Automated Compliance Management
Introduction
Managing compliance deadlines across multiple entities and jurisdictions can be time-consuming and prone to oversight. The Compliance Tracker simplifies this process by automatically generating compliance events based on jurisdiction-specific rules and providing proactive notifications to relevant stakeholders.
The system automatically creates compliance deadlines such as Annual General Meeting (AGM) deadlines, Annual Return filings, and other jurisdiction-specific compliance requirements, ensuring that users stay informed and organised.
With the integrated Notification System, users can configure reminders for themselves, specific users, or entire user groups. This reduces the risk of missed deadlines and ensures that compliance responsibilities are communicated clearly across teams.
This article provides an overview of how the Compliance Tracker works, how compliance events are generated, and how notifications can be configured.
🚀 Key Takeaway: Automatically track, manage, and receive notifications for compliance deadlines across jurisdictions within a single, user-friendly interface.
Key Features & Capabilities
Understanding ViewPoint & Vistra Digital Events
The Compliance Tracker displays events from two sources, each with different permissions and behaviors:
ViewPoint-Sourced Events
What they are: Compliance events automatically synced from ViewPoint (VP) into Vistra Digital. These represent compliance deadlines and requirements managed by ViewPoint.
How to identify them: ViewPoint events are marked with a "Vistra" logo in the event list, distinguishing them from Vistra Digital managed events.
What you can do:
View full event details (deadline, jurisdiction, event type, description)
Track event status and progress
Add remarks or internal notes (VD-only — not sent back to VP)
Receive notifications when deadlines approach
What you cannot do:
Edit event title, deadline, or jurisdiction
Delete or cancel the event
Change the event type or description
Data consistency: ViewPoint events are updated automatically during regular syncs. If data changes in ViewPoint, it will reflect in Vistra Digital within 24 hours.
Vistra Digital-Managed Events
What they are: Compliance events created and managed entirely within Vistra Digital. These represent compliance deadlines specific to your organisation's operations in Vistra Digital.
How to identify them: Vistra Digital events have no source badge. They appear alongside ViewPoint events in your Compliance Tracker.
What you can do:
Create new compliance events with custom deadlines and details
Edit event title, deadline, jurisdiction, type, and description
Add remarks and internal notes
Delete or cancel events
Track status and receive notifications
Full control: You have complete control over Vistra Digital managed events. Changes take effect immediately and are auditable in the Compliance Tracker history.
Working with Both Event Types
Viewing all events: Your Compliance Tracker dashboard displays both ViewPoint and Vistra Digital events side-by-side. Use filters and search to find events by entity or event type.
Notifications: You receive notifications for both ViewPoint and GEP events when deadlines approach or status changes occur. Notification preferences apply equally to both event types.
Reporting & export: Export compliance event data to Excel for reporting. Exports include both event types with clear labeling of their source.
Data traceability: Both event types include audit trails showing creation, updates, status changes, and remarks. This ensures you have a complete record for compliance and reporting purposes.
Permissions by Role & Event Source
Action | ViewPoint Events | Vistra Digital Events |
View | ✓ Authorised users | ✓ Authorised users |
Edit | ✗ Read-only | ✓ Assigned users |
Delete | ✗ Not allowed | ✓ Assigned users |
Add remarks | ✓ All users | ✓ All users |
Change status | ✓ Track progress | ✓ Full control |
Automated Compliance Event Creation 🔄
The Compliance Tracker automatically generates compliance events when entities are created or imported into the system.
Events are generated based on predefined jurisdictional rules and currently support entities in:
Hong Kong 🇭🇰
Singapore 🇸🇬
British Virgin Islands (BVI) 🇻🇬
Cayman Islands 🇰🇾
Automatically Generated Compliance Events
Common compliance events include:
Annual General Meeting (AGM)
Annual Return Filing
For BVI entities, additional jurisdiction-specific compliance events are also generated:
Economic Substance Filing
Register of Beneficial Owners Filing
Register of Members Filing
These events ensure that BVI regulatory obligations are tracked within the Compliance Tracker.
Status Tracking for Compliance Events 📊
Introduces a Status field to track compliance event progress and completion.
Default status: "Scheduled".
If not marked as "Completed" by the deadline, the status updates automatically to "Overdue".
Event Type Colour Coding 🎨
To help users quickly identify different categories of events, the Compliance Tracker uses colour coding.
Event Type | Colour |
Compliance | Blue |
Accounting | Brown |
HR | Green |
Tax | Purple |
This visual classification helps users quickly identify the nature of upcoming obligations within the Compliance Tracker.
User Control & Flexibility ✏️
Users can edit or delete auto-created compliance events.
Changes are audit logged, capturing timestamps and user details.
Support for recurring events allows users to set compliance events to repeat automatically.
Jurisdiction-Specific Compliance Logic 🌍
Adapts to different jurisdictional regulations:
Hong Kong 🇭🇰 :
Limited Company (Ltd), 2014 Private Company
Annual return due 42 days after incorporation anniversary.
First AGM to be held within 18 months of Incorporation Date.
AGM required within 9 months after Financial Year-End (FYE).
Singapore 🇸🇬:
Private Limited Company (Pte Ltd)
Annual return due within 7 months after FYE.
AGM must be held within 6 months after FYE.
British Virgin Islands 🇻🇬:
Company Limited by Shares (Ltd)
Annual fee due based on incorporation month.
No AGM requirement.
Additional tracked compliance filings:
Economic Substance Filing
Register of Beneficial Owners Filing
Register of Members Filing
Cayman Islands 🇰🇾:
Exempted Company
Fixed Annual Return Filing Date of January 31.
No AGM requirement.
Notification & Reminder System 🔔
Users can configure reminders and alerts for upcoming compliance deadlines.
Notifications can be configured for:
Individual users
User groups
Notifications can be customised for delivery via email, in-app notifications, or both.
Events can include Date & Time granularity, ensuring precise deadline tracking.
Recurring Compliance Events 🔄
Recurring compliance events are created after the original event date has passed the current time.
Recurring events are created only after the original event date has passed, and only one future event instance is created at a time. (Future instances are not pre-generated in unlimited series, in order to account for going concern of the Legal Entity)
A scheduler job automatically triggers event creation daily at 00:00 UTC, ensuring seamless recurring compliance event generation.
Security & Compliance 🔒
Event timestamps reflect the local timezone of the entity's jurisdiction.
All updates and modifications are audit logged for compliance transparency.
How It Works
Step 1: Entity Import or Creation
When an entity is created or imported, Compliance Tracker automatically calculates compliance dates based on jurisdictional rules.
Step 2: Auto-Populated Compliance Events
Events such as AGM Deadlines or Annual Return Filing Dates are generated and displayed in the Compliance Tracker.
Each event is clearly labelled, and includes status tracking, jurisdiction-based deadlines, and a timestamp of the last update.
Step 3: User Interaction & Modifications
Users can edit dates, add reminders, set notification delivery methods, add links and files, update statuses and descriptions, or delete events as needed.
If an event is not completed by its scheduled date, its status automatically changes to "Overdue".
Users no longer get notifications on completed events.
Step 4: Recurring Compliance Events
Users can enable recurring compliance events to automatically generate the next deadline when the current one is completed.
Recurrence options: None, Weekly, Monthly, Yearly (default: Yearly for auto-created events).
Recurring events are created only after the original event date has passed, and only one future event instance is created at a time.
The system executes a scheduled job every day at 00:00 UTC to generate the next recurring event.
Step 5: Tracking & Audit Logs
All updates are logged with timestamps and user details.
The system logs any automatic status updates by the system.
Notifications for Compliance Events
The Notifications feature built into the Compliance Tracker ensures that users are proactively reminded of upcoming compliance events and deadlines. This reduces manual tracking efforts and mitigates the risk of missed deadlines.
Notification Types 🔔
Email Notifications: Sent to registered email addresses, including event details (Event Type, Entity, Title, Jurisdiction, Date) and a direct link to the Compliance Tracker record.
In-App Notifications: Appear in the Vistra Digital notification center, providing real-time alerts for upcoming events.
Customisable Notification Settings 📅
Users can configure multiple notifications for each compliance event at custom intervals (e.g., 30 days, 10 hours, 10 minutes before the event).
Notification delivery methods can be selected for each notification interval:
Email Only
In-App Notification Only
Both Email and In-App Notification
Notification Configuration Interface 🔧
Embedded within the Compliance Tracker event creation/edit form.
Dropdown for selecting notification methods.
Input fields for specifying the timing of notifications (e.g., "30" "days", "10" "hours").
An "Add Notification" button to allow configuring multiple alerts for a single event.
Users can delete individual notifications using the "trash" button.
Notification Logs in Audit Trail 🔍
All sent notifications are logged in the Audit Trail, including timestamps, delivery status, and any failure details.
Logged events are filterable by type (e.g., Sent Email Notification, Sent In-App Notification, Failed Notification Delivery).
Timezone Support 🕒
Notifications respect the entity's or user's local timezone.
Ensures notifications are sent at meaningful times (e.g., during business hours).
Use Cases
✅ For Legal & Compliance Teams: Stay compliant effortlessly with automated tracking and proactive reminders for upcoming deadlines.
✅ For Corporate Secretaries: Reduce manual work and ensure accuracy in compliance filings with configurable notifications.
✅ For Business Owners: Manage multiple entities and jurisdictions efficiently with automated notifications, reminders, and audit logging.
Best Practices for Using Compliance Tracker & Notifications 🚀
Enable Notifications Early: Set reminders well before the deadline to allow sufficient time for compliance actions.
Use Multiple Notification Methods: Leverage both Email and In-App Notifications to ensure key stakeholders receive alerts.
Review and Update Compliance Events Regularly: Adjust statuses, edit deadlines, and track progress within the Compliance Tracker.
Monitor Audit Logs: Regularly check the Audit Trail to ensure notifications are sent and compliance deadlines are met.
User Benefits
Accuracy 🎯 : Eliminates manual errors by automating compliance event creation.
Efficiency ⏩ : Reduces administrative workload by auto-generating jurisdiction-compliant deadlines.
Security & Compliance 🔒 : Tracks compliance history with detailed audit logs and timestamped updates.
Transparency 📊 : Provides a clear, real-time view of compliance status across multiple entities.
Future Enhancements (Roadmap)
Upcoming Features 🚀 :
Expanded jurisdictional coverage for additional regions.
Custom compliance event types beyond AGM and Annual Return Filing.
Summary
With Compliance Tracker and its integrated Notifications feature, staying on top of compliance deadlines becomes effortless. Automate, monitor, and receive real-time notifications for compliance events seamlessly while ensuring regulatory accuracy.