hivi-x
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For Ontario property management firms

Build landlord-ready tenant screening files without the email chase.

Hivi-X helps Ontario property managers collect rental applications, income proof, references, lease documents, and move-in/move-out records through reusable checklists and the my-id.ca client portal — with missing-item tracking, approve/reject on uploads, and an exportable package for each landlord client.

Book a 15-minute demoGet the free Ontario tenant checklist

Built for 20–200 units · or start free trial

Hosted in CanadaSelf-hosted AIAES-256-GCM at rest · TLS in transit14-day free trialWorks alongside Buildium or email
app.hivi-x.ca / tenant screening
Unit 4B — tenant screening
JLLandlord client · Oakridge Holdings
5 missing
17%
Screening checklist · 6 items1/6 received
Rental application
Signed application form
Approved
Government photo ID
Each applicant
Pending
Proof of income
Pay stubs · employment letter
Pending
Landlord references
Current + previous
Pending
Credit-check consent
Signed consent
Pending
Guarantor pack
If required
Pending
Income verification pending
Export PDF for landlord
4B_Screening_Oakridge.pdf
6 documents · landlord-ready

What is Hivi-X for property managers?

Hivi-X is Canadian document-collection software for Ontario property management firms. Organize tenant screening and landlord onboarding with reusable checklists, a secure my-id.ca client portal, missing-item tracking, approve/reject on uploads, voice summaries, and exportable PDF packages — alongside Buildium, AppFolio, or email-based workflows.

Hivi-X is Canadian document-collection software for Ontario property management firms. Use reusable checklists to collect tenant applications, income proof, references, standard lease documents, and move-in/move-out records; track what is still missing; approve or reject tenant uploads; and export an organized PDF package for each landlord client. Plans from $39 CAD/month with a free trial. Hosted in Canada with self-hosted AI.

Reusable screening and onboarding checklists per landlord client or property.
Missing-item dashboard so income verification does not stall leasing.
Tenants upload via secure guest link (no account needed) or my-id.ca portal; your team approves or rejects each item.
Exportable PDF package handoff to landlords or your PMS upload folder; hosted in Canada with self-hosted AI.
13,890

property management businesses in Ontario

Source: IBISWorld

707,853

purpose-built rental apartments in Canada

Source: CMHC

25,206

new purpose-built rentals added in 2024 — largest single-year increase in 35+ years

Source: CMHC

The screening file chase

Incomplete files cost you units

Every missing pay stub is admin time and a landlord who thinks you are disorganized.

Functional

Incomplete applications, files scattered across email, Drive, and PMS attachments; no single status per unit; guarantor docs forgotten; move-in photos in text threads.

Emotional

Embarrassed chasing tenants again; the landlord thinks you are disorganized; you lost a unit to a competitor with a complete file first.

Financial

Admin steals time from showings and owner updates; bad placement is costly with LTB backlog; staff time goes to renaming PDFs and hunting references.

How it works

How property managers collect tenant documents

Five steps: template, file, secure guest link (no account needed) or my-id.ca portal uploads, approve/reject, export PDF for the landlord.

01

Pick a template

Ontario tenant screening, landlord onboarding, or move-in/move-out checklist (build your own today; seeded PM template in Phase B).

02

Open a file per unit or landlord client

Attach the checklist to the client/tenant record your team manages.

03

Share and collect documents

Share the checklist with the tenant; they 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 client portal. Your team can also add files as they arrive.

04

Track the gaps

See completed vs outstanding; approve or reject tenant submissions; tenant can resubmit after rejection.

05

Export the package

Landlord-ready PDF for owner approval or PMS upload folder.

Use cases

One tool, every landlord client

From tenant screening to move-in inspections across your portfolio.

Primary

Tenant screening & placement

Rental application, ID, income proof, references, credit-check consent, guarantor pack — the leasing bottleneck your team chases every month.

Landlord

Landlord client onboarding

Management agreement, property condition report, insurance, condo rules, owner contact and banking authorization — one checklist per new landlord client.

Renewal

Lease renewal document collection

Updated income verification, renewed lease or addenda, N1 supporting records, tenant acknowledgment — without rebuilding the file from email every 12 months.

Operations

Move-in / move-out inspections

Standardized inspection checklist, photos, tenant and PM signatures, condition notes for organized landlord files.

Scale

Multi-unit / portfolio intake

Same checklist standards across 20–200 units; per-landlord branding; co-agent handoff between leasing and accounts.

Features

Document collection, not a PMS

Checklist-driven intake alongside Buildium, AppFolio, or email — honest v1 workflow.

Reusable Ontario templates

Build screening, onboarding, and inspection checklists once; reuse per landlord client or unit.

Per-landlord-client organization

Keep documents, checklists, and notes scoped to each landlord client — not scattered in email.

Missing-item dashboard

Checklist progress plus tenant submission states (todo / submitted / approved / rejected).

Approve / reject on uploads

Approve or reject tenant uploads; tenant can resubmit after rejection.

Voice notes + AI summary

Record a call recap; self-hosted AI summarises voice notes against checklist lines.

Share checklist with tenant

Share from the PM dashboard; tenants upload via secure guest link (no account needed) or my-id.ca portal.

Exportable PDF package

Generate and download checklist PDF reports for landlord handoff.

Canadian hosting & encryption

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

Works alongside Buildium / AppFolio / email

Document-collection layer — not a PMS replacement.

Ontario-specific

Built for how Ontario property managers actually work

Hivi-X aligns checklists to the artifacts Ontario PM firms collect — RTA records, standard lease readiness, income verification, and inspection documentation.

Residential Tenancies Act recordsStandard Form of LeaseIncome verificationCredit-check consentLandlord referencesGuarantor documentsMove-in / move-out inspectionsNotice and application supporting recordsDocumented screening requestsPIPEDA safeguards
Comparison

Email vs PMS vs Hivi-X

Document collection capabilities — not a full PMS comparison.

CapabilityEmail / shared driveBuildium / AppFolioGeneric formsHivi-X
Reusable screening checklist per unit
limited templates
Missing-item dashboard
Landlord-ready PDF package export
Per-landlord-client file organization
(within PMS)
Item-level approve / reject / resubmit
Voice + AI summary on the file
self-hosted
Secure tenant document portal
unsecured
encrypted (guest link or portal)
One secure link, no tenant login
secure link (OTP)
Automated email reminders
(Phase B)
Rent collection / maintenance / accounting
(not PMS)
Hosted in Canada / self-hosted AI

“We managed 85 units across six landlords — every screening file lived in a different inbox. Now one checklist, one status view, landlords get a PDF the same day.”

Ontario PM firm
Representative scenario
RTA & screening records

Organized records for landlord files and dispute preparation

Landlords must provide a copy of the signed standard lease within 21 days. Incomplete files slow leasing and make dispute preparation harder when landlord clients need documentation. LTB applications commonly require supporting records — organized files can reduce preparation time.

Hivi-X helps you collect and retain documents; it does not provide legal advice or generate tribunal forms.

General information for Ontario property managers only. Not legal advice. Not affiliated with the LTB or HRTO. Hivi-X is document-collection software — it does not screen tenants, generate tribunal forms, set screening policy, or guarantee RTA or Human Rights Code compliance.

Read the RTA compliance records guide
  • Checklist-driven document requests aligned to each landlord client policy
  • Timestamped tenant activity on the PM-controlled record
  • Move-in / move-out inspection documentation with photos
  • Exportable package for landlord approval or PMS upload folder
  • Canadian hosting with encryption and self-hosted AI
Security & trust

Canadian hosting, self-hosted AI

Tenant PII is sensitive. Hivi-X stores documents 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 — tenant data is never sent to third-party AI providers. Requests are consent-first, with clear export and deletion.

Hosted in CanadaSelf-hosted AINo third-party AIAES-256-GCM at restTLS in transitPIPEDA-aware
Visit the trust page
Pricing

Simple plans, free trial

Framed by active client files — complements your PMS, not a replacement.

Starter

Solo PM, up to ~50 active client files

$39CAD/mo
  • Up to 50 active client files
  • Unlimited document requests
  • Screening checklists
  • Email support
Start free trialBook a demo
MOST POPULAR

Professional

Small team, co-agent workflows

$59CAD/mo
  • Unlimited active client files
  • Voice + AI summary
  • Exportable PDF package
  • Priority support
Start free trialBook a demo

Enterprise

Multi-PM firms

$99CAD/mo
  • Unlimited client files
  • Co-agent workflows
  • Dedicated support
Start free trialBook a demo

See the full breakdown on the pricing page.

FAQ

Property manager questions, answered

Many Ontario PM firms collect a signed rental application, government photo ID, proof of income (pay stubs, employment letter, or Notice of Assessment), landlord references, credit-check consent, guarantor documents where required, and readiness for the Standard Form of Lease. Exact requirements are set by each landlord client and your screening policy. Under O. Reg. 290/98, income information is generally requested together with credit references and rental history — not as the sole screening factor. Hivi-X provides reusable checklists so your team tracks each item instead of scrolling email threads.

Most PM firms still chase pay stubs and employment letters over email. Hivi-X attaches an income-verification checklist to the tenant record; the tenant uploads each document via a secure guest link (no account needed) or the my-id.ca client portal, and your team approves or rejects each submission before export.

No. Hivi-X is document-collection and file-organization software. It does not collect rent, dispatch maintenance, or run accounting. It complements Buildium, AppFolio, Yardi, or email/spreadsheet workflows by solving the tenant document chase.

Yes. PMS tools excel at rent, maintenance, and accounting; tenant document intake is often an attachment workflow without missing-item tracking. Hivi-X fills that gap — you export a landlord-ready PDF package into your PMS upload folder or owner report.

Hivi-X scopes checklists, uploads, and notes to each landlord client or unit file your team manages. Reusable templates help your team apply each landlord client's screening checklist consistently across a 20–200 unit portfolio without mixing owner files in one inbox.

Landlords and PMs should retain signed standard leases, rent-related correspondence, inspection records, screening files, and notice-period documentation. Hivi-X helps collect and retain these documents; it does not provide legal advice or generate LTB forms.

No account is required. Tenants can upload through a secure guest link (no account needed — email OTP) or sign in to the free my-id.ca portal your PM firm shares from the dashboard — mobile-friendly, no app install.

On servers hosted in Canada. AI processing uses infrastructure Hivi-X operates — tenant 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.

$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.

Reusable checklists can help your team request the same documents from each applicant and keep a timestamped record of what was collected — but screening decisions and Human Rights Code compliance remain your landlord clients' responsibility. Hivi-X does not provide legal advice; consult qualified counsel on your screening policy.

Book a demo

Book a 15-minute demo

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

See an Ontario tenant screening checklist built end-to-end
Watch missing-item tracking on tenant uploads
Export a landlord-ready PDF package

No spam. Canadian-hosted. We never send tenant data to third-party AI.

Landlord-ready files. Less email chase.

Organize Ontario tenant screening alongside Buildium, AppFolio, or email workflows.

Book a 15-minute demoGet the free tenant checklist

General information for Ontario property managers only. Not legal advice. Not affiliated with the LTB or HRTO. Hivi-X is document-collection software — it does not screen tenants, generate tribunal forms, set screening policy, or guarantee RTA or Human Rights Code compliance.

Property Management Document Collection (Ontario) | Hivi-X