Collecting and managing beneficial ownership information

Beneficial Ownership in Green Check has two parts:

Collection happens through the managed Beneficial Ownership questionnaire, which goes out to your clients during onboarding, or as needed. You can specify the ownership threshold you collect according to your policies.
Management happens at People > Beneficial Owners on each account, where every certified owner lives alongside any your team has added directly. You no longer have to open a questionnaire response to see who owns an account.

⚡️ Quick Start Guide

Create a BO questionnaire under Settings > Questionnaires and set your ownership threshold.
Associate it with a due diligence template so it goes out automatically during onboarding.
Send it one time from Accounts > Questionnaires to request ownership outside of onboarding.
- Your client fills it out in repeatable owner sections, and at recertification the form arrives prefilled.
View owners in an account at People > Beneficial Owners as responses come in.
Add or edit owners yourself whenever ownership changes during the year.
Know what triggers a notification, and check permissions for your team.

Creating your BO Questionnaire

You can clone the Managed Beneficial Ownership Questionnaire template and set whatever threshold your program requires. Cloned versions keep receiving Green Check's improvements to the managed template automatically.

The threshold you set is the threshold your client sees in the questionnaire instructions.

From Settings > Questionnaires

Choose the Beneficial Ownership template, enter a threshold percentage and a name, then Save. The new version appears in the Due Diligence dropdown.

From Due Diligence settings

Create a version at the same time you link it to a due diligence template.

✅ Name each version with its threshold. It makes the right one much easier to pick later.

Associate it with a due diligence template

Go to Settings > Due Diligence Templates, edit the template, and set the Associated BO Questionnaire field. Select none, pick an existing version, or create a new one. Save the template.

Once associated, the questionnaire goes out automatically when you onboard an account. Your client sees two required tasks: the new application and the beneficial ownership questionnaire. The default completion window is 14 days, with automated reminders built-in.

Send a questionnaire one time

To request updated ownership information outside of onboarding, send the questionnaire manually from Accounts > Questionnaires. Enter the threshold in the send window.

⚠️ You need an existing cloned version to send one time. Create a version first if you have not already. A one-time send does not save a new version.

📋 Coming Soon: recurring sends are planned, and will be timed to the account opened date, the Green Check account approval date, or a single date of your choosing. Until then, use a one-time send.

What your clients see

Owners appear in repeatable sections, and your client can add as many as the threshold requires. The form includes applicable fields about the owners and states your threshold in the instructions.

At recertification, the form arrives prefilled. Once a client's owners are on file, their next beneficial ownership questionnaire comes back populated with what they gave you last time. They confirm what is still accurate and change what is not, rather than entering everything from scratch.

✅ This is the change your clients notice most, and it is why response times and completeness tend to improve after the first collection. No need to re-enter information; it will all be accessible for them to simply edit as needed or confirm.

View owners in an account

Open any account in the Accounts area and go to People > Beneficial Owners.

📋 Note: Beneficial Owners and Account Users are two different lists. Account Users are the people at this business who can log in to Green Check. Beneficial Owners are the people who own or control it, collected for your CDD file. Someone can appear on both lists, or on either.

The table lists every beneficial owner associated with the account:

Name
Ownership percentage, and a Managing/Controlling Party designation for a control person who holds no equity (indicated with a star)
Date of Birth
Last Updated
Last Updated By

There is a "Show archived" toggle that can be used if there are archived owners that you would like to include in the table view.

You can click into the drawer to find full details about the owner, including:

Certification status and source
Full owner information, including Job Title and Address
Documentation and identification
Full Certification Details, including when it was last certified and by who, as well as the source

From the drawer view, you can also edit owner details or archive an owner if you have the right permissions (see below).

📋 Why the source matters. An owner your client certified through a questionnaire carries their certification and attestation. An owner your team added directly is not "certified" until the client certifies it within their next questionnaire. The tab shows which is which, so you can answer without guessing.

If you were collecting beneficial ownership before this feature launched, your owners are already on the tab. Green Check populated it from the Beneficial Ownership Questionnaires your clients had already completed. If the tab is empty, no beneficial ownership questionnaire has been completed for that account and no one on your team has added an owner manually.

Add or edit owners

You can add or edit an owner directly on the Beneficial Owners tab at any time. Use this when ownership changes partway through the year and you do not want to wait for the next questionnaire cycle.

Use the Add Owner button to add new owners and their information, which includes name, job title/occupation, date of birth, ownership percentage, full address, US Person or Non-US Person designation and identifier, ID documentation, and an attestation that this information is accurate to the best of your knowledge.

An owner you add or edit is attributed to your team rather than to your client. The next time that client completes a beneficial ownership questionnaire covering the owner, their submission becomes the certified record.

✅ Correcting something a client added? Start on the owner record in People > Beneficial Owners. Edit it on the tab so the corrected information flows forward from there.

Audit trail

Every change to a beneficial owner is written to the audit trail in Accounts > Manage Account. Three kinds of events are recorded:

Event	What it means
Added / Updated	An owner was created, or their details were changed
Archived / Unarchived	An owner was moved off the active list, or restored to it
Certified	Your client submitted a questionnaire containing certified owners

This is what you point to to find out who changed an owner record and when.

Notifications

When a client adds or updates a beneficial owner, Green Check notifies you with proactive emails and in-app notifications. You find out when the change happens rather than at the next annual review. The email, in particular, contains the most specific insight to exactly what was updated, so it's important to keep a look out for it (and keep that email notification toggled on).

Admins/Account Owners and those users with the Beneficial Owner Admin permission will receive the notifications.

These notifications can be configured in your notification settings page (⚙️):

An account added a beneficial owner
An account updated a beneficial owner (this also includes archiving)

There is an email and in-app notification for both that can be updated to match your notification preferences.

Permissions

Admins/Account Owners and the new Beneficial Owner Admin permission can add, edit, and archive beneficial owners within the People > Beneficial Owners tab.

If you would like a standard user to be able to manage beneficial owners, be sure to create a group for them with the above permission (Beneficial Owner Admin).

Reporting

People > Beneficial Owners is the primary place to view the owners for an account. And the questionnaire paths remain the record of what was submitted and when.

Where	What you get
People > Beneficial Owners	Current owners for the account
Accounts > Tasks (Questionnaire Results)	Submitted responses, with PDF export
Tasks > External Tasks	Questionnaire task status
Reports > Questionnaires Report	CSV export using the By Managed Template option, including a threshold column
Accounts > Manage Account > Audit Trail	Audit trail of owner adds, updates, archives, and certifications

Tips for your team

Name questionnaire versions with their threshold so the right one is obvious in the dropdown.
Record ownership changes on the Beneficial Owners tab as you learn about them, rather than holding them until the next questionnaire cycle.
Check the Source column before citing an owner in a report, so you know whether your client certified it within a questionnaire or your team entered it.
If an account's tab is empty and you expected owners, check whether its Beneficial Ownership Questionnaire was ever completed. Contact Support if a questionnaire was filled out but there are no owners in the Beneficial Owners tab.

Frequently Asked Questions

What is the default threshold? The legacy version is fixed at 10%. Cloned versions have no default, so you can set any threshold your program requires.

Can I have more than one active BO questionnaire? Yes. Each version can be assigned to a different due diligence template.

Do cloned versions get Green Check's updates? Yes, automatically.

What happened to the legacy questionnaire (before repeatable sections)? It is deprecated and replaced. Legacy data remains reportable and appears as Archived.

Can I send beneficial ownership questionnaires on a recurring schedule? Not yet. Recurring sends are planned, timed to the account opened date, the Green Check account approval date, or a single date of your choosing. Until then, use a one-time send from Accounts > Tasks.

Where did the owners on my tab come from? If you were already collecting beneficial ownership, Green Check populated the tab from questionnaires your clients had completed, in a one-time migration.

Did my clients get notified when that happened? No. Nothing was sent to anyone as part of the migration.

Did the migration change certification status? No. Certification dates and statuses carried over exactly as your clients submitted them.

How do I know if ownership changed? You receive a proactive email and an in-app notification when a client adds or updates an owner, including between certification events.

Can I correct an owner myself? Yes. Add or edit owners directly at People > Beneficial Owners. An owner you enter is attributed to your team until your client certifies it on their next questionnaire.

Where can I see a history of changes to an owner? In the audit trail under Manage Account, which records adds, updates, archives, unarchives, and client certifications.

What happens when I archive an owner? They drop off the default list and reappear with the Show archived toggle. The archive event is written to the audit trail.

Does my ownership threshold change? No. Your threshold, your questionnaire templates, and your onboarding flows stay as you configured them.