Brokerage back-office platforms
Workstation and network setup around back-office and transaction management platforms such as Lone Wolf, including single sign-on and access control for office staff and managing brokers.
Real Estate Brokerage IT · Vancouver, BC
IT support for real estate brokerages in Vancouver
A Vancouver real estate brokerage is really two IT environments at once: a small back-office team running trust accounting and compliance, and a roster of agents who work almost entirely from their phones and personal laptops. That split creates real risk. An agent's personal laptop with no encryption holding client financial documents, a brokerage back-office platform login shared across the front desk, or a listing photo set uploaded to a public cloud folder with no access control can all sit unnoticed until a deal or an audit exposes the gap. Hexafusion supports Lower Mainland brokerages with office infrastructure, agent device policy and engineers who understand brokerage back-office platforms, not just generic office IT.
Brokerage systems we support
Trust accounting systems
Infrastructure, backup and access control around your trust accounting software, which carries higher stakes than general office accounting and needs its own retention and audit trail.
MLS and listing tools
Workstation and connectivity support for MLS access, listing input tools and e-signature platforms used across the brokerage.
Agent mobile devices and laptops
Policy and, where the brokerage chooses to manage them, device enrollment for agent phones and laptops carrying client financial and identity documents.
Document and e-signature platforms
DocuSign or comparable e-signature tools kept connected, licensed and backed by a records retention approach that matches BCFSA expectations.
Marketing and photo asset storage
Centralized, access-controlled storage for listing photos and marketing assets instead of personal cloud folders with no oversight.
Privacy and compliance
Real estate licensees and brokerages in BC are regulated by the BC Financial Services Authority (BCFSA) under the Real Estate Services Act, which sets recordkeeping and trust accounting expectations specific to the industry. BC PIPA governs how the brokerage collects, uses and discloses client personal and financial information generally, and PIPEDA applies alongside it for activities in the course of commercial activity. Client financial documents, identification and mortgage pre-approval letters handled during a transaction deserve the same protection as the trust funds themselves. This is general information, not legal advice.
Common IT problems we fix for real estate brokerages
- Agent laptop with no encryption. A lost laptop should not become a client data breach. We help brokerages set an encryption standard for agent-owned devices that touch client files.
- Shared back-office login. Multiple staff sharing one login into the brokerage platform means no one can trace who changed a transaction record. We set up individual, auditable accounts.
- Listing photos and documents scattered across personal cloud accounts. We centralize marketing assets and transaction documents into brokerage-controlled, access-managed storage.
- Trust accounting software slowdowns at month end. Often a network or workstation issue rather than the software itself. We diagnose and resolve the actual bottleneck.
- Agent phishing attempts around closings. Fraudulent wire instruction emails targeting real estate transactions are a known pattern. We put email security and verification habits in place to catch them.
- No IT ownership between office staff and agents. A brokerage rarely has anyone whose job is IT, so an agent's unmanaged device or an unpatched office PC goes unnoticed until it causes a problem. We become that function.
How AI can improve your work
- Listing description drafting. AI tools can draft a first pass of a property listing description from agent notes and specs, which the agent then edits and finalizes. Privacy safeguard: Property specs are generally not sensitive, but any client financial detail should stay out of a public AI drafting tool.
- Client communication drafting. Microsoft 365 Copilot can draft routine update emails to buyers and sellers from an agent's notes, reviewed before sending. Privacy safeguard: Draft emails referencing a client's financial position or personal circumstances should be composed inside your Microsoft 365 tenant, not a public tool.
- Transaction checklist summaries. AI can summarize a transaction file into a plain checklist of outstanding conditions for the managing broker to review. Privacy safeguard: Transaction files contain trust and identity information, so summarization needs to run through a tool your brokerage has reviewed for data handling.
- Market comparable drafting. AI-assisted first drafts of comparative market analysis narratives from the agent's own data pull, reviewed before it reaches a client. Privacy safeguard: Use only data your brokerage already has rights to; do not feed client-specific valuations into a public tool.
- Marketing copy for brochures and social posts. AI drafting of listing brochure and social media copy, which an agent or marketing coordinator reviews before publishing. Privacy safeguard: Keep client names and addresses out of any AI tool that is not approved for brokerage use until the listing is public.
How Hexafusion helps
We start with an AI readiness assessment focused on where a brokerage's office staff and agents could use AI tools without exposing client financial or identity information. We set up Copilot and other approved AI tools securely inside your Microsoft 365 tenant, configure data protection so transaction and trust details cannot leak into a public AI model, and train office staff and agents on safe use. For brokerages that want more, we build custom assistants, including our own AI phone assistant for front desk overflow. Any AI build-out beyond basic setup and training is scoped and quoted as its own separate project.
Which plan usually fits
Most small to mid-size brokerages land on Managed, our recommended plan: unlimited remote help desk during business hours (subject to our Fair Use Policy) and onboarding and offboarding support for an agent roster that changes regularly. Brokerages handling significant trust fund volume or wanting a deeper security posture around transaction data often move to Secure, which adds onsite support. Onsite support is included only on our Secure and Enterprise plans; remote-only plans do not include a site visit. After-hours response, a quarterly vCIO review and ongoing testing are Enterprise-only. Servers, including any on-premises server or always-on cloud server you want us to manage, are an add-on and are not included in any plan. See plans for full details.
Frequently Asked Questions
Do you support Lone Wolf or other brokerage back-office platforms?
Yes. We handle the infrastructure, access control and workstation setup around brokerage back-office and transaction management platforms. Application bugs escalate to the vendor.
Can you manage devices for our agents, not just office staff?
Yes, where a brokerage chooses to extend device management to agent-owned phones and laptops that carry client files, we can set that up as part of your plan.
Do you support our trust accounting software?
Yes. We support the infrastructure, backup and access control around trust accounting software, which carries higher stakes than general bookkeeping.
What privacy and regulatory rules apply to our brokerage?
BCFSA regulates real estate licensees and brokerages under the Real Estate Services Act, alongside BC PIPA and PIPEDA for personal information generally. This is general information, not legal advice.
Can you help prevent wire fraud targeting our closings?
We put email security, domain monitoring and staff verification habits in place that make the fraudulent wire instruction pattern much harder to pull off, though no control eliminates the risk entirely.
We are a small brokerage with no IT staff. Is that a problem?
That is exactly who we are built for. Most brokerages have no one whose job is IT, which is why we take that ownership off your plate without you needing to hire for it.
Reviewed by Alex Barari, Founder, former PCI DSS Internal Security Assessor (ISA).
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Alongside real estate brokerages, see real estate IT support and financial services IT support. See the full list on industries we serve.
Hexafusion at a glance. Vancouver-based since 2020 · downtown office at 997 Seymour Street · Dell authorized reseller · Microsoft Solutions Partner · founder is a former PCI DSS Internal Security Assessor · on-site service across 14 Lower Mainland municipalities · flat-rate managed plans with a 60-second initial ticket response and a 15-minute engineer reply during business hours.
Compliance baseline behind every Hexafusion engagement
Real estate brokerage IT support is delivered against a documented baseline aligned to the Canadian Centre for Cyber Security baseline controls and current cyber-insurance underwriting expectations.
- Identity and access: Microsoft Entra ID with Conditional Access, multi-factor authentication (MFA) enforced on every account, compliant-device sign-in.
- Endpoint protection: Endpoint Detection and Response (EDR) on every device, deployed before the user receives the laptop.
- Disk encryption: BitLocker on Windows, FileVault on Mac, with central key escrow.
- Backup and recovery: Managed backups with documented retention and periodic restore tests.
- Privacy aware: Audit logging, role-based access, and a breach-response process kept current with Office of the Privacy Commissioner guidance.
Who you actually work with
Hexafusion is led by founder Alex Barari, a former PCI DSS Internal Security Assessor with 15+ years in enterprise IT and cybersecurity. Every engagement is supported by the same Vancouver-based team that designs the security baseline, reviews the alerts, and shows up on-site when remote troubleshooting reaches its limit.
