PilotoMail Launches Paloma, Its New Compliance Assistant

Paloma takes the hassle out of PS Forms, automates follow-ups, and gives you real-time oversight. Expect more automation, more visibility, and more control with Paloma – so you can focus on what matters most.

If you’re familiar with the PilotoMail story, you know compliance has been our bread and butter since day one. We were born out of the necessity of our sister company to automate and simplify postal regulation requirements. The story goes: Piloto151 coworking spaces were drowning in mail, manual processes were too slow, and no solution available on the market could accommodate a growing Virtual Office offering. So, we made something that could fix that from operator to operator – PilotoMail.

It’s no secret that we take immense pride in our compliance automation journey, so today we’re excited to unveil the future of compliance in our industry. You can now expect more automation, control, and, most importantly, visibility. It’s a lot of work, particularly with the new changes in rules and regulations that require a mail operator to manually input every renter’s credentials and signed PS 1583 form into the Customer Registration Database (CRD) of the US Postal Service.

Meet Paloma, our new Compliance Assistant

Paloma gives you real-time insights and full oversight of the compliance activity at your spaces, helping you meet postal compliance demands and focus on what matters most for your organization.

We know that keeping up with compliance requirements can be overwhelming. The stakes got a lot higher following the July 2023 changes to postal rules and regulations, which now also require coworking spaces to submit compliance documentation for all of their clients, including private office and onsite members.

With Paloma, you can rest assured that the path to 100% compliance is now more hassle-free.

So what can PilotoMail and Paloma deliver for you other than much-needed peace of mind?

More Automation

Smarter PS 1583 Form completion: Paloma helps take human error out of the equation when filling out 1583 forms. Rather than prompting your members to provide USPS required information upon registration, Paloma reads your members’ IDs, capturing the necessary data and auto-populating the form in the relevant fields. She makes sure that your members’ address IDs match the address field on the form and walks them through a new, easy-to-understand process that reduces form errors and leads to 100% compliance.
Automatically updated PS 1583 forms: Paloma also makes sure that your members’ forms are automatically updated every time they change their home address, add a new authorized mail recipient, or upload a new form of identification.
Automated follow-ups & status notifications: We know that your members need a nudge to finish the compliance process. That’s why Paloma sends them automated follow-up emails and status notifications, clearly explaining what steps are still needed to complete the process to be in full compliance. Paloma also makes sure to notify you about all new compliance activity taking place at your space so that you’re always in the know. Think of Paloma as your favorite insider, it knows everything and makes sure you do too. 😉

More Control

Form editing: Need to edit a 1583 Form once it’s been pre-populated by Paloma? No problem. You and your renters can edit form fields as needed, both during the member onboarding compliance process and after.
Configurable compliance follow-ups: Need to give your members an extra nudge when it comes to finishing the compliance process? No problem. You can now configure automated follow-ups and their frequency to match your member profiles and send your non-compliant members ad hoc reminders with the click of a button.
Document approval: Some address IDs, like deeds, need your approval outside of our automated ID validation mechanism and some members prefer to upload IDs manually. No problem. Paloma will now alert you when an ID needs your approval so that you can review it promptly and help your members complete the compliance process. See? Your favorite insider.

More Visibility

Compliance big-picture overview: Paloma delivers information displayed in a new dashboard that helps you and your team keep track of your overall compliance progress. You can now see how many of your customers are compliant and how many are still going through the process. Paloma will show you exactly what each non-compliant member needs to work on to finish the process.
Compliance bird’s-eye view: Paloma is constantly providing customer oversight in your new compliance dashboard. You can now dive into each of your customer’s compliance progress to pinpoint specific hurdles and configure smart follow-ups. Expired IDs? No problem. Paloma’s watching out for those. Updates to Renter information, new Authorized Mail Recipients? Paloma’s also watching out for those and alerting you every time.

If you’re already using PilotoMail at your space, log in and see what’s new. For those not yet part of our community, now’s a great time to switch over. Book a demo with us to get started and see how PilotoMail’s new Compliance Assistant can transform your mail management operations, keeping you compliant and efficient, while reducing your risk and liability.

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