Introduction
Screening sends a private customer's details to an outside checking service, Rental check, and shows you what came back. In the app it is called Know your customer (KYC). You start it from a button at the top of the customer form, and the results sit on the screen headed KYC Check followed by the customer's invoice name. At the top of that screen is a Back link; below it is a list of every check run for this customer, newest first, with a plus-sign button and a refresh button above the list.
The same service can also look up a business in the Chamber of Commerce register and fill in its official name and address for you. That is the Lookup button on a business customer's form.
You will use this when:
- a new customer wants to rent something valuable and you want their identity checked first
- you want to see whether a customer's earlier check was accepted before handing over keys
- a colleague needs the check report as a PDF for the file
- a company wants an account and you want its name, registration number and address exactly as registered, without typing them
Words used on these screens
| The screen says | It means |
|---|---|
| Know your customer | The screening button on the customer form. Green or red, depending on the last result |
| Check process / Process | Which kind of check was bought, as the service names it |
| Status | The service's verdict. accepted is the only one that turns the button green |
| Chamber of Commerce | The business's number in the national company register |
Every way to screen a customer
| Where you start | What you get |
|---|---|
| Know your customer, top of a private customer's form | The list of checks, and New Registration to buy a new one |
| Lookup beside Company name or Chamber of Commerce, on a business customer's form | A list of matching businesses from the register; picking one fills in the form |
These are the two routes the model scan found, both on the customer form. Use Know your customer for people and Lookup for businesses.
How to use
Configuration
Screening needs a paid Rental check subscription, switched on and set up by a company administrator.
- From the main menu open Settings, then click Integrations.
- On the screen headed Integrations, Rental check is the first row. Set it to yes.
- Click Setup on the same row. A small window opens.
- Fill in the five boxes with the details your Rental check contract gives you, then click Save in that window.
- Click Save on the Integrations screen.
| Setting | Default | What it does |
|---|---|---|
| Rental check | off | Switches screening, the business lookup and the postcode lookup on together |
| Token | empty | Your login key for the service. Without it every request is refused |
| Base url | empty | Used to fetch the list of check types and to start a new check |
| Registrations url | empty | Used to fetch the checks already run for a customer |
| Company search url | empty | Used by the business Lookup |
| Address search url | empty | Used by the postcode lookup — see Record a customer's address |
Everything applies from the moment you save. Customers already in the system are not checked automatically; someone has to press the button for each one.
Before you start: running a check and using Lookup need a normal staff account. The settings above are limited to a company administrator. Each check may cost money under your Rental check contract, so find out from your administrator which check type to choose before you buy one.
Using the screening
From the main menu open Customers, then click the Customers tile. Find the customer on the list headed Customer and click their row.
Run a check before renting
- Check the details the service will need: First name, Last name, Email, Place of birth, Date of birth, the address, and on the Identification tab the driving licence number, its photos and the passport number (see Record a customer's driving licence and passport). Blank boxes are sent blank.
- Click Know your customer, at the top right beside Save and Bookings. It has a question-mark icon. This saves the customer as it stands, including anything you have typed but not yet saved.
- On the KYC Check screen that opens, click New Registration (the plus-sign button above the list).
- In the small window headed KYC Select acceptation, which lists the check types your contract offers, click Select followed by the name of the one you want.
- Wait. The app sends the request, pauses five seconds and brings you back to the list, where the new check appears at the top.
- If its Status still shows the check in progress, click the refresh button (two curved arrows, beside the plus sign) a little later.
Read the check report
- On the KYC Check list, click Details at the end of the row. A window headed KYC Result shows ID, Process, Status, and under Checks: one block per part of the check with its Type, Status and Message.
- Where a block has a PDF Report button, click it to download the report, saved as Crimimail-report.pdf. A block without the button has no PDF from the service.
- Close the window with the cross in its corner.
Look up a business by number
This is only on a business: is company must be yes.
- Type the Chamber of Commerce number, or the Company name. A Lookup button (eye icon) appears beside whichever box has something in it.
- Click Lookup. The screen headed Companies found lists matches with Name, Phone, City, Address and Chamber of Commerce.
- Click Select on the right business. You return to the form with Company name, Invoice name, Chamber of Commerce, Postal code, City, Street and House number filled in.
- Check the address, then press Save. Nothing is stored until you do.
Your screening credit balance
The service reports a balance with every check, but no screen in the app shows it. Look it up in your Rental check account with the service itself, or ask your administrator.
Key details
What the colour of the button means. Know your customer turns green when the newest check has Status accepted, and red otherwise, including when no check has ever been run. The colour is worked out each time someone opens the KYC Check screen, not when the service finishes, so open the list again to update it.
A red button does not stop anything. Confirming a booking, starting an inspection and invoicing all ignore it. Screening informs your decision; it does not enforce it. To stop a customer renting, use the blacklist or Blocked — see Blacklist a customer's driving licence.
Checks are filed by customer number. The service stores each check against the number in Customer #, and the list asks for that number again every time it opens.
What Lookup changes, worked through. Say the register returns "Bakkerij Jansen B.V.", number 12345678, address "Hoofdstraat 12", 3511 AB Utrecht. The form gets Company name and Invoice name Bakkerij Jansen B.V., Chamber of Commerce 12345678, Street Hoofdstraat, House number 12, Postal code 3511 AB, City Utrecht. The app takes the first word of the address as the street and the last word as the house number. House number addition, country, phone and email are left alone. So "Van Nijenrodeweg 5" comes back as Street "Van" — see Q&A.
Belgian companies. If your company's Default Country is Belgium, the app puts BE in front of the number before searching. When a result comes back as BE0123456789, the form gets Chamber of Commerce 0123456789 and the VAT number on the Financial tab becomes BE0123456789.
What to do next: once the check is accepted, carry on with the booking — see Create a booking. After a Lookup, finish the rest of the form as in Create a customer record and set up invoicing in Set a customer's payment and invoicing terms.
Q&A
I clicked Know your customer and changes I was not sure about were saved. The button saves the customer before opening the list. Correct the boxes and press Save again. If you wanted to throw the changes away, it is too late to use Back for that.
Why do I get an error when I click New Registration, or the list stays empty for everyone? Rental check is switched off, or one of its boxes under Setup is empty or wrong. Ask your company administrator to check Settings, Integrations, then Setup on the Rental check row.
The screen says "Please set up your KYC credentials in the settings page." Rental check is switched on but Setup was never saved. A company administrator can click Fly to settings page on that screen, then Setup on the Rental check row.
Lookup says "Integration not enabled". Rental check is switched off. Ask your company administrator to turn it on under Settings, Integrations.
Lookup says "Missing company name / chamber of commerce number". The box beside the button you clicked is empty. Fill it in and click Lookup again.
Lookup says "Address not set up". This customer has no address record. Open the Address block on the form, fill it in, press Save and try again.
Why is there no Know your customer button on this customer? The customer is a business (is company yes). Screening is only for private people; use Lookup for a business.
Why is there no Lookup button? It only appears on a business, and only once Company name or Chamber of Commerce has something in it. Click out of the box after typing so the form notices.
After Lookup, the street is just one word and the rest of the name is gone. The app splits the address at the spaces and keeps only the first word as the street. Retype Street in full before pressing Save.
Lookup overwrote the invoice name I had typed. Picking a business always replaces Invoice name with the registered name. Retype it before pressing Save.
The button is red, but the service's own website says the check was accepted. The colour only updates when the KYC Check screen is opened. Click Know your customer, wait for the list, then go back.
Does the check tick is verified on the Other tab? No. is verified on the Other tab is a separate box you set by hand; screening never changes it.
The check was rejected because details were missing. The app sends only what is on the form: no phone number, no street name, and a country that is not a two-letter code is sent as NL. Fill in the missing boxes, save, and run New Registration again — this buys a new check.
Related pages: Record a customer's driving licence and passport for the documents a check uses; Record a customer's address for the postcode lookup the same setting switches on; Blacklist a customer's driving licence when a result means you will not rent to this person.