Each user and key personnel record in Firm Verify can have one or more roles assigned to it. Each role carries its own lifecycle: an appointment date, a status (Active or Ceased), and a cessation date. Your firm can record exactly when each person held each compliance role, satisfying the record-keeping obligations under the AML/CTF Act Tranche 2 reforms effective 1 July 2026.
Contents
Built-in and custom roles
The role picker has two types of roles:
| Type | Description |
|---|---|
| Built-in roles |
Available to all firms without any setup. Two are provided: • Senior Manager • Client Facing Personnel Built-in roles cannot be deleted. |
| Custom roles | Roles your firm creates to match its internal structure (e.g. "MLRO", "AML Champion"). Custom roles can be deleted from the picker once they have no active assignments. |
Assigning a role
Multiple roles can be assigned to a single person in one step.
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1
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Navigate to Firm › Users tab and open the person's record. |
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2
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Go to the Details tab. |
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3
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In the Roles section, click + Add role and select one or more roles from the picker. |
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4
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Optionally enter an Appointment Date for each role (see below). |
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5
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Save the record. Each new role is set to Active by default. |
Role lifecycle fields
Each role assignment has three fields, independent of the person's other roles:
| Field | Required | Description |
|---|---|---|
| Status | Required | Active or Ceased. Defaults to Active on first assignment. |
| Appointment Date | Optional | The date the person was appointed to this role. Record the actual appointment date even when adding the role retrospectively. |
| Ceased Date | Conditional | Required when Status is set to Ceased. The date the person's appointment to this role ended. |
Ceasing a role
When a staff member no longer holds a role, cease it rather than deleting it. The historical record is preserved.
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1
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Open the person's record and go to the Details tab. |
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2
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Find the role and change its Status to Ceased. |
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Enter the Ceased Date. This field becomes required once Ceased is selected. |
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Save the record. The ceased role moves out of the default view (see Viewing ceased roles). |
Overall Active / Ceased status
A person's overall status is calculated automatically from their role statuses:
| Role situation | Overall status shown |
|---|---|
| At least one role is Active | Active |
| All roles are Ceased (or no roles assigned) | Ceased |
There is no separate status field to update manually. Ceasing or activating a role updates the overall status automatically.
Viewing ceased roles
The Details tab shows active roles only by default. To see the full role history for a person:
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1
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Open the person's record and go to the Details tab. |
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2
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Toggle Show ceased roles in the Roles section. All ceased assignments become visible, including their appointment dates, ceased dates, and status history. |
Deleting a custom role
A custom role can be removed from the picker only when no person has an active assignment to it.
To delete a custom role from the picker:
- Cease the role for all personnel who currently hold it.
- Navigate to Settings › Roles.
- Find the custom role and select Delete.
Audit log entries
Every role lifecycle change is written to the audit log automatically. Each entry captures:
- Actor — the user who made the change
- Timestamp — date and time (UTC) the change was saved
- Field — which field changed (e.g. Role Status, Ceased Date)
- Before and after values — what the field held before and after the change
The Audit Log viewer is at Settings › Audit Log (Account Owner and Admin access only). Full audit log functionality is in development.
Frequently asked questions
Can one person hold more than one role at the same time?
Yes. Add as many roles as needed. Each role has its own appointment date, status, and ceased date.
A staff member left the firm. Do I cease all their roles or just the person?
Cease each role individually with the date the appointment ended. The person's overall status updates to Ceased automatically once all roles are ceased. This produces the most complete record for AUSTRAC purposes.
I added a role with the wrong appointment date. Can I correct it?
Yes. Open the record, edit the Appointment Date, and save. The change is logged in the audit trail with before and after values.
What is the difference between Senior Manager and Client Facing Personnel?
These reflect categories in the AML/CTF Rules 2025. Your AML/CTF program should define which staff fall into each. As a general guide: Senior Managers are responsible for the firm's overall AML/CTF program; Client Facing Personnel interact directly with clients in the course of providing designated services.
A custom role I created is no longer in the picker. What happened?
It may have been deleted by another Admin. Deleted custom roles cannot be recovered. Create a new one with the same name if needed; future assignments to it will not be linked to historical assignments made under the deleted role.