Right-to-work verification in Ontario staffing
Right-to-work verification in Ontario staffing
Collection is not verification
Work authorization is a placement gate. Ontario agencies collect documents such as:
- Valid work permit or implied status documentation
- Permanent resident card
- Canadian citizenship proof where applicable
- Open work permit vs employer-restricted permit (role fit)
hivi-x helps collect and track these uploads on a checklist with approve/reject workflow. It does not verify eligibility against IRCC or government databases and does not provide immigration advice.
Screening vs post-offer timing
| Stage | Typical items |
|---|---|
| Initial screen | ID, work authorization proof, résumé |
| Pre-client submission | Current permit, role-relevant certs |
| Post-offer | SIN, TD1, direct deposit |
Asking for SIN too early can raise Human Rights Code and PIPEDA concerns — confirm timing with qualified counsel.
Record-keeping
Keep authorization documents in organized placement files. EPFNA may require seven-year retention for foreign-national recruiter records. hivi-x stores files on Canadian servers with encryption at rest.
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
- When can a staffing agency ask for a SIN in Ontario?
- SIN is generally collected after offer for payroll — not at initial screening. Confirm with HR counsel and PIPEDA guidance.
- Can hivi-x verify work permits against IRCC?
- No. hivi-x collects and tracks work-authorization uploads. Your agency performs eligibility review per your policies and counsel.
- How should expired permits be handled?
- Reject the upload in hivi-x and request a current document. Track expiry dates manually — automated expiry alerts are not in v1.
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
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- Ontario candidate document checklistOperational guide to the documents Ontario recruiters commonly collect before client submission and placement.
- Bill 27 staffing agency licensing recordsWhat Ontario THA/recruiter licensing means for document organization — fee, bond, and record-keeping context.
- 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.
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- DocuSign vs document collection for recruitersSigning tools and document collection solve different problems in recruitment workflows.