Before connecting accounts or importing data, take a few minutes to prepare the items below. This will make your Copia setup faster and smoother.
Determine who the primary contact is.
We will need a full name, email and phone number.
Capture additional users and their level of access.
We will need the information mentioned above for additional users. Consider what level of access they should have (admin, reviewer, by entity, etc.) You can always add or remove users later in Settings.
Come up with a name for your workspace.
All other Entities will roll into your workspace name. Most people use the name of their family office or their surname. Eg. “The Hammond Family” or “Hammond Family Office.” Workspace name can be edited later in Settings.
Break down your assets.
Our current asset classes are:
- Angel & Direct
- Art & Collectables
- Cash & Equivalents
- Commodities
- Crypto & Digital
- Domestic Equity
- Fixed Income & Debt (Direct)
- Fixed Income & Debt (Funds)
- Foreign Equity
- Hedge Funds
- Operating Companies
- Private Equity Funds
- Private Credit
- Real Estate (Direct)
- Real Estate (Funds)
- Venture Capital Funds
- Other
You should also have a list of Assets ready to ingest into the system. Bonus points if you can include transactional data (inception date, capital call summaries, etc.) We can flesh out the transaction history over time, but having a baseline is helpful.
Lastly, consider how you want to “tag” your assets. We use tagging to get deeper granularity. Tags can be anything you want but often include region, strategy, or sector.
Identify who managers are and what assets they control.
They can be individual managers you work with closely or firms that handle certain aspects of your portfolio. Assets can also be set to self-managed.
Contemplate your entity map.
We aim to understand which Assets live where and how you structure your investment world. Once we flesh out the entity map, you'll associate Accounts and Assets/Holdings with Entities. Entities can be people, trusts, operating companies, etc. They represent ownership and relationship.
A typical entity map looks like this:
Entities in Copia can represent different types of structure, such as:
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Legal structures — trusts, LLCs, or operating companies with defined ownership relationships.
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Family representation — a single-family office organized around family units (for example, a root entity for Family One or Family Two).
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Investment strategies or geography — separate entities for themes like Commercial, East Coast Real Estate, or West Coast Real Estate.
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Multi-family offices — distinct root entities for each participating family, such as Family A, Family B, and Family C within the same workspace.
List your primary institutions and accounts.
Who do you bank with? Do they support open banking? Do you have an online portal that allows for exporting data? Collect a list of the institutions you use for liquid and illiquid assets.
Think about the documents you receive and where they come from.
The details of an Asset, including historical performance (and the resulting performance metrics), often rely on processing information from documents. The more records you have, the more extensive and accurate we can be. Collect a list of all your portals and document sources.
Next Steps
Once these items are prepared, continue to the Self-Serve Onboarding to begin setting up your Copia workspace.