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HMRC internal manual

Shared Workspace Business Manual

HMRC Business Authorising Officer: Review Request to Add Customer Member to a Room


HMRC Business Authorising Officers (BAOs) are responsible for the membership of their Room. Only a BAO can approve a request to add a Customer Member to a Room.

A Customer Member cannot make an online request to join a Room. This must be made on their behalf by their Customer Nominated Contact (CNC).

When a CNC makes a request to add a member of their organisation to a Room, an online request is sent to the BAO Activity Inbox of all BAOs with responsibility for that Room for approval.

A BAO of the Room must review the request SW04220, making checks of every field, before deciding whether or not to approve the request.

If the BAO is in any way uncertain about the request they must not add the Customer Member to their Room until they have made further enquiries with the CNC to clarify the request from which to make an informed decision.

Approving a request

Where the BAO approves a request, the service will

  • issue Known Facts for a new Customer Member
  • add the Customer Member to the Room
  • assign the Customer Member with the role stated in the request
  • link the Customer Member to the requesting CNCs organisation
  • send a Room invite email to the Customer Member.

Rejecting a request

Where a request cannot be approved, the BAO must reject the request and make an appropriate note of their reason in the required field when prompted.

The service sends an email to the CNC who made the request, to notify them of therejection and the reason.

A similar email is sent to all other BAOs of the Room to inform them that the request has been rejected together with the reason.