Know Your Customer or KYC is the process of verifying a customer’s identity to prevent fraud, money laundering, and other illegal activities. It ensures that individuals and companies are exactly who they claim to be by collecting and validating official identification, proof of address, and related documents.
In Klea, the KYC Module allows you to manage all identity-related information and documents in one place. It connects people, companies, and their verification documents so you can easily access, update, and review KYC data when needed.
Accesibility
This feature is currently restricted to Super Admins. Users with lower permission levels will not have access to the sections described below.
This guide explains how to set up and manage the KYC Module to keep your compliance process clear and organized.
Structure: Two levels of verification
The KYC Module operates on three levels:
People – store and verify individual identity documents, such as passports, national IDs, and proof of residence.
Companies – group relevant individual information and documents related to a single company.
Cross-Company – group relevant individual information and documents related to multiple companies. This level is particularly useful for organizations overseeing several entities, providing a unified KYC view across all associated companies.
Before you start creating KYC packs for people, companies, or multiple entities, it is essential to ensure that all relevant documents are properly configured for use in the module.
Document Categories
To make documents available for use in the KYC process, you need to mark them as used for KYC. Once enabled, they will automatically appear in the KYC Module.
To configure this:
Go to Setup.
On the left-hand side, search for Document Categories and open it.
In the list that appears, you’ll see a new column showing whether each category is marked as Used for KYC. Click the three black dots next to a document type (for example, Passport Copy or Proof of Address) and select Mark as used for KYC.
To disable this option later, select Unmark as used for KYC.
People
Each individual in Klea has a dedicated KYC section within their factsheet. Once you open a person’s profile, you’ll find a KYC Data button on the left-hand side.
This is where you’ll store and manage key identification details, such as passports, national IDs, and proof of residence.
To add a new entry:
Click Add a new Passport/National ID or Add Proof of Residence.
A pop-up window will guide you through four steps.
Step 1. Document Source
Select whether you want to:
Upload a new document – choose No to add a new file, or
Link an existing document – choose Yes to attach a file that already exists in Klea and is marked as used for KYC.
If you select Yes, a dropdown list of all available KYC-enabled documents will appear. Simply choose the appropriate file.
Step 2. Upload or Verify Document
Depending on your previous choice:
New Document – upload the file, give it a clear name, assign it to the correct category (e.g., Passport or ID), and add any relevant comments. You can also choose whether Klea should analyze the document automatically.
Existing Document – confirm that the stored information is still valid.
Step 3. Verify Document Details
Once the document is uploaded or linked, Klea can use an online verification service to read and extract data directly from passports or national IDs.
For passports, extraction accuracy is high.
For national IDs, results may vary by country, depending on how the ID information is formatted.
You can review the extracted data and manually correct any missing or inaccurate fields before saving.
Step 4. Critical Date Information
In this step, you can define whether you want Klea to track expiry dates for the document.
If Yes, you can set a critical date reminder, for example, three or six months before the passport expires.
If No, the document will be stored without reminders.
These reminders help ensure that expiring IDs or passports are renewed in time, keeping your compliance records valid. You can modify or add a critical date later if needed, simply click the three black dots next to the document you want to update and select Adapt Critical Date.
Each person can have multiple entries, for example, multiple passports for dual citizens, and you can update, replace, or remove documents at any time.
Company
At the company level, the KYC Module allows you to organize and verify all compliance information for a business in one place. It connects company documents with the individuals linked to that company, such as directors or ultimate beneficial owners (UBOs), to form a complete KYC record.
To configure KYC for a company:
Open the company’s factsheet.
On the left-hand side, you’ll find a section called KYC Pack.
Click it to access the section where you can view existing packs or create a new one.
The documents available for inclusion are those uploaded under the company profile and marked as Used for KYC in the document categories setup. You can link both new and existing files.
Creating a KYC Pack
To create a new pack:
Click the Create KYC Pack button on the right-hand side of the screen.
A setup window will open with three guided steps.
Step 1. Enter a Name
Provide a clear and descriptive name to help identify the pack (for example, ABC Ltd – 2025 Verification). Click Next Step to continue.
Step 2. Verify the Parties Involved
Klea automatically identifies the company and any related individuals such as directors or UBOs (Ultimate Beneficial Owners).
You can remove, keep, or add additional people from your contact list as needed.
Step 3. Review Documents
Klea automatically gathers all relevant documents based on your selections:
Personal identification and proof of residence for individuals.
Company documents linked to KYC-enabled categories.
This includes any group charts stored directly from the group chart view using the Store PDF button, provided they are saved under a document category marked as Used for KYC. For guidance on how to do this, please refer to the article, Using the group chart.
At this stage, all documents included in the pack can be previewed directly. This allows you to open and review each file in-place to confirm that the correct documents have been attached before finalising the pack.
Once confirmed, click Save. You can create multiple KYC packs for the same company if required.
Managing Existing KYC Packs
For each KYC Pack, the following actions are available:
Download – Exports a ZIP file containing all related documents (PDFs, images, Word files, etc.) with their original filenames.
Amend – Opens the pack for editing through the same three setup steps.
View – Displays all KYC details for both people and the company in one page.
Delete – Permanently removes the pack from the system.
Cross-company KYC packs
At the Cross-Company level, Klea allows you to consolidate, manage, and review KYC information across multiple companies from a single interface.
To access, from the top navigation bar, go to Data and select KYC Packs.
Here, all previously created packs, whether single-company or cross-company, are listed for review and management.
The creation and management process is the same as for single-company packs, with one key difference in Step 1, after naming the KYC pack, you will also need to select multiple companies to merge information for.
Klea will automatically pull the individuals and documents linked to these companies, while the rest of the configuration and options remain identical.
By following these steps, you can maintain accurate, complete, and up-to-date KYC records for both people and companies within Klea. Centralizing this information helps ensure compliance, reduces manual effort, and keeps your verification process structured and transparent.
When to use this feature
Use this feature when you need to:
Set up and manage identity verification records for individuals linked to your entities, such as directors, shareholders, or UBOs.
Organise all KYC documents for a company in a single structured pack, ready for review or submission.
Consolidate KYC information across multiple companies into one cross-company pack for portfolio-level oversight.
Track document expiry dates and receive reminders before passports or identity documents become invalid.
Produce a complete, downloadable KYC record for compliance, audit, or onboarding purposes.
Data and compliance impact
Documents added or linked through the KYC Module are stored against the relevant person or company record in Klea and are reflected in their factsheet. Critical dates set within the module are created in Klea and will appear in compliance tracking alongside other entity deadlines. Deleting a KYC pack removes the pack structure permanently but does not delete the underlying documents stored in Klea. The KYC Module does not submit verification data to any external authority — all records are managed within Klea only, and any regulatory filing or reporting obligations remain your responsibility.
Note
This Module is available as an add-on and is not included in the standard Klea licence. To activate it, simply contact the Klea sales team to include it in your package. Once added, the Module will be activated immediately and ready for use.
The KYC Module gives you a centralised, structured way to store, verify, and manage identity documents for individuals and companies, keeping your compliance records complete and easy to access across your entire entity portfolio.