Principal advisor client file oversight
Principal advisor client file oversight
The principal's question
"Is this household file actually ready — or did we just stop emailing?"
Without item-level tracking, principals discover gaps during plan review or worse, during an exam.
Standardize before you scale
- Publish firm-standard KYC and planning checklists in Hivi-X
- Require associate intake to reach zero critical missing items before principal planning time
- Principal performs final approve/reject on ID, questionnaires, and SOF items
- Export package for CRM and compliance archive
Oversight without micromanaging email
The missing-item dashboard replaces "forward me what you have" threads.
Hivi-X helps organize documentation for review — not certify regulatory compliance.
Book a demo with one messy household intake.
Answers are general operational information only — not legal, tax, regulatory, clinical, privacy, immigration, or professional advice. Requirements vary by matter, client, and regulator.
Frequently asked questions
- Can principals see all associate client files?
- On a shared business account, principals and co-agents access household records per your account configuration. Enterprise supports multi-advisor workflows.
- Does Hivi-X replace compliance sign-off?
- No. Hivi-X organizes intake. Suitability and compliance approval remain with designated principals and compliance officers.
- What helps exam readiness?
- Timestamped uploads, advisor approve/reject actions, voice summaries, and exportable packages that show what was collected and reviewed.
Organize KYC intake documents without the email chase
Hivi-X helps Ontario financial planners and portfolio managers collect KYC documents with reusable checklists, a secure guest link (no account needed) or my-id.ca portal, self-hosted AI summaries, and exportable PDF packages for Wealthbox, Redtail, or your client file.
More Financial Planning guides
- Email is not document collection for financial advisorsOntario financial planners and portfolio managers lose time collecting KYC and planning documents through email. A checklist-first workflow keeps household files complete before planning or account opening.
- Missing documents cost advisors planning timeIncomplete KYC and planning intake files slow Ontario household onboarding. Checklist tracking shows what is still outstanding before the first planning meeting.
- Better client document collection for financial advisorsA practical checklist-first approach for Ontario advisors collecting KYC, tax, insurance, and estate documents before planning or custodian onboarding.
- Stop chasing tax returns through emailT1 generals and Notices of Assessment are core planning-file documents Ontario advisors still collect through email. A checklist portal keeps tax intake organized.
- Why a CRM alone does not fix the document chaseWealthbox, Redtail, and Salesforce handle contacts and tasks — but pre-planning client intake often still lives in email. Hivi-X fills that gap without replacing your CRM.
- Ontario KYC and financial planning intake checklistOperational checklist of common KYC, planning, and pre-custodian documents Ontario advisors collect — ID, tax, insurance, estate, and AML items.
- Financial planning client onboarding documentsWhat Ontario advisors collect during planning client onboarding — planning file vs custodian file, and a five-step intake workflow.
- Investment account opening documents (pre-custodian)Documents Ontario portfolio managers assemble before custodian onboarding — ID, banking, beneficiaries, entity records, and source of funds.
- Wealth management client intake workflowHow 50–120 household Ontario boutiques standardize intake between principal advisor and operations associate roles.
- RESP and RRSP planning documentsPlanning-file documents for RESP and RRSP engagements beyond custodian account forms — beneficiary proof, contribution room, prior statements.
- Insurance needs analysis supporting documentsDocuments holistic CFP practices collect for life, disability, and critical illness needs analysis — policies, group coverage, income replacement evidence.
- AML source of funds documentation for advisorsWhen Ontario advisors collect source-of-funds and source-of-wealth documents — and how Hivi-X collects files without AML database verification.
- Portfolio manager client file documentation (OSC)What OSC-registered portfolio managers typically keep in client files — KYC, suitability rationale, conflicts, and advice evidence.
- Staff Notice 31-368 meaningful KYC updatesDocumenting meaningful interaction evidence for KYC updates under Joint CSA/CIRO Staff Notice 31-368 — not checkbox-only CRM fields.
- Small portfolio manager document workflowDocument workflow for Ontario OSC PM boutiques — 2–8 staff, email chase pain, and checklist standardization before exams.
- Solo advisor document workflowHow solo Ontario financial planners manage KYC and planning intake without an operations team — checklist templates and portal uploads.
- Custodian portal vs planning fileWhy custodian onboarding does not replace the holistic financial planning file Ontario advisors must maintain.
- Wealthbox vs document collection for advisorsWealthbox excels at CRM — Hivi-X fills checklist-driven intake for tax returns, estate docs, and KYC evidence.
- Government ID verification for KYC intakeCollecting and reviewing government-issued photo ID for Ontario KYC — checklist workflow without automated identity database verification.
- Trusted Contact Person documentationCollecting Trusted Contact Person forms and related KYC documentation for Ontario advisory client files.
- Entity and trust beneficial ownership documentsCollecting formation documents and beneficial ownership registers for corporate and trust clients — checklist intake without AML database screening.
- Referral arrangement documentationCollecting referral arrangement disclosures and supporting records for Ontario advisory client files — OSC exam focus area.
- Risk tolerance and capacity documentationDocumenting risk tolerance and risk capacity separately for KYC — questionnaires, evidence, and checklist organization.
- Voice notes for KYC update documentationRecording discovery and review call notes with self-hosted AI summaries tied to checklist lines — supporting meaningful KYC interaction evidence.
- AI summaries for financial planning client filesSelf-hosted AI summaries of voice notes on household files — no third-party AI, Canadian hosting, checklist context.
- Co-agent workflow for planning teamsHow associate planners and operations leads collaborate on household intake with scoped co-agent access in Hivi-X.
- Exportable PDF package for CRM uploadExport organized household intake packages from Hivi-X into Wealthbox, Redtail, or Salesforce client folders.
- Canadian-hosted document collection for advisorsPIPEDA-aligned posture for Ontario advisor client files — Canadian servers, AES-256-GCM at rest, TLS, self-hosted AI.
- Secure client portal for advisor document uploadsHow Ontario advisors collect KYC and planning documents through the encrypted my-id.ca client portal instead of email.