Send your first guest link
Send your first guest link
The fastest way to know whether hivi-x fits your practice is to watch one real client complete one real checklist. That takes three steps, and it does not require the client to sign up for anything.
New uploads are saved before checks. Warnings appear under the file with Replace file and Send anyway; they never reject the upload. The business sees the same warnings and a note if the client acknowledges them. If checks cannot finish, the file remains saved. Learn more.
Step 1 — Build or clone a checklist
Create a checklist template for a workflow you repeat: a rental application, a borrower file, a matter intake, a client onboarding package.
Two shortcuts:
- Start from the template library and clone something close to your workflow, then edit the items.
- Or build one from the last client file you assembled by hand — the documents you chased are the checklist.
Templates are reusable and unlimited on every business plan. The point of the first one is not to be perfect; it is to be reused on your second client.
Step 2 — Add the client and attach the checklist
Create the client record with the client's name and email address, then attach the checklist you just built. The checklist becomes that client's outstanding-items list, and every upload lands against the item it belongs to.
Step 3 — Share a guest link
From the client's page, share the checklist using a guest link.
What the client receives:
- An email with a link.
- A one-time verification code sent to the same address.
- A simple page listing exactly what you asked for: a question to answer, an upload control or a Sign button on each item.
What the client does not need: an account, a password, an app, or a call with you to explain how it works.
What happens next
- Uploads appear against the checklist item and in the client's file.
- Outstanding items stay visible on the client checklist and your dashboard, so you can see what is still missing.
- You can approve or send an item back if a scan is unreadable or the wrong document arrived.
- When the file is complete, generate a PDF report of the checklist (each item's status, the client's answers and signature records) to keep with your records. The uploaded documents download individually from the client's checklist.
Honest limits worth knowing before you rely on it
- Reminders are automatic. If a client goes quiet, hivi-x emails up to three reminders — a few days after sharing, before the due date, and after it — each naming the items still missing and carrying a fresh secure link (older links stop working). Untick Send automatic reminders in the share dialog to turn them off for a checklist. Beyond that, the dashboard shows who is stuck.
- Full PDF forms are a separate flow. Checklist questions, uploads and E-signature items all work through the guest link. A full form document sent from the client's Documents tab is filled in a free my-id.ca account. See Online client forms.
Rehearse it on yourself first
Before you send a link to a real client, send one to your own email address using a test client record. You will see the exact email, code, and upload page your client sees — which is the fastest way to catch a checklist item whose wording only makes sense to you.
Related
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
- Does my client need a hivi-x or my-id.ca account?
- No. A guest link only needs the client's email address. They receive a one-time code, enter it, and upload. They can create a free my-id.ca account later if they want to keep the documents, but nothing requires it.
- How long does a guest link stay valid?
- 14 days by default, and you can set anywhere from 1 to 60 days when you create it. You can resend, renew, or revoke the link at any time from the client's page — resending issues a fresh link and retires the old one.
- Can a guest link see my other clients?
- No. A guest link is scoped to one client of one business. It cannot reach any other client, checklist, or file in your workspace.
- Can clients answer questions and sign through the guest link?
- Yes. Through the guest link a client can answer checklist questions (checkbox, short text, single or multiple choice), upload files and sign E-signature items. Only full PDF form documents sent from the client's Documents tab still need the client to have a free my-id.ca account.
- Can the client upload from a phone?
- Yes. The guest cabinet works in a mobile browser, so a client can photograph an ID or a pay stub and upload it without installing anything.
Organize client document intake with checklists
hivi-x helps Ontario professionals collect client documents with reusable checklists, secure Canadian hosting, and exportable PDF packages.
More Getting Started guides
- Business trial and billingWhat the 14-day hivi-x business trial includes, whether a credit card is needed, what happens to your data when the trial ends, and how billing works.
- How to request a demoRequest a demo of hivi-x to see how client document collection and one-tap approval work for your business.
- Send a document for e-signatureSend a PDF for electronic signature from a client's file in hivi-x — recipients, signing order, fields, email-code verification, reminders, and the hash-locked result.
- Set up your business accountCreate and configure your hivi-x business account to start collecting client documents.