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What is the full process for completing a Calmony client account application?

The Calmony client account application involves several stages: intake and data validation, communicating with the applicant if information is missing or incorrect, submitting to Griffin, and managing the verification process through to approval.

Note: This article is intended for internal staff use only and is not intended for clients.

Stage 1 — Intake & Data Validation (Same Day as Receipt)

Short eyes-on checklist:

  • Company type must be Sole Trader or Ltd Company only.
  • Ownership must have no corporate parent. (This is classed as complex ownership — inform the client this would incur a £620 charge before the application is processed.)
  • UK residency — all Directors and PSCs must live in the UK. If any are overseas, this also classes as complex ownership (see above).
  • Compare legal name, trading name, registered address, company number, and VAT number (if any) across the form versus Companies House (if applicable).
  • Contact details must be present and valid (primary email and phone).
  • List of Directors and PSCs must be complete (full name, DOB, email, phone, residential addresses).

If information is missing or incorrect:

  • Contact the applicant promptly to request the missing details.
  • Do not proceed to Griffin submission until all required information is confirmed and validated.

Stage 2 — Griffin Submission

Once the intake checklist is complete and all data is validated, submit the application to Griffin. Refer to the Griffin Portal Setup process article for detailed submission steps.

Key points:

  • The application must reflect the validated data exactly — do not use unverified information.
  • Ensure the correct onboarding workflow is selected in Griffin (LTD Company Landlord, LTD Company Property, LTD Company, or Sole Trader Property as appropriate).

Stage 3 — ID & Verification (Calmony Verify)

Once the Griffin application has been submitted, the verification process begins for all Directors and PSCs.

  • Send the Calmony Verify link to each individual who requires ID verification.
  • Monitor the Payee Verifications screen to track status (Not Started, Started, Referred, Enrolled).
  • Chase outstanding verifications as required.
  • If a verification needs to be stopped and restarted (e.g., incorrect submission), use the Stop Verification option — note this will delete all verification progress, require new ID checks, clear all status fields, and create a new Legal Person record when verification restarts.

Stage 4 — Approval & Account Activation

  • Once all verifications are complete and Griffin has approved the application, the client account will be activated.
  • Notify the client that their account is live and provide login credentials and onboarding information.
  • Ensure the client has been set up with the correct user access levels.

Complex Ownership Applications

Applications involving complex ownership structures (corporate parents or overseas Directors/PSCs) incur an additional charge of £620. This must be communicated to the client and confirmed before any processing begins. Do not proceed with a complex ownership application without explicit client agreement to the additional charge.