California’s New bizfile Online Access Rules: What Business Owners Need to Know
Brianni M. Lyons, Attorney, Business
California business owners rely on the California Secretary of State’s office to form companies, maintain public business records, and process important filings. A recent change to the state’s bizfile Online system makes it especially important for business owners to understand who controls their company’s online record.
Effective August 1, 2026, a user must have authorized access to a business’s online record before filing a Statement of Information through bizfile Online. Below, we explain what changed, how to establish access, and how to authorize an attorney, accountant, employee, or other third party to file on your company’s behalf.
What Is the California Secretary of State?
For business owners, the Secretary of State’s office is particularly important because, through its Business Programs Division, it maintains the official records of California corporations, limited liability companies, limited partnerships, and certain other business entities. Businesses use the office to form or register entities, file Statements of Information, update company records, designate agents for service of process, and obtain certified documents or Certificates of Status.
What Is bizfile Online?
bizfile Online is the California Secretary of State’s online business filing and records portal. For many California businesses, bizfile Online is the primary point of contact with the Secretary of State. It allows members of the public and authorized business representatives to search records, submit filings, and order documents electronically.
Depending on the entity and transaction, bizfile Online may be used to:
- Form or register a corporation, LLC, or limited partnership;
- File a Statement of Information;
- Submit amendments and other business-entity filings;
- Reserve a business name;
- Order certified copies or a Certificate of Status;
- Review a company’s filing history;
- Download available business documents; and
- Check important information such as the entity’s status, addresses, agent for service of process, and Statement of Information due date.
bizfile is where a business owner—or an authorized attorney, accountant, employee, or filing service—can keep the company’s public record current.
These records matter. Missing or inaccurate filings may result in penalties and can contribute to the suspension or forfeiture of a business entity. For example, an outdated address can cause the business to miss government correspondence. Incorrect management or agent information can create problems with service of legal papers. A delinquent Statement of Information can lead to penalties and contribute to suspension or forfeiture.
Furthermore, the information maintained by the Secretary of State can affect a company’s ability to open bank accounts, obtain financing, enter contracts, secure licenses, attract investors, and complete a sale. Banks, investors, landlords, licensing agencies, buyers, and other parties may review a company’s Secretary of State record before doing business with it. Inaccurate or overdue filings can interfere with financing, contracts, licensing, business sales, and other important transactions.
For that reason, keeping your Secretary of State record accurate and current is an essential part of operating a California business. Business owners should therefore treat Secretary of State filings as an important part of their compliance calendar—not merely administrative paperwork.
Business owners should periodically review their bizfile Online record, even if another person handles the company’s filings. Reviewing the record can help detect errors, unauthorized filings, and approaching compliance deadlines.
Remember that most information submitted to the Secretary of State becomes part of the public record. Owners should avoid placing Social Security numbers, banking information, or other unnecessary confidential information in a filing.
What Changed on August 1, 2026?
Effective August 1, 2026, the Secretary of State requires web User Access for online Statement of Information filings. The option to file a Statement of Information will appear only for users who have established access to that entity’s online record.
In practical terms, simply locating a company through the public business search is no longer enough to file its Statement of Information online. The person making the filing must first be recognized in bizfile Online as an authorized user for that company.
The Secretary of State explains that User Access helps prevent unauthorized or mistaken filings by allowing the entity to control who may submit online filings on its behalf. It gives a business greater control over who can change its public record. This can help reduce business identity theft, fraudulent submissions, and filings made by former employees or unauthorized service providers. The system also uses multifactor authentication as an additional security measure. Read the official August 1, 2026 User Access notice.
Be cautioned that the new requirement may cause delays if a business waits until its filing deadline to establish access. If no current user has Full Access, the Secretary of State may need to mail a PIN to the entity’s address of record. A business with an outdated address—or one that does not regularly monitor its mail—could have difficulty obtaining access promptly.
Businesses should establish access well before a filing deadline and confirm that the mailing address shown in the public record is accurate.
How Do You Establish User Access?
The basic process is:
- Create or sign in to your account.
Visit bizfile Online and sign in. New users will need to create an account and complete the required security steps.
- Search for the business.
Search using the entity’s legal name or Secretary of State file number.
- Select the correct entity.
Carefully confirm the entity name, number, formation date, and other identifying details.
- Request access.
Select Request Access or Request PIN, depending on what the portal displays.
- Follow the appropriate approval process.
If the entity already has a user with Full Access, the system will send that user an access request.
If the entity does not have an active Full Access user, the system may offer the option to request a PIN. The PIN is mailed to the entity’s address of record. - Enter the PIN if required.
After receiving the letter, sign back into bizfile Online and enter the PIN as instructed. A user who successfully establishes access through the PIN process receives Full Access to the entity’s online record.
- Confirm the entity appears under “My Records.”
Once access has been approved, the business should appear in the user’s account, and the available filing options should become visible.
The Secretary of State provides an Account Setup and User Access Guide and an instructional video titled “How to Establish User Access Control” in its Video Resources Library.
How Do You Authorize an Attorney, Accountant, Employee, or Other Third-Party Filer?
Many California businesses rely on attorneys, accountants, registered-agent services, and other professionals to submit Secretary of State filings on their behalf. Under the new User Access requirements, each third-party filer must use their own bizfile Online account and obtain authorized access to the business’s online record. A business should not give a third-party filer the owner’s username, password, or mailed PIN. Instead, the third party should use a separate bizfile Online account and request access through the portal.
The process generally works as follows:
- The third-party filer creates or signs in to their own bizfile Online account.
- The filer searches for the business and selects Request Access.
- A current Full Access user receives an email notifying them of the request, or correspondence to the entity’s mailing address with a PIN.
- The Full Access user signs in, opens the entity under My Records or My Business Records, and selects Manage User Access.
- The Full Access user reviews the request and grants Basic Access or Full Access, or denies the request.
- Basic Access allows the user to submit online filings for the entity, but the user cannot authorize other people.
- Full Access allows the user to submit filings and manage access for other users. More than one person may hold Full Access.
- The third party receives an email notification notice after access is approved, or the Full Access user should provide the PIN upon receipt.
For most attorneys, accountants, filing services, and employees whose role is limited to preparing or submitting filings, Basic Access may be sufficient. Full Access should generally be limited to owners, officers, managers, or other highly trusted administrators because those users can grant access to additional people.
Businesses should periodically review the authorized-user list and revoke access when an employee leaves, a professional engagement ends, or a service provider no longer needs filing authority.
Practical Steps for California Business Owners
In summary, to avoid filing delays and reduce the risk of unauthorized changes, California businesses should:
- Establish bizfile Online access before the next filing deadline;
- Confirm that the entity’s mailing address is current;
- Maintain at least one reliable Full Access administrator;
- Give outside professionals their own accounts rather than sharing credentials;
- Use Basic Access unless the person needs authority to manage other users;
- Periodically review and update authorized users;
- Monitor the public business record for unexpected filings and outdated information; and
- Keep internal records showing who is responsible for each filing and when it is due.
Need Assistance with a California Business Filing?
The August 2026 update makes access management part of every California business’s compliance responsibilities. Addressing access early can prevent a routine Statement of Information from becoming an urgent—and potentially costly—problem.
Our firm can assist business owners with Secretary of State filings, entity formation, Statements of Information, entity amendments, access-management issues, and related corporate compliance matters. Contact our office at (831) 754-2444 if you need help reviewing your company’s record or determining the appropriate filing.
For direct assistance from the California Secretary of State, contact the Business Programs Division at bizfile@sos.ca.gov or (916) 653-6814.
This article is provided for general informational purposes only and does not constitute legal advice. Reading it does not create an attorney-client relationship. Filing requirements and procedures may change, and businesses should obtain advice concerning their particular circumstances.