Each user and key personnel record in Firm Verify can hold one or more roles. Each role has its own status (Active or Ceased), appointment date and ceased date, so you can show who held each AML/CTF role and when. This helps you keep the personnel records the AML/CTF Act Tranche 2 reforms require from 1 July 2026.
You must report a Compliance Officer appointment to AUSTRAC within 14 days. See AML/CTF compliance officer on the AUSTRAC website.
Contents
Built-in and custom roles
The role picker has two types of roles:
| Type | Description |
|---|---|
| Built-in roles |
Available to every firm without setup. Nine are provided:
Built-in roles can't be deleted. |
| Custom roles | Roles your firm creates to match its structure (for example, "MLRO" or "AML Champion"). To create one, type the role name in the role field and press Enter. Custom roles can be deleted (see Deleting a custom role). |
Assigning a role
You can add several roles to one person in one save. Only the Account Owner and Admin users can add or edit roles.
1 |
From the main toolbar, select Firm, then the Personnel tab. |
2 |
Select the person's name to open their record, then select the Details tab. |
3 |
In the Roles section, select + Add role and choose one or more roles from the picker. |
4 |
Enter the Appointment Date for each role (optional, but recommended). |
5 |
Select Save. Each new role is set to Active. |
A person can't hold two Active assignments of the same role. To re-appoint someone to a role, cease the old assignment first, then add the role again.
To add roles while creating a key personnel record, see How to Add Key Personnel.
Role lifecycle fields
Each role assignment has three fields, separate from the person's other roles:
| Field | Required? | Description |
|---|---|---|
| Status | Yes | Active or Ceased. New roles start as Active. |
| Appointment Date | No | The date the person was appointed to this role. When you add a role for someone who already held it, enter the original appointment date, even if it's before you started using Firm Verify. |
| Ceased Date | When ceased | The date the appointment ended. Required when Status is Ceased. It must be on or after the Appointment Date. |
Ceasing a role
When someone no longer holds a role, cease it rather than removing it. This keeps the record of when they held it.
1 |
Open the person's record and select the Details tab. |
2 |
Find the role and change its Status to Ceased. |
3 |
Enter the Ceased Date. |
4 |
Select Save. The ceased role is hidden from the default view (see Viewing ceased roles). |
Overall Active / Ceased status
For key personnel, the overall status is calculated from their roles. There's no separate status to update.
| Key personnel's roles | Overall status shown |
|---|---|
| At least one role is Active | Appointed |
| All roles are Ceased, or no roles are assigned | Ceased |
For users, the overall status comes from MyBGL, not from their roles. A user stays Active even if all their roles are ceased.
Viewing ceased roles
The Details tab shows active roles only. To see a person's full role history, open their record, select the Details tab, then turn on Show ceased roles in the Roles section. Ceased roles appear below the active ones, with their appointment and ceased dates.
Deleting a custom role
You can delete a custom role from the role picker when nobody has it assigned. Built-in roles can't be deleted.
1 |
Open any person's record, select the Details tab and open the role picker. |
2 |
Select the delete icon next to the custom role. |
3 |
Confirm the deletion. |
If the role is still assigned to someone, Firm Verify blocks the deletion and tells you the role is in use.
Audit log entries
Every role change is recorded in the audit log. Each entry shows:
- Actor: the user who made the change
- Timestamp: when the change was saved
- Field: which field changed (for example, role status or ceased date)
- Before and after values: what the field held before and after the change
To view it, select Settings, then Audit Log. See Audit Log.
Frequently asked questions
Select a question to see the answer.
The dashboard still says Appoint Compliance Officer. How do I fix it?
The checklist item completes when a user holds an active Compliance Officer role. Check that:
- The person is a user, not key personnel. Key personnel can't hold the role. Invite them to Firm Verify first if needed.
- The Compliance Officer role is on their Details tab with Status Active. Being the Account Owner or having another role, such as Beneficial Owner, doesn't count.
- You selected Save after adding the role.
Then refresh the dashboard. If the item still isn't complete, log a support call.
Our Account Owner doesn't do any AML/CTF work. Do they need personnel due diligence and training?
Account Owner is a MyBGL position for managing the software, not an AML/CTF role, so it doesn't create a training requirement on its own. What matters is whether the person holds an AML/CTF role. AUSTRAC lists your governing body, senior managers and Compliance Officer among the roles that need personnel due diligence and training. If your Account Owner is a partner, director or principal, they're likely to hold one of these roles. Your AML/CTF program should set out which roles need due diligence and training. See AUSTRAC's guidance on identifying personnel roles that require due diligence and training.
Our staff held their roles before 1 July 2026. How do I record them?
Add each role with the person's original Appointment Date. Past dates are accepted.
Existing staff aren't exempt from personnel due diligence. AUSTRAC expects newly regulated businesses to check current personnel too: consider the checks you've already done and identify any extra checks needed. See AUSTRAC's personnel due diligence and training guidance and Personnel Due Diligence Wizard.
Can one person hold more than one role at the same time?
Yes. Each role has its own status, appointment date and ceased date. A person can't hold two Active assignments of the same role.
A staff member has left. Do I cease each role or the whole person?
Cease each role with the date the appointment ended. This gives the most complete record for AUSTRAC. For key personnel, the overall status changes to Ceased once all roles are ceased. For users, the overall status comes from MyBGL, so also remove their access there.
I entered the wrong appointment date. Can I correct it?
Yes. Open the record, change the Appointment Date and select Save. The audit log records the before and after values.
What's the difference between Senior Manager and Client Facing Personnel?
Senior managers make or influence decisions affecting all or a substantial part of the firm, including approving the AML/CTF program. Client Facing Personnel deal directly with clients when providing designated services. Your AML/CTF program should define which staff fall into each.
A custom role I created is no longer in the picker. What happened?
Another Admin may have deleted it. Check the Audit Log to see who deleted it and when. Deleted roles can't be recovered, but you can create a new one with the same name.