From reservation request to documentation

Introduction

The Debt Eligibility app streamlines the management and distribution of guarantee, subsidy, or conditional loan programmes to a defined network of distributors.

The tool is structured around a workflow involving two main participants:

The programme manager, who creates the programme, sets eligibility criteria, validates reservation requests, manage reporting and controls credit events related to each documented loan (such as events, defaults, and guarantee calls).
The distributor, who oversees the programme within their area by advising their customer portfolio. They use Kls to submit reservation requests and verify whether a customer's requirements match the program's eligibility criteria.
The distributor provides regular reporting to the Programme manager on the progression of applications up to documentation, and notifies them of any significant events, all of which are recorded in Kls.

This user guide outlines, step by step, the process a distributor follows to convert a reservation request into a documented loan.

Making a reservation request
Reply to a comment
Loan documentation
Guarantee call and event management
Export a reservation as a PDF
Data extraction for reporting

The purpose of this guide is to train distributor users in the use of Debt Eligibility. For queries on programme setup, please contact your programme managers directly.

1. Reservation request

To make a reservation request for a programme in Debt Eligibility, two conditions must be met:

You must be authorised to access your entity's Kls Desk with the necessary rights to use Debt Eligibility.
Your entity must be designated as a “Distributor” by a Debt Eligibility programme manager

Once these criteria are fulfilled, the “Debt Eligibility” app will appear when log in to your workspace.

Programme available for your distribution will be listed on your dashboard, presenting essential information such as their status (Distributed or Pending), distribution dates, available amounts in the programme envelope, and more.

Click on a programme for further details.

A dashboard will display the real-time consumption of the programme's envelope, enabling you to monitor the amounts still available for distribution, and anticipate potential customers requests.

The programme manager will also provide access to a Dataroom for documentation. Further contact details and guidance on the distribution process can also be supplied to help you understand the key stages of securing a conditional loan within the programme.

To submit a reservation request, click on “New reservation”.

A new window will prompt you to complete the details required to formalise your request

Upon submission, a dedicated page will be created for your reservation request.

This page will serve as the central hub for all details regarding your reservation, its eventual documentation and comments from the programme manager.

Initially, your request remains in draft form.
To proceed, you must complete the eligibility form provided by the programme manager and submit it for approval.

The Kls Desk eligibility engine will immediately indicate whether your customer meets the programme criteria, helping to avoid unnecessary steps.

Any ineligible responses will be flagged directly.

Each reservation also has its own Dataroom, accessible by the programme manager, where you can upload any required supporting documents.

When all information is complete, send your request to the programme manager for approval.

All data entered will be retained for future reference.

Once submit, the Programme manager may take any of the following actions.

Refuse your request, resulting in automatic archiving.
Put the request on hold in these three cases:
- Awaiting feedback from the institution, where clarification is needed
- Requesting additional information, if supporting documents are missing.
- Send as a draft, enabling you to amend your reservation request.
Approve your request, allowing you to continue to documentation.

Each action will trigger an email notification, alerting you to a change in your reservation's status.

⚠️ Each reservation request has a set lifespan after which, if left inactive, it will be automatically be cancelled. The programme manager defines this period, and the expiry date will be shown on each request.

It is possible to extend this, once per reservation.

2. Reply to a comment from the Programme Manager

If the programme manager leaves a comment on the reservation request, you may reply at any time:

3. Documentation

If your reservation request is approved by the programme manager, you will progress to the documentation stage.

This step requires you to submit all relevant details concerning the loan issued to your customer.

Each contract is prepared for every financing object; if there are multiple, ensure all are completed.

Once documentation is finalised, your reservation's status will change to “Loan signed”.

The programme manager can then extract the documentation data from your reservation and report it to the guarantor.

The final outcome of your reservation will depend on the guarantor's feedback, which could involved approval, refusal, or specification of the guarantee, subsidy or subsidised rate.

The programme manager will update your reservation's status accordingly, with notification sent to you regarding any change.

All reservations can be accessed and sorted by status within the ‘Follow-up’ section in the left-hand menu.

4. Guarantee call and event management

You may log any significant events relating to your credit, as well as requests for guarantee calls, against each reservation.

See our dedicated guide on this page.*** for further information.

5. Export a reservation as a PDF

You can generate a PDF document summarising all the information related to your reservation, depending on the progress (eligibility questionnaire responses, contractual details, etc.).

To generate this, go to Debt Eligibility, and select the relevant reservation.
The ‘Export (PDF)’ button will be visible at the top right of your screen. Click to download your reservation PDF.

This feature does not apply to reservations in ‘Draft’ and ‘Archived’ status.

This function is designed to facilitate easy storage or sharing of your reservation data, such as for use in internal document management systems or with other departments.

5. Data extraction for reporting

As a distributor, you can also utilise the data export module to extract your reservation data in Excel format, for further analyses or reporting.

To do this, navigate to a programme and select “Reporting” in the top right-hand corner.

You may create export templates that define the data fields of interest. Once created, templates can be saved and reused as needed.

You can then execute a data export and download your Excel file.

From reservation request to documentation - Distributor guide

Find out in this guide how to use Debt Eligibility as a distributor, from creating a reservation request to validating the loan guarantee application.