Onboarding organisations - EOSB User Manual

No organisation registers itself. The platform administrator submits every registration, the regulator verifies it, and only then does the organisation get a login. Employers have one more stage — activation — before they can start work.

The employer journey

Sequence diagram: The employer journey

Sequence diagram: The employer journey

Stage	Who	What happens	Guide
1. Registration	Admin	Fills in the employer’s details, uploads the certificate of registration and tax evidence, submits. The employer’s contact gets an acknowledgement.	Register an employer
2. Verification	Regulator	Checks the details and evidence. Approves, requests information, defers or rejects. Expected within 5 days.	Verify employers
3. Account	Platform (automatic)	On approval, creates the employer’s profile and login (username = employer profile ID) and emails a set-password link valid for 72 hours.	Set your password
4. Setup	Admin	Creates the EOSB trust, appoints the trustee and fund manager, confirms the trust bank account.	Set up and activate
5. Activation	Admin	Activates once all six readiness checks pass. The employer is notified.	Activation

Registration statuses

Status diagram: Registration statuses

Status diagram: Registration statuses

Status	Meaning	Who acts next
Draft	Saved but not submitted.	Admin
Pending verification	Waiting in the regulator’s queue.	Regulator
Information requested	Something must be corrected or added.	Admin, with the employer
Verification deferred	The regulator is waiting on someone else.	Regulator
Verified	Approved. The employer has a login and is Verified inactive.	Admin (setup)
Rejected	The employer may not take part. Final.	—

The employer’s operating status

After verification, the employer has an operating status:

Status	What the employer can do
Verified inactive	Sign in and look around. Cannot register employees or pay into the trust.
Active	Everything.
Active with restrictions	Only what the administrator allows; the reason is shown on the employer’s Activation tab.

The six readiness checks

The administrator can only activate when all six pass:

Check	Passes when
Trust established	The employer has an EOSB trust.
Trustee appointed	A verified trustee is linked to the trust.
Fund manager appointed	A verified fund manager is linked to the trust.
Bank account confirmed	The trust’s bank account is saved.
Trust assignment ready	Every registered employee belongs to an active trust.
No activation restriction	No restriction is recorded.

Trustees and fund managers

Flow diagram: Trustees and fund managers

Flow diagram: Trustees and fund managers

Providers come in two categories:

Category	Who	Rule
Official platform	The national trustee and fund manager serving trusts on the official platform service model.	Only one of each can be verified at a time.
Independent	A private provider an employer appoints for its own trust.	Must hold MELSS accreditation; the regulator checks the accreditation period.

On approval, the provider gets a login: username = its reference in lower case, with a set-password link emailed to the contact person. The administrator can add more users for it under User Management.

User accounts

Every account is created by the platform (automatically on approval) or by the administrator. Nobody signs up.
The person sets their own password from an emailed link. The link works once and expires after 72 hours; the administrator can send a new one.
Passwords need at least 12 characters, including a letter and a number.
Each account has one role and one organisation. See Roles and responsibilities.