For Ontario RCICs

Collect complete immigration client files without chasing clients.

Hivi-X helps Ontario RCICs collect passports, police certificates, employer letters, translations, and IRCC forms through a secure guest link or my-id.ca client portal, with a missing-item dashboard, item-level QC, expiry alerts, and an audit-ready client-file export — alongside your immigration CRM.

Book a 15-min demo Get the free Express Entry checklist

15 minutes · or start free trial

Hosted in CanadaSelf-hosted AI, no third-party AIAES-256-GCM · TLS in transitClients upload via my-id.ca portalBuilt for Ontario RCICs

app.hivi-x.ca / clients

Express Entry — ITA file

APClient · A. Patel

5 missing

17%

Intake checklist · 6 items1/6 received

Passport

Identity document

Received

IELTS results

Language test

Pending

Police certificate

RCMP or foreign

Pending

Employer letter

NOC-aligned reference

Pending

ECA report

WES or designated org

Pending

Proof of funds

Bank letter

Pending

Patel_EE_ClientFile.pdf

6 documents · audit-ready export

What is Hivi-X for RCICs?

Hivi-X is Canadian document-collection software for Ontario RCICs. Organize immigration client intake with reusable checklists, secure Canadian-hosted storage, automatic reminders, and exportable client-file packages — alongside your immigration CRM.

Hivi-X is Canadian document-collection software for Ontario RCICs. Use reusable checklists to request passports, police certificates, employer letters, language tests, translations, and IRCC forms; track what is still missing; get alerts before documents on file expire; and export an audit-ready package for your records. Plans from $39 CAD/month with a free trial. Hosted in Canada with self-hosted AI. It complements your immigration CRM — it does not replace IRCC portal access or trust accounting.

Reusable immigration intake checklists — build once, reuse per client.

Missing-item dashboard with approve/reject on client uploads.

Expiry alerts 90, 30 and 7 days before a document on file runs out.

Hosted in Canada; secure guest link (no account needed) or my-id.ca portal.

5,391

RCICs in Ontario (~45% of national registrants)

Source: CICC 2025 Annual Report

60 days

typical ITA submission window for Express Entry applications

Source: IRCC

6 years

minimum client-file retention after closure under CICC Client File Management Regulation

Source: CICC Client File Management Regulation

54.3%

of RCICs nationally have 0–4 years practice (price-sensitive market)

Source: CICC 2025 Annual Report

The document chase

Chasing documents quietly costs you binds

Every incomplete file is admin time you cannot bill and a quote you cannot place on time.

Functional

Incomplete police certificates, scattered files across email/WhatsApp/Drive, missing employer letters found after ITA, no single status view per client file.

Emotional

Embarrassed asking clients a third time, client thinks you are disorganized, anxiety before CICC complaint, fear of refused application because IRCC does not chase missing docs.

Financial

Admin steals time from billable consults, 60-day ITA windows create overtime crises, paying coordinators for avoidable chase work.

How it works

How do RCICs collect client immigration documents?

Five steps: build a checklist, open a client file, share with client on my-id.ca, track gaps with approve/reject, and export an audit-ready package.

Pick or build a template

Create a reusable checklist for Express Entry, spousal sponsorship, a study permit or any other program, or start from the immigration starter checklist and adapt it.

Open a client file

Attach the checklist to the client record your team manages in Hivi-X.

Share with client

Share the checklist; client receives an email and can upload via a secure guest link (no account needed — they verify email with a one-time code) or sign in to the my-id.ca portal. Your team can also add files as they arrive.

Track the gaps

See completed vs outstanding items; approve or reject each client upload; client can resubmit after rejection.

Export the package

Generate an audit-ready PDF client-file package for CICC records and IRCC submission prep.

Use cases

One tool, every immigration program

From Express Entry ITA rush to CICC client-file compliance.

Primary

Express Entry document collection

CRS profile → ITA → 60-day submission prep. Police certificates, employer letters, language tests, and IRCC forms tracked in one client file.

Family

Spousal / family sponsorship

Relationship proof, police certificates, medicals, and sponsor supporting documents — checklist-driven instead of WhatsApp threads.

Study

Study permit intake

LOA, proof of funds, biometrics, and statement of purpose collected via my-id.ca before IRCC portal filing.

Work

Work permit / LMIA support

Employer letters, job offers, and NOC-aligned duty descriptions tracked with item-level QC.

Compliance

CICC client-file compliance

Structured intake supporting Client File Management Regulation — organized supporting documents for 6-year retention.

Features

Document intake built for RCIC workflows

Checklist-driven collection alongside your immigration CRM — not a replacement for IRCC portal filing.

Reusable checklist templates

Build Express Entry, spousal, study permit, or custom program checklists once; reuse per client.

Share checklist + email notification

Client receives an email when you share; uploads each item via secure guest link (no account needed) or my-id.ca portal.

Missing-item dashboard

Checklist progress, due dates with overdue flags, client submission states (to do / submitted / approved / rejected) and automatic reminder emails that name the items still missing.

Item-level review

Approve or reject client uploads; client can resubmit after rejection. Guest-link uploads also show automatic warnings; clients can replace the file or send anyway.

Automatic reminders

Clients on a guest-link checklist get up to three emails naming what is still missing. Hivi-X does not calculate IRCC deadlines; you set the due date.

Audit-ready PDF export

Generate and download checklist PDF reports for CICC client-file records.

RCIC / team branding

Your firm name on the client experience — professional intake for regulated practice.

Secure Canadian hosting

Data on Canadian servers; AES-256-GCM at rest; TLS in transit.

Co-agent collaboration

Loop in a junior consultant or admin with scoped access on shared client files.

Ontario-specific

Built for how Ontario RCICs actually work

Hivi-X aligns intake checklists to CICC client-file obligations, IRCC document realities, and the 60-day ITA window — alongside your immigration CRM, not instead of it.

CICC Client File Management6-year retentionPolice certificatesEmployment reference lettersCertified translationsIELTS / CELPIP / TEFECA (WES)60-day ITA windowPIPEDA safeguards

General information for Ontario RCICs, not immigration advice. Hivi-X is not a licensed immigration consultant and is not certified by CICC or endorsed by IRCC.

Comparison

Email vs Google Drive vs CRM vs Hivi-X

Hivi-X handles document intake and QC; your CRM handles case management; your accountant handles trust accounts.

Capability	Google Drive	Immigration CRM	Hivi-X
Secure client document portal	shared folder	portal login	my-id.ca
No client account needed		usually	secure link (OTP)
Tracks what's still missing		case status only
Item-level approve/reject/resubmit
Reusable program checklists	manual		(user-built)
Automated missing-doc reminders		some CRMs	up to 3, items named
Audit-ready client-file PDF export
IRCC portal / case deadline tracking
Trust accounting		some
Hosted in Canada / self-hosted AI

Example workflow

After an ITA, a solo RCIC sends the client an Express Entry checklist through a guest link. Missing employer letters are named in the reminder emails, each upload is approved or sent back line by line, and the RCIC can see when the file is complete.

Illustrative example of how the workflow runs, not a customer quote.

CICC & client-file compliance

Structured intake for CICC client files

CICC requires RCICs to maintain agreements, supporting documents, correspondence, billing, drafts, and submitted applications for at least six years after closure. Disorganized intake contributes to conduct complaints — 1,211 new CICC conduct cases in 2024–25.

Hivi-X does not replace your immigration CRM, log WhatsApp messages, or handle trust accounting. It helps your team collect, organize, and export supporting documents for the client file you already must maintain.

Read the CICC client file guide

General information only — not immigration advice. Hivi-X is not a licensed immigration consultant and is not affiliated with or endorsed by CICC or IRCC.

Checklist-driven intake for Express Entry, spousal, study, and work permit files
Timestamped client uploads on the RCIC-controlled record
Expiry alerts before a passport, permit or police certificate on file runs out
Audit-ready PDF client-file export for CICC records
Canadian hosting with encryption and self-hosted AI

Security & trust

Canadian hosting, self-hosted AI

Your clients' immigration documents are highly sensitive. Hivi-X stores them on servers hosted in Canada, encrypts sensitive fields at rest with AES-256-GCM, secures every connection with TLS, and runs AI on infrastructure Hivi-X operates — client data is never sent to OpenAI, Google, Anthropic, or other third-party AI providers.

Hosted in CanadaSelf-hosted AINo third-party AIAES-256-GCM at restTLS in transitConsent-first sharing

Visit the trust page

Pricing

Simple plans, free trial

Less than one hour of coordinator time per month — complements your immigration CRM.

Starter

Solo RCICs

$39CAD/mo

Up to 50 clients
1 GB cloud storage included
10 e-signature requests a month
Unlimited document requests
Reusable intake templates
Email support

Start free trial

Professional

Active RCICs with 20+ files

$59CAD/mo

Unlimited clients
5 GB cloud storage included
50 e-signature requests a month
Audit-ready PDF export
Branded client portal, emails and custom domain
Email support

Start free trial

Enterprise

Small immigration firms

$99CAD/mo

Unlimited clients
10 GB cloud storage included
Unlimited e-signatures
Branded client portal, emails and custom domain
Email support

Start free trial

Prices are per person: each teammate is one more seat at the same price. See the full breakdown on the pricing page.

FAQ

RCIC questions, answered

Commonly identity documents, language test results, an Educational Credential Assessment (if applicable), police certificates, employment reference letters, proof of funds, digital photos, medical exam (when required), certified translations, and completed IRCC forms — exact items vary by program and profile. Hivi-X provides reusable checklists so RCICs track each item instead of scrolling email threads. Verify requirements against current IRCC guidance.

Avoid unencrypted email for passports and police certificates. Hivi-X provides an encrypted, Canadian-hosted client portal on my-id.ca with checklist tracking so documents stay in one RCIC-controlled file with item-level review.

Yes. Immigration CRMs track cases, deadlines, and IRCC correspondence. Hivi-X is a document-collection layer — reusable checklists, client uploads, missing-item tracking, and file QC before submission. Most RCICs use both.

No. RCICs still file in the IRCC representative portal. Hivi-X prepares the document package and helps your team track completeness — it does not integrate with IRCC systems or e-file applications.

No account is required. When you share a checklist, Hivi-X emails a secure link. Clients can upload via a secure guest link — they verify email with a one-time code and access a branded temporary cabinet — or sign in to the free my-id.ca portal. The upload experience is mobile-friendly from any phone.

Hivi-X helps organize supporting documents and intake records in one encrypted Canadian-hosted location. It does not replace your obligation to log all communications, maintain trust accounts, or meet every Client File Management Regulation requirement on its own.

On servers hosted in Canada. AI processing uses infrastructure Hivi-X operates — client data is not sent to OpenAI, Google, Anthropic, or other third-party AI providers. Sensitive fields use AES-256-GCM at rest; traffic uses TLS.

No. Clients upload via a secure guest link or the my-id.ca portal; you still log WhatsApp and SMS separately for CICC communication records, and keep consultation notes in your own records.

Yes. Hivi-X works in the browser on desktop and mobile. Clients open upload links on their phones after logging into my-id.ca. Your team can review and approve from any device.

$39 CAD/month (Starter), $59/month (Professional), or $99/month (Enterprise). All plans include a free trial, reusable templates, Canadian hosting, and self-hosted AI. Less than one hour of coordinator time per month.

Skip it for true one-document retainers, shops whose CRM already runs complete intake with QC, or IRB-only practices that do not chase application packs. Hivi-X is the document intake and QC layer beside your CRM — not IRCC filing, not trust accounting, and not mandatory for every file. See /docs/immigration/when-not-to-use-hivi-x-rcic-practices.

Book a demo

Book a 15-minute demo

Bring one messy client file — we'll turn it into a reusable Hivi-X checklist live.

See an Express Entry checklist built end-to-end

Watch missing-item tracking on client uploads

Export an audit-ready client-file PDF

Complete files. Fewer chase emails.

Organize Ontario RCIC intake alongside your immigration CRM.

Book a demo Get the checklist

General information only. Not immigration advice. Hivi-X is document-collection software — not a licensed immigration consultant. Not affiliated with or endorsed by CICC or IRCC. Checklists are operational tools for RCICs; verify all requirements against current IRCC guidance and each client's profile.