PCS COMPLIANCE HUB
Enter your access PIN to continue
Enter your access PIN to continue
| Client Name | Tag | Phone | File Owner | CL Status | Slot | Money | State | ACK Date | Notes |
|---|
Stalled pre-money files and rejections. Each one is revenue waiting to be recovered.
Every action, every change, every upload. Admin and Manager view only.
Enter your assigned PIN on the login screen. Your PIN was given to you by management. Do not share it. Three access levels exist:
If you don't have a PIN or forgot yours, ask your manager. Do not use someone else's PIN.
Six key numbers at the top: Total Active, Pre-Money (revenue at risk), Post-Money (compliance cleanup), Rejected (immediate action), Stale (no movement in 48+ hours), and Completed. Below that is the Slot Distribution showing how many files are in each of the 24 compliance slots. Click any slot bar to filter the file list to that slot.
Click "SLOT VIEW (TV)" in the top bar or sidebar. This is the wall display. All 24 slots shown as cards with live file counts. Designed for a TV on the office wall. Matches the physical slot wall. Click any slot card to see what that slot means and which files are in it. Light mode and dark mode available via the moon/sun icon in the top bar.
Click the moon/sun icon in the top bar to switch between dark and light themes. Use light mode if the TV display looks better in a bright office, or for printing and screen sharing.
Every client gets a unique tag: the last 4 digits of their SSN plus their birth year (example: 3288-1993). This identifies clients without using full Social Security Numbers. Visible in the file table, edit panel, and search. You can search by client tag.
Click "All Files" in the sidebar. Use the search bar to find a client by name, phone, or client tag. Use dropdown filters to narrow by Slot, File Owner, or Money Status. Click any row to open the Edit Panel.
Click any file row. A panel slides out from the right showing all details. You can change: Slot (where the file lives), File Owner 1 and File Owner 2 (for split deals), Notes, IRS Acknowledged, State Taxes, Hold/WIP Reason, Dead Reason, Cover Sheet status, Sign-Offs, Save a Deal flag, DD Notes/Docs, and Checkout Status. Every change is automatically timestamped and logged to the Audit Log. Click "Save Changes" to save to the server.
File Owner access: You can only edit files where your name appears as File Owner 1 or File Owner 2.
Every step of a file's life is timestamped automatically. When a file is created, when it enters a new slot, when it's edited, when sign-offs happen, when it's checked out and returned, when it's acknowledged by the IRS. The system tracks all of this so there's a complete audit trail. You never have to enter timestamps manually.
Click the green "+ Add Client" button. Fill in: First Name, Last Name, Phone, Last 4 SSN, Birth Year, File Owner 1 (required), and File Owner 2 (optional, for split deals). The system auto-generates the Client Tag. The file automatically enters Slot 01 (Ready for Compliance), which is the toll booth. Compliance routes it from there.
Click "Upload" in the top bar. You have three ways to get data in:
All three methods map CrossLink statuses to compliance slots. After upload, the dashboard updates immediately and data is saved to the server. Upload REPLACES existing data.
Each file shows the client's state. States without income tax (TX, FL, NV, WA, WY, SD, AK, TN, NH) are flagged as "No State Tax Needed." All other states show a warning that state taxes may need to be filed.
Admin and Manager only. Every action is recorded: uploads, edits, slot changes, sign-offs, client additions. Shows who did what, when, and to which file. Searchable.
All data is saved to the server. When you log out and log back in, your data is still there. Every upload and every edit saves automatically.
Click "Refresh" in the top bar to pull the latest data from the server. The system also auto-refreshes every 5 minutes.
Pull the EF Returns Report every morning before 8:30 AM. Filter for Rejections + Paper Returns. Upload it to the hub using Excel, CSV, or paste from Google Sheets. This is how compliance knows what happened overnight. No EF report = no visibility = no compliance.
Pre-Money = PCS hasn't been paid. Revenue at risk. Client could walk. Work these FIRST. Post-Money = PCS got paid. Cleanup, compliance, referrals. Important but different urgency. The dashboard shows both counts. Pre-Money files are color-coded red throughout the hub.
Do NOT work files in date order. A rejected ,000 return from yesterday beats a standard 00 file from last week. Urgency x Value = Priority. Date is a tiebreaker only. Use the Stale Files view and Save a Deal list to find high-priority items.
Dependent claimed by someone else = 24-hour resolution. Contact immediately. Could be identity theft (paper return with IP PIN, still your client) or client filed elsewhere (confirm first). The hub timestamps when the rejection was uploaded so you can track the 24-hour window.
Compliance identifies stalled files and rejections. File owner rescues the deal by contacting the client. At volume, this list could have 200 to 400 entries. Each one is revenue. 1095-A rejections are a big category. Use the "Save a Deal" sidebar view to see all flagged files sorted by days stalled.
Compliance should NEVER call a client with bad news. Route to the relationship owner (File Owner). They have the rapport. Bad news from a stranger = lost client.
Only the Compliance Director transmits returns. File owners prepare. Compliance reviews. Director transmits. The owner's approval signature is the only override.
Every compliance callback is a referral opportunity. Ask: "Know anyone else who needs their taxes done?" Post-money callbacks are the easiest ask.
ALL team members complete compliance training before season starts. Includes all 24 slots, flag system, SOPs, and a mandatory test. No one touches a file until they pass. This Instructions tab is part of that training.
Every file gets a white cover sheet with dual circle sign-off: File Owner sign-off ("I've done my part") + Compliance sign-off ("I've reviewed it"). Every note gets a date. The hub timestamps all notes automatically. The file speaks for itself.
Import from Excel, CSV, or paste from Google Sheets. This REPLACES existing data.
Copy rows from Google Sheets (include the header row), then paste below:
File enters Slot 01 (Ready for Compliance). Compliance routes from there.