Clients and ID verification

Who counts as a client#

There's no separate client list to maintain. A contact is a client as soon as they're a client on any matter, open, pending or closed, and they're marked Client across Mattersimple. They stop being one only if they're removed from those matters or the matters are deleted.

Being a client is a firm-wide fact: a contact shows as a client even if the matter that makes them one is hidden from you.

Recording ID verification#

Most firms must check a client's identity before acting for them. Mattersimple records that check on the contact, not on each matter.

1. Open the contact and click Edit.
2. Set ID verified on to the date you checked their ID.
3. Choose the Verification method:
   • Government-issued photo ID: a valid, original photo ID, checked against the client. Add the Document (such as "Driver's licence"), its Document number and who it was Issued by.
   • Credit file: the client's credit file from a Canadian credit bureau. Note the bureau and reference in Verification notes.
   • Dual process: two reliable, independent sources, such as a bank statement and a utility bill. Name both in Verification notes.
   • Other: describe what you relied on in Verification notes.
4. For a company, list its Directors and beneficial owners: the directors, and anyone who owns 25% or more.
5. Click Save.

Mattersimple also records who recorded it. The contact's Identity card shows the date, the person, the method and the document; until then it says Not verified. Clearing ID verified on clears the method, document, notes and owners too. Every change is on the contact's audit trail.

The method is required for a new verification. A verification recorded before methods were added keeps working: its card asks you to Record how the ID was verified.

The methods follow the Federation of Law Societies' client identification and verification model rule. When verification is required, and what counts as reliable, depends on your law society or state bar, so check its rules. Mattersimple records the check but doesn't decide whether you need one.

Clients who still need a check#

A client without an ID verification date is flagged ID not verified wherever they appear, and the matter page shows whether All clients verified. To list them, filter Contacts & Clients by Needs ID check.