KYC Periodic Refresh: Each Due Account Reviewed Against the Whole Policy

Ten accounts due and a hold that is easy to misread

A periodic refresh asks the same questions of every account that is due. Are the identity and address documents current? Does screening come back clear? Is the ownership structure verified? Has anything changed that moves the risk rating? An account is refreshed only when every step passes. Clearing one blocker, such as an ownership hold, does not finish the refresh by itself.

The customer record and its KYC properties live in HubSpot. Documents arrive in Box, screening results land in the compliance mailbox in Outlook, document requests go out from Gmail, and the policy and the drafted checklist sit in Google Drive. When a batch of documents arrives or a customer moves its registered office, the account has to be walked through the whole policy again, and the easy shortcut is to mark it done.

Who works in the room

In the refresh room, Nova is the default agent and works the due accounts. Ryan audits anything a colleague drafted, so a message about the checklist or the summary goes to Ryan. Myco drafts everything a customer will read. When Nova puts an account on pending documents, it opens a thread for Myco whose first message lists the missing items, and Myco drafts the request for the relationship manager to send.

What a refresh cycle looks like

Every pass reports all ten accounts in scope with their current fields, including the ones that did not change, so the summary always shows the whole cycle.

New documents and a change of jurisdiction

Documents arrive in batches. A customer uploads a new certificate of incorporation and a proof of address to Box, and the relationship manager writes in the room that the account should now be complete. Nova reads the new files, checks screening in Outlook again and walks the account through every step. If last month's screening alert is still open, the account stays pending, whatever the new documents say.

A jurisdiction change reaches further. When a customer moves its registered office to a country the policy rates higher, the account is re-rated, its next review date moves, and the refresh may need enhanced checks. Nova proposes the new rating and status, Ryan checks the HubSpot fields Nova will write, and the financial crime lead decides whether the account needs escalation. The run history shows which documents and which screening result each decision rested on.

What the checks catch

• An ownership hold cleared and the account marked refreshed while a screening alert is still open
• A summary that reports only the accounts that changed, when all ten should appear with their fields
• Accounts that are not due, or are closed, counted in the closeout totals
• Dates written to HubSpot in mixed formats, when every date property expects the same ISO form
• A checklist item ticked against an expired document in Box

What stays with people

• Approving every refresh status and rating change before HubSpot is updated
• Clearing screening alerts and verifying ownership
• Sending every document request, which Myco drafts in Gmail for a relationship manager
• Deciding escalations and signing the closeout

Integrations in this workflow

Kylon is not a KYC or screening tool and it does not replace one. It works across the CRM, the document store and the mailboxes the team already uses, and keeps each refresh decision next to its evidence.

• Box
• Gmail
• Google Drive
• HubSpot
• Outlook
• Slack

• HubSpot holds the customer records and their KYC properties, written as text with ISO dates
• Box holds identity, address and ownership documents for each account
• Outlook is the compliance mailbox where screening results arrive
• Gmail carries document requests, sent by a relationship manager from Myco's drafts
• Google Drive keeps the refresh policy, the drafted checklist and the summary
• Slack is where relationship managers ask the KYC team quick questions about their customers

Where to start

Take the accounts due this quarter. Connect HubSpot, point the room at the Box folder for KYC documents, and make one rule explicit in the room guidelines: an account is refreshed only when every policy step passes, and the KYC lead approves every status before it is written.

“A cleared hold now starts the rest of the review instead of ending it.”

Set it up with your agent

Open a new Room, add your agent and paste this prompt. It connects the tools, builds the App with you and asks for your rules one step at a time, and nothing goes out until a person approves it.