Completing The Org Onboarding Checklist

Your onboarding checklist may vary depending on your organization’s ownership and management structure. Not every organization will need to complete every step in this guide. 

Step 1: Login to the ChainIT Portal

Visit the ChainIT Org Portal via the link sent in the "Welcome to ChainIT email" or go to ChainIT.com and click Login.

• You will see a QR code.

• Open the ChainIT ID mobile app and log in.

• Click Scan to open your device's camera and scan the QR code.

After signing in, your dashboard will show the Organization Onboarding Checklist with the tasks that apply to your organization.

Step 2: Confirm / Update the Officer List

On the dashboard, you will see the Onboarding Checklist.

Next to Invite and Verify Officers, click Start Task.

Review the requirements and click Continue to get started.




Officers may have been imported from your organization's Secretary of State filings. Verify existing officer details and fill missing information to ensure the list is accurate and up-to-date.

• Edit details to add an Email Address for each officer

• Delete if necessary
   

To add additional officers, click Add Officer:

• Enter their name, select their role(s), and add their email address.

• Click Submit to save the officer’s information.
  
  

Update the source of the officer information if necessary.

Step 3: Complete Attestation of Current Officers

Confirm the list of officers is correct, then review and sign the attestation.

If prompted, scan the QR code with the ChainIT ID app to complete a face scan.

All officers will receive an invitation to create a ChainIT ID for identity verification.

Click Next Task to move to the Upload Documents and Ownership Details step.

Step 4: Upload Governing Documents, if required 

From the dashboard, select Start Task next to Upload Documents and Ownership Details. 

Review the requirements and click Continue.

Upload the current governing documents that apply to your organization.

Depending on your organization type, these may include:

• Bylaws
• Operating agreement
• Partnership agreement
• Trust agreement
• Ownership or shareholder records
• Other documents that establish the organization’s ownership or management structure

Select Add Files and upload the requested documents. You can upload multiple files by clicking Add Files again.

Make sure the documents are current before continuing.

Step 5:  Add Ownership Information, if required  

If prompted, enter the applicable owners of the organization.

For each owner:

• Select Add Shareholder.
• Select the type: Corporate or Individual.
• Enter the requested owner information.
• Enter the ownership percentage.
• Enter an email address when required.
• For corporate owners, provide the requested contact information.
• Click Submit.

The default beneficial ownership threshold is 25%.

Individuals who meet the applicable threshold may be asked to complete additional identity verification and authority confirmation.

If there's a large list of shareholders that you would like to include, you can import them via CSV by clicking "Import Shareholder Records".

Once all required shareholders are listed, click Continue.

If no individual owns 25% or more

If no owner meets the 25% beneficial ownership threshold, click Continue.

ChainIT will ask you to identify the individual who exercises substantial control over the organization.

To continue, you may:

• Select yourself.
• Select an existing officer.
• Invite another person.

If the person is not already using ChainIT, they will receive an invitation to create a ChainIT ID and complete the required verification.

 

Step 6:  Confirm Documents and Ownership Information

After entering the requested ownership information and uploading any required documents, review everything carefully.

Confirm that:

• The information you entered is accurate.
• The uploaded documents are current and complete.

Follow the prompts to complete the confirmation.

If prompted, use the ChainIT ID app to authenticate.

 

 

Step 6: Complete Ownership and Officer Authority Confirmations, if required

Other participants may receive ChainIT tasks at this stage.

Shareholders/Ultimate Beneficial Owners

If required, shareholders including direct or indirect beneficial owners may be asked to confirm their ownership in the company, and confirm that the organization’s listed officers are authorized to manage and act for the organization.

They should:

1. Open the task in ChainIT.
2. Review the ownership information.
3. Review the officer information.
4. Sign if the information is correct.
5. Reject the task and provide a reason if something needs to be corrected.

Controlling Party

If your organization has no owner who meets the ownership verification threshold, the designated Controlling Party may receive a confirmation task.

They should review their relationship to the organization and the organization’s authority information before completing the task.

Organization Owners

If another organization owns part of your organization, an authorized representative of that organization may receive a separate task to confirm the ownership relationship.

Step 7: Assign User Roles and Authority, if required

Select Assign User Roles and Authority if this task appears in your checklist.

Assign the appropriate ChainIT roles to the people who will perform activities for the organization.

Click Invite Admin to add additional users and select their roles.

Roles may allow users to:

• Manage organization settings
• Send agreements
• Sign agreements
• Complete organization verifications
• Manage customer verification
• Release value in transactions

Assign only the roles each user needs.

Click Submit for Approval to submit the role assignments when finished. 

For more information on this step, see Setting Up Verified Role-Based Authority.

Step 8: Officers Approve Role Assignment, if required

If prompted, an eligible officer will receive a task to review the proposed role assignments.

The officer should:

1. Open the task.
2. Review the users and roles.
3. Confirm that the assignments are authorized.
4. Sign and submit the confirmation.

Some organization functions that require verified authority may be unavailable until this approval is complete.

Step 9: Confirm Your Checklist Is Complete

Return to the dashboard to review your To Do list.

If another participant still needs to complete a task, the checklist may remain open until that action is finished.

Your organization is finished with baseline onboarding when all required checklist items are completed. At this point, the Onboarding Checklist will appear in the Completed section.

If Your Organization Changes Later

If officers, owners, governing documents, or organization roles change later, ChainIT may ask the appropriate people to review or reconfirm the affected information.

Need Help?

If you are unsure which task applies to you or cannot continue with an onboarding step, contact ChainIT support.

For related guidance, see:

• How to Create a ChainIT Organization ID
• Completing Organization Attestations
• Organization Authority & Roles — FAQs
• How to Create a ChainIT ID