Your data, approvals, and transactions belong to your organization, not any individual.
Here’s what’s changing and why.
- Your shared mailbox (for example
closings@yourfirm.com) still receives every notification, approval request, and status update. - Everyone on the shared mailbox still sees the same activity at the same time.
- Your firm decides who is on the shared mailbox and who runs it.
- Each person signs in with their own login instead of the shared mailbox password.
- Every action is recorded under the name of the person who took it.
- Your firm can give one named person control over the shared mailbox, and members re-confirm their membership every 3 months.
With a shared login, the record could only ever say “the inbox did it.”
When five people sign in through one address, the platform sees one user. If wire instructions are edited, a document is approved, or a closing date moves, the audit trail names the mailbox, not the person. During a review, a dispute, or an incident, there is no way for you or for us to answer the basic question: who made this change?
Moving sign-in to individuals fixes that at the root. The shared mailbox still does what it was doing, receiving everything, but the actions are tied to a real person who can be asked about them.
by: closings@yourfirm.com (who?)
by: Maria L. (Closings shared mailbox)
The only edge that changes is the first one. Before, three people funnel through one credential and the platform can only record the mailbox. After, each person signs in as themselves, the record names the person, and notifications still flow to the same shared mailbox.
A shared mailbox is your team’s inbox, with named people behind it.
Rather than removing shared mailboxes, we built a membership model around them. The shared mailbox keeps the address and the notifications. The people on it keep their own logins. Your organization owns the shared mailbox and decides who is on it.
the person + their shared mailbox
An organization holds any number of shared mailboxes. Each shared mailbox carries one notification address and a list of named members, one of whom manages it. Sign-in runs from the person; notifications run to the shared mailbox; membership is re-confirmed every three months so the list stays accurate.
Stronger security, a traceable record, and control that sits with your firm.
Accountability you can rely on. Every approval, edit, and upload is attributed to a person. When a question comes up months later, the answer is a name, not an address.
Control in your hands. The shared mailbox manager at your firm adds and removes members. When someone leaves, you remove them and their access ends. Nobody has to rotate a shared password or wonder who still has it.
A membership list that stays true. Every three months, each member re-confirms they should still have access to the shared mailbox. Anyone who does not respond drops off automatically, so stale access does not linger.
Nothing lost from the shared inbox. Your shared mailbox still receives every notification, so the whole team keeps the same shared view of activity they have today.
by: closings@yourfirm.com
by: Dan R. (Closings shared mailbox)
One step, done once.
Verify your shared mailbox. Go to your Profile and click Verify A Shared Mailbox. Enter the one-time passcode sent to the shared mailbox, authenticating you have access.
Potential questions
Will our shared mailbox stop getting notifications?
We rotate who covers closings. Does that break?
What happens when someone leaves the firm?
What is the 3-month re-confirmation?
Can one person be on more than one shared mailbox?
Why not just keep letting us share one login?
Questions about setting up your shared mailbox? Reply to this notice or contact support and we will walk your team through it.
Contact Basefund support