Secure client portal for insurance document uploads
Secure client portal for insurance document uploads
Email attachments are a weak link
Ontario brokers ask clients for some of the most sensitive documents in personal finance: driver's licences, abstracts, prior policy dec pages, and signed applications.
Email is convenient — and risky:
- Attachments travel without end-to-end encryption in most workflows
- Threads forward to wrong recipients
- Files download to personal phones and laptops uncontrolled
- Nobody tracks whether the right document arrived in readable form
PIPEDA expects appropriate safeguards for personal information. Unencrypted email alone is a hard story to tell a Principal Broker or privacy reviewer.
What the Hivi-X client portal provides
Hivi-X shares checklists with clients through the my-id.ca portal:
- Broker creates a client record and attaches an intake checklist
- Client receives access to their checklist items
- Client uploads via secure guest link (email OTP) or logs in to my-id.ca per item
- Broker sees submission status — todo, submitted, approved, rejected
- Client can resubmit after rejection with broker feedback
Documents stay on the broker-controlled client record — scoped to that policyholder, not a generic Dropbox link.
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 brokerage account. Portal login confirms identity and keeps access tied to the correct client record.
Approve, reject, and request corrections
The portal is not a blind drop box. Producers and CSRs can:
- Approve a submission when the document is acceptable
- Reject with a reason when the photo is unreadable or the wrong file was sent
- Request corrections on metadata documents through the correction-request flow
Item-level review improves quality before documents reach your BMS folder — fewer "can you resend this?" loops.
What clients experience
Instead of a vague "send me your documents" email, clients see:
- A clear list of what is required
- Which items are complete and which are outstanding
- Direct upload per item from phone or desktop
That clarity supports the client experience article in this guide series — professional intake that matches the quality of your advice.
Portal vs BMS client portals
Some BMS products offer client-facing features. Hivi-X is a checklist-centric intake layer that works before BMS upload:
- Reusable Ontario templates (auto, renewal, commercial, FNOL)
- Missing-item tracking across producers
- Exportable PDF package for Epic/SIG/Power Broker folders
It does not replace BMS policy portals or insurer self-service sites.
Start a free trial and share your first checklist with a client through the portal.
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 documents?
- Clients can use a secure guest link (no account needed; email OTP verification) or upload through the my-id.ca portal. For portal access, their email must match the client record your brokerage created.
- Is the client portal encrypted?
- Yes. Traffic uses TLS. Sensitive fields use AES-256-GCM at rest on Canadian servers. See the Hivi-X trust page for details.
- Can clients see items the broker has not requested?
- Clients see the checklist items your brokerage shared with them on that client record — not your entire BMS or other clients' files.
Organize broker client files without the email chase
Hivi-X helps Ontario insurance brokers collect application documents with reusable checklists, a Canadian-hosted client portal, self-hosted AI summaries, and exportable PDF packages for Applied, Epic, SIG, or your BMS. Hivi-X is document-collection software — it does not replace your BMS or guarantee RIBO compliance.
More Insurance guides
- Email is not document collection for insurance brokersOntario insurance brokers lose time collecting application documents through email, text, and carrier portals. A checklist-first workflow keeps client files complete before quote or bind.
- Missing documents cost brokers binds and renewalsHow missing documents create delays, repeated follow-ups, and weaker client experience for Ontario insurance brokers.
- Better client document collection for insurance brokersClient experience is a competitive advantage for Ontario insurance brokers. Clear document collection helps policyholders feel guided and keeps client files defensible.
- Stop chasing dec pages in emailPrior policy declaration pages scatter across email threads and carrier portals. Ontario brokers need a single client file that tracks dec pages alongside the rest of the intake package.
- Why a BMS alone does not fix the document chaseApplied Epic, Vertafore SIG, and Power Broker handle policy admin — but pre-bind client intake often still lives in email. Hivi-X fills that gap without replacing your BMS.
- Ontario personal auto new business document checklistA practical document checklist for Ontario insurance brokers collecting personal auto new business — ID, dec page, abstract, application, TAC quote log, and disclosure records.
- Auto insurance renewal document workflowHow Ontario insurance brokers organize renewal documents — updated dec pages, change requests, disclosure records, and bind-ready packages.
- Driver abstract collection for Ontario auto applicationsHow Ontario insurance brokers collect driver's abstracts and motor vehicle records as part of personal auto intake — and track them on the client file.
- High-risk auto documentation checklistOntario brokers writing high-risk auto need extra intake discipline — abstracts, loss history, payment records, and defensible advice notes on the client file.
- Home insurance application documents for Ontario brokersWhat Ontario insurance brokers typically collect for home insurance applications — property details, prior policy, photos, and signed forms — tracked on one client file.
- Take-All-Comers quote log documentationHow Ontario auto brokers document Take-All-Comers quote records — premium, market, and broker comments — in defensible client files.
- CISRO and RIBO Fact Sheet distribution recordsHow Ontario insurance brokers document delivery of CISRO Principles and the RIBO Fact Sheet in client files since September 2022.
- Documenting quote-only interactions in client filesOntario insurance brokers must keep records for quotes that do not bind — including disclosures, needs analysis, and advice notes.
- How to prepare for a RIBO spot checkPractical steps Ontario Principal Brokers and producers can take to prepare client files for RIBO spot checks — disclosures, TAC logs, and organized intake.
- Ontario insurance broker record retentionHow long RIBO members must keep client records under O. Reg. 991, what records count, and how to store electronic files you can produce on demand.
- RIBO mandatory disclosures at time of quoteRIBO-002 requires mandatory disclosures no later than quote. What must be in the client file and how Ontario brokers document delivery.
- RIBO client file checklist for Ontario brokersWhat RIBO spot checks look for in client files — disclosures, suitability docs, TAC quote logs — and a practical checklist for defensible intake.
- RIBO Responsible AI guidance for Ontario brokersHow RIBO's May 2025 Responsible AI guidance applies to Ontario insurance brokers — and how self-hosted AI supports vendor-vetting requirements.
- FNOL claims intake document workflowHow Ontario insurance brokers organize first notice of loss documents — photos, police reports, proof of loss, and correspondence — on the client file.
- Voice notes for insurance advice documentationHow Ontario insurance brokers use voice notes and self-hosted AI summaries to document advice and call recaps on client files.
- AI summaries for insurance client filesHow Ontario insurance brokers use self-hosted AI summaries on client checklists to understand file status without reading every attachment.
- Co-agent workflow for insurance CSRs and producersHow Ontario brokerages use Hivi-X co-agent access so CSRs and secondary producers can complete intake on a shared client file.
- Exportable PDF packages for BMS uploadHow Ontario insurance brokers export organized checklist PDF reports from Hivi-X into Applied Epic, Vertafore SIG, or Power Broker client folders.
- Canadian-hosted document collection for insurance brokersWhy Ontario insurance brokers choose Canadian-hosted document collection — PIPEDA alignment, RIBO AI vetting, and client trust.
- Principal Broker client file oversightHow Ontario Principal Brokers standardize intake, sample file completeness, and prepare for RIBO spot checks across producers.
- Document standardization for small insurance brokeragesHow small Ontario brokerages with a handful of producers standardize client intake without enterprise BMS projects.
- CSR document collection workflow for insurance brokeragesA practical document collection workflow for Ontario insurance CSRs — checklist handoffs, portal follow-up, and BMS-ready packages.
- Commercial insurance submission document checklistThe documents Ontario brokers typically need for commercial insurance submissions — loss runs, SOV, financials, schedules — tracked before MGA review.
- How brokers collect loss runs for commercial submissionsLoss runs expire, arrive late, and scatter across email. Ontario commercial brokers need a tracked workflow for five-year loss history before MGA submission.
- SABS 2026 reforms documentation for Ontario brokersWhat Ontario auto brokers should prepare before July 2026 SABS reforms — consultation records, optional benefits advice, and defensible client files.
- DocuSign is not document collection for insurance brokersWhy e-signature tools and document collection tools solve different problems for Ontario insurance brokers.