It is important that you get new clients set up through Keyed-In as quickly and efficiently as possible, whether that new client has been brought into the firm by you or introduced to you by a colleague or Central Office.
It is very important to identify the correct client. This can be unclear in group structures or when working in association with other professionals (see Contracting via other professionals). Where we are retained by another professional to assist a client of theirs, then the client to set up is the mutual client. Only in limited circumstances, and with the prior approval of the MLRO, can a law firm be recorded as our client where it is not itself the ultimate beneficiary of our services. Any party benefitting from our advice, which we say we are acting for or which may say we are acting for must either be set up as a client or must be told in writing expressly that they are not a client and be treated accordingly. Failing to do so opens you and the firm to uncapped tortious liability.
Hint: Client Owners are usually responsible for setting up the client, but Lead Lawyers can do so as well, usually after consultation with the Client Owner. Central Office clients are always set up by the Lead Lawyer. Hint: For existing clients, you should check that the details on Keyed-In for the client remain correct. You can do this in the My Clients section. Email a member of the Clients Team with any necessary updates. To set up further matters, you can clone a client/matter and make the necessary changes. Hint: When setting up the client, ensure to select the right type of entity and say who will provide AML documents (you or the client); if the client, then Central Office will request them by email without delay. The AML Client Due Diligence Checklist on Keyed-In sets out what documents are required for each client type.
Hint: When acting for two or more clients on a joint basis, you should set up the aggregate client as a single (jointly and severally liable) client group. It is important to consider the possibility of any actual or potential conflicts of interest arising between the clients (see Conflicts below). All usual client onboarding steps will need to be taken for each client. For administrative ease, you can shorten the name of the client/matter, e.g. "Smith, Jones and Others", but in all cases we need to know the full name of every client and obtain relevant AML documents for each of them. If there are several clients, then we recommend emailing the Clients Team for assistance/guidance.
Hint: We are part of an international grouping of firms. Where a sister firm refers a client to you, you should mark the client as owned by Central Office when setting the client up, and in the comments box under the Client Owner field, note the name of the firm and the name of the lawyer at that firm who made the referral.