Secure candidate portal for recruitment

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 candidates need an account to upload?

Candidates can use a secure guest link (no account needed; email OTP verification) or the my-id.ca portal with a free account.

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

• 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.
• 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.
• 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.