Conflict of Interest & Gift Register

Q: Can the automation detect conflicts of interest automatically?

The system flags submissions containing keywords and patterns that suggest potential conflicts or gifts requiring review. A legal counsel or compliance officer then reviews flagged items and decides whether escalation is needed.

Q: How does the automation handle responses that arrive via email or attachment?

All responses are consolidated automatically into the register regardless of submission method. The system captures form submissions, email attachments, and direct entries, eliminating manual copying and consolidation.

Q: Will the automation work with our existing HR system and email setup?

Yes, the automation integrates with standard HR systems, email services, and spreadsheet tools. Your team will work with the implementation specialist to configure the connections during the launch phase.

Q: What audit trail information does the automation provide?

Every submission is timestamped and logged automatically, creating a complete audit trail showing who submitted what and when. This record is retained with the final register for regulatory and audit purposes.

Maintaining conflicts, gifts, and benefits registers that auditors always request.

235 hrs

Manual time identified

Companies have mapped

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About This Automation

Collecting conflict of interest and gift declarations from staff and board members is a regulatory requirement that currently consumes weeks of manual effort. Responses arrive through multiple channels, tracking is incomplete, and follow-up is inconsistent, creating compliance risk and audit gaps.

Automation sends declaration requests to all required parties, tracks responses automatically, sends reminders to non-responders, and consolidates all submissions into a single register.

Key features:

Send declaration requests to all staff and board members on a single schedule

Track response status automatically and identify non-responders without manual checking

Send reminder emails to staff who have not yet submitted their declarations

Consolidate all responses into a master register with no manual data entry

Flag potential conflicts and gifts for legal review and escalation

Create a complete audit trail with timestamps for every submission and action

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Manual response tracking Compliance officer must manually check email and spreadsheets daily to identify who has submitted, creating delays and incomplete records.	80%
2	Inconsistent follow-up Non-responders are chased manually and inconsistently, resulting in lower response rates and incomplete declarations.	67%
3	Data consolidation errors Manual copying of responses from email and attachments into the register introduces duplicates, missing data, and formatting inconsistencies.	53%
4	Weak audit trail Manual processes leave no timestamped record of who submitted when, making regulatory audits difficult and incomplete.	40%
5	Slow conflict identification Legal counsel must manually review all declarations to spot conflicts, delaying escalation and board sign-off.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

9.1/ 10

AI Fit Rating™

8.6/ 10

Automation Lift Index™

8.4/ 10

Hidden Overhead™

7.1/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Disclosure Period Triggeredtrigger

Scheduled quarterly or annual disclosure period begins, or a new hire is added to the system. The automation is triggered by a calendar event or a manual webhook.

2. Fetch Staff List from HR System

Automation retrieves the current list of all staff, board members, and contractors from the HR system or a designated Google Sheet. The list is deduplicated and validated.

3. Send Disclosure Form

A personalised disclosure form link is sent to each person on the list. The form captures name, role, declared conflicts, gifts, and sign-off date.

4. Monitor Form Submissions

Responses are automatically collected. The automation tracks submission status and identifies non-responders in real time.

5. Send Automated Reminders

After 5 days, a reminder is automatically sent to anyone who has not yet submitted. A second reminder is sent after 10 days if still no response.

6. Consolidate Responses to Register

All form responses are automatically appended to the master conflict of interest and gift register. Timestamps and submission status are recorded.

7. Flag Potential Conflicts

Automation scans declarations for keywords and patterns that may indicate a conflict or gift requiring review. Flagged items are highlighted in the register and a notification is sent to legal counsel.

8. Notify Compliance Team

A summary notification is sent to the compliance team with submission statistics, non-responder list, and any flagged items requiring manual review.

Most popular tool stack used

— the complete tool combinations companies use

58% of companies

28% of companies

13% of companies

Disclaimer

What you get when you map this process

Everything you need to understand, plan, and build your automation.

ROI and business case

What this process costs today and what changes once it's automated.

Launch schedule

What gets built, in what order, and what success looks like once it's live.

Process runbook

How the automation runs day to day, including exceptions and human decision points.

Developer handover pack

Full build spec, logic, and configuration — ready to hand off without a briefing call.

Integration and connections guide

Every tool connection, credential, and data mapping the build needs.

Test and QA plan

Every scenario checked and signed off before the automation goes live.

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Frequently asked questions

Everything you need to know before mapping this process.

What happens if a staff member does not submit their declaration by the deadline?

The system automatically identifies non-responders and sends reminder emails at scheduled intervals. The compliance officer can also manually trigger additional reminders or escalate to management if needed.

Can the automation detect conflicts of interest automatically?

How does the automation handle responses that arrive via email or attachment?

Will the automation work with our existing HR system and email setup?

What audit trail information does the automation provide?

View more FAQs

Process pain:9.1/10

Mapped by:5 Companies

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Page updated 10 August 2026