RCIC client onboarding and retainer document package

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

When must an RCIC open a client file?

CICC's Client File Management Regulation requires a file when the retainer is signed. Do not wait for the first IRCC portal login.

What belongs in an onboarding package versus a program package?

Onboarding: agreement, ID, IMM 5476, fee/billing basics, consultation notes. Program: police certificates, ECA, employer letters. Two templates, one client.

Can the client sign the retainer in DocuSign and still use Hivi-X?

Yes. Upload the signed PDF onto the retainer checklist line. You can also send the retainer from Hivi-X's built-in e-signature, so signing and supporting documents live in one client file. See DocuSign vs collection in this folder.

Does Hivi-X replace a trust account?

No. Client-account / trust compliance stays in accounting software. Hivi-X can store a PDF invoice or receipt you upload; it does not reconcile funds.

How do I document the initial consultation?

Write the consultation notes in your communication log. You also log other channels (email, WhatsApp) separately; Hivi-X keeps the documents and their review history.

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