Industry IT · Vancouver, BC

Real Estate IT Support Vancouver | Paragon, Lone Wolf, Brokerage IT

Real estate brokerages in Vancouver run on a schedule set by buyers, sellers, and competing offers. Paragon MLS has to load. Lone Wolf backOffice has to reconcile. DocuSign envelopes must not bounce at five minutes before an offer expiry. An agent on an open-house Saturday needs the brokerage stack on their tablet, not a VPN configuration page. Hexafusion supports Lower Mainland brokerages and solo licensees with cloud-first, mobile-ready IT, 15-minute ticket response, and engineers who know what BCFSA expects a brokerage to keep on file.

Real estate software we support

Brokerage infrastructure and mobile workforce

• Cloud-first by default. Microsoft 365 or Google Workspace as the spine. Brokerage file share and DMS in Canadian regions where possible.
• Mobile devices. iPad, Surface, and Dell Latitude for admin. Procured as a Dell authorized partner for the hardware that needs it.
• Mobile device management. Intune or equivalent, with remote wipe, compliant device policies, and app-level protection.
• Conditional access. Block legacy authentication, require compliant devices, and apply risk-based sign-in controls.
• Brokerage versus solo setups. We scale from a single licensee on one cloud tenant to a multi-office brokerage with dozens of agents, admin, and accounting users.
• Open-house and off-site readiness. LTE-capable tablets and mobile hotspots for agents working away from a fixed office.

Privacy, compliance, and records retention

Real estate brokerages in BC operate under BCFSA (BC Financial Services Authority) oversight, the Real Estate Services Act and Rules, the Land Owner Transparency Act for beneficial-ownership reporting, and federal PIPEDA (with BC PIPA applying to provincial-jurisdiction activities). Trust accounting, client identification, and transaction records must be retained for specified periods and produced on demand through BCFSA audits and investigations. We implement the retention, secure storage, access logging, and retrieval workflows that satisfy those obligations.

• Encryption at rest and in transit. Full-disk encryption on laptops and admin workstations. TLS on all brokerage platforms.
• Access logging. Who accessed which transaction file, when, from which device. Retained per brokerage policy.
• Role-based access. Broker, managing broker, admin, accounting, and agent roles separated.
• Retention. Transaction records, client identification evidence, and trust accounting data retained per BCFSA rules and brokerage policy.
• Secure disposal. Certificates of destruction for end-of-life drives and mobile devices.
• Reference. BCFSA guidance at bcfsa.ca. Office of the Privacy Commissioner at priv.gc.ca.

Workflow-respecting support

Real estate does not have a five-day week. We schedule around it:

• Weekend and evening support during active listing and closing cycles.
• Offer-night-aware change control. No unplanned changes on the brokerage DMS during peak transaction hours.
• Open-house Saturday readiness: agent-tablet checks on Friday afternoon.
• Seasonal surge preparation for spring and fall market cycles.
• Before-and-after snapshots of configuration changes so rollback is a minutes-long operation.

SLA commitments for Vancouver-area brokerages

Offer deadlines do not wait. Our commitments:

• Initial ticket response within 15 minutes.
• Emergency on-site Vancouver downtown within 1 hour.
• Emergency on-site Burnaby, Richmond, North Vancouver within 1 hour 30 minutes.
• Emergency on-site West Vancouver, New Westminster within 1 hour 45 minutes.
• Emergency on-site Coquitlam, Port Coquitlam, Port Moody, Delta within 2 hours.
• Emergency on-site Surrey, Langley, White Rock, Maple Ridge within 2 hours 30 minutes.
• Same-day resolution on Professional and Enterprise plans where Hexafusion manages the network, barring force majeure.
• Remote support immediate during the response window.

Why Vancouver brokerages choose Hexafusion

Founded in 2020 by Alex Barari, a former PCI DSS Internal Security Assessor, Hexafusion was built to deliver enterprise-grade IT and cybersecurity to regulated small and mid-sized practices. Brokerages sit in exactly that zone. BCFSA oversight, client trust, high-value transactions, and a highly mobile agent base combine to create an IT environment that needs to be cloud-first and tightly governed. Our engineers are Microsoft, Cisco, and CompTIA certified, we procure hardware as a Dell authorized partner, and we are based at 250-997 Seymour St in downtown Vancouver.

We work alongside your brokerage software vendors rather than around them. Paragon MLS access questions route to REBGV. Lone Wolf application defects route to Lone Wolf. Our lane is the IT around those platforms: Microsoft 365 tenant, identity, conditional access, device management, document management, backup, and secure client exchange. That split keeps response times fast and accountability clean.

We serve BC businesses of every size, from an independent licensee through to multi-office brokerages with dozens of agents and admin staff. The control baseline does not change with size. Only the scope and the breadth of the engagement do.

Common brokerage issues we fix

• Paragon or Matrix authentication failures. Browser, time, or MFA configuration. Resolved at source.
• DocuSign or Dotloop envelope bounces. Email authentication, DNS, or routing. Fixed with SPF, DKIM, and DMARC alignment.
• Lone Wolf trust accounting access. Role separation, MFA, and controlled access.
• Lost or stolen tablet. Remote wipe, conditional-access revocation, and rapid replacement from Dell inventory.
• Wire-fraud phishing around closings. Quarterly phishing simulation and payer verification processes.
• Email deliverability. SPF, DKIM, DMARC, and BIMI where appropriate.
• Marketing CRM drift. Bounces, unsubscribe handling, and integration hygiene.
• Brokerage tenant migration. Controlled cutovers between Microsoft 365 tenants during brokerage merger, split, or rebrand.

Frequently Asked Questions

Brokerage onboarding and offboarding

Agents join and leave brokerages more often than staff join and leave most other professional services firms. That makes onboarding and offboarding the single largest operational IT risk a brokerage carries. We build repeatable onboarding runbooks so a new agent joins with a correct tenant account, MFA, mobile device enrolment, transaction-management access, and email signature inside their first day. We build equally repeatable offboarding runbooks so a departing agent's access is revoked across every platform, devices are wiped or returned, mail is forwarded per brokerage policy, and client data does not walk out the door. Every on and off event is logged.

Cyber insurance and BCFSA audit readiness

Cyber insurers and BCFSA practice reviewers both expect brokerages to produce evidence of MFA coverage, backup immutability, data residency, privileged access separation, EDR deployment, and incident-response documentation. Where those controls are missing or the evidence cannot be produced, the outcome is either a premium increase, a coverage exclusion, or a finding on the file. We operate the environment to those standards and maintain the evidence as a normal output of the engagement: backup test-restore logs, authentication audit exports, access reviews, and tabletop notes packaged for renewal or audit without a last-minute scramble.

Related services

Real estate engagements usually include pieces from Managed IT Vancouver, Cybersecurity Vancouver, Cloud Services Vancouver, Backup & Disaster Recovery, and IT Supplier Vancouver.

Nearby industries we also support

Alongside brokerages we support law firms handling conveyancing, financial services including mortgage brokers, and accounting firms.

Reviewed by Alex Barari, Founder, former PCI DSS Internal Security Assessor (ISA).