Placement document workflow

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 the fastest way to assemble a complete placement file?

Reuse screening checklists per role type, track missing items in one dashboard, and export a PDF when all items are approved.

Does hivi-x replace our ATS?

No. hivi-x is a document-collection layer alongside Bullhorn, Greenhouse, or similar tools for pipeline management.

Is this legal or compliance advice?

No. These guides describe operational document workflows. Confirm requirements with qualified counsel and current Ontario law.

More Recruitment guides

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• Better candidate document collectionCandidate experience affects placement success. Clear screening checklists help candidates feel guided and make your agency look prepared.
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• 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.
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• Bill 27 staffing agency licensing recordsWhat Ontario THA/recruiter licensing means for document organization — fee, bond, and record-keeping context.
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• Recruitment agency client intakeEmployer-client onboarding documents — service agreements, job descriptions, WSIB, and licence verification.
• 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.
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• 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.
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• 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.
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