Secure client portal for advisor document uploads
Secure client portal for advisor document uploads
Email is a weak link for KYC
Government ID, tax returns, and source-of-funds documents through Gmail threads are convenient — and hard to defend in a privacy review.
Portal workflow
- Create household record and attach intake checklist
- Share checklist with client
- Client uploads via secure guest link (email OTP) or logs in to my-id.ca per item
- Advisor sees status — todo, submitted, approved, rejected
- Client resubmits after rejection without a new email chain
Secure guest link or portal
When you share a checklist, the default is: "Client can use a secure link — no account needed." Clients verify email with a one-time OTP, then upload per checklist item. They can also log in to my-id.ca — their email must match the client record on your account.
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
- Do clients need an account to upload?
- Clients can use a secure guest link (no account needed; email OTP verification) or sign in to my-id.ca and upload through the authenticated portal after you share the checklist.
- Is the portal encrypted?
- Yes. TLS in transit; AES-256-GCM at rest for sensitive fields on Canadian servers.
- Can clients see other clients files?
- No. Clients see only checklist items shared on their household record.
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.
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- Portfolio manager client file documentation (OSC)What OSC-registered portfolio managers typically keep in client files — KYC, suitability rationale, conflicts, and advice evidence.
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- 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.
- Principal advisor client file oversightHow managing advisors review associate intake quality before planning and exams — standardized checklists and exportable packages.