Workflow supports two primary ways to verify a client's identity: remotely (the client completes it on their own device) or in person (you do it together, face to face). Both are valid and meet AML/CTF identity verification requirements. Both the remote verification and the in-person verification have two options you can also choose from
Option 1: In-person verification (ID Capture)
Use this option when you're meeting the client face to face. This might be at a listing appointment, signing meeting, or office consultation.
How it works
Open the case and go to the client record
Select ID Capture under the in-Person Verification section
Take a photo of the client's ID document using your device's camera
Your physical presence substitutes for the liveness check so no facial scan is required from the client
Workflow processes the result
Tip: If you are using a computer during this process, it will generate a QR code for you to scan so you can quickly access the ID capture process using your mobile.
Option 2: In-person verification (ID Check)
You can also use this option when you're meeting the client face to face.
How it works
Open the case and go to the client record
Select ID Check under the in-Person Verification section
Here, you manually enter in all the client details as per their ID
Your physical presence substitutes for the liveness check so no facial scan is required from the client
Workflow processes the result
Option 3: Remote verification (KYC + AML)
This is the most common and convenient method. The client completes the identity check on their own device, anywhere, at any time.
How it works
Open the case and go to the client record
Click KYC + AML under the Remote client verification section
Confirm the client's mobile number
Workflow sends the client an SMS with a secure verification link
The client opens the link on their phone or tablet, takes a photo of their ID, and completes a short liveness check
Workflow processes the result, typically within a few minutes
You then review the result and then mark it as a pass or fail
The entire process takes around 60 seconds for the client.
When to use remote
The client isn't physically present
You want to send the request in advance (e.g., before the listing appointment)
The client prefers to complete it in their own time
Option 4: Remote verification (VOI + AML)
In some cases you may need to satisfy two separate requirements:
State-level VOI (Verification of Identity) — required by your state real estate licensing body
Federal AML/CTF identity check — required by AUSTRAC under Tranche 2
Workflow's VOI + AML option satisfies both in a single check so there is no double handling and no separate process. This is the recommended option for most real estate agents. This is the equivalent of the 100 points of ID check where a client will have to take a photo of their ID and a secondary form of ID, such as a Medicare card or Bank card.
What if the verification fails?
If a check fails or returns an error:
Check that the ID document is current and not expired
Ask the client to retake the scan in good lighting, with the full ID visible and not obscured
Ensure the client is using a modern smartphone with a functioning camera
Re-send the verification request if needed
If the issue persists, contact APLYiD support.
What if the client receives a PEP flag?
A PEP (Politically Exposed Person) flag doesn't mean the check has failed, it means Workflow found a potential name match against a PEP database. This is common and doesn't automatically mean your client is a politically exposed person.
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