Create and Manage Your Offices Settings
This guide will help you understand and update the settings for an individual office, including filer details, report settings, branding, user settings, and associated reports. Your first office is created automatically, any additional offices can be added later on. Select any office to update its contact information, branding, and filing details; these settings determine how invitations and FinCEN reports appear for that office. Report details and staff visibility are controlled at the office level. Staff access is managed in the My Staff section, where each user can be assigned to one or multiple offices based on which reports they need to view and work on.
Why Is Important To Create More Than One Office
Each office in your account represents a distinct location, branch, or team within your organization. Every office has its own contact information, branding details, and filer identity. These details automatically appear on any FinCEN report created under that office. This ensures that filings show the correct office name, address, and contact information which is important for accuracy, regulatory compliance, and record-keeping.
Having multiple offices is useful when your organization operates in different regions or has separate teams handling filings. It keeps work separated and prevents reports from being mixed together. For example, if your company has branches in Los Angeles and Miami, creating two offices allows reports filed by each branch to show that branch’s identity.
Staff access is also controlled at the office level. You assign each staff member to one or more offices. They will only see the reports for the offices they are assigned to. This prevents staff from accessing reports they are not responsible for and reduces confusion about which filings they should work on. However, if a person needs access to multiple offices, you can assign them to more than one.
When a report is created, it must be tied to a specific office. From that point forward, only staff with access to that office can view, edit, or file the report. This creates a clear chain of responsibility: the office determines who is accountable and who has visibility.
Creating a New Office Record
How to Create a New Office
- Log in to your account and go to your main dashboard.
- On the left side of the screen, you will see the My Offices tab, after selecting it will take you to your offices page.
- On the right side of the screen, click the blue “+ Create Office” button.
In the pop-up window or form that appears, you can:
- Select Use Unique Details if you want this office to have its own filing details (Office Name, Address, Contact Info, etc.) automatically applied to every filing created from this office. If you leave it unchecked, filings from this office will use the filing details from the Primary Office instead.
- Enter the required filing details: Office Name, Office Address, Contact Information and Phone Number
Click Create Office to create the new office.
Your office will now appear in your office list and can be selected when preparing reports.
Why Is It Important To Have a Primary Office?
Having a Primary Office is important because it serves as the default source of filer identity and compliance details across your account. If an additional office does not have its own unique filer information entered, the system will automatically use the primary office’s details to ensure every report still has complete and accurate filer information. This prevents missing or incomplete filer data and allows you to begin filing immediately without needing to configure every office individually.
- From the My Offices page, locate the office you want to set as your primary.
- Click the blue eye icon on the right side of the screen.
- On the office details page, select Set as Primary Office.
How To Make an Office The Primary if I Keep Getting an Error Message?
When you add a new office and want to make it your Primary Office, it’s important that: All Office Contact Information is filled out. The primary contact person and their role or function in the office are entered. FinCEN requires the filer to be identified based on the function they serve in the closing process. Select the option that best matches what your office handles during the transaction.
Once all required details are completed, click the blue “Update” button. You should be able to set that office as your Primary Office successfully.
I Don’t Have a FinCEN PIN. Will I Be Able to Change To a Primary Office?
A FinCEN PIN is not required just because an office is marked as your Primary Office. A FinCEN PIN is required only for any office that will actually submit Real Estate Reports. So if the Primary Office will file reports, it needs a PIN. If it will not file reports, it does not.
How Do I Get a FinCEN PIN?
A FinCEN PIN is issued through the FinCEN BSA E-Filing System. Follow these steps:
Go to: https://bsaefiling.fincen.treas.gov
Select Enroll to create a new account.
Complete the enrollment form with your business or individual information.
FinCEN will review the enrollment request (this can take 1-3 business days).
Once approved, you will receive your FinCEN BSA E-Filing login credentials and FinCEN
Navigating Report Settings
Use Report Settings to control the compliance options for your office. These preferences apply automatically to all new reports created in that office.
I don’t want to change the report settings now, can I come back later and edit?
Yes, you can come back anytime and change report settings for your specific office.
Will the changes affect all the reports I’ve created?
No, it will only change for the new reports you create after the changes are made.
Do We Get Notified If a Company Is Exempt From Filing?
Yes, you will get a notification in your dashboard every time a company says yes to any of these questions.
What Are The Exemptions?
- None
- A transfer that is a grant, transfer, or revocation of an easement.
- A transfer resulting from the death of an individual, whether pursuant to the terms of a will, the terms of a trust, the operation of law (such as transfers resulting from intestate succession, surviving joint owners, and transfer-on-death deeds), or by contractual provision (such as transfers resulting from beneficiary designations).
- A transfer incident to divorce or dissolution of a marriage or civil union (such as transfers required by a divorce settlement agreement).
- A transfer made to a bankruptcy estate.
- A transfer supervised by a court in the United States.
- A transfer for no consideration made by an individual, either alone or with their spouse, to a trust of which that individual, that individual’s spouse, or both, are the settlors or grantors.
- A transfer to a qualified intermediary for the purposes of a like-kind exchange for purposes of Section 1031 of the Internal Revenue Code.For more information about the exemptions: https://fincenrealestatereport.com/rer-quiz-tool/
White Label and Branding
White-labeling emails ensures that all messages sent to your clients such as invitations, report notifications, and status updates come from your firm’s email domain (for example, [email protected]) instead of the default system sender. White labeling also includes replacing our logo with your own firm’s logo at an office level. This feature helps your firm maintain a consistent brand identity and ensures that all communications look professional and trustworthy. If you’re not sure how to set this up, see our step-by-step guide: [Insert White Labeling Article]
Where Will My Logo Be Shown?
Your logo will appear in several places throughout the platform and client communications, including:
Buyer and Seller will see logo in their:
Client Email Invitations:
Your logo is also included in email communications sent to clients. The logo appears in the header of the email and reinforces that the message is coming from your firm, not a third party.
Client Submission Portal:
When clients click their invitation link, the same logo is displayed on the submission screens where they enter required information. This keeps the experience consistent and trustworthy throughout the process.
Recommended Logo Format and Size
Use a PNG image with a transparent background for the best appearance. The file must be smaller than 1MB. A horizontal logo works best, ideally one that is about twice as wide as it is tall, such as 400×200px or 600×300px. If your only logo is a square, you can still upload it, but it may appear smaller in the portal and email layouts.
User Settings
Each user listed has visibility into the reports, transactions, and settings tied to the office(s) they are assigned to. Offices act as workgroup containers, meaning that access is controlled at the office level. If a user is assigned to an office, they can see and work on the reports within that office; if they are not assigned, those reports are hidden from them. If additional users need to be added or permission levels adjusted, those changes are managed from the firm’s My Staff tab.
Reports
This screen shows only the reports tied to the selected office, so what you are seeing is already pre-filtered by the office. At the top of the page, the Search bar allows you to look up a specific report quickly. Next to it, the Edit Columns menu lets you choose which data fields appear in the table (such as Report Number, Start Date, Expected Closing Date, Collection Status, Filing Status, Property Address, Buyer/Seller, or Exemption details). The table below displays the selected reports for this office, based on the columns you’ve chosen. At the bottom of the page, you can adjust how many reports are shown at once and view the total number of records. If you need to update a report, click the pencil icon on the right side of that report row to open it for editing.
For a full walkthrough of the report creation and filing process, see: [Insert Report Article]
Contacting Support When Chat Isn’t Available
If live chat is offline, you’ll see a note saying chat support isn’t available right now. You can still reach us by sending a support ticket.
To do this, click the Support button in the bottom-left corner of your dashboard. Type a short description of the issue, confirm your email or phone number so we know how to reach you, and choose whether you want a reply by email or phone.
Once you submit the ticket, our team will review it and get back to you during business hours.
