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, passcode-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. You only pay when you add a business, trust or linked client.

Signup takes under a minute and no card is required.

1

Open the signup page

Click Get started anywhere on the site, or go directly to /auth/signup. In the mobile app, tap Create account below the login form.

4

Agree to the legal terms

Tick the box to accept the Terms of Service, Privacy Policy and POPIA Notice. Create free account unlocks once ticked. We store the timestamp of your acceptance.

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, occupation.
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. Our AI (Gemini 1.5 Flash) extracts the fields it is 90%+ confident about and pre-fills the wizard.

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.
• Profile vault. The structured information — SA ID number, address, tax number — that institutions typically ask for alongside documents. Available at Dashboard → Profile.
• 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 R 100 base, then R 30 / 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 help manage the vault.

• Roles: Admin (full access, billing), Member (day-to-day: upload, request, share).
• 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.

• Linked clients. Add a client by searching FicMe, or invite by email if they're not yet a user (a blind request). R 1 499 / month covers 25 linked clients; add more in blocks of 25 for R 250 / block.
• Requesting documents. Pick an applicable-documents checklist (per client type / product) or request specific documents. See section 15.
• 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:

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 passcode-protected, 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.

5

Share it your way

After creating, you land on a ready-to-share screen with the link, the passcode, and one-tap actions: Copy link, Copy passcode, Send via WhatsApp, Send via Email, and (on mobile) an Open native share sheet button that hands off to AirDrop, Messages, Gmail, Outlook or any other installed app.

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, passcode challenged, 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.
• Automatic retention sweeps. Expired share links, used OTPs and old audit lines are purged on a nightly schedule.
• 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, Privacy Policy and, for business customers, the Data Processing Addendum.

Downloading your data (DSAR)

Under POPIA you have the right to a copy of your personal data. Go to Dashboard → Profile → Download my data (JSON). You'll receive a machine-readable JSON export of your profile, vault metadata, requests, share links and audit trail. Raw document files are available under the vault's Download action.

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 centralises your personal information, contact details, avatar and account controls.

• Name, avatar, mobile, email, address, tax number, occupation.
• Change email — sends a confirmation to the new address and a heads-up to the old one.
• Download my data — POPIA DSAR export (JSON).
• Close account — 30-day grace period to export before deletion.
• Identity verification status badge and a shortcut to re-upload your ID / passport if it changed.

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 — Home, Vault, Requests, Share, More.
• 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.
• Never send a share link and its passcode in the same message.

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

• Individual → Pro — notifications, audit export, unlimited share requests (R 49 / month).
• Individual → Business — from Billing, tap Upgrade to Business. Your personal vault is preserved and you can immediately add company / trust entities.
• Business — R 100 / month for up to 2 entities; +R 30 per extra entity.
• Institution — R 1 499 / month for 25 linked clients; +R 250 per extra block of 25.

Invoices are available under Dashboard → Billing. Downgrade or cancel at any time; access remains until the paid period ends.

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.