Understanding how permissions work on TrustReq
Welcome to TrustReq's user permission settings guide. This guide is designed to help account owners and administrators understand the various permission settings available within the app.
Properly managing user permissions is crucial for maintaining security, ensuring compliance, and streamlining operations within your legal practice. Each permission setting allows you to control what team members can view, modify, and approve within the app, thereby safeguarding sensitive financial and client information.
In the following sections, you will find detailed explanations for each permission setting. These explanations will provide context based on By-Law 9 requirements and clarify how each permission contributes to the efficient and compliant management of your practice's financial transactions and records.
By understanding and appropriately assigning these permissions, you can ensure that your team operates within the legal framework established by the Law Society of Ontario, while also optimizing your workflow and protecting client trust funds.
Can view Form 9 records Users with this permission can access and review all Form 9 records within the app. These records pertain to the electronic transfer of funds from trust accounts, ensuring transparency and oversight of financial transactions involving client trust funds.
Can sign/approve Form 9A According to Paragraph 4, subsection 2, section 12 of By-Law 9, before entering any transfer details or authorization into the electronic trust transfer system, an electronic trust transfer requisition (Form 9A) must be signed. This must be done by a licensee or, in special cases, by a person who is not a licensee but has signing authority and is adequately bonded. This process ensures that electronic transfers from trust accounts are properly authorized and documented.
Can sign/approve Form 9B This permission allows users to sign and approve Form 9B, which authorizes Teranet to withdraw funds from a trust account for document registration fees and land transfer taxes related to real estate transactions.
Who should be allowed to sign Form 9B:
Qualified Licensees: Ideally, this permission should be granted to licensees who are familiar with the requirements of By-Law 9 and have a thorough understanding of the trust account management and real estate transaction processes.
Senior Staff with Authorization: In some cases, senior staff members who have been granted signing authority on the trust account and who are adequately bonded may also be allowed to sign Form 9B. They should have a solid understanding of the legal and financial implications of the transactions they are authorizing.
Who should not be allowed to sign Form 9B:
Unqualified Staff: Individuals who lack proper training or understanding of By-Law 9 and the specific requirements for trust account withdrawals should not be granted this permission.
Junior Staff: Less experienced staff members who may not fully grasp the importance and consequences of authorizing such withdrawals should not be given this responsibility.
Granting this permission to the right individuals ensures compliance with By-Law 9, specifically section 15, which outlines the requirements for authorizing withdrawals for real estate transactions. This helps prevent unauthorized or improper use of client trust funds.
Can sign/approve Form 9C Users with this permission can sign and approve Form 9C, which is used for electronic transfers of closing funds in real estate transactions.
Who should be allowed to sign Form 9C:
Experienced Licensees: This permission should be given to licensees who have extensive experience in handling real estate transactions and are well-versed in the requirements and procedures outlined in By-Law 9, section 13.
Authorized Senior Personnel: Senior staff members with signing authority on the trust account and who are adequately bonded can also be granted this permission. They must understand the critical nature of ensuring that closing funds are transferred securely and in accordance with legal requirements.
Who should not be allowed to sign Form 9C:
Inexperienced Staff: Staff members who do not have sufficient experience or training in managing real estate transaction funds should not be given this permission.
Unauthorized Personnel: Individuals who do not have proper authorization or bonding should not be allowed to approve these transactions, as it could lead to non-compliance with regulatory requirements and potential financial risks.
Ensuring that only qualified individuals can sign and approve Form 9C is crucial for conducting electronic transfers securely and in compliance with the legal standards set forth in By-Law 9. This safeguards client trust funds and maintains the integrity of the real estate transaction process.
Can fill and submit forms for approval Users can fill out Forms 9A, 9B, 9C, 9D and 9E, and submit them for approval by authorized personnel. This streamlines the process of handling trust account transactions and record keeping, and ensures that all necessary documentation is properly completed and reviewed.
Can invite new users Users with this permission can send invitations to new users to join the app, facilitating the expansion of the team and the delegation of responsibilities. This role is important for managing user access and maintaining proper oversight of the app's functionality.
Can delete other users This permission allows users to remove other users from the app. Given the sensitive nature of this permissions, this role should be granted sparingly to ensure that only authorized personnel have the ability to modify user access.
Can create new bank accounts Users with this permission can create new bank account records within the app. This feature allows users to save bank details such as bank name, institution number, transit number, and account number for various accounts, including the law firm's trust account and other third-party accounts. Properly managing these details helps streamline daily tasks and makes completing forms faster. However, to prevent inexperienced users from creating unnecessary or duplicate accounts, the account owner can control who has this permission.
By-Law 9, particularly sections 7 and 8, outlines the requirements for handling money received in trust and the creation of trust accounts, emphasizing that all trust money must be properly deposited and managed, and identifying the types of money that should and should not be deposited into trust accounts. This underscores the need for accuracy and proper oversight when creating new bank accounts in the system.
Can view and change other users' permission settings Users with this permission can view and modify the permission settings of other users, allowing them to regulate access and ensure that team members have the appropriate level of access to the app's features. This helps maintain security and compliance with By-Law 9.
Can view all contacts Users can access the full list of contacts within the app, which is useful for managing client information and facilitating communication. This role is not directly addressed in By-Law 9 but is important for overall client management.
Can view cash compliance data This permission allows users to view data related to cash compliance, ensuring that all cash transactions comply with regulatory standards. By-Law 9, particularly sections 3-6, sets out the rules for handling cash transactions and maintaining records.
Can create new cash transactions Users can initiate new cash transactions within the app, enabling them to manage financial operations related to cash handling. By-Law 9 restricts the amount of cash a licensee can receive in respect of any one client file.
TrustReq makes it easy to comply with these requirements by managing your referral fee checklist within an RFM.
Users who have this permission can sign off on the checklist's various parts, confirming completion of such parts, and the document as a whole.
Can prepare referral fee agreements Users can draft referral fee agreements, outlining the details and terms of referral fees, before they are signed and finalized.
Can invite auditors Users with this permission can invite an Law Society of Ontario auditor to view all of the data in your team's TrustReq account. This is a sensitive level of access, so it should be granted carefully.
Users with this permission can sign off on email money transfer confirmations, ensuring that these electronic transactions are verified and properly documented.
Can add paid seats to the team's subscription plan
This permission allows the user to increase the number of paid seats available in the team's subscription plan. Users with this permission can:
Add Seats: Increase the number of paid seats to accommodate new team members.
Billing Adjustment: Understand that adding seats will increase the subscription cost, as the plan will be billed according to the new number of seats.
Immediate Effect: Seats added are typically available immediately, allowing new team members to join without delay.
Usage Scenarios: This is useful when a team is expanding or when temporary additional seats are needed for specific projects or audits.
Can remove paid seats from the team's subscription plan
This permission allows the user to decrease the number of paid seats available in the team's subscription plan. Users with this permission can:
Remove Seats: Decrease the number of paid seats, potentially reducing the subscription cost.
Member Limitation: The user cannot reduce the number of seats to less than the number of current team members. Team members must be removed first if you wish to reduce the number of seats below the current team size.
Cost Savings: Adjusting the number of seats downwards can save costs, making this useful when fewer seats are needed due to team size reduction or project completion.
Prorated Credits: Any prorated credits from removing seats may be added to the account’s credit balance for future use, not direct refunds.
Can create valuable property records
This permission allows a user to add new records of valuable property to TrustReq. Valuable property records include details about high-value items such as jewelry, artwork, or collectibles that lawyers may take into their possession. Users with this permission can input and manage information about these items, ensuring records are accurate and up-to-date. According to paragraph 9 of section 18 of By-Law 9, maintaining precise and current records is crucial for compliance, as it ensures that all valuable property in the lawyer's possession is properly documented and traceable for audit purposes.
Can view valuable property records
This permission allows a user to see existing records of valuable property within TrustReq without making any changes. Users can access all details, documents, and images related to these items, ensuring they have the necessary visibility for monitoring and reviewing asset information. By providing read-only access, this permission helps maintain data integrity while still allowing for thorough oversight, as required by paragraph 9 of section 18 of By-Law 9, which emphasizes the importance of transparency and accurate record-keeping for valuable property.
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