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Small staffing agency document standardization

Small staffing agency document standardization

Overview

Boutique agencies with 1–10 staff benefit from one screening standard across recruiters.

When every recruiter uses a different email template, client submission quality varies. One agency-wide screening checklist in hivi-x standardizes intake without enterprise ATS cost.

How Ontario recruiters use hivi-x

  1. Build a checklist — screening, client intake, or assignment file (you create templates; no pre-seeded staffing library in app yet).
  2. Open a candidate or client record — attach the checklist to the file your team manages.
  3. Share and collect — candidates upload via a secure guest link (no account needed) or the my-id.ca portal.
  4. Track gaps — see completed vs outstanding items; approve or reject uploads.
  5. Export — PDF package for placement record, client handoff, or archive.

Honest v1 limits

  • Secure guest link — no account needed (email OTP verification)
  • No automated email reminders for missing items yet
  • No IRCC or government work-authorization verification
  • No AI auto-match of uploads to checklist items (voice-note summaries only)
  • Not an ATS — no job posting or pipeline CRM

Trust

Canadian hosting, AES-256-GCM at rest, TLS in transit, self-hosted AI. Candidate data is not sent to third-party AI providers.

General operational information for Ontario recruiters and staffing agencies — not employment law, immigration, or HR compliance advice.

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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

Is hivi-x built for small agencies?
Yes. Plans from $39 CAD/month with reusable checklists suit solo recruiters and boutique temp agencies.
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.

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.

Small staffing agency document standardization | hivi-x Docs