Client Offboarding in Seamlss allows you to formally manage the process of transferring a client’s documents and entity information to another firm. This feature is found within the Ethical Clearances section and provides a structured, secure workflow for packaging and sending client data.
Accessing Client Offboarding #
Navigate to Ethical Clearances in the left-hand menu. You will see four tabs across the top of the page: Ethical Clearances, Add Ethical Clearance, Offboard Clients, and Add Offboard Client.
Viewing Offboard Clients #
Click the Offboard Clients tab to view all offboarding packages. You can filter the list by status using the buttons at the top: All, Drafts, Sent, Responded, and Completed. Use Reset Filters to clear any active filters.
The list displays the following columns:
- To Firm – the firm receiving the client
- Client(s) – the client entities being offboarded
- Status – the current status of the offboarding package (Draft, Sent, Responded, or Completed)
- Date Sent – when the package was sent (shows “Not sent” for drafts)
- Actions – options to View, Edit, or Delete the record
Adding an Offboard Client Package #
Click the Add Offboard Client tab to start a new offboarding package. The process follows a three-step wizard.
Step 1: Firm & Client Details (Receiving the Client) #
Enter the details of the firm that will be receiving the client documents and entity information. The following fields are available:
- Business/Firm Name (required) – the name of the receiving firm
- Contact Person – the primary contact at the receiving firm
- Email Address (required) – this email will receive the secure link via 2FA security codes
- Phone (optional)
- Secondary Contact Person (optional) – a secondary contact who will receive a copy of the notification, with their own email and phone fields
- Primary Client Name – search and select a client to auto-load their entities in the next step
- Transition Notes (optional) – information to share with the receiving firm
Click Next: Add Entities & Documents to continue.
Step 2: Add Entities & Documents #
Add the client entities and upload their respective documents. For each entity, you can:
- Search an existing entity from your client records to auto-fill details
- Select the Entity Type (Individual, Company, Sole Trader, Partnership, Trust, Trust with Trustee Company, Self-Managed Super Fund, Unit Trust, Not for Profit, Estate, Club or Society, Government Entity, or Other)
- Enter the Entity Name (required), ABN, and TFN
- Add optional Notes for the entity (for example, “Main trading entity – all financials current”)
- Upload Documents specific to each entity using drag-and-drop or click to upload
Click Add Another Entity to include additional entities in the package. This keeps documents organised per entity for the receiving firm. Click Next: Review & Send to continue.
Step 3: Review & Send Package #
Review your package details before sending:
- Review Summary – confirms the receiving firm, contact details, and number of entities
- Enable Tax File Number (TFN) Visibility – tick this checkbox if the package includes Tax File Numbers. Handle with care in accordance with privacy regulations and only enable if required for client transition.
- Cover Letter / Response Letter (optional) – upload your firm’s official response letter on letterhead in PDF format
- Optional Message – a personalised message to include in the email to the receiving firm
The receiving firm will receive a secure link via email that expires in 30 days. They will need to verify their identity with 2FA (SMS) before accessing the documents. You can send reminders and track when documents are viewed or downloaded.
Click Save as Draft to save the package without sending, or Send Package Request to deliver it to the receiving firm.
Offboarding Statuses #
- Draft – the package has been saved but not yet sent
- Sent – the package has been sent to the receiving firm
- Responded – the receiving firm has accessed or responded to the package
- Completed – the offboarding process is finished
