Activating Services

Activating Services

Activating a renter's mailbox service is the final step in the onboarding process. Once identity verification is complete and all required documents have been approved, you can activate their account and begin receiving mail on their behalf. This guide covers the complete activation workflow for both US and Canadian renters, ensuring compliance with all regulatory requirements.

Prerequisites for Activation

Before activating any renter's service, confirm that all prerequisites have been met. Activating a renter without complete verification may put your operation out of compliance with postal regulations.

Verification Requirements

• Identity Verification: Renter's government-issued photo ID has been verified and approved on the platform
• Document Approval: All required documents are in "Approved" status - no pending or rejected documents
• Country-Specific Forms: US renters must have a notarized PS Form 1583 on file; Canadian renters must have a completed Canada Post authorization form
• Secondary ID: Proof of address document verified (utility bill, bank statement, or lease dated within 90 days)

Compliance Confirmation

Review the renter's verification file one final time before activation:

• All document names match across submitted forms
• No expired documents in the file
• PS Form 1583 (US) has been submitted to USPS or is ready for submission within 30 days
• Canada Post authorization form (Canada) is complete and signed

Activation Steps

Follow these steps in order to activate a renter's mailbox service:

Step 1: Assign Mailbox Number

Each renter receives a unique mailbox number at your location. This number becomes part of their mailing address:

• US Renters: Address format uses PMB (Private Mailbox) or # prefix - for example, "123 Main St PMB 456" or "123 Main St #456". The # format requires prior USPS approval for your location.
• Canadian Renters: Address format uses Suite or Unit prefix - for example, "123 Main St Suite 456" or "123 Main St Unit 456".

Ensure the mailbox number is not already assigned to another active renter. The platform will prevent duplicate assignments automatically.

Step 2: Select Service Plan

Choose the appropriate service plan for the renter based on their needs:

• Review available plans and their features (scan allotments, forwarding options, storage duration)
• Discuss the plan options with the renter if they have not already selected one during signup
• Consider recommending a plan based on the renter's expected mail volume and service needs
• For custom plans, configure the specific features and pricing

For detailed information about plan tiers, see Customer Service Levels.

Step 3: Set Up Billing

Configure the renter's billing account:

• Verify the renter's payment method is on file (processed through Stripe)
• Set the billing start date (typically the activation date)
• Configure the billing cycle (monthly)
• Apply any promotional pricing or discounts if applicable

Step 4: Minimum Mailbox Term Disclosure

Before finalizing activation, ensure the renter is aware of the Minimum Mailbox Term. Per the Operator Terms & Conditions Section 5.3, the minimum commitment is six (6) months. This means:

• The renter is committed to paying for at least six months of service
• Early termination may incur charges for the remaining months of the minimum term
• This term applies regardless of the service plan selected

Document that this disclosure was made to the renter, either through the platform's digital acknowledgment or a signed disclosure form.

Step 5: Send Welcome Notification

Once the account is activated, send the welcome notification to the renter:

• The platform automatically generates a welcome email with the renter's new mailing address
• Include instructions on how to use the platform (submitting action requests, checking mail status)
• Provide your location's operating hours and contact information
• Explain the first mail notification process - how they will be notified when their first piece of mail arrives

First Mail Notification Setup

Configure how the renter will be notified when mail arrives at your location:

• Email Notifications: Default notification method for all renters
• SMS Notifications: Optional, can be enabled by the renter in their account settings
• In-Platform Notifications: Always active - renters see mail items in their dashboard

Test the notification system by sending a test notification to the renter during activation. This confirms their contact information is correct and they know what to expect.

Address Format Setup

Ensure the renter's mailing address is correctly formatted in the platform:

US Renter Address Format

The standard format for US renters receiving mail at a CMRA is:

• PMB Format: [Renter Name], [Your Address] PMB [Number], [City], [State] [ZIP]
• # Format: [Renter Name], [Your Address] #[Number], [City], [State] [ZIP] (requires USPS approval)

Canadian Renter Address Format

The standard format for Canadian renters is:

• Suite Format: [Renter Name], [Your Address] Suite [Number], [City], [Province] [Postal Code]
• Unit Format: [Renter Name], [Your Address] Unit [Number], [City], [Province] [Postal Code]

Activation Confirmation

After completing all steps, verify the activation was successful:

• Renter status shows "Active" in your dashboard
• Mailbox number is correctly assigned and visible
• Billing is configured and the first invoice is scheduled
• Welcome notification was delivered successfully
• The renter's mailing address is correctly formatted and live

For more information on the initial account creation process, see Creating Customer Accounts. To learn about available service tiers, visit Customer Service Levels.

For additional support, visit our Help Center or submit a support ticket.