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Create an Individual Entity Manually and Set Monitoring

Version: 1.0Date: 4 October 2026Audience: Kyboa users

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1. Before you start

Create a maintained individual client record from the details you hold.

Use an Entity to maintain the data you hold on a client and enable repeat screening or monitoring. Have the person’s full name and associated country ready; add other details only when known.

This example uses fictional documentation data. Creating an Entity saves the client record; it does not immediately run a screening.

Worked example

John Doe · Fictional example

Watch the workflow

The video is silent with captions. Any processing waits are shortened.

Watch the walkthroughRead the transcript

2. Choose Manual Input and enter the identity

  1. Open Entities and choose New Entity.
  2. Choose Manual Input.
  3. Set Entity Type to Individual and leave Status as Active for this example.
  4. Enter John Doe in Full Name.
  5. Choose Singapore (SG) in Country.
Choose Manual Input to enter a maintained Entity yourself.
Figure 1. Choose Manual Input to enter a maintained Entity yourself.
Individual Entity identity fields completed for the fictional example.
Figure 2. Individual Entity identity fields completed for the fictional example.

3. Add the details you hold

The Individual Details section contains optional information. Use the full date of birth when known, or the Birth Year when only the year is known. Add nationality, identifiers and other personal details as available.

Use Contact & Notes for supporting information. The lower sections hold additional names, addresses. Keep the record accurate and leave unknown fields blank.

Optional individual details entered for the documentation example.
Figure 3. Optional individual details entered for the documentation example.
Contact & Notes identifies this as a fictional documentation record.
Figure 4. Contact & Notes identifies this as a fictional documentation record.

4. Set Monthly monitoring

  1. Find Monitoring.
  2. Set Monitoring Frequency to Monthly. You can also choose Quarterly or Annually.
  3. Choose Create to save the Entity and its frequency.

Monitoring schedules repeat screenings. It is separate from running an immediate screening with Run Screening.

Monthly selected as the Entity Monitoring Frequency before saving.
Figure 5. Monthly selected as the Entity Monitoring Frequency before saving.

5. View or edit the saved Entity

  1. Review the saved identity and details on View Entity.
  2. Check the Monitoring section for Monthly. The next due date may initially be blank.
  3. To change details or frequency later, choose Edit, update the fields and choose Save changes.

See Use Entity Functions for Run Screening, Screening History, Versions, PDF export and Review Decisions.

Saved Individual Entity with actions for editing and screening.
Figure 6. Saved Individual Entity with actions for editing and screening.
The saved Entity Monitoring section confirms Monthly.
Figure 7. The saved Entity Monitoring section confirms Monthly.

6. Common questions

Complete the required Entity type, name and country or jurisdiction. Leave optional information blank when it is unknown.

If Kyboa finds an existing Entity, open and check that record before creating another. If a save fails, read the validation messages and correct the indicated fields.

If monitoring is not set, choose Edit and save a frequency. Keep an Entity active when it should remain eligible for scheduled monitoring.

7. Check completion

  • The Entity type, name and country or jurisdiction are correct.
  • Known details are saved and unknown details remain blank.
  • Monthly monitoring appears on the saved Entity.
  • You can reopen the Entity from the Entities list and edit it.