Transfer Room

What you can do

• Per-tenant AES-256-GCM encryption

  Every file uploaded by you or your client is encrypted under your tenant's data key before it lands in storage. One tenant cannot decrypt another tenant's files even with full database access.

• Private client portal

  Your client signs in with their own account (the email you have on file and a password they choose, with optional two-step sign-in) and reaches every matter you have shared with them from one list. They are invited to set it up when their room opens, and a client who lands on the old sign-in page is emailed a sign-in or setup link, never a code.

• Three ways a room opens

  A fully-signed Service Agreement can auto-open its own Transfer Room when the first bill is paid in Stripe, or you can activate it by hand at any time. And a matter whose agreement RCIC App did not draft gets a room of its own; see below.

• Agreements RCIC App did not create

  Your older files, and matters you sign on an agreement drafted somewhere else, belong in Transfer Room too. Register the matter with whatever reference you already use for it (a file number, a paper agreement, anything you would recognise) and it becomes a room like any other: the client portal, the encrypted exchange, the Information Card, the Matter Work Ledger and the audit log all behave identically. You are not required to rebuild the matter in our Service Agreement builder to use the module.

• Sign the outside agreement here too

  Sign PDFs takes any PDF (your own letter, an agreement someone else drafted, a consent form), routes it to up to ten signers, and returns one flattened, password-protected file with an audit certificate appended. Signed documents file themselves into the matter's Signed PDF files folder on your drive. Sign PDFs is included on every plan, Basic and Premium alike; the Transfer Room half described above is Premium.

• Bidirectional file exchange

  Send files to your client OR receive uploads from them in the same room. Up to 150 MB per file, 2 GB per transfer, up to 30 files per send, multi-file ZIP download.

• Send whole folders, structure intact

  Upload a folder with its subfolders, or drag one onto the composer. Your client sees the same folders in the portal, and the files land in the same folders on RCIC Drive and on your connected Google Drive or OneDrive. Your client can send you a folder the same way. Up to 500 files per folder send, 10 levels deep, with a per-folder ZIP download on every folder in the tree.

• Retention the sender sets

  Each transfer lasts as long as its sender chooses: 30 days by default, anywhere from 1 to 90. Files stay available until then, downloaded or not, and are removed at expiry. The room is for exchange, not long-term storage.

• Your files stay in Canada

  Transfer Room files are stored encrypted in Canada, in the ca-central-1 (Montréal) region, and the application's control plane runs in the same region; both the files and their metadata are Canadian-resident.

• Optional Google Drive sync

  Connect Drive once; copy any received file into a per-client folder structure (RCIC App → Clients → <client> → <AGMT>) with one click. Idempotent: re-clicking is safe.

• Append-only audit log

  Every room event (activation, transfer sent, viewed, downloaded, revoked, deleted) is written to a tamper-evident ledger. Replay exactly who did what when, with redacted IP addresses.

• Notification controls

  Per-participant notification settings on both client and tenant sides, with a cap of 5 recipients per side. On the client side the primary contact is opted in by default, and a sponsor or designated person is opted in when they can sign in to the portal; on the tenant side the RCIC, co-counsel and Owner are opted in by default.

• Government fees on the Milestones card

  The Milestones card shows the government-fee total recorded on the signed Service Agreement, even when the card is collapsed. One button emails the RCIC and your designated accountant that it is time to collect those fees, or, when the agreement records none, asks them to check whether any are required. The email names the date it was sent and asks them to confirm the current amount with the authority before anything is requested from the client. Up to 3 notices per room, and the card shows when the last one went and who sent it.

• Government fees confirmed before you submit

  Each government fee on the agreement carries its own status: Payment needed, Payment requested, Received, pending verification, Funds confirmed, or Not required for this submission. Sending a collection notice moves a fee to Payment requested. Only a verified RCIC or a designated accountant can confirm funds or mark a fee not required, and a firm with a designated accountant can switch on Only designated accountants may confirm funds in TR Settings, under Accountant, to leave that to its accountants alone. A confirmation is tied to the amount it was made at: if an amendment changes that fee, the card asks for a new confirmation. The room reads All government fees cleared. Ready for submission. only when every fee is cleared, and says so plainly when the status cannot be read. Every change, with an optional encrypted payment reference, is kept in the room's audit log and cannot be edited.

• Figures from the agreement in force

  The Payment Schedule, Milestones and government-fee figures come from the latest fully signed amendment, or from the original agreement when no amendment has been fully signed. A draft amendment changes nothing on these cards until every party has signed it.

• Download from both sides, and who hears about it

  Everyone you list on the client side sees everything in the room: what you sent them, and everything the client side has sent you, whoever sent it. With Download on, which is the default, they can download any of it, one file or a ZIP. When a co-applicant, sponsor or designated person sends you something, by portal upload or by replying to an email, the others on the client side who can sign in are emailed that it arrived and who sent it (if their notifications are on). A client can delete only what they sent themselves.

• Every email names who sent it

  When a teammate sends your client files or a message, the client's email shows Sent by with that teammate's name. When someone on the client side sends you something, your alert names that person rather than the main client on the file, so an upload from a sponsor reads as the sponsor's.

• Bilingual portal (EN / fr-CA)

  Clients open the portal in English or Quebec French. All notifications follow the tenant's default client-page language.

• No email attachments

  Every notification is plaintext with a portal link. Filenames are omitted by default: the bytes only flow through the encrypted portal, never through the email channel.

• Email replies become transfers

  When a client replies to a Transfer Room notification email, the reply and its attachments materialize as a new Received transfer in the room, up to 20 files at 25 MB combined. Same per-tenant encryption, same audit log, same retention as a portal upload. Replies from an unexpected address quarantine for your review before they land.

• Text-only messages, end-to-end encrypted

  Send a Transfer Room message without attaching files. Works from your dashboard, from the client portal, and from a plain email reply. The full message lands in the room with the same audit log and retention as any file transfer, so every exchange between you and your client lives in one place.

• Daily activity summary archived to your Drive

  Each agreement folder on your connected Google Drive or Microsoft OneDrive gets a Transfer Room Summaries subfolder. A daily PDF lands there listing every file your client downloaded that day. The daily summary email you already receive becomes a permanent record next to the rest of the matter.

• Pinned Information Card for the matter

  Every Transfer Room opens with a collapsible Information Card at the top: applicant + family identity, passport + UCI + application numbers, multi-citizenship chips, government authority blocks (IRCC, ESDC, CBSA, IRB). Some fields the RCIC owns alone; the primary client edits contact details + Authority blocks from the portal. Every change is masked + audited.

• Pull-from-Service-Agreement + revert

  Seed the Information Card with one click from the linked Service Agreement: names, date of birth, address, phone, email, matter type, family roster. Made a mistake? Revert restores the pre-pull state for 30 minutes. Card-typed passport + UCI data is never clobbered by a re-pull.

• AI auto-fill from an uploaded ID

  Drop a passport, PR card, or national ID into the card. Gemini reads surname, given names, date of birth, passport number, issuing country, and expiry. You confirm which values to apply before anything is written. The image is NOT stored, extraction only.

• Verify-before-swap sign-in email

  Update the client's portal sign-in email from either side. A 6-digit code is delivered to the new address; the swap only takes effect once the client confirms. Every Transfer Room email then goes to the new address.

• Internal Matter Work Ledger

  Pinned inside every matter-linked Transfer Room: an internal time + billing log keyed to a fixed catalogue of work codes (MWL-100..259, MWL-500..507, MWL-999 catch-all, extensible). Any teammate on the room (RCIC, co-counsel, or staff) logs entries against the matter. Each entry carries one or more codes, optional encrypted description, time spent, and a work date. Internal use only: never shown to the client, no portal surface.

• Live fee math + Gemini code suggester + PDF export

  Set three hourly rates (RCIC / co-counsel / staff) and a per-entry round-up rule (none / 15 / 30 / 60 min) once in Settings. The ledger multiplies rounded time by each entry's role rate at read time: change a rate and every entry recomputes. Describe a task in plain language and Gemini suggests the best-fitting catalogue codes (Premium only, counts toward your shared 50/day AI quota). Download a bilingual internal PDF with per-worker subtotals + grand total any time.

• Paginated list with per-member size memory

  Browse your Transfer Rooms 10, 25, 50, or 500 at a time. Each teammate picks the page size that fits their screen; their preference sticks across sessions. The Owner sets the firm-wide default for new teammates from the TR Settings page. The most recently active rooms come first; clicking a column header reorders the current page so you can fine-tune what you're looking at without losing your place.

• Owner-only TR Settings page

  A single place under the Transfer Room module, visible only to the Owner, gathers every tenant-wide control: the default page size, the tenant-wide viewer toggle, and the default-contacts roster (below). Teammates who navigate there see a friendly Owner-only card.

• Tenant-wide TR viewer access for paid Assistants

  Grant a paid Assistant blanket access to every Transfer Room your firm has open, without listing them as a participant on each room one by one. Viewers can read every room, scalar-edit the Information Card, write to the Matter Work Ledger, and download received files. They cannot send documents to clients, run AI auto-fill from an ID, or add/remove family or authority rows. Those structural moves stay verified-RCIC only. Toggle the flag per Assistant from the TR Settings page.

• Statistics over the clients you already have

  A reporting view on the Assignments page: how many clients hired you in a period, your average and median professional fee, which services and categories you actually sell, your case-status mix, files by staff contact, and the median days from activation to finalization. Presets for this month, 30 days, 90 days, this year and last year, or your own dates. Hired means the Transfer Room activation date. It counts finalized files rather than closed ones, because closing a file is a separate records step taken at a different moment. The page has no client-name column and sends no client identity to the browser.

• Insert-emoji button on every message editor

  A palette of common emojis on the message toolbar, on your side and your client's. The glyph inserts as ordinary text at the cursor, so nothing changes about how the message is stored, filed, audited or emailed.

• Your client can title what they send you

  The client's Send Files box in the portal now offers an optional subject line, up to 200 characters, shown on the transfer exactly where your own subject already appeared. Replies prefill with Re: and stay editable. Leaving it blank behaves exactly as before.

• Default contacts roster from your seats

  Save the staff you add to Transfer Rooms most often as default contacts on the TR Settings page. Each contact is backed by an existing seat in your firm: pick the seat, customize the display label if you want (Mehdi Yavari → Marketing Lead), and the sign-in email is snapshotted from the seat itself. Then when adding a tenant-side participant to any Transfer Room, the contact list surfaces as a quick picker above the manual fields. Five role categories (Accounting / Marketing / Processing / Management / Other) keep the roster tidy. Click Refresh emails from seats any time a teammate updates their login email to re-snapshot every row.

• Room status says how the matter is being paid for

  An active room no longer just says Active. A room activated from a paid bill reads Active; one you activated yourself reads by the basis you chose: Payment deferred, Payment waived, Pro bono, Legacy, Internal decision. Deferred is the only basis carrying a deadline, so it is the only one that asks for a date; the room shows that date and flags the room once it passes, and changing the basis clears a deadline that no longer applies. The room works identically in every case, only the label changes, and your client never sees it.