Bill 27 staffing agency licensing records
Bill 27 staffing agency licensing records
Licensing snapshot
- Effective: July 1, 2024 — mandatory provincial licence
- Fee: $1,500 for two-year term (as of January 1, 2026)
- Bond: $25,000 surety bond
- Penalties: Tiered ESA fines for repeat offences ($15,000 / $25,000 / $50,000 within three years)
Public licence registry: Ontario THA portal
Why document organization matters now
Licensing shifted expectations from informal email folders to retrievable records. Assignment-employee hour records must be kept at least three years. Foreign-national recruiter records under EPFNA: seven years.
hivi-x is document-collection software — not a compliance certificate. It helps licensed agencies:
- Build reusable checklists for candidate and assignment files
- Collect uploads through the my-id.ca portal
- Approve or reject items before export
- Generate PDF packages for internal records and inspection prep
What hivi-x does not do
- Replace legal counsel or payroll systems
- Automate hour-record payroll
- Guarantee ESA compliance
General operational information for Ontario recruiters and staffing agencies — not employment law, immigration, or HR compliance advice.
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
- What is Bill 27?
- Working for Workers Act, 2021 — requires THA/recruiter licensing in Ontario since July 1, 2024, with ESA enforcement and tiered penalties for repeat offences.
- Does hivi-x verify my licence on the public registry?
- No. Clients verify licences at the Ontario THA public registry. hivi-x organizes your agency and placement documents.
- What records do inspectors commonly request?
- Assignment details, hour records (kept at least three years), safety orientation documentation, and supporting screening files. Confirm current ESA guidance with counsel.
Collect complete candidate screening files without the chase
Hivi-X helps Ontario recruiters and staffing agencies collect screening documents with reusable checklists, the my-id.ca candidate portal, self-hosted AI summaries, and exportable PDF packages — alongside Bullhorn, Greenhouse, or your ATS.
More Recruitment guides
- Email is not document collectionOntario recruiters lose placements chasing résumés, work permits, and consent forms through email threads. A checklist-first workflow keeps candidate files complete.
- Missing documents cost recruiters placementsIncomplete candidate files delay client submissions and weaken placement revenue for Ontario staffing agencies.
- Better candidate document collectionCandidate experience affects placement success. Clear screening checklists help candidates feel guided and make your agency look prepared.
- Stop chasing résumés in emailRésumés buried in inboxes slow Ontario recruitment workflows. Centralize CV collection with checklist tracking.
- ATS vs document collection for staffing agenciesATS platforms manage pipeline; document collection assembles the screening package ATS attachment fields were not designed to track.
- Ontario candidate document checklistOperational guide to the documents Ontario recruiters commonly collect before client submission and placement.
- Right-to-work verification in Ontario staffingWhat Ontario staffing agencies collect for work authorization — and what document collection software can and cannot verify.
- Temp worker compliance documents in OntarioAssignment records, hour documentation, and OHSA safety orientation for Ontario temporary help agencies.
- Pre-employment screening documentsDocuments and consents collected before offer — background checks, references, credentials, and skills tests.
- Background check consent collectionCollect written background-check consent securely for Ontario recruitment — PIPEDA timing and portal uploads.
- Recruitment agency client intakeEmployer-client onboarding documents — service agreements, job descriptions, WSIB, and licence verification.
- Placement document workflowEnd-to-end placement file process — client intake through candidate screen to exportable package.
- New hire document package in OntarioPost-offer paperwork for placed workers — TD1, direct deposit, emergency contact, policy acknowledgments.
- Staffing agency onboarding documentsAgency-level compliance file — THA licence, surety bond, insurance, and internal policies.
- Candidate résumé and CV package workflowStandardize résumé versions, cover letters, and skills summaries in one screening file.
- Client candidate submission workflowAssemble and export screening packages for client review without email attachments.
- Temp staffing onboarding checklistDay-one and assignment-start documents for temporary workers placed in Ontario.
- Co-agent workflow for recruitment teamsLoop coordinators and secondary recruiters into candidate files with scoped access.
- Exportable PDF package for placement filesGenerate checklist PDF reports for placement records, client handoff, and internal archives.
- Canadian-hosted document collection for recruitersPIPEDA-aligned collection on Canadian servers with self-hosted AI — not US-hosted ATS attachments.
- Secure candidate portal for recruitmentCandidates upload screening documents through the encrypted my-id.ca portal.
- Voice notes for recruitment screening callsRecord screening call recaps and attach them to the candidate file.
- AI summaries for candidate filesSelf-hosted AI summaries on voice notes — candidate data not sent to third-party AI.
- Small staffing agency document standardizationBoutique agencies with 1–10 staff benefit from one screening standard across recruiters.
- Coordinator document collection workflowAdmin and coordinator roles — chasing documents without stealing recruiter sourcing time.
- Foreign national recruitment EPFNA recordsEPFNA disclosures and seven-year record retention for foreign-national recruiter files.
- Bill 27 audit-ready placement filesOrganize placement documentation for ESA inspection prep — not a compliance guarantee.
- SharePoint vs checklist candidate trackingWhy folder hierarchies break down at 20+ active candidate files.
- DocuSign vs document collection for recruitersSigning tools and document collection solve different problems in recruitment workflows.