Collecting beneficial ownership information

Automate and streamline BO data collection for compliance and due diligence.

Table of Contents

1. Overview
2. Creating/Cloning the Beneficial Ownership Questionnaire
3. Associating the BO Questionnaire with a DD Template
4. Automated Collection During Onboarding
5. Sending Beneficial Ownership One Time
6. Updated CRB Experience
7. Reporting on Beneficial Ownership
8. FAQs

Overview

Collecting Beneficial Ownership (BO) information is an important part of onboarding and due diligence, and Green Check makes it simple. Our Managed Beneficial Ownership Questionnaire helps you collect, review, and report ownership details efficiently while staying compliant.

The earlier version of the BO template was fixed at a 10% ownership threshold. Now, you can clone and customize the questionnaire to match your institution’s policies, setting ownership thresholds such as 5%, 10%, or 25%. Each version remains fully managed by Green Check, so any updates we make to the base template automatically apply to your versions.

Creating or Cloning a BO Questionnaire

You can create and manage Beneficial Ownership questionnaires in two areas:

Option 1 — From Due Diligence Settings:
Create a new version directly while associating it to a Due Diligence Template by selecting + Create New BO Questionnaire from the dropdown.

Option 2 — From Settings > Questionnaires:

1. Go to Settings > Questionnaires.

2. Select Use a Template → Beneficial Ownership Questionnaire.

3. Enter your desired ownership threshold (%) and a name for this version.

4. Save it and your new version will appear in your Questionnaires list and be available in the Due Diligence dropdown.

Associating BO Questionnaires in Due Diligence Templates

Beneficial Ownership questionnaires are tied to Due Diligence Templates so they automatically distribute during onboarding.

1. Navigate to Settings > Due Diligence Templates.

2. Click into a template and select Edit for the template you want to update.

3. Locate the field Associated BO Questionnaire.

4. Use the dropdown to:

   • Select “None” if you do not want to include a BO Questionnaire for this template.

   • Choose an existing version (e.g., Beneficial Ownership – 10% or a custom version).

   • Create a new version by selecting + Create New BO Questionnaire, which opens the Clone modal.

5. Click Save to apply the association.

Automated Collection During Onboarding

When a BO Questionnaire is associated with a Due Diligence Template, it is automatically sent to CRBs during onboarding.

CRBs will see two required tasks:

1. Complete New Application

2. Complete Beneficial Ownership Questionnaire

The displayed threshold in the CRB version reflects the version the FI selected in their Due Diligence Template.

Default due date for completion: 14 days (automated reminders apply).

Sending the Questionnaire Manually (One-Time Send)

To refresh ownership data or collect updates, you can send the BO Questionnaire manually — without creating a new version.

1. Go to Accounts > Questionnaires.

2. Click Send Questionnaire.

3. From the dropdown, select Beneficial Ownership Questionnaire (the master Managed version name is shown here - however, you must have a cloned version in order to send it out one-time).

4. Enter the ownership threshold (%) directly in the send modal.

5. Choose the CRB recipient and a send date (immediate or scheduled).

Updated CRB Experience

The Beneficial Ownership Questionnaire now uses repeatable owner sections for a cleaner, more flexible experience.

• CRBs can add as many owners as needed by clicking + Add Additional Beneficial Owner.

• The questionnaire includes a new Job Title / Occupation field.

• The FI’s threshold is displayed in the intro instructions, so CRBs know which owners to report.

Reporting (Accessing and Reviewing Responses)

Once completed, ownership data is available in the same places as before:

• Navigate to Accounts > Questionnaires to view responses. You can also export to a PDF from this view.

• Review in the Tasks > External Tasks table.

• Generate reports under Reports > Questionnaires Report (CSV).

Reporting & Data Export

1. Go to Reports → Questionnaires Report.

2. Under Report Type, you’ll now see three options:

   • By Account

   • By Custom Questionnaire

   • By Managed Template (Use this one for Beneficial Owner reports)

3. Select By Managed Template to view all Green Check-managed questionnaires, including:

   • Beneficial Ownership (New)

   • Beneficial Ownership (Legacy - this is the previous version that has been deprecated)

   • Unverified Sales

   • Manual Upload Reminders

4. Set your date range and click Export CSV to download your report.

Note: When you export by Managed Template, the report will include responses from all questionnaires associated with that template, regardless of whether they were sent automatically via a Due Diligence Template or manually. You will see a threshold column in the report.

FAQs

What’s the default threshold?
The previously released version of the Managed Beneficial Ownership Questionnaire is set at 10%. However, there is no default threshold with the new version of the feature. Any threshold could be set. Clone the questionnaire in Settings > Questionnaires or create a new one directly while associating it to a Due Diligence Template.

Can I have multiple BO Questionnaires active?
Yes. You can maintain multiple cloned versions and assign each to the appropriate Due Diligence Template.

Can I send a one-time BO Questionnaire?
Yes. When sending from Accounts > Questionnaires, select the Beneficial Ownership Questionnaire and enter the threshold in the send modal. This does not create a new saved version.

Will cloned versions stay updated?
Yes. All cloned versions remain Green Check Managed, meaning any Green Check improvements automatically apply.

What happens to questionnaires already sent?
Any in-progress or previously distributed BO Questionnaires will remain in the old format. All new sends will use the updated version with repeatable owner sections.

What happened to the previous Beneficial Ownership questionnaire?
The original Beneficial Ownership (Legacy) questionnaire has been deprecated and replaced with an updated version that includes repeatable owner sections and customizable ownership thresholds. If your institution still uses the legacy version, you may continue to report on it, but new Due Diligence Templates should use the new version moving forward. Legacy versions will appear as “Archived” in reports.

Does Green Check support recurring BO Questionnaire distribution?
Not yet, but this functionality is planned for a future enhancement.