Technology Requirements

In order to successfully complete your conveyancing matters with PEXA, you will need to ensure that your office is equipped with the relevant technology requirements. This includes ensuring that you have a recent version of your internet browser, computer operating system, internet access and a digital certificate for document signing.

To support you in your transition to e-Conveyancing, PEXA publishes the minimum technology requirements needed for you to successfully transact electronically. Using this as a guide, you will be able to easily review and maintain your office to support e-Conveyancing.

Click here to view the current technology requirements, to assist you with efficiently transacting with PEXA.

Digital Certificates

By using secure, encrypted digital signing technology you can electronically sign documents on behalf of your clients. When you use a Digital Certificate to electronically sign in PEXA, you can be confident all signed documents are authentic.

PEXA Digital Certificates are stored on a USB Token. The USB should be inserted into your computer when you need to Sign in PEXA. The Digital Certificate can only be accessed by using a dedicated PIN so that your Digital Certificate remains secure. Your digital signature can only be used by you as only you have the PIN. Any Users who will sign in PEXA will require their own Digital Certificate.

Participation Rule 5.3(b) requires a Representative Subscriber to “take reasonable steps to ensure that a Signer complies with the laws of the Jurisdiction in which the land the subject of the Conveyancing Transaction is situated regarding who can conduct a Conveyancing Transaction and Digitally Sign Registry Instruments and other electronic documents.”

This means that those Users that Digitally Sign Registry Instruments must be legally entitled to do so.

Therefore, if you only want to order one Digital Certificate (being the free Digital Certificate), the Subscriber Manager should be someone who is legally entitled to Sign Registry Instruments.

How do I get a Digital Certificate?

During your registration, you can apply for a PEXA Digital Certificate or you can purchase one from the other Gatekeeper Accredited Service Provider, Symantec. PEXA will assist you in obtaining your PEXA Digital Certificate once you have commenced registration.

How many Digital Certificates will my organisation need?

All PEXA users required to sign documents and settlement statements will require a Digital Certificate.Any number of people can prepare documents in PEXA but potentially only one person is required to sign them. It depends on your workflow and who you decide can sign.

Before acquiring your first PEXA Digital Certificate you will need to have your identification verified, sign the Digital Certificate Subscriber Agreement and complete the Direct Debit Authority Form.You will then be sent a USB token that has your Digital Certificate on it and your Digital Certificate pin will be sent out separately.

How do I download the Digital Certificate Software?

Once you have received your Digital Certificate, click here for detailed instructions on downloading and installing the Digital Certificate Software on either a Windows or Mac operating system. You will be asked to enter your ABN and company name when downloading the software.

How do I use my Digital Certificate?

Digital Certificates used in PEXA must be stored on an encrypted USB Token. The USB should be inserted into your computer when you need to sign a PEXA document. The Digital Certificate can only be accessed by using a dedicated PIN so that your Digital Certificate remains secure. Your digital signature can only be used by you as only you have the PIN.

How do I order an additional Digital Certificate?

If you already hold a PEXA Digital Certificate and would like to purchase an additional PEXA Digital Certificate(s), you should complete this form.

Installing the Digital Certificate Software

While PEXA is a browser based platform, to digitally sign documents in PEXA using your PEXA Digital Certificate (USB Device) you need to install additional software. The installation process will require downloading software onto your computer. If you require Administrator access to be able to successfully download software, ask your network administrator to log in to your system and install the software for you.

Choose your current Operating System from the options below

Click here to check which browser you are using, and scroll down to view tailored installation instructions.

After these steps, click here to confirm that you are ready to sign!

For complete information on the Operating Systems required please see here. PEXA recommends using Google Chrome as your browser. Please ensure you regularly upgrade your browser to get the most from the PEXA Platform and the Internet as a whole, including advances in security. 

Windows and Google Chrome

You will need to install THREE pieces of software. You must be on Chrome version 45 or above (click here to check your version).

Note: Click on the grey + button to expand the section. 

Step 1: Digital Certificate Software

1. Click here to install the Digital Certificate software via our website.
2. Enter your email address and ABN. Click Submit and select Download for Windows.
3. Once downloaded, open and run the file.  Accept the terms and conditions, leave all other options as they default, and click Next to proceed through the installation.
4. After you have installed the program, you may see an idOnDemand plugin screen. Click Cancel >Yes > Finish to cancel the idOnDemand Updater Plugin installation. 
5. Lastly, click Finish.  

Step 2: Google Chrome extension

1. Click here to install the PEXA Digital Signing extension via the Google Chrome Web Store. 
2. Click on +ADD TO CHROME. 
3. Click Add extension. A confirmation message will appear.
   
4. This step is now complete and you can close the Chrome Web Store extension tab.

Step 3: PEXa signing application

1. Click here to begin the installation process for PEXA's signing application. 
2. Once the file has downloaded in the bottom left hand corner, click on the file. 
3. Accept the terms and conditions, leave all other options as they default, and click Next to proceed through the installation.
4. Lastly, click Install and then Finish.  
   Note: if you receive the below error when tying to install the software in step 3, please click here for an alternative download link. Once you have done this, proceed from step 3.2 above.
   

Windows and Internet Explorer 

You will need to install TWO pieces of software. Please ensure you are using Internet Explorer (IE), and not Microsoft Edge (click here to check your version).

Note: Click on the grey + button to expand the section. 

Step 1: Digital Certificate Software

1. Click here to install the Digital Certificate software via our website.
2. Enter your email address and ABN. Click Submit and select Download for Windows.
3. Once downloaded, open and run the file.  Accept the terms and conditions, leave all other options as they default, and click Next to proceed through the installation.
4. After you have installed the program, you may see an idOnDemand plugin screen. Click Cancel >Yes > Finish to cancel the idOnDemand Updater Plugin installation. 
5. Lastly, click Finish.  

Step 2: PEXa signing application

1. Click here to begin the installation process for PEXA's signing application. 
2. Once the file has downloaded, open and run the file. 
3. Accept the terms and conditions, and leave all other options as they default, and click Next to proceed through the installation.
4. Lastly, click Install and then Finish.
   Note: if you receive the below error when tying to install the software in step 3, please click here for an alternative download link. Once you have done this, proceed from step 3.2 above.
   

Windows and Mozilla Firefox

You will need to install THREE pieces of software. You must be on Firefox version 52 or above (click here to check your version).

Note: Click on the grey + button to expand the section. 

Step 1: Digital Certificate Software

1. Click here to install the Digital Certificate software via our website.
2. Enter your email address and ABN. Click Submit and select Download for Windows.
3. Once downloaded, open and run the file.  Accept the terms and conditions, leave all other options as they default, and click Next to proceed through the installation.
4. After you have installed the program, you may see an idOnDemand plugin screen. Click Cancel >Yes > Finish to cancel the idOnDemand Updater Plugin installation. 
5. Lastly, click Finish.

Step 2: Mozilla Firefox Extension

1. Click here to install the Mozilla Firefox Signing extension via the Firefox Add-on Store. 
2. Click + Add to Firefox. 
3. Click the blue Install button in the top left hand corner of your screen. A confirmation message will appear. Click OK.
4. This step is now complete and you can close the Mozilla Add-on tab.

STEP 3: PEXA SIGNING APPLICATION

1. Click here to begin the installation process for PEXA's signing application.
2. On the dialogue box, click Save File.
3. Click on the completed download when it appears in the top right hand corner (if you cannot see the file, click the blue downward arrow at the top left of your browser; it should be the first result in the list).  
4. Accept the terms and conditions, leave all other options as they default, and click Next to proceed through the installation.
5. Lastly, click Install and then Finish.
   Note: if you receive the below error when tying to install the software in step 3, please click here for an alternative download link. Once you have done this, proceed from step 3.2 above.
   

Mac and Google Chrome

You will need to install THREE pieces of software to sign documents on a Mac. 

Note: Click on the grey + button to expand the section. 

Step 1: Digital Certificate Software

1. Click here to install the Digital Certificate software via our website.
2. Enter your email address and ABN. Click Submit and select Download for Mac. 
3. Click on Save File. Click on the downloaded file, and then double click on the CSSI PIV 5.2.3.pkg. 
4. Accept the terms and conditions, and leave all other options as they default, and click Continue to proceed through the installation.
5. If asked for a password, enter your Mac/Apple password, and then click on Install Software. Click Close on the Installation Successful screen. 
6. Lastly, click Move to Trash, as you have already installed the software.

Step 2: Google Chrome extension

1. Click here to install the PEXA Digital Signing extension via the Google Chrome Web Store. 
2. Click on +ADD TO CHROME. 
3. Click Add extension. A confirmation message will appear.
   
4. This step is now complete and you can close the Chrome Web Store extension tab.

Step 3: PEXa signing application for mac

1. Click here to begin the installation process for PEXA's signing application. 
2. Once the PexaDigitalSigning.pkg has downloaded, open and run the file. 
3. Accept the terms and conditions, and leave all other options as they default, and click Next to proceed through the installation.
4. Lastly, click Install and then Finish.

Updating Your Digital Certificate PIN

Once you have completed your Digital Certificate installation, we recommend updating your default PIN to something relevant and easy to remember. For instructions on how to update your PIN, click here.

Further Questions

For any further questions on installing your digital certificate, please leave a comment below, or alternatively contact the PEXA Support Centre on 1300 084 515. 

We'd love to ask you a few questions on your Digital Certificate experience - please answer a few questions here (it'll only take 90 seconds!). Any feedback you give will help us improve the experience for everyone.

Check your Digital Certificate software installation

Before using your Digital Certificate to complete a transaction in PEXA, you will need to ensure you have installed all the relevant software, extensions and signing applications for your chosen internet browser.

Click here to check the relevant software has been installed correctly.

Updating your Digital Certificate PIN

Once you receive your Digital Certificate, it is recommended that you change the default PIN number to something relevant and easy to remember.

To change your PIN, please follow these steps:

1. On your computer, click Start and then select All Programs.
2. Click on Charismathics and then Smart Security Interface. 
   It may look like either of the below examples:
   Windows 10 - 
   
   
    Older versions of Windows - 
   
3. To change your PIN, enter the default PIN into the field ‘Old PIN’ and enter your chosen PIN number into the field ‘New PIN’:
   Note: Your PIN number should have a total of 6 digits. 

Completing the Getting Started with PEXA program? See whats next.

Now that you've read about updating your PIN number, read about compliance requirements for digital certificates in the article Digital Certificate Compliance.

Digital Certificate Compliance

As a PEXA Subscriber you are required to obtain and maintain at least one Digital Certificate (Model Participation Rule 7.5.3). Further obligations are outlined in the the following documents:

• Model Participation Rules (MPRs);
• Digital Signing Certificate Subscriber Agreement (DSCSA);
• PEXA Digital Certificate policies;
• Security Policy; and
• PEXA Participation Agreement.

Your obligations regarding Digital Certificates include the following:

• You must take reasonable steps to verify the identity of each of your Signers, prior to the initial allocation of a Digital Certificate (PR 6.5.1(a)).
• If you no longer intend for a person to be a Signer, you must promptly revoke the User’s signing rights and, where appropriate, request the Certification Authority to revoke the Digital Certificate (PR 7.8.1).
• You must take reasonable steps to comply with PEXA’s Security Policy (PR 7.1). PEXA’s Security Policy includes the following:
  • You must ensure that passwords, PINs and passphrases used in the PEXA System by Users are not disclosed to anyone, including a colleague, supervisor, family member or friend;
  • You must have in place and enforce appropriate security measures that restrict Users from storing Digital Certificates in places that may be accessed by unauthorised persons. Subscribers must ensure that all Digital Certificates are protected by a password, PIN or passphrase.
• Promptly revoke a User's access to the PEXA System for any suspected or confirmed compromise of a Digital Certificate;
• Immediately check all Electronic Workspaces in which the Digital Certificate has been used to Digitally Sign any electronic documents, Financial Settlement Schedule or any Line Items, and Unsign any electronic documents in accordance with MPR 7.9.2; and
• Promptly notify the Certification Authority and revoke or cancel the relevant Digital Certificate (including doing everything reasonably necessary to cause the Certification Authority to revoke or cancel it).

• Take reasonable steps and ensure that each Certificate Recipient takes reasonable steps to prevent the Compromise, loss, disclosure, modification or unauthorised use of their Digital Certificate (DSCSA).
• Provide measures to Certificate Recipients to avoid Compromise of the Private Key associated with Digital Certificates (DSCSA).
• Immediately revoke a Certificate Recipient’s Signing Rights if it suspects that a Digital Certificate has been compromised or a Conveyancing Transaction has been jeopardised.

Please note you are responsible and liable for the use of Digital Certificates by Certificate Recipients (DSCSA). Subscribers are also responsible for the contents of any document signed using the Digital Certificate (DSCSA).

Five things to remember about Digital Certificates

At the completion of this short read, you will be able to set up your digital certificate for signing.

1. It is your digital signature 

Your digital certificate is your unique digital signature in PEXA. Conveniently, it substitutes your wet signature in the paper world to a digital one in the digital world.

The implications and responsibilities attached to your wet signature still apply and therefore you must ensure that no one else has access to your signature (your digital certificate) . This includes employees that complete the conveyancing for your organisation. Employees required to digitally sign either documents or financials in PEXA, will need to sign using their own signature and hence require their own digital certificate. 

2. Signing in PEXA is secure

Like anything else, you will need to take the usual security precautions in keeping your account safe.  This is why you should treat your USB like your credit card, and your USB PIN just as would a credit card and its PIN. As long as you keep your certificate compliant and managed in the way that is outlined in the digital certificate agreement (your obligations are set out in section 7.1 of the PEXA Digital Certificate Signing Agreement), signing in PEXA is extremely secure.

3. You must not share your Digital Certificate

The rules around sharing your digital certificate are designed to protect the integrity of the network, and the integrity of your signature. PEXA takes this issue very seriously, just as your business would when dealing with a wet signature on paper documents. To this end, it is your organisation’s responsibility to verify the identity of any digital certificate users or recipients.

4. There are some signing rules you must observe

Before you order additional digital certificates for your staff, a good question to ask is: who can sign?  ARNECC have taken the hard work out of this and created an easy to read table to help you figure out who is entitled to sign registry instruments (found here).  Once you become satisfied that you have met best practice around who can sign as per ARNECC’s direction and the Model Participation Rules (Participation Rule 5.3(b) which requires a Representative Subscriber to “take reasonable steps to ensure that a Signer complies with the laws of the Jurisdiction in which the land the subject of the Conveyancing Transaction is situated regarding who can conduct a Conveyancing Transaction and Digitally Sign Registry Instruments.”), you can then decide who best fits these signing rules within your organisation for the below 3 signing categories:

Documents – who in your organisation is legally entitled to sign registry instruments?

Trust account authorisation – Who is recorded as payment authoriser on your Trust Account at the financial institution where your account is held?

Financial settlements – Who in your organisation is responsible for signing off on the statement of adjustments/cheque directions?

5. Your digital certificate is hard-coded

Want your digital certificate to do what it’s designed to do?  An important thing to remember before you order your digital certificate is that the information you provide will be hard coded to your USB. This means that if any discrepancies are detected between your PEXA profile and the information on your USB, you will not be able to sign.

Your name in PEXA must be identical to the name that is hard coded on your Digital Certificate. This includes the inclusion or exclusion of middle names, and names that do not match your legal name, such as the shortening of names – ie, Sam Vs. Samuel. Further to this, your email address in PEXA must be identical to the email address that is hard coded on your digital certificate, including the inclusion or exclusion of dots in between words. You can change your name in PEXA if it is incorrect (ie. middle name included in PEXA but no middle name on Digital certificate), however in order to change your name or email address on your Digital Certificate if it were ordered incorrectly, you must re-order the USB as changes cannot be made to the hard coding.

If you're ready, please visit our page on Installing the Digital Certificate Software to set up your computer to sign.

User Types in PEXA

There are three different levels of access within the PEXA system:

1. Subscriber Manager
2. Subscriber Administrator
3. User

On this page, you’ll learn about the different roles and responsibilities in PEXA. These will help you to decide which permissions to assign to each of your team members.

PEXA Access Levels

Subscriber Manager

When registering to be a PEXA Subscriber, you will be required to nominate a “Subscriber Manager”. Although this person could be anyone from your organisation, PEXA recommends that you carefully consider who should fulfil this role

You should consider the following when selecting a Subscriber Manager:

1. The Subscriber Manager has the greatest level of authority within the PEXA System
2. Pursuant to the PEXA Participation Agreement, the Subscriber Manager is responsible for:
   • Monitoring the overall use of PEXA by the Subscriber; allocating roles and permissions within the PEXA System; and
   • Updating and maintaining all relevant details pertaining to the Subscriber, including:
     • Appointment, suspension and removal of Users and Signers 
     • Financial accounts 
     • Contact details 
     • Managing Digital Certificates 
     • Ongoing management of signatories to the Trust Account
3. Participation Rule 5.3(b) requires a Representative Subscriber to “take reasonable steps to ensure that a Signer complies with the laws of the Jurisdiction in which the land the subject of the Conveyancing Transaction is situated regarding who can conduct a Conveyancing Transaction and Digitally Sign Registry Instruments.” This means that those Users that Digitally Sign Registry Instruments must be legally entitled to do so. Therefore, if you only want to order one Digital Certificate (being the free Digital Certificate), the Subscriber Manager should be someone who is legally entitled to Sign registry instruments.

Subscriber Administrator

Subscriber Administrators are nominated by the Subscriber Manager. The Subscriber Administrator does not have access to Subscriber details or financial account information. The Subscriber Administrator can:

• Transact in PEXA
• Add, suspend and maintain Users
• Create and edit Workgroups
• Manage digital certificates

User

Users do not have administration rights, but have the ability to transact in PEXA based on the permissions set up by the Subscriber Manager or Subscriber Administrator. All Users can:  

• Create Workspaces
• Invite participants
• Create documents
• Monitor activities within PEXA
• Abandon Workspaces
• Verify source funds from a Trust Account (if applicable)

Completing the Getting Started with PEXA program? See whats next.

The extent to which Users can Sign in PEXA will depend on the permissions assigned to that User – refer to the next article on Signing Permissions for more details. 

Signing Permissions

The Subscriber Manager and Subscriber Administrator can assign Users one or more of the following Signing permissions. For more details refer to the User Types article.

Please note that any Users that are assigned one or more of the below Signing permissions will require a Digital Certificate to electronically Sign.

1. Signer (Documents)

• This permission level allows a User to Sign Documents in a Workspace.
• It should be noted that the Model Participation Rules (MPR) require you to take reasonable steps to ensure that a Signer (Documents) is legally entitled to Digitally Sign Registry Instruments.

Who should this permission be assigned to?

• The person who is legally entitled to Digitally Sign Registry Instruments.

2. Signer (Trusted Account Authorisation)

• This permission levelallows a User to authorise the withdrawal of funds from the practitioner's trust account.

Who should this permission be assigned to?

• One or more of the Trust Account Signatory (s) registered at the Financial Institution that holds the trust account.

3. Signer (Financial Settlement)

• This permission level allows the User to sign the Financial Settlement Schedule and confirm that entries in the Schedule are correct.

Who should this permission be assigned to?

• The person(s) usually responsible for signing off on cheque directions.

PEXA Signing Limits

PEXA allows you to nominate a dollar value limit which each signer is able to authorise within the Financial Settlement Schedule (FSS). Signing limits are assigned on an individual User basis, allowing you to easily manage workflow and permissions within your practice. You can assign an unlimited dollar value, these limits can be applied separately to both the source and destination sides of the Financial Settlement Schedule (FSS).

PEXA Dual Authority

In addition to assigning signing limits at an individual User level, it is also possible to enable dual authority for the authorisation for the Financial Settlement Schedule at the Subscriber (entity) level.

If dual authority is enabled, you must have two electronic signatures providing authorisation to proceed with the Financial Settlement Schedule. You can nominate a minimum threshold which indicates when dual authority is required, this assists with managing the authorisation of funds within your practice.

Each Subscriber is able to designate the nominal dollar value threshold, which when reached or exceeded automatically activates the requirement for dual authority. Below this threshold, only a single signature is required.

Completing the Getting Started with PEXA program? See whats next.

To start transacting electronically through PEXA, you'll first need to confirm that the details in your PEXA Profile are correct. It's a quick and easy process, read the article PEXA Subscriber Profile to find out how.

Subscriber Profile

In PEXA, the Subscriber Manager is able to manage your account in PEXA. This includes assigning access levels and signing permissions to Users, as well as maintaining your organisation's details.

On this page, you can follow the step-by-step process for setting up your Subscriber Profile in PEXA, including:

• Logging in to the PEXA platform (workspaces.pexa.com.au) and setting your password.
• Confirming the Subscriber details in your Profile.

In order to start transacting electronically through PEXA, you will first need to confirm that the details in your Subscriber Profile are correct.

Upon successful registration as a Subscriber in PEXA, you will receive an email welcoming you to PEXA. You will be asked to click on the link provided within the email to set your password in PEXA. 

Confirm Your Subscriber Details in PEXA

The Subscriber Manager has the ability to edit organisation details in PEXA using the Subscriber Administration function found in the PEXA Main Menu. This includes:

• Manage Users: Maintain the User details for those individuals granted access to PEXA within your organisation and create new Users
• Manage Subscriber Details: Review organisation details, Subscriber contact details, financial accounts
• Manage Workgroups: Assign Users to teams to help allocate workloads and create new and edit current Workgroups

1. Login to PEXA (workspaces.pexa.com.au) and set your password.
2. On your dashboard click Administrator Tools and select Manage Subscriber Details.  
3. Ensure that your Organisation Name details are correct.
   

   Note: If any changes are required, please contact PEXA Support Centre on support@pexa.com.au or 1300 084 515

4. Ensure that your Organisation Structure details are correct.
5. Please review the Registered Business Address. Edit these details if required.
6. Review the Operating Jurisdiction fields. Review OSR Client ID details, if applicable.

Subscriber User Signing Rules

1. On Dual Signing required for the approval of documents? 
   • Select No if only one User is required to sign and certify documents.
   • Select Yes if two Users must sign and certify documents in your Workspaces.
     
     
2. On Dual Signing required for the approval of the settlement statement (per subscriber role)?
   • Select No if only one User in your organisation is required to sign and certify the financial settlement schedule.
   • Select Yes if two Users must sign and certify the financial settlement schedule.

     Note: If you select Yes, you can specify a monetary threshold over which the settlement statement will require dual authorisation. Selecting $0 will enforce dual authorisation for all settlement statements.
     
     

3. On Dual authorisation required for the approval of trust account debit authorisation record (per subscriber role)?
   • Select Yes if two Users must sign and authorise trust account debit instructions in the financial settlement statement.
     Note: If you select Yes, you can specify a monetary threshold, over which dual authorisation of trust accounts will be initiated. Selecting $0 will enforce dual authorisation for all trust accounts.
   • Select No if only one User is required to approve the settlement statement. 
     Note: If you wish to only have funds moving to your nominated trust account, select the check box “Only allow destination funds to be disbursed to a trust account owned by my Subscriber (this excludes destination payments to third party beneficiaries).”  
     
     
4. On Allow Users signing permissions to use the "Select All" checkbox when signing documents?
   
   • Select Yes to allow the signer to sign all available documents in one action.
   • Select No to disable this option and force the signer to tick each document’s Certification Statements in order to sign.
     
     
5. On Allow Users signing permissions to sign documents that they have created or edited? 
   • Select Yes to allow Users to sign documents that they have created or edited. By default, this is set to Yes.  
     
     
6. On Allow Users with signing permissions to sign settlement statements where they have created or edited a financial line item?
   • Select Yes to allow Users to sign settlement statements where they have created or edited a financial line item. By default this is set to Yes.

Ready to Sign - Allocation preferences

• Select 'Automatically allocate Workspaces' to have Workspaces move to the Ready to Sign Dashboard automatically; or
• Select ' Manually allocate Workspaces' if you wish to control when the Workspace will move into the Ready to Sign Dashboard.

Financial Settlement - Email Notifications (Workspace is 'Not Ready' at settlement time)

• Select 'Email me once about the first reschedule only' if you only wish to be notified of the first settlement rollover; 
• Select 'Email me at every reschedule' to receive an email every single time the settlement rolls over; or
• Select 'Email me at 1 hour intervals' to receive hourly notifications.

Financial Settlement Schedule - Adjustments preferences

• Select 'Display the Destinations view' to only show the Payment Directions in the Financial Settlement Schedule
• Select 'Display the Adjustments and Payments view' to show the Adjustments calculator and Statement of Settlement.

 PEXA Correspondence - Subscriber Manager Primary Contact

 Review the Primary Correspondence details. 

Note: Only a Subscriber Manager can be a primary contact. If you have two or more Subscriber Managers you can select the manager who is to be the primary PEXA contact. Please note, the Subscriber Manager Primary Contact listed will be used for the distribution of communications such as outage notices etc from PEXA. 

Land Registry Correspondence Details

    8. Review the Land Registry correspondence details. Edit these details if required.

Note: The Land Registry correspondence details will be used to receive communications from the relevant Land Registry. 

Public Contact

    9. Review the Public Contact details. Edit these details if required.

Note: Your Public Contact details will be visible to other Subscribers within PEXA. They will appear in the Subscriber Search results, the Outstanding Invitations reports and the Duplicate Workspace warning.

  10. Click Save.  

Note: When the changes are saved, PEXA sends a customer account update request to each Land Registry (based on the jurisdiction in which the Subscriber has selected) to process the changes to the Subscriber’s information.   

Completing the Getting Started with PEXA program? See whats next.

On the next page, Confirm your Financial Accounts, we'll ensure that your financial account information is correctly set up in PEXA.

Confirm your financial accounts

This section is part of your Subscriber Profile. On this page, you can follow the step-by-step process for confirming your financial account details.

It is the Subscriber’s responsibility to ensure Financial Account details are maintained.In order to sign documents in PEXA, Subscribers must have at least one Fee Paying Account setup in their Subscriber profile.

There are three types of accounts that can be set up for transactions in PEXA. These are:

• Fee Paying Accounts
• Source Accounts (Trust Account or PEXA Source Account)
• Office Accounts

Fee Paying Accounts (mandatory)

The Fee Paying Account is established in your Subscriber profile by PEXA on your behalf. This account is established using the PEXA Direct Debit Authority form completed at registration.The Subscriber Manager must verify this account to ensure the details are correct. If the Fee Paying Account isn’t verified, Users will not be able to sign documents in PEXA.The Fee Paying Account is a mandatory requirement and must be completed before your Organisation can transact in PEXA.

Source Accounts

A source account is established in PEXA to support financial settlement. The source account is either a trust account or the PEXA Source Account. Once the source account has been established and verified you can begin transacting using the account.

• Trust Account: On request by a Representative Subscriber, PEXA will register a statutory trust account for that Representative Subscriber to use (subject to (or only after) validation of account details and payment authorisers by the relevant Financial Institution) as a Source Account to provide source funding for a Conveyancing Transaction or as a destination account to receive settlement funds in accordance with the relevant Subscriber’s instructions.
• PEXA Source Account:PEXA provides a source account which will be available to eligible Subscribers for the purpose of their clients contributing funds to a Financial Settlement. PEXA will support electronic funds transfers into the PEXA Source Account in preparation for funds being available at the date of Scheduled Settlement. Cleared funds must be available in the PEXA Source Account not less than 3 Business Days before the date of Scheduled Settlement.

Office Accounts

To save you from having to key account details each time you receive funds in a financial settlement, PEXA allows you to define ‘Office Accounts’ in your Subscriber Profile. These can then be selected as destination accounts in a PEXA settlement. Office Accounts can be selected for the following destination types:

• Professional Fees
• Other

Status

The following statuses can be applied to Financial Accounts in PEXA:

• Pending is automatically applied to a new Account or to an Account that has been updated.
• Verified is a manual status applied by the Subscriber Manager when the Financial Account has been verified.

Manage Subscriber Details

1. Click Administrator Tools and select Manage Subscriber Details.
2. Select Financial accounts from the left navigation menu.
   
3. Review the account details and ensure they are correct.
   Note: If any changes are required, please contact PEXA Support Centre; support@pexa.com.au or 1300 084 515
4. If the account details are correct, select the action cog, and click Verify.This is a certification from you, the Subscriber Manager, that the financial accounts specified are correct.

Completing the Getting Started with PEXA program? See whats next.

On the next page, Create Additional Users, we'll take you through the process for adding and maintaining additional users in your PEXA Profile.

Managing Users

A new User can be created in PEXA by either a Subscriber Manager or a Subscriber Administrator.

Once the profile has been activated, PEXA can be accessed via www.pexa.com.au and select Register/Login. Select the Forgot Password link to create a password to access PEXA

Create a New User

1. On your dashboard, click Administrator Tools and select Manage Users.
2. Click Create New User button.
3. Select the appropriate User type.There are three user access levels:
   • Subscriber User
     Do not have administration rights, but have the ability to transact in PEXA based on the rights set up by the Administrators.
   • Subscriber Manager
     

     Hold the highest level of access to PEXA. They have the ability to:

     • Create and edit Subscriber details
     • Setup and verify Financial Account information
     • Create and edit Users
     • Create and edit Workgroups
   • Subscriber Administrator
     Do not have access to Subscriber details or Financial Account information. They do have the ability to:
     • Create and edit Users
     • Create and edit Workgroups
4. Complete the personal details for the new user.
5. Select Primary Default Workgroup to assign the new User to the standard PEXA Workgroup for your Organisation.
6. Select the Default Jurisdiction from the drop down list.

Activate a New User

1. Log in to PEXA Exchange as Subscriber Manager or Subscriber Administrator.
2. Navigate to Administrator Tools > Manage Users.
3. From here, there are 2 ways to activate new users:
   
   
   • By creating a new user and then clicking Save and Activate.
     Ideal for creating and activating a single user.
     
     
   • By marking the checkboxes next to the PENDING user(s) you wish to activate and then clicking Sign to Activate.
     Ideal for activating multiple users at once.
   Result: Activated user will receive a welcome email and a link to PEXA.

Please note: If the subscriber holding the certificate is away from the office, you must wait for their return so they can activate the new users. Alternatively, an additional digital certificate may be ordered from PEXA. Please note it may take up to 2 weeks to obtain a new digital certificate. For information about digital certificates, click here.

Permissions

1. Select the relevant checkbox(s) to assign permissions to the new user.
   Note: User permissions define the user’s level of access in PEXA.Permissions include:
   1. Signer - documents allows the selected user to sign documents in a Workspace.
      Note: The email address used for the digital certificate must match the email address entered in the user’s personal details.
   2. Management reporting enables the user to generate management reports for any Workgroup.
   3. Signer – financial settlement allows a user to authorise a financial settlement statement.
      • Source signing limits and Destination signing limits can be assigned either an unlimited or a dollar value.
   4. Signer – trust account authorisation enables the user to authorise trust account line items in the settlement schedule.
      • Source signing limit can be assigned either an unlimited or a dollar value

Note: If you have assigned a user with signing rights for the Trust Account you will need to add the user to the Trust Account Maintain Authroised User list. Please click here for further details.

    2. Click Save.

Manage Existing Users

On the Manage Users screen, you can maintain active User details.

1. Locate the relevant User and use the action cog to select Edit. Update the user details or permissions as applicable.

Important Note:

• An email can only be used in PEXA once - your email address is your unique identifier
• You cannot update a users email address. The profile will need to be removed and a new profile for the user can be created using the new email address
• Your Digital Signing Certificate is configured to your current details in PEXA (Full name, email address, business name). If the details in your profile are changed, you  will need to order a new Digital Signing Certificate please clink here for details on ordering a new Digital Signing Certificate. 

Removing or Suspending Users

 On the Manage Users screen, you can suspend or remove an active User.

1. Locate the relevant User and use the action cog to select Suspend or Remove
2. Enter the reason for Deleting or Suspending the User
3. Select Confirm.

Note: Only a User who has been suspended can be re-activated at a later date. 

Note: If a User has been suspended, only a Subscriber Manager or Subscriber Administrator can re-activate the User.

Reactivate a suspended User

 On the Manage Users screen, you can reactivate a suspended User.

1. Locate the relevant User and use the action cog to select Reactivate 
2. Enter the reason for Reactivating the User
3. Select Confirm.

Completing the Getting Started with PEXA program? See whats next.

Next, look at how you can link Authorised Signatories to your trust account in PEXA in the article, Link Users to your Trust Account.

Link Users to your Trust Account (if applicable)

Users who have been identified as Authorised Signatories with your Financial Institution are able to be linked to the trust account in PEXA.Once the user has been established and assigned signing rights for trust accounts, the next step is to link that user to a specific trust account.

Note: As a Subscriber Manager, you must also link yourself to the trust account if you wish to sign.

1. Verify the Trust Account.
   You must verify the Trust Account before the user can start authorising the trust account in financial settlement.
   1. Select Administrator Tools > Manage Users.
   2. Select Action Cog > Edit against the user that you want permission to authorise Trust Account funds.
   3. Select the check box for Verify Trust Account Funds.
   4. Save the changes.
2. Authorise the Trust Account:
   1. On your dashboard, click Administrator Tools and select Manage Subscriber Details.
   2. Select the Financial accounts tab.
   3. Locate the appropriate Trust Account.
   4. Click the action cog and then Maintain Authorised Users.
   5. Review the Trust Account details.
   6. Select the appropriate User or Users from the list.
   7. Click Add Users.
   8. Click Save.

Important Note: Once this step is complete, PEXA must also verify the user is an authorised trust signatory. This verification must occur before the user can start authorising the trust account in financial settlement.

Completing the Getting Started with PEXA program? See whats next.

In the next article, Setting up a Trust Account, we'll show you how you can nominate source funds for Financial Settlement from your own trust account if it has been set up in PEXA.

Setting up a Trust Account

You can nominate source funds for Financial Settlement from your own trust account if it has been set up in PEXA. Find out how to set up your trust account in PEXA in a few quick steps.

Setting up your trust account in PEXA

• Your trust account must be held at an approved authorised deposit taking institution.
• PEXA will tell you if your financial institution is able to receive instructions on your trust account via the PEXA System.
• Upon receiving your request, PEXA will forward your Trust Account Form to your financial institution.
• Your financial institution will:
  • Verify the account number and details correspond with your account held at the financial institution; and
  • Verify the list of authorised signatories against the records held at the financial institution.
• Once PEXA receives verification from your financial institution, it will include the account details in your Subscriber Profile.
• You will then have control and responsibility for:
  • Verifying the accuracy of your account details;
  • Activating the account in PEXA;
  • Nominating authorised signatories on PEXA (subject to verification by your financial institution);
  • Setting limits for signatories;
  • Removing authorised signatories;
  • Removing your trust account from PEXA.

Once your account is set up in PEXA

Account details are locked once verified and cannot be modified by either you or PEXA.  However, the account can be removed by you. To add a new account, you will need to again complete a Trust Account Form so that PEXA may seek verification from your financial institution.

Verification will also be sought when you wish to add any new signatories. At any time you can remove an authorised user or remove an account from your Subscriber Profile.  You should be aware that removing the authorisation of a User will impact any Authorisations performed by that User in Electronic Workspaces which have not reached settlement causing all of those Authorisations to be Unsigned.

Note: Electronic Workspaces that have already initiated Financial Settlement or have completed Financial Settlement will not be affected.

If you delete your account, it will not be available to fund any future Financial Settlements, other than those where Financial Settlement has been initiated (on the Scheduled Settlement Date and Time).

On the next page we'll show you how to Fund a Financial Settlement.

Completing the Getting Started with PEXA program? See whats next.

Now that you've set up your Trust Account, learn about funding Financial Settlement using your Trust Account in the next article, Funding Financial Settlement with a Trust Account,

Funding Financial Settlement with a Trust Account

You will be able to nominate the account as a source account for funds in a financial settlement. The account will be available for you to select from a drop down list, significantly reducing the risk that an account details will be entered in error.

Users set up in your Subscriber Profile can create Line Items and select your Trust Account as the source account for source funds. These Line Items must then be verified and digitally signed. A Subscriber User must first verify funds are available for settlement. A User with permission to sign a Settlement Statement must then Digitally Sign the Settlement Statement and a User/s with permission to Authorise use of Trust Account funds must Digitally Sign to authorise use of the verified funds. Trust Account Authorised Signers are appointed by you and sign in accordance with Subscriber User Signing Rules established by you – i.e. single or dual authorisation and up to the limit assigned.

Sending payment instructions to your financial institution via PEXA does not alter your responsibilities in relation to your trust account.

As with making electronic transfers via Internet banking or drawing cheques, you will remain responsible to ensure cleared funds are in the account for the transaction and that only authorised persons have permission to authorise transactions.

PEXA provides a Trust Account Authorisation Record which you can print and retain for trust account reconciliation and audit purposes.

PEXA also allows Subscribers to access a Settlement Completion Record which records all source and destination line items for the transaction. The combination of your client file and instructions, the Trust Account Authorisation Record (where applicable) and the Settlement Completion Record are all components of record keeping for a PEXA transaction.

Your trust account can also be nominated as the destination account for funds from settlement.

Build your knowledge and have a look at some frequently asked questions on Trust Accounts.

Completing the Getting Started with PEXA program? See whats next.

On the next page, Trust Account FAQs, we'll cover some of the frequently asked questions onTrust Accounts.

Trust Account FAQs

Q: What happens once PEXA receives my trust account details?

Upon receiving your request, PEXA will forward your completed Trust Account Form to your financial institution for verification. Once we receive verification from your financial institution, we will include the account details in your Subscriber Profile. You must Verify the account, then link Users to the account as payment authorisers. We will then verify each of these Users against the form that has been validated by your bank.
All other permissions are managed by you in your Profile.

Q: When do I need to ensure funds are cleared in the trust account to fund a financial settlement?

Funds must be clear and available in your trust account by the date of settlement, prior to the scheduled settlement time. You must verify the funds are cleared and available for use in the Conveyancing Transaction prior to authorising by digital signing.

Q: Who can sign for my trust account in PEXA?

The Subscriber Manager will establish signing permissions within your PEXA Profile. Only Users who are signatories to your trust account at your financial institution will be able to hold the permission of “signer – trust account” and therefore be able to authorise the withdrawal of funds from your trust account.

Q: Will PEXA access my trust account?

It is important to note that while trust accounts can be registered as a source account in your profile, PEXA does not access a practitioner’s trust account.
At the settlement time, the workspace will lock and PEXA will send payment instructions to your financial institution to move funds from your trust account to your financial institution’s internal account. The financial institution will provide a response confirming that funds have been transferred. PEXA will then send a funds reservation request to the RBA to reserve funds prior to settlement. After funds reservation, documents are lodged with the Land Registry and settlement funds are then exchanged between banks at the RBA. It is important to note that the workspace will not lock unless it is in ready status, which requires, among other things, all financial instructions to have been digitally signed, including an authorisation for the movement of trust funds.

Q: What documentary evidence does PEXA provide for the movement of funds from my source account?

When a signer authorises a source financial line item, a Trust Account Authorisation Record is created. You will have the ability to access the Trust Account Authorisation before and after settlement as documentary evidence of the transaction performed for the relevant trust account source line item. This document records approval provided by the signer(s) for the debit of the amount of funds specified in the source line item from your trust account into your financial institution’s nominated internal account for the purposes of the property transaction.

PEXA also allows Subscribers to access a Settlement Completion Record which records all source and destination line items for the transaction. The combination of your client file and instructions, the Trust Account Authorisation Record (where applicable) and the Settlement Completion Record are all components of record keeping for a PEXA transaction.

Q: Are trust account instructions signed using my Digital Certificate in PEXA?

Yes authorisation of a trust account instruction must be signed using your Digital Certificate in PEXA.

Q: Who has the last action in a Workspace for trust accounts?

The Subscriber must create and verify and authorise all Line Items.If a Line Item is amended by a Subscriber User, it will become unverified. The Source Financial Line Item must be verified in order for an Authorised User to authorise the funds. All trust account instructions (Line items) must be authorised in order for the settlement to get to ‘Ready’ status and the settlement to proceed.

Q: If I am a sole proprietor, can a paralegal sign off on my trust account?

PEXA has the capability to allow a single signer to provide instructions on trust accounts. It is your responsibility to be familiar with the statutory signing rules applicable to your trust account and ensure only persons authorised at law are Authorised Users in your PEXA Profile.
For example, if you are a legal practice and are entitled at law to authorise “two or more authorised associates jointly” to give payment instructions, you should establish the same rules in your PEXA Profile.

Q: What happens if I or someone in my organisation removes a signatory from my records at the Financial Institution but forgets to remove the permissions from the PEXA User/signer in PEXA?

You will be responsible for all authorised transactions in PEXA including any transactions which are authorised by PEXA Users who are no longer signatories on the account records. You should ensure appropriate controls are in place to prevent misalignment.

Completing the Getting Started with PEXA program? See whats next.

If you don't have a trust account, or your trust account is a with a Financial Institution that isn't integrated with PEXA, you may wish to use the PEXA Source Account, learn more about this in the article, Source Account FAQs.

Source Account FAQs

PEXA offers a Source Account to some Subscribers, but this does not replace an eligible trust account.To help you understand the distinction, on this page we’ve listed the answers to some of the most frequently asked questions about the PEXA Source Account.

Q. What is the PEXA Source Account?

Practitioners who do not have a statutory trust account, or have a statutory trust account with a Financial Institution that is not currently integrated with PEXA, may wish to use the PEXA Source Account to contribute funds to a Financial Settlement. Money in the PEXA Source Account is held by PEXA as trustee for the Purchaser in a Conveyancing Transaction and will be dealt with on instructions from the relevant Subscriber. Funds are held on trust for the Purchaser and direction for use of funds can only be given by the Purchaser's Subscriber. 

Q. Why does PEXA offer the PEXA Source Account?

The PEXA Source Account is available to eligible Subscribers who do not already operate a trust account with a bank that is integrated with PEXA. The PEXA Source Account is not an alternative to a PEXA eligible trust account.

Q. How much does it cost to use the PEXA Source Account?

There is no cost to use the PEXA Source Account.

Q. Does interest accrue in the PEXA Source Account?

No interest accrues in the PEXA Source Account for the benefit of the purchaser or any party to a PEXA Transaction.

Q. When do I need to ensure funds are cleared in the PEXA Source Account?

Funds must be cleared three business days prior to settlement.

Q. Is money in the PEXA Source Account trust money?

PEXA recommends that you work with your local regulatory body to satisfy yourself of your own professional obligations in relation to handling client money. PEXA also continues to work with the trust account regulators in the relevant jurisdictions to provide guidance on this issue. Some regulatory bodies have deemed money in the PEXA Source Account to be “power money”. For example, the Queensland Law Society guidelines.

If you intend to use the PEXA Source Account, you should familiarise yourself with the requirements regarding power money under the legislation which applies to you.

Q. Am I able to use the PEXA Source Account?

Subscribers should be comfortable that they will meet their regulatory requirements before requesting PEXA to register the PEXA Source Account in their Subscriber Profile.

You must satisfy yourself of your own professional obligations in relation to handling client money subject to each state or territory’s obligations for reporting and record keeping. PEXA cannot advise you in relation to your own reporting obligations.

Please refer to the Service Charter for more details: Section 2.4 PEXA Source Account

Q. How do I use the PEXA Source Account?

Please see the article How do I use the PEXA Source Account. 

Completing the Getting Started with PEXA program? See whats next.

In the next article, Setting up SettleMe, we'll show you how you can organise for your clients to receive instant up-to-date notifications as their settlement progresses, using your free property app, SettleMe.

Workgroups

Workgroups are teams of users or an individual assigned tasks to complete in PEXA. By allocating a Workspace to a Workgroup, you assign responsibility for the completion of some tasks in the Workspace to the Workgroup. 

Allocation

Workspaces are allocated to Workgroups at the time of creation but the Workspace can be assigned to additional Workgroups or re-assigned or removed from Workgroups at anytime.  

Note: A Workspace can only be removed from a Workgroup when you hold the appropriate access.

Allocate Workspace to Workgroup

1. From Your Dashboard, find the appropriate Workspace and select View to open it.
2. Select Workspace Settings from the left navigation panel.
3. Scroll down to the Allocate Workspace to Workgroup section and check the current Workgroup allocation.
4. To add another Workgroup, select Edit. 
5. Start typing the Workgroup name or select the Workgroup from the list. 
6. Select the Allocate to Workgroup button.
7. Select Save.

Result: The Workgroup allocation section will now display the existing and the new Workgroup.

Maintain Workgroups

A Workgroup contains a set of users, grouped as a team, to help successfully process property exchanges.

The Subscriber Administrator has access to maintain, delete and modify Workgroups and to create, modify or delete Users within a Workgroup.

• A Workgroup can consist of 1 or many users.
• A User can belong to one or more Workgroups
• A User has access to all the Workspaces that belong to their Workgroup.

Workgroup Importance: One of the first steps in Workspace creation is to assign the Workspace to a specific Workgroup.

This assigns responsibility for the completion of tasks within the Workspace to a group of PEXA users within your organisation. At least one Workgroup must exist in PEXA before a Workspace can be created for your Subscriber organisation.

Parent / Child Hierarchy
Workgroups can be organised into a logical hierarchy with a maximum of three levels. A Workgroup can be created as a ‘’parent’’ and other Workgroups (child workgroups) can be allocated to the parent Workgroup. Workspaces cannot be allocated to parent Workgroups and there can be only two parent levels in the hierarchy.

Where a Parent Workgroup has not been created, the users will be assigned to the primary default Workgroup. The primary default workgroup is a catch-all for any workspaces that do not fulfil the criteria of any specific default Workgroup rules set up by the Subscriber Administrator.

Remove a Workgroup
Workgroups can only be deleted if there are no Users, Workspaces or other Workgroups (Child) associated with it.

Create a Workgroup

To create a Workgroup:

1. On the Workgroups List screen click the Create New Workgroup button.
2. Enter the Workgroup Name.
   Note: Naming of Workgroups must be named appropriately so everyone can correctly identify team responsibilities. For example, VIC Discharge, NSW Discharge.
3. Enter the Workgroup Description.
4. Enter a default Email Address for the Workgroup used to notify the Workgroup of any PEXA system events or Workspace messages.
   Note: This is a central email address for the entire Workgroup.
5. Click the Add User button.
6. Click the Confirm button.
7. Click the Save button.

Result: The new Workgroup has been created. All users in the Workgroup now have access to all Workspaces assigned to that team.

Add User(s) to the Workgroup

To add a User to a Workgroup:

1. On the Workgroups List screen select the Workgroup from the list.
2. Click the Add User button.
   Note: To delete a User from a Workgroup, remove the tick beside their name in the Workgroup list, then click the Remove User button.
3. Click the checkbox beside the User(s) to add them to the Workgroup.
4. Click the Confirm button.
5. Click the Save button.

Result: New User(s) have been added to the Workgroup.

Manage Default Workgroups

When a Workspace is created or Workspace invitation accepted, PEXA can automatically allocate the Workspace to a default Workgroup based on rules set up by your Administrator.

Automated rules for assignment of Workspaces to default Workgroups cater for:
• Jurisdiction
• Role
• Financial settlement Y/N

For example:

1. Select Administrator Tools and then Manage Workgroups.
2. Click Workgroups and then Manage Deafault Workgroups. 
3. Click Add Rule to add a new condition to help automatically assign Workspaces to a specific Workgroup. 
4. Click Save. 

Result: New default Workgroup rules have been added.

Primary Default Workgroup

This is the catch-all Workgroup. Any Workspaces and invitations that don’t meet the criteria of the rules you have specified will be allocated to the Workgroup you have designated as the Primary Default Workgroup.

System Set Up Checkpoint

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