Everything you need to run FicMe with confidence.

• Passport. The set of documents and structured info that make up your (or your entity's) up-to-date compliance profile.
• Entity. Any subject FicMe holds a passport for — you (individual), a company, a close corporation or a trust.
• Requesting institution. A bank, advisor, attorney, accountant, broker, dealership or asset manager that needs to see documents to comply with the FIC Act.
• OTP consent. A one-time password sent to your verified email or mobile that you must enter to approve a share.
• Share link. A signed, email-code-protected, time-limited URL you generate to disclose specific documents to a named recipient.
• Identity verification. Our AI cross-checks the ID / passport you typed against the actual document you uploaded. Green tick = verified.
• Audit log. An immutable, time-stamped record of every request, approval, denial, download and revocation.

Every account is free to create. Individual Pro, business entities and institution plans are paid; check Pricing for the current amounts.

Signup takes under a minute and no card is required.

Within a minute of signup you'll receive an email from no-reply@ficme.app with the subject Confirm your email for FicMe.

Click Verify Email — you'll be redirected straight into your dashboard.

On first login you land on the dashboard with the onboarding wizard already open. If you close it, the Continue onboarding card on the home dashboard picks up exactly where you left off.

Forgot your password?

After your first sign-in FicMe walks you through a wizard that builds your compliance profile. You can leave and return at any time — every field is saved as you go. The step tabs at the top let you jump directly to any step, in any order.

The steps for an individual are:

1. Identity — title, nationality, name, SA ID / passport, date of birth and occupation. Date of birth fills from a valid SA ID; enter it yourself for a passport.
2. Contact — verified mobile and email for OTP delivery.
3. Address — residential and postal, with SA address autocomplete.
4. Tax — SARS tax number and, if applicable, PAYE reference.
5. Applicable documents — tick which document types apply to you; the checklist adapts.
6. Uploads — attach ID, proof of address, bank confirmation and any tax documents.
7. Sign & finish — confirm the declaration; a signed PDF is generated and stored in your vault.

Before you type anything, the wizard asks "How would you like to start?". Pick Autofill with document and drop in whatever you have — your green barcoded ID, smart-card ID, passport, utility bill, SARS tax notice or a bank statement. Autofill suggests fields for you to review and correct before saving.

To stop typos and impersonation, FicMe verifies that the SA ID number (or passport) you entered actually appears on the document you uploaded.

• Luhn check on every SA ID number — an invalid ID is rejected before you even save.
• Document match — our AI reads the uploaded ID / passport and confirms the number matches.
• Status badge next to every person's name across the app: Verified (green), Pending (grey) or Mismatch (red).
• Institution requests can require verified identity — if the badge isn't green, the requesting institution sees an Identity verification required banner instead of your documents.

If the AI can't find the number, you'll see an orange "No matching documents uploaded yet" banner. Upload a clearer photo of the same ID / passport and the badge flips to green within seconds.

Your Individual dashboard shows: your vault, your profile, your share requests inbox, the Share page, the Notifications page and your audit log.

• Vault. Upload documents by category (ID, proof of address, bank, tax, other). Each upload is encrypted at rest. Required items are called out at the top so you always know what's still missing.
• Personal details. Your identity, address and tax information are captured during onboarding and can be updated through your personal profile in the vault.
• Requests. Any institution asking for documents appears here as a pending card. See section 15.
• Notifications. A real-time feed — request received, share opened, document expiring. Section 20.

A Business account groups multiple entities under one owner. Each entity has its own vault, directors, shareholders, trustees and beneficial owners.

• Personal vault included. Your Individual passport is bundled with every Business account — the same "identity" is used for you as a director.
• Adding an entity. Go to Dashboard → Organisation → Add entity. Pick Company, Close corporation or Trust. Billing begins with the first entity — up to 2 covered by the See pricing base, then See pricing / entity.
• Trusts support natural-person and juristic trustees/beneficiaries — you can link a company as a trustee the same way you'd link a person.
• Shared entity vault. Company docs (registration, resolution, bank letter, tax number, BO register) live in the entity vault; personal docs stay with each individual.
• Ownership % for shareholders is clamped to 0–100 and enforced across the entity.

Every person (or company) attached to your entity must be linked, so their FICA documents flow through to the entity's compliance pack. The flow is the same across directors, shareholders, members, trustees and beneficiaries.

Businesses and institutions can invite colleagues to work in their organisation. Institutions do not have a Vault.

• Roles: Owners and admins manage team access and purchases; institution members may view billing usage but cannot buy credits or add members.
• Invite by email. The invitee gets a signup link scoped to your organisation.
• Attribution. Every action a team member takes is written to the audit log under their name.
• Removing a leaver revokes their access instantly and expires any active sessions.

Institutions use FicMe to request documents from clients and to keep an organised, auditable record of what was collected and when.

• Saved clients. Find a client by ID or registration number, or invite by email. Approved requests appear in Saved clients with request history.
• Requesting documents. Pick an applicable-documents checklist (per client type / product) or request specific documents. See section 15.
• Credits. See pricing / month includes monthly credits. Requests, screening and signing have separate credit costs; see section 41.
• Bulk actions. Request documents or run screenings for multiple saved clients at once; each client's outcome is tracked separately.
• Request identity verification. Use the Verification panel to require a client to prove their ID / passport matches an uploaded document before you accept the pack.
• Team members. See section 13.
• Compliance pack. Export a full pack of what a client shared, when, and with which OTP consent — ready to hand to your compliance officer.

A request has a clear lifecycle so both sides always know where they stand:

Use Request documents to search by a person's ID or an entity's registration number. Core FICA selects the Signed FicMe Declaration, proof of address and Identity Document/Passport; the signed declaration is always included even when you select documents individually. For a person, either an identity document or a passport satisfies that identity requirement.

Company and trust requests can reach linked entities and people through the final individual. The recipients confirmation shows who will be asked and the full cost, counting each person or entity once. Sending the request does not charge credits; approved, shared documents do. My requests shows one card per top-level request, with the nested recipients and their statuses in the details panel.

For approved requests, open the Documents section in the details panel. View individual files or use Download all to create a ZIP of the approved documents and any completed screening report.

When an institution requests documents, you see a card in your Requests inbox with the institution name, the documents they want and any note they added.

Whenever you approve a request, FicMe:

1. Sends a 6-digit OTP to your verified mobile or email.
2. Requires the OTP before any file leaves your vault.
3. Records the approval — with the OTP challenge, timestamp and IP — in your audit log.
4. Grants the institution access to only the specific documents you approved, for a limited window.

A share link is the fastest way to give a bank, advisor or attorney access to a specific set of documents. Each link is protected by a one-time email code, tied to a single recipient email, has an expiry and (optionally) a download cap. You can revoke it at any time and see every access in the activity log.

The Share page is your central hub for outgoing sharing.

• Active links for every entity, with expiry and download counters.
• Create new link — jumps into the flow described in section 18.
• Recent activity — every open and download across all links.
• Revoke instantly kills any link.

The Notifications page replaces the old expiry list with a real-time, filterable feed of everything happening across your account.

What you'll see:

• Incoming document requests.
• OTP challenges and approvals.
• Share link opened / downloaded / expiring.
• Documents expiring in 30, 14, 7 or 1 days — with a one-tap Replace document action.
• Team-member sign-ins from a new device (Business / Institution).
• Successful welcome, day-1 feature tour and other lifecycle messages.

Every notification is also sent by email (and, on Pro, by SMS or mobile push). Fine-tune what you receive under Dashboard → Security → Notifications, or unsubscribe from a specific email using the link in its footer.

Every account gets a unique email address on in.ficme.app. Send or forward any document to that address and FicMe automatically stores it in your vault under the right category.

How to use it:

1. Open the Email inbox page and tap Copy next to your address.
2. Send a test email with any PDF or photo attached. Emails from your registered account address are trusted by default and filed straight away.
3. Open the vault — the document is there with a category detected by our AI. Change it if it's off.

Trusted senders: add any address you want auto-filed — for example your bank statement address or a municipality account like accounts@citypower.co.za. Anything from an unknown sender waits under Needs approval until you tap Trust sender & file or File once.

Municipality auto-forward (pro tip): log in to your municipality account (City of Cape Town, City of Joburg, eThekwini, Tshwane, etc.), open your profile / notification preferences, and add your FicMe inbox address as a forwarding address for statements. Add the municipality's send-from address as a trusted sender and every new bill files itself as fresh Proof of Address.

Same trick works for: your bank e-statements, medical aid tax certificates, SARS auto-notifications, insurance renewals, retirement fund statements — anything that lands in your normal inbox on a schedule.

What we filter out: tracking pixels, tiny signature images, calendar invites and files bigger than 25 MB.

Privacy: the email itself is never opened by a human. Attachments are stored in your private vault with the same row-level security as any other document, and only you (and institutions you approve) can see them.

Every meaningful action in FicMe is written to an append-only audit log. Nothing can be deleted or edited retroactively.

What is logged:

• Account events — signup, login, password change, email change, 2FA enrol.
• Vault events — upload, replace, archive, expiry roll-over.
• Request events — created, viewed by client, OTP challenged, approved, denied, expired, revoked.
• Access events — file previewed or downloaded, and by which team member.
• Share-link events — link generated, opened, code verified, revoked.
• Admin events — role changes, entity added/removed, billing changes.
• Identity events — verification succeeded, mismatch detected.

What is captured per event: who, what, when (UTC), source IP, user-agent and a stable event ID.

Individuals see their own log under Dashboard → Audit. Institutions can filter by client, team member or date and export the log as a compliance pack (CSV + PDF).

• Encryption in transit and at rest. All documents travel over TLS and are stored encrypted.
• Least-privilege access. Row-level security means one user cannot query another user's data — checked on every request at the database.
• Consent-first sharing. Institutions cannot access your documents until you approve with OTP or a share link.
• Auditable disclosures. Every access leaves a permanent record you can inspect.
• Time-limited sharing. Access to approved requests and share links ends after its selected access window or when revoked.
• Breach notification. If a breach affects your data we notify you and the Information Regulator per POPIA s.22.
• POPIA-aligned. Read our POPIA Notice and Privacy Policy.

Downloading your data (DSAR)

Under POPIA you can request a copy of your personal data by emailing security@ficme.app. We verify your identity before providing it. Your own document files remain available in the vault.

Because your vault holds identity documents, we strongly recommendturning on two-factor authentication. With 2FA on, signing in requires both your password and a six-digit code from an authenticator app (Google Authenticator, 1Password, Authy, Microsoft Authenticator, etc.). A leaked password alone can't open your account.

The Profile page is organised into three tabs on both web and mobile.

• Account — your sign-in email, member-since date, legal acknowledgements, how to request a copy of your data, and account deletion.
• Security & 2FA — change your password, manage two-factor authentication and (on mobile) biometric unlock.
• Audit log — your full activity history with search, filters and CSV export.
• Download my data — email security@ficme.app; we verify your identity and provide your export under POPIA section 23.
• Delete account — type DELETE to confirm. This erases your profile, documents, share links and memberships and signs you out everywhere. Institutions that already received approved documents keep their copies for their own FICA records.

FicMe ships as native iOS and Android apps (built on Capacitor over the same web app, so features stay in sync). Download from the App Store or Google Play using the buttons on the landing page.

Navigation:

• Bottom tab bar — personal accounts show Home, Requests, Vault, Share and More; institution workspaces show Home, Requests, Clients and More, without a Vault tab.
• More — Notifications, Organisation, Profile, Security, Billing, Help.
• Tapping the tab you're already on closes any open overlay (including the More sheet).
• Toasts appear at the bottom-centre on mobile so they don't hide the status bar.

The mobile apps support Face ID (iOS), Touch ID (older iOS) and Fingerprint (Android) so you can reopen your vault without typing your password every time.

Anywhere you can upload a document (onboarding, vault, autofill, verification), the mobile app shows a Take photo button next to the file picker.

• Uses the native camera at full resolution for a crisp OCR pass.
• Preview and retake before uploading — nothing saves until you confirm.
• First use asks for Camera and Photo Library permission — approve both so you can choose between camera and photo library.
• Denied by accident? Fix under iOS Settings → FicMe → Camera / Photos or Android Settings → Apps → FicMe → Permissions.

On the mobile apps, documents open in the in-app browser (SFSafariViewController on iOS, Chrome Custom Tabs on Android) and never break out to a separate app or expose the underlying storage URL.

• Every document row has a View and Share button (Download is desktop-only).
• Titles are formatted FicMe - {Category} - {Entity name} — so Proof of Address for Landolf Theron shows as FicMe - Proof of Address - Landolf Theron.
• Share downloads the file to a private cache then opens the OS share sheet with the file attached — AirDrop, Mail, WhatsApp, Gmail, Outlook, Files / Drive all offer to attach the real PDF/image (not a link).
• The share sheet is opened once — tapping Cancel closes cleanly (no double sheet).

• Use a unique, long password (13+ characters). Consider a password manager.
• Turn on 2FA (section 23) and, on mobile, biometric unlock (section 26).
• Keep the mobile number linked to your account current — OTPs go there.
• Review your audit log at least monthly and after any surprising email.
• Revoke share links you're no longer using.
• Institutions: remove leavers from your team the same day, and rotate admin roles regularly.
• Only share links with the recipient's own email address.

Every account is free to create and explore. You are only charged when you actively use paid capacity:

• Individual → Pro — notifications, audit export, AI autofill (See pricing / month).
• Individual → Business — from Billing, tap Upgrade to Business. Your personal vault is preserved and you can immediately add company / trust entities.
• Business — See pricing / month for up to 2 entities; +See pricing per extra entity.
• Institution — See pricing / month with included monthly credits. Add a monthly credit bundle under Your current plan or buy once-off top-ups.

No VAT is added — the amount shown is the amount charged. The pricing page and Dashboard → Billing & plans always show the current, authoritative price. Downgrade or cancel at any time; access remains until the paid period ends.

If your account belongs to more than one profile — your personal passport plus a business, trust or organisation — FicMe keeps them separate as workspaces.

• The vault, requests, compliance status and audit entries you see always belong to the active workspace.
• Switching workspaces never mixes documents between profiles.
• Your menu changes with the workspace: an organisation workspace shows Organisation, Request documents and Saved clients.

Institutions cannot add or manage businesses and trusts on a client's behalf. The owners maintain their entities and share documents through approved requests or share links.

The Compliance page scores your profile against the rules for your entity type and tells you exactly what is still outstanding.

• Required — blocks completion until supplied.
• Optional — suggested, never blocking.
• Available — relevant to your entity type but not requested.
• Rules are conditional: Proof of bank becomes required only once bank details are captured, and anything marked N/A never asks for a document.
• Each outstanding item links straight to the step or upload that fixes it.

Compliance packs and the Signed FicMe Declaration regenerate automatically when your data changes, so what you share is always the latest version.

When a captured ID number shows the person is under 18 — typically a trust beneficiary — FicMe flags it immediately.

• A red minor notice appears directly below the ID number.
• Occupation and other adult-only fields are not asked for.
• A guardian consent request is emailed for signature; the profile is not complete until it is returned.
• The signed guardian declaration is stored with the entity's documents and appears in the audit log.

If captured details are wrong, they can be sent back for correction instead of being re-captured from scratch.

• The person sees the correction request on their dashboard with the exact fields flagged.
• The onboarding wizard reopens and lets you move freely between steps to fix them.
• Once corrected, the details are re-submitted for approval and the change is logged.

When you approve a request, you decide how long the institution keeps access to the approved documents.

• Pick a retention period from 30 up to 365 days — you can override the suggested default at approval time.
• When the period lapses, the institution's access ends automatically.
• You can revoke access earlier at any time from Requests or Memberships.
• Documents an institution already downloaded during the window remain in their own records — that is a FICA record-keeping requirement on their side.

Card payments are processed by Paystack. FicMe never stores your card number — only the brand and last four digits appear on your receipt.

• Billing profile — billing name and a searched billing address, passed to the payment provider with your payment.
• Checkout — shows the exact amount and what it covers (for example Additional entities (3)), then confirms the amount paid, the next billing date and the next amount.
• Invoices — downloadable PDFs, also emailed to you, each linked to its payment reference.
• Failed payment — a red banner appears and you have 48 hours to fix it. After that the account moves to the free plan; nothing is deleted, and paying again restores your plan and access straight away. Retry is only offered for the invoice actually blocking your subscription, and automatic retries stop after three attempts.

Accountable institutions are reviewed by FicMe before they can request documents from clients.

• Complete the organisation onboarding, including the entity representative declaration (director, compliance officer or money laundering reporting official) and the required uploads such as the FIC Confirmation of Entity Registration — that step can't be passed until they are uploaded.
• You'll receive an approval email once FicMe has reviewed the profile.
• After approval the profile becomes read-only so the approved record can't change silently. Email support@ficme.app to update details.
• Team — under Organisation, invite colleagues by email and grant only the permissions they need. You can only grant permissions you hold yourself, and access can be changed or removed at any time.

Can't find what you need?

• Email support@ficme.app for product help.
• Email privacy@ficme.app for privacy or POPIA requests.
• Email security@ficme.app to report a security concern.
• See the full legal centre for our terms, privacy, POPIA and DPA documents.

Under Billing & plans, the institution owner and admins can see the shared balance, usage by date and team member, monthly bundles, once-off credit packs and invoices. Members can view usage but cannot buy credits.

• The institution plan adds configured credits each billing cycle. Credits already in the pool roll over and do not expire.
• Document requests cost the configured number of credits per approved recipient; the full recipient-tree cost is shown before sending. No credits are spent merely to send a request.
• Screening costs the configured number of credits per individual run. Sending a signing request costs the configured number of credits; the cost and balance appear before sending.
• One-off credits, monthly add-ons and custom pricing are available in Billing. The current conversion rate is shown on Pricing; packs may include bonus credits.
• Enter a coupon code and select Apply before paying for a plan, extra entities or credits. Eligible discounts and the adjusted price appear before payment. A coupon may only apply to certain plans or purchases and may expire.

Institutions can run FICA screening from a document request or a saved client. For several saved clients, use bulk screening; each individual has a separate result and credit cost. Sanctions, watchlists and PEP appear together, with adverse media reported separately. Open Covered lists before running a screening to view Datanamix's coverage by country and organisation. Coverage depends on the selected provider; sandbox results are test data, not real screenings. Pending integrations are omitted from results and reports.

Adverse media checks news and criminal-record sources for negative coverage about the person, such as fraud, corruption or financial crime. It runs in the same screening, at no extra credit cost, and possible articles are marked Needs review so you can judge whether they relate to your client.

Clear means no relevant match was found; Needs review means a possible match needs checking; Flagged means stronger matching evidence was found; Could not check means a source did not return a reliable result. Open the information beside a result for its explanation. Screening is a review aid, not an automatic compliance decision.

Screening types. In quick checks, CSV batches, saved-client bulk screening and request screening you choose Basic sanctions (FIC & UN lists) at the configured number of credit(s) per subject, or Comprehensive. Basic checks only the FIC targeted financial sanctions list and the UN consolidated list, which FicMe refreshes every day; it does not check PEP/DPIP, global sanctions or adverse media, and the report says so. Comprehensive uses the screening provider's live search, which already includes the FIC and UN lists.

Findings and data sources. Each finding shows its match confidence (0–100), the list it was found on and the list's reference number. Every report ends with a Data sources used section listing each source and when it was last updated or searched. For companies and trusts there is no date of birth, so confirm a possible match using the registration number, country and other details on the listed record.

List update alerts. When the FIC or UN list changes, everyone at approved institutions (owners and active team members) gets a bell and push alert showing how many entries were added, removed or amended, so you can decide whether to re-screen clients.

Viewing reports on a phone. Pinch with two fingers to zoom PDFs and images (50%–400%) and drag to move around the page.

Screening report retention. A report run on a document request expires at the same time as that request's download access. Screening Hub reports (quick and batch) expire 30 days after they are created. If a report has not been downloaded, we send an email and push reminder 7 days and 48 hours before it expires (one reminder per batch). After expiry the report can no longer be downloaded. The report file is permanently deleted 180 days after expiry; the screening record stays in your history marked Expired. Download and keep your own copy for your records.

Institutions can send documents for electronic signature from Document signing. The signers complete the request, and the signed file and audit trail remain available afterwards. The credit cost appears before the request is sent.