Change the due diligence status of account(s)

An account's due diligence status tells you where it sits in the Green Check onboarding lifecycle. Historically that status moved forward only when the business submitted their application, which meant accounts you manage on the business's behalf could sit in Invited even after your team had everything it needed.

The new Change Status workflow lets you move accounts between statuses directly, whether or not the business has submitted anything. It also is helpful for sending accounts back to Invited if information is missing from their account. This article explains where to find it, what each transition asks for, and which accounts are eligible.

⚡️ Quick Start Guide

In bulk: go to Accounts, select accounts using the checkboxes, and click Change Status. For one account: open the account, go to Manage Account, and choose Change Status. Choose the new status from the dropdown. Complete the second step if one appears, then save.

The due diligence statuses:

Invited — the account exists, but the business hasn't submitted their application yet
Awaiting Review — the application is submitted and waiting for your team
Review in Progress — your team is actively reviewing
Active — approved and under monitoring

Each status has its own tab on the Accounts page. You can move an account to any of the four statuses from any other, forward or backward.

📋 Archived is not in the Change Status dropdown. Archiving and unarchiving are separate actions and work the way they do today.

Two places to change a status

Change Status works the same way from either entry point. Pick whichever fits the job.

Accounts page (bulk). Use this when several accounts are moving for the same reason. Select the accounts you want to move using the checkboxes, then click Change Status.
Manage Account slideout (single account). Use this when you're working inside one account. Open the account, go to Manage Account, and choose Change Status. It sits alongside the other account-level actions there.

🌱 If you're in an account already and only that one is moving, the slideout is faster. If you're clearing a backlog, do it in bulk from the Accounts page.

What each transition asks for

Whichever entry point you use:

Pick the new status under New Status. Save, or continue to the second step if the transition requires one. Some transitions are a single step. Others add a second step to collect information Green Check needs before the move can complete. The table below shows which is which.

Moving to	Steps	What you'll be asked for
Invited	2	Whether to notify account users, plus an optional note to the users on the accounts
Awaiting Review	1	Nothing beyond the status, unless you're coming from Invited
Review in Progress	1	Nothing beyond the status, unless you're coming from Invited
Active	2	Initial SAR decision, plus business type if any account is missing one

Moving accounts to Active

Moving to Active is an approval, so the second step is Approve Accounts. From the Accounts page, the fields you complete apply to every account in your selection. From Manage Account, they apply to that one account.

Create Initial SAR — Choose Yes or No. If you choose Yes, Green Check creates an initial SAR for any selected account that doesn't already have an open or completed initial SAR. Accounts that already have one are left alone (we will not create duplicates).
Business Type — This field only appears if the account is missing a business type, which typically happens when the account was created by your team rather than through a business application. In a bulk change, it appears if any account in your selection is missing one, and the type you choose applies to those accounts.

Note: When moving account(s) to Active, we set the approved on date and approved by person as the individual who is changing the due diligence status of the account. All documents and requirements will be marked as reviewed/approved as well.

📋 Account numbers and monitoring review frequencies aren't set here. Those are configured per account on each account's Internal tab after the account is Active.

Moving accounts back to Invited

Moving an account back to Invited reopens the application, so the second step is Notify Account Users.

Send Notification? — Choose Yes or No. If Yes, Account Owners on the selected accounts are notified that their application has been reopened.
Note to the business — Optional, and only appears if you chose Yes. Use it to tell the business what's needed to complete their application. This is the most useful field in the flow, because "your application was reopened" with no explanation might generate a call.

🌱 If the account has no users, there's nobody to notify so no email will be sent in this case.

Which accounts are eligible

Not every account can be moved with this action:

Parent accounts can't have their status changed this way as parent accounts are always set to active. If your selection includes a parent, Change Status is unavailable and a tooltip explains why. You can still move child accounts, though.
Accounts still on an invitation list aren't eligible on the Invited tab, because the account hasn't been created yet. This happens when there is an existing Green Check org tied to the email address invited, and none of the existing orgs are tied to your instance. Learn more about the duplicate orgs workflow here.

If Change Status looks disabled, check your selection for one of these two cases first.

Permissions

Admins and Account Owners can complete the "change status" action. There is also a new permission for this feature that can be added to any group called Bulk Status Editor.

Tips for your team

✅ Work in bulk when the reason is the same. For instance, if ten FI-created accounts are all ready to approve, select all ten and set to Active once. The fields apply to the whole selection, so only group accounts that should get the same treatment.

📋 Watch the business type field. It applies to every selected account that's missing one. If your selection is a mix of dispensaries and wholesalers, move them in separate batches.

✅ Add a note when you send an account back to Invited. A one-line explanation of what's missing saves your team the follow-up call.

Frequently Asked Questions

Do I have to move an account through every status in order? No. You can move an account to any status from any status. Moving straight from Invited to Active is supported and is the main reason we built this action.

Does the business get an email when I change a status? Only when the transition involves them and you choose to notify. Moving an account back to Invited gives you the notification choice. Moving accounts between Awaiting Review and Review in Progress is internal to your team.

Is there any difference between the bulk action and the Manage Account slideout? The status options and the steps are the same, but if you happen to be in that specific account's view, it's one less click to perform the action from the slideout.

Who can perform this action? Admins and Account Owners can perform this action. There is also a new permission called Bulk Status Editor that can be added to any group for standard users.

Will this create a duplicate SAR? No. Choosing Yes on Create Initial SAR only creates a SAR for accounts that don't already have an open or completed initial SAR.

I chose 'Yes' on Create Initial SAR, but some accounts in my batch didn't get one. Why? There are two reasons an account gets skipped:

It already has an initial SAR. Accounts with an open or completed initial SAR are left as they are, so you won't end up with duplicates.
It's a non-cannabis high risk account. If other high risk accounts are included in the batch, we will ignore initial SAR creation for the non-cannabis accounts.

Everything else in the batch is processed as expected. You don't need to pull these accounts out of the selection ahead of time.

For additional questions, contact the Green Check Support team.