Registered Office & Mail

Registered/virtual office is a real regulated mail service — every account is backed by an actual signed, notarized USPS Form 1583, and mail handling follows real compliance rules, not just app conventions.

Signing up

A customer picks one of the configured plans (public site, portal, or native app — all three are independent implementations of the same signup) and is guided through:

1. Applicant information
2. The real PS Form 1583, generated as a PDF with their answers already filled in
3. Two ID uploads (photo ID + a supporting address ID)
4. A notarization step

No PMB (Personal Mailbox) number is ever assigned before the 1583 is fully signed and notarized — that ordering is a compliance requirement, not a technical limitation.

Authorized individuals

A primary applicant can name a second person allowed to receive their mail. That person completes their own, lighter 1583 section through their own invite link. While that invite is pending, downloading the 1583 shows a clear "authorized individual pending" watermark rather than silently looking complete.

Staff review

From /admin/mail (or the mobile app's own review screen), staff:

• Approve or reject a submitted 1583
• Assign the PMB number on approval — the system prevents assigning a box that's already in use
• Can force-test a failed-payment suspension path when needed

Mail intake

Staff log incoming mail and packages with a photo. When a name is ambiguous (similar to another customer's), the system flags it for manual review instead of silently guessing — a wrong match on real mail is a real problem, not a minor bug.

Customer mail actions

A customer can request a scan, forward, or shred on any item, through:

• The web portal
• The native app
• A no-login link sent by email (no sign-in required to act on your own mail)
• Staff logging a phoned-in request on the customer's behalf

All four produce the same result and show up identically to staff.

Pickup QR

Every customer has a reusable QR code (shown in the portal or native app) staff can scan to jump straight to that person's awaiting-pickup items instead of searching by name — the same code every time, not a single-use token.

Mail digests

Customers who've opted into SMS can receive a batched MMS digest of today's mail instead of (or alongside) individual emails, via a staff button and a no-login token page.

Compliance states

• SUSPENDED — a failed payment suspends the account automatically; mail still isn't dropped, but the account is flagged for staff follow-up.
• ID expiring soon — a reminder fires ahead of a customer's photo ID expiring on file, on a location-configurable lead time.