Onboard virtual office clients
Establish an approved virtual-office client’s authorized entities, contacts, mail instructions, identity evidence, start date, and service limits before accepting mail.
| Field | Value |
|---|---|
| Business area | virtual-office-mailroom |
| Primary role | virtual-office-mailroom-manager |
| Frequency | event-driven |
| Privacy sensitivity | high |
| Security sensitivity | high |
| Compliance review | needed |
Trigger and handoff
Trigger: An approved virtual-office agreement is signed and ready for operational setup.
Inputs
- Approved agreement and entity details
- Required identity or authorization evidence
- Mail and notification instructions
Outputs
- Active verified client record
- Approved handling profile
- Outstanding conditions blocking service
Current manual methods
- Email attachments
- Paper identity copy
- Notes in mailbox spreadsheet
Human judgment and approvals
-
Assess ambiguous entity and authority evidence
-
Explain service boundaries and escalation needs
-
Approval: Authorized compliance or operations owner approves eligibility and unresolved exceptions
Failure modes
- Trading name is not linked to the authorized entity
- Mail is accepted before checks complete
Success metrics
- Active clients have complete approved handling instructions
- Mail acceptance begins only after required checks