction's presence in the specified exclusion or inclusion list.

The default which is set by the scanning organisation's Compliance Officer is Exclude (matches for selected countries specified in Exclude from screening field).

Options are:

Apply - Exclude or include PEPs and RCAs based on defined PEP Jurisdiction Countries.

Ignore - Disregard jurisdiction-based exclusions or inclusions for PEPs and RCAs.

User Defined - Allow users to choose whether to apply jurisdiction-based exclusions/inclusions during screening or ignore them.

info If no country is defined in PEP Jurisdiction Countries in the fields below, this is the same as selecting Ignore.

PEP Jurisdiction CountriesOptionalOptions are:
  • Exclude from screening: Allows you to specify countries to exclude from the scan results of PEPs and their RCAs e.g. domestic PEPs.
  • Include in screening: Allows you to specify countries to include within the scan results of PEPs and their RCAs.

Your obligations under the appropriate AML/CTF or AMC/CFT legislation should determine which PEP Jurisdictions you choose to explicitly include or exclude.

info To apply the PEP Jurisdiction policy to explicitly include or exclude the defined countries, the Apply to PEP option in the Residence Policy should be unchecked, as this will override the PEP Jurisdiction inclusion and exclusion policy and will return PEP and RCA profiles that match the country defined during screening.

Exclude Deceased PersonsMandatoryAllows you to specify if deceased persons are to be excluded from the scan results.

Options are:

Yes - exclude profiles where the person is tagged as deceased.

No - include profiles where the person is tagged as deceased.

Web SearchMandatoryAllows you to specify if a search on the Google search engine should be included during screening.

Options are:

Yes - run a web search during screening.

No - do not include a web search. This is the default setting.

Advanced Media SearchMandatoryAllows you to specify if an advanced search for the latest news articles should be included during screening.

Options are:

Yes - run a search on articles during screening.

No - do not include the search. This is the default setting.

FATF Jurisdiction RiskMandatoryAllows you to specify if a jurisdiction search which includes technical compliance and effectiveness ratings, based on FATF recommendations, should be included during screening.

Options are:

Yes - run a jurisdiction risk check during screening.

No - do not include the risk check. This is the default setting.

Original Script/Full Name SearchMandatoryA setting, which when turned On, provides an additional Original Script Name or Full Name field in the scan parameters to allow single and batch scanning of a person's name in its original script (e.g. Arabic, Chinese, Cyrillic, Indonesian, Korean, Japanese, Thai and other non-Latin/Roman scripts).

Options are:

On - Name matching is performed based on First and Middle and Last Name and Original Script Name

Off - Name matching is performed based on First and Middle and Last Name.

Ignore Blank DOB PolicyMandatoryA setting, which when turned On, enforces DOB to be entered during screening and allows matches where the watchlist entity does not have a DOB to be eliminated.

Options are:

On - Eliminates match results where the date of birth is blank for either the member or the watchlist entity.

When this option is On, a watchlist entity that could be a true match may be eliminated if its record does not contain a date of birth.

Off - DOB is optional. If a valid Date of Birth (DD/MM/YYYY) is entered, the Scan Results show matches with an exact, incomplete or no Date of Birth.

Ignore Blank NationalityMandatoryA setting, which when turned On, enforces nationality to be entered during screening and allows matches where the watchlist entity does not have a nationality to be eliminated.

Options are:

On - Eliminates match results where the nationality or citizenship is blank for the member or the watchlist entity.

When this option is On, a watchlist entity that could be a true match may be eliminated if its record does not contain this information.

Off - Default. Nationality is optional during screening. Results will include profiles matching all specified nationalities as well as no known nationality to minimise potential match exclusions.

DOB and YOB Tolerance (Years)MandatoryA setting which allows for date of birth variations in the results returned with a tolerance of [X] years on either side of the individual's date of birth. Enabling this variation will ignore the specific day and month of the birthdate and will match against the year only. Supports a maximum of 9 years of variation.

Options are:

On - preset allowance of [X] years variation. This will be applied during screening and cannot be changed

Off - No variation allowed.

User Defined - the tolerance setting can be enabled and adjusted during screening.

This is turned off by default.

Limit Scan ResultsMandatorySet limits on the maximum number of scan results returned for Exact and Close name match types.

Defaults to 100 for Exact name match type and 200 for Close name match type. Accepted values are between 1 and 400.

Corporate Scan Settings

FieldRequiredDescription
Default Name Match TypeMandatoryA setting that defines the default name match type across the organisation for all scans of corporate entities.

Options are:

Exact - The corporate data entered into the system will only result in a match should the corporate name entered match the Watchlist precisely.

Close - The corporate data entered into the system will result in a match should the data entered closely match the name on the Watchlist.

Close Name Match RateMandatoryApplicable for Close name match type only. Adjust relevance of scan results by setting a Close Name Match Rate threshold ranging from 100% (almost exact match of name) to 1% (somewhat similar sounding name).

Options are:

Match rate - Define the closeness of name matching. Scan results will return matches with a match rate greater than or equal to the value entered. Accepted values are between 1 to 100. Setting this rate will apply to all scans performed within the organisation account for all users.

User Defined - Default. The user can specify a threshold at the time the scan is performed, either through the web application or via API. It defaults to greater than or equal to 80% if no value is entered.

Example 1: The name Greenoil at various thresholds with the variations returned:

  • 100%: Greenoil
  • 80%: Greenoil
  • 50%: Greenoil, Greenwill, Greenlay, Greenhill
  • 30%: Greenoil, Greenwill, Greenlay, Greenhill, Greenall, Greenhall, Greenwell, Greenlaw, Greenlee etc
  • 10%: Greenoil, Greenwill, Greenlay, Greenhill, Greenall, Greenhall, Greenwell, Greenlaw, Greenlee, Greenli, Green, Grinnell, Grenal, Granlee, Garonil, Kernel, Cornwall etc

Example 2: The name Bayer at various thresholds:

  • 100%: Bayer
  • 80%: Bayer
  • 50%: Bayer, Baer, Payeer
  • 30%: Bayer, Baer, Payeer, Bauer, Beyer, Bower, Buyer, Beer, Veier etc
  • 10%: Bayer, Baer, Payeer, Bauer, Beyer, Bower, Buyer, Beer, Veier, Bayard, Barre, Bear, Peer etc
Whitelist PolicyMandatoryA setting that ensures previous due diligence decisions, i.e, a member is determined to not be a watchlist entity, are taken into account in future scans. Therefore, previous match results will not be returned as a match.

Options are:

Apply - Member and watchlist entity matches previously classified, after due diligence, as No Match are excluded from the scan results.

Ignore - All watchlist entities matching the scanned member are displayed. Previous due diligence decisions are also shown.

Country of Operation PolicyMandatoryA setting which allows matches to be ignored if the corporate entity's Country of Operation is different to that of the matching watchlist entity.

Options are:

Apply to All - All watchlist entity matches where the corporate's Country of Operation is different to the found entity's locations are excluded from the scan results.

Ignore - Country of Operation Match Policy is not applied.

Apply Default Country to Blank AddressMandatoryUsed in conjunction with Country of Operation Policy and Default Country of Operation, this setting defines whether the Default Country of Operation is used where the Corporate country locations are blank during screening.

Including a Country of Operation helps to target and filter relevant results. This option provides a catchall if Corporate addresses do not contain any information.

Options are:

Yes - Applies specified Default Country of Operation for all blank addresses during scans.

No - No changes to blank Corporate addresses.

Web SearchMandatoryAllows you to specify if a search on the Google search engine should be included during screening.

Options are:

Yes - run a web search during screening.

No - do not include a web search. This is the default setting.

Advanced Media SearchMandatoryAllows you to specify if an advanced search for the latest news articles should be included during screening.

Options are:

Yes - run a search on articles during screening.

No - do not include the search. This is the default setting.

FATF Jurisdiction RiskMandatoryAllows you to specify if a jurisdiction search which includes technical compliance and effectiveness ratings, based on FATF recommendations, should be included during screening.

Options are:

Yes - run a jurisdiction risk check during screening.

No - do not include the risk check. This is the default setting.

StopwordsOptionalList of words or phrases to be ignored for Corporate scans. By default, this contains common company suffixes and their abbreviations.

The system default is available if you choose to use this, or customise this to cater to your customers.

On occasion, we may update the system default to improve the searchability for our clients. To use the latest system default, which will replace any customisation you have made, click on Reset to Default.

Limit Scan ResultsMandatorySet limits on the maximum number of scan results returned for Exact and Close name match types.

Defaults to 100 for Exact name match type and 200 for Close name match type. Accepted values are between 1 and 400.

Customisation of company stopwords

When customising your company or entity stopwords, be careful not to include common words or suffixes which may also form part of an organisation name, as this may return more results for matches which are irrelevant.

Watchlists Settings

FieldRequiredDescription
Select Watchlist CategoriesMandatoryA setting which when turned On, enables users to customise the scope of screening from the list of selected watchlist categories when performing a new scan.

Options are:

Yes - Default. Allows the user to change the watchlist categories for new scans.

No - Watchlist categories cannot be changed during screening.

IDV Scan Settings

FieldRequiredDescription
Enable Global FaceMatchOptionalDisable or enable the global FaceMatch screening (biometric facial matching against government-issued documents). By default, this option is enabled if your organisation is subscribed to the IDV service. Turning this off will verify identities using ID Check only (verification against official and commercial sources at the following list of supported countries.

infoIf you would like to verify using the global FaceMatch only, please reach out to your Account Manager or Support.

Available CountriesRead onlyA list of countries enabled for your organisation for ID Verification. This list of verification sources applies to all suborganisations and cannot be customised.
Default CountryOptionalSet a default country if you would like a pre-selected country to appear in the field Country of Verification in Single Scan.

This provides a pre-selected value, but does not restrict the user from selecting a different country for verification.

This may be useful if the majority of the verification sources are the same.

Monitoring Settings

Define scan setting options for ongoing monitoring. These can be set to be the same as Settings or adjusted to cater for variations depending on your organisation's AML/CTF obligations.

Some additional features to note:

FieldDescription
Turn on MonitoringCheck this option to enable ongoing monitoring for your organisation.

This is not checked by default.

Auto-clear all entities from monitoring on subscription renewal dateOn the first day of subscription renewal, all active entities in the Monitoring List are rescanned. Check this option to automatically clear all entities from the Monitoring List on the first day of subscription renewal.

This is not checked or enabled by default.

Turn on ongoing monitoring results reviewCheck this option to enable tracking of ongoing monitoring review within Monitoring Results screens.

This is not checked or enabled by default.

Monitoring FrequencyDisplays the preset interval for ongoing monitoring for your organisation account and the date the process was last run. These values are read-only and can be: Daily, Weekly, Fortnightly, Monthly, Quarterly and Semi Annually.

To change the interval to reduce the frequency of ongoing monitoring, please contact your Account Manager or MemberCheck Support.

Enable email notifications of monitoring updatesCheck this option to receive email notifications if changes are detected in the watchlist which may affect monitored individuals and or companies. Emails will be sent to the Compliance Officer or Organisation Email.

This is not checked or enabled by default.

Last Monitoring DateDisplays the date the ongoing monitoring was last run for the organisation or suborganisation account.
Enable callback URL notification of updates detectedCheck this option to receive API notifications if changes are detected in the watchlist which may affect monitored individuals and or companies.

The specified callback URL must be available via GET method without authentication. For detailed usage of the callback URL, refer to FAQ

This is not checked or enabled by default.

Update Monitoring List for New Individual ScanPreference for adding new individual scans (single, batch and API) to the Monitoring List.

Options are:

Yes - Automatically add all scans to the Monitoring List. Users are not able to change this option during scans.

No - Do not add scans to the Monitoring List. Users are not able to change this option during scans.

User Defined (defaults to Yes) - Add scans to the Monitoring List. User is able to change this before running a scan, batch scan or via API request.

User Defined (defaults to No) - Do not add scans to the Monitoring List. User is able to change this before running a scan or batch scan or via API request.

Update Monitoring List for New Corporate ScanPreference for adding corporate scans (single, batch and API) to the Monitoring List.

Options are:

Yes - Automatically add all scans to the Monitoring List. Users are not able to change this option during scans.

No - Do not add scans to the Monitoring List. Users are not able to change this option during scans.

User Defined (defaults to Yes) - Add scans to the Monitoring List. User is able to change this before running a scan, batch scan or via API request.

User Defined (defaults to No) - Do not add scans to the Monitoring List. User is able to change this before running a scan or batch scan or via API request.

Users

The Users tab allows you to view or edit the following details, for the organisation selected from the Organisation List.

FieldDescription
Compliance OfficerName of the assigned Compliance Officer for the selected Organisation. Compliance Officers in suborganisations are also available for selection in the list.
Unassigned UsersList of users associated with the primary organisation which are not assigned to the selected organisation or suborganisation.
Assigned UsersList of users assigned to the selected organisation or suborganisation.

List Access

The List Access tab enables you to view and configure the scope of PEP and Sanctions screening for the chosen organisation or suborganisation.

You can tailor the screening scope at both the category and subcategory levels, including specific country sanctions lists or major international sanctions lists, and specific sanctions lists by country. These settings can be independently configured for different suborganisations.

Examples of the standard setup for organisations based on the selected data source:

Refer to List Categories for a full list of the definitions of all the main categories and subcategories available in the system. Your subscription may provide access to some and not all of these categories and subcategories.

A detailed list of sources utilised in the system for Sanctions, Regulatory Enforcement and Law Enforcement are available for your download and reference via Download source list on this screen.

Custom Watchlists

You can include any specific watchlists or blacklists for your organisation to extend the PEP and Sanction screening.

For details on adding your own lists, refer to Manage Custom Watchlists

Risk Settings

The Risk Settings tab enables you to standardise risk levels for PEP and Sanction categories and subcategories across your organisation.

Set High, Medium or Low risk levels for any combination of categories and subcategories. These pre-defined levels are then displayed as recommended risk scores during due diligence workflows, but are not enforced.

Category risk levels apply to any unclassified subcategories under them. However, an explicitly set subcategory level takes precedence over its parent category level.

The overall risk score shown reflects the highest associated category/subcategory level for that profile.

An example of how this would be viewed within the scan result due diligence workflow:

Notifications

The Notifications tab (previously Email Notifications) enables you to configure how your Organisation receives notifications from the MemberCheck system. Tailoring these notifications ensures that the relevant personnel are informed about specific events according to your Organisation's needs.

Notifications can be via email, webhook or both.

Supported webhook services

Webhook support is available for Slack and Mattermost. If you have a specific webhook support requirement, please reach out to our Support team.

FieldDescription
Send Notification Emails toOpt to send system email notifications to the assigned Compliance Officers, or specify the email addresses designated to receive the system notifications.

You can add up to five distinct email addresses.

This address field is separate from the primary Organisation Email address.

Emails will be sent to the designated Compliance Officer(s). If specific Notification Email Addresses are provided, they will be used.

If no Compliance Officer is assigned and no Notification Email Address(es) have been specified, notifications will be sent to the Organisation Email address as a backup.

Webhook NotificationsOpt to send system notifications via webhooks.

Once you have set up an incoming webhook in your preferred platform or service, select the Webhook Service and copy your webhook URL into the URL field. You can optionally enter the **Channel Name** for ease of reference.

Click Test Connectivity to send a test message to the webhook.

Notification PreferencesList of events that trigger emails from the system.

Some events are not able to be switched off as these are important information affecting the Organisation's subscription, and have been listed here for reference.

Daily limit for Single Scan emails

Please note that a daily email quota applies per Organisation for Single Scans to ensure that you receive important notifications without potential interruption from email providers or being overwhelmed by emails.

The daily quota is 100 emails, but may be adjusted based on the load and usage.

System Email Information

Please be aware that users will receive emails triggered automatically by the system for important events such as subscription renewal reminders, monitoring rescan reminders, password resets, and other critical system communications necessary for service operation and account management.

Notification settings for a root parent organisation:

Notification settings for a suborganisation organisation:

Deactivate Organisation

For organisations that are no longer used but require retention of historical scan results and reports, you may deactivate the suborganisation or organisation. Deactivated organisations remain accessible for historical information but will not allow new scans or monitoring.

Users must be assigned to at least 1 active organisation

Please note that all users must have at least 1 active organisation assigned to their account to access MemberCheck.

Delete Organisation

For unused organisations and suborganisations without historical scans, you can deactivate or delete them.

To delete organisations with historical data, run Data Management to erase it first. Reassign or unassign all users associated with the organisation or suborganisation before deleting the account. For security, only organisations with no users or historical data can be deleted.

Deleted accounts cannot be restored.

Users must be assigned to at least 1 active organisation

Please note that all users must have at least 1 active organisation assigned to their account to access MemberCheck.


Quick How-To Guides

Screen against major sanctions lists only

Example of List Access setup to screen against the major sanctions only.

The selected sanctions will be displayed during screening:


Screen against the United Kingdom sanctions lists only

Example of List Access setup to screen against the United Kingdom sanctions only. You can view the list of sanctions on mouse hover over the country jurisdiction.

The selected sanctions will be displayed during screening:


Screen against all watchlists

Example of List Access setup to screen against all watchlists.

The selected watchlists will be displayed during screening: