Card Payments Setup - 5. Entering Representative details

This article guides you through the fourth step in setting up card payments in Arbor, which involves adding your School Representative's details.

This guide is the fifth in a series. The guides in this series are:

1. Introduction
2. Verifying school details
3. Uploading school documents
4. Entering Controller/Owner details
5. Entering Representative details
6. Adding a bank account for payouts
7. Checking your details
8. Confirming and troubleshooting verification
9. Enabling Customer Account Types
10. FAQs and further reading

Top Tip: Unsure about where to start with payments in Arbor, or need assistance with your setup? Why not try our In-App Payments Help Guide! 

Who is the School Representative?

The representative is the person responsible for managing the school's finances on a daily basis. Although this person may manage finances on a day-to-day basis, they may not be ultimately responsible for the entire school's budget and finances. 

The school representative can be any member of staff who has the Finance: Administer permission, and the school representative must be different to the school controller.

We recommend using your own details, as you'll be the one who agrees to the Terms & Conditions for payments later during the setup process.

Our payment provider uses the Representative's details to verify that the school's account is legitimate and run by a real business. You can only specify one representative.

In short, your representative must:

• Be someone with the Finance: Administer permission
• Not be one of your Controllers/Owners
• Be the person who will accept the T&Cs later on in the setup

School Representative Details

Now that you have decided on your School Representative, you can start checking their details in the School Representative Details section. 

This section is pre-populated with the details of the staff member completing the form, which are taken from that staff member's profile. So, you may need to make adjustments if their profile doesn't match their photo ID.

All of the fields in this section are required, and the fields break down as follows:

• Job title - This will, by default, show the title on your contract. If you have more than one, ensure that you update it to display the correct title/the title most suitable for your role as School Representative.
• Legal first name - This must be the same as on the photo ID
• Legal last name - This must be the same as on the photo ID
• Date of Birth - This must be the same as on the photo ID
• Email address - Must match the staff member's Arbor profile
• Telephone number -  Must match the staff member's Arbor profile

Where possible, ensure these details match both the staff member's profile and their photo ID. This means you may need to adjust these details on the staff member's profile as well.

School Representative Address Details

Just like your Controller/Owner's Address details, please ensure that you do not use the school's address.

The Representative's address must:

• Be their personal home address
• Match the address listed on their photo ID (if applicable)
• Match the address listed on their profile

The address fields below are required:

• Home address line 1
• City/town
• Postcode
• Country

Unless these are present on the Photo ID you wish to upload, please avoid abbreviations or shortening of words, so use 'Street' instead of 'St', or 'Wiltshire' instead of 'Wilt'.

School Representative Photo ID

Now that you have entered the Representative's details and double-checked them, you need to use the School Representative Photo ID section to upload a single image of your representative's photo ID.

Do not upload multiple images! If you have uploaded one image and wish to replace it with a different one, remove the original image first using the bin icon next to the upload in the Attachments area. Uploading multiple images can cause the verification to fail.

Do not resubmit files that previously failed - duplicate uploads trigger an error and are not rechecked.

The image must be either:

• A Passport
• Or, a Driver's Licence (both sides)
• Or, any other Government-issued ID (both sides).

For documents that require both sides, please make sure that you include both sides in a single file, rather than creating separate files for each side.

Your document must meet the following upload requirements:

• Both the front and back of the ID (except for Passports)
• One image
• A colour image, rotated with the image right-side-up
• Clear picture with no light bouncing on the ID
• JPG or PNG format
• Less than 5MB in size
• Image smaller than 8000px*8000px

To upload your document, either:

• Drag and drop the file from your device's file manager into the Attachments box
• Click the green click to upload link, select your file and click Open.

Avoiding issues with School Representative details and IDs

To avoid issues with your representative details and ID, please make sure you stick to these guidelines:

• Do not set a Controller/Owner as the Representative; these must be different people.
• Match the job title of the representative to the job title on their Arbor profile that is most closely related to their role as a Representative.
• Match the representative's names to the legal first and last names on their Photo ID. Consider adjusting this on their Arbor profile as well, if needed.
• Match the addresses on the Representative's Photo ID (if applicable), on their Arbor profile and in the School Representative Address Details section.
• Do not use the school's address.
• Use consistent address formatting that matches your Photo ID, and avoid abbreviations and shortenings.
• Upload one image at a time and remove any photos you wish to replace to make room for the new image.
• Do not resubmit files that previously failed - duplicate uploads trigger an error and are not rechecked.
• Show both sides of your ID on one image if it is not a Passport.
• Do not upload both sides as separate images if your ID is not a Passport. 

Moving to the next step

Now that you have added your school Representative's details and uploaded their ID, click the green Next button to proceed and move on to the following guide in this series: Adding a bank account for payouts