Co-agent workflow for RCIC teams
Co-agent workflow for RCIC teams
Solo RCIC, document coordinator reality
Many Ontario firms are RCIC + admin, or RCIC + junior consultant. The RCIC handles strategy and portal filing; the coordinator chases documents.
Without shared access, coordinators forward email and the RCIC discovers gaps at submission.
What co-agent access solves
Invite one secondary user per client record. They can:
- View checklist and submission status
- Upload documents received offline
- Approve or reject portal submissions
- Add voice notes (Professional plan)
Access is scoped to invited clients — not the principal's entire practice.
ITA season workload split
During Express Entry rushes, co-agents can own police certificate and employer letter follow-up while the RCIC handles portal strategy — same missing-item dashboard, no duplicate client emails.
Start a free trial
Start a free trial or download the free Express Entry checklist PDF.
General information only. Not immigration advice. Hivi-X is document-collection software — not a licensed immigration consultant. Not affiliated with or endorsed by CICC or IRCC. Verify all requirements against current IRCC guidance and each client's profile.
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
- How many co-agents per client file?
- One secondary user per client record in the current product. Scoped to that client's files and checklists.
- Can a co-agent approve client uploads?
- Yes, with access to the client record. RCICs and co-agents can approve or reject checklist submissions per firm workflow.
- Does co-agent replace CRM multi-user licensing?
- No. Co-agent is scoped document-collection access — not full immigration CRM RBAC.
Collect complete immigration client files without the chase
Hivi-X helps Ontario RCICs collect passports, police certificates, employer letters, and IRCC forms with reusable checklists, the my-id.ca client portal, self-hosted AI summaries, and exportable PDF packages for your client file archive — alongside your immigration CRM.
More Immigration guides
- Email is not document collection for RCICsOntario RCICs lose time collecting immigration documents through email, WhatsApp, and shared folders. A checklist-first workflow keeps client files complete before ITA deadlines.
- Missing documents cost RCICs ITA deadlines and client trustIncomplete immigration files during the Express Entry ITA window create refusal risk, rework, and CICC complaint exposure for Ontario RCICs.
- Better client document collection for Ontario RCICsA practical checklist-first intake model for immigration consultants — from retainer signing through exportable PDF checklist report.
- Stop chasing police certificates in emailPolice certificate collection is a top RCIC bottleneck. Structured checklist intake reduces ITA-period delays for Ontario practices.
- Immigration CRM vs document collection for RCICsWhen Ontario RCICs need a case management CRM, when they need a document-collection layer, and why most firms use both.
- Express Entry document checklist for Ontario RCICsOperational checklist of documents RCICs typically collect for Express Entry clients — verify against current IRCC guidance.
- Express Entry ITA: 60-day document rush workflowWhen a client gets an ITA, RCICs have 60 days to submit a complete application. A practical document-rush workflow with checklists and missing-item tracking.
- Pre-ITA readiness checklist for Express Entry clientsHow Ontario RCICs front-load documents before an Invitation to Apply to avoid 60-day fire drills.
- Employment reference letter collection for RCICsNOC-aligned employer letters are a chronic Express Entry bottleneck. Checklist intake and item-level QC reduce IRCC refusal risk.
- Police certificate collection for Ontario RCICsResidence history rules, country-specific processing, and checklist QC for police certificates in immigration client files.
- Language test documentation for Express Entry clientsIELTS, CELPIP, and TEF result collection — validity rules and checklist intake for Ontario RCICs.
- Educational Credential Assessment intake workflowECA collection and checklist QC for Express Entry and skilled worker programs — WES and other designated organizations.
- Spousal sponsorship document package for RCICsChecklist-driven intake for inland and overseas spousal sponsorship — relationship evidence, identity, and IRCC forms.
- Study permit document checklist for Ontario RCICsLOA, financial proof, identity, and program-specific documents for study permit client files in Ontario practices.
- Work permit document intake workflow for RCICsLMIA-supported and LMIA-exempt work permit document packages — employer letters, job offers, and identity documents.
- Certified translation collection for immigration filesTranslation pairs, translator certification, and checklist QC for non-English/French documents in RCIC client files.
- CICC client file management: what RCICs must keepWhat the CICC Client File Management Regulation requires RCICs to retain — and how structured document intake supports defensible files.
- RCIC communication log documentationCICC communication recording obligations — what to log, what Hivi-X supports, and what stays outside the platform.
- Ontario RCIC client file retentionSix-year retention, active vs closed files, and electronic storage considerations for Ontario immigration practices.
- RCIC client portal vs email for document collectionWhy email and WhatsApp break down for immigration document collection — and what the my-id.ca portal provides.
- Responsible AI for RCIC consultation notesSelf-hosted AI summaries on immigration client files — no third-party AI providers, Canadian hosting context.
- Voice notes for immigration consultation documentationRecord consultation recaps on RCIC client files — faster file notes that support CICC communication obligations.
- AI summaries for immigration client filesHow self-hosted AI summaries on voice notes help RCICs document consultations without third-party AI risk.
- Exportable PDF package for CICC client recordsOrganized checklist PDF export for RCIC client files — intake documentation before and after IRCC submission.
- Canadian-hosted document collection for RCICsWhy Canadian hosting matters for immigration client files — PIPEDA, CICC confidentiality, and US-hosted tool risk.
- Secure client portal for immigration documentsSecure guest link or my-id.ca portal upload flow for immigration clients — checklist sharing and mobile-friendly intake.
- Small RCIC firm document standardizationHow 1–5 person Ontario immigration firms standardize intake across consultants and programs.
- Principal RCIC client file oversightHow managing partners review intake completeness across consultants without opening every inbox.
- DocuSign vs document collection for RCICsE-signatures vs structured immigration document intake — different tools for different steps in the RCIC workflow.