of national employment services revenue in Ontario
Source: Statistics Canada
Chasing candidates quietly costs you placements
Every incomplete file is coordinator time you cannot bill and a placement a faster agency might win.
Functional
Résumés in the inbox; certifications in SharePoint; consent forms lost in email threads — no single view of file completeness before placement.
Emotional
Embarrassed asking a strong candidate twice for the same document; the client thinks you are disorganized; placement delayed because the file was not ready.
Financial
Admin steals time from sourcing and client calls; lost placement revenue; paying coordinators to rename PDFs and chase missing work permits.
Since July 1, 2024, every Ontario temporary help agency and recruiter must hold a provincial licence. ESA inspectors can request records — assignment-employee hour records kept 3 years; foreign-national recruiter records 7 years under EPFNA. Scattered email attachments can be hard to retrieve on request.
Temp worker compliance documents in OntarioHow do recruiters collect candidate documents?
Five honest steps: build a checklist, open a candidate file, collect via the my-id.ca portal, track gaps with approve/reject, export a placement package.
Pick a template
Build an Ontario candidate screening checklist or client intake checklist (use the lead-magnet PDF as a starting guide; no pre-seeded staffing library in app yet).
Open a candidate file
Attach the checklist to the client/candidate record your team manages in Hivi-X.
Share & collect
Share the checklist with the candidate; 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 portal; your team can add files as they arrive.
Track the gaps
See completed vs outstanding items; approve or reject candidate submissions.
Export the package
Generate a PDF summary for the placement file, client handoff, or your internal records.
One tool, every placement file
From candidate screening to Bill 27 record organization — alongside your ATS.
Candidate screening file
Résumé, certifications, work-authorization documents, references, skills assessments, background-check consent — the core pre-offer placement file (SIN and tax forms after hire).
Client employer intake
Service agreements, job descriptions, workplace safety requirements, billing terms, WSIB proof, licence verification.
Temp worker placement
Assignment details, safety orientation acknowledgment, hour-record support documents, host-employer compliance packet.
Pre-employment screening
Consent forms, vulnerable sector check requests, credential verification before offer.
Bill 27 record file
Licence proof, renewal records, and organized exportable documentation your team may need for ESA-related record-keeping.
Everything you need to stop chasing
Authenticated candidate portal + share checklist + approve/reject + PDF export — alongside your ATS.
Reusable screening checklists
Build candidate screening and client intake checklists once; reuse per placement.
Candidate file per placement
Keep documents, checklists, and notes scoped to each candidate — not scattered in email.
Missing-item tracking
Checklist progress plus candidate submission states (todo / submitted / approved / rejected).
Item-level review
Approve or reject candidate uploads; candidate can resubmit after rejection.
Voice notes + AI summary
Record a screening call recap; self-hosted AI summarises voice notes against checklist lines.
Share checklist with candidate
Email the candidate when a checklist is ready; they see it in their my-id.ca portal.
Secure Canadian hosting
Data on Canadian servers; AES-256-GCM at rest; TLS in transit.
Self-hosted AI
Candidate data is not sent to OpenAI, Google, or Anthropic.
Co-agent collaboration
Loop in a coordinator or secondary recruiter with scoped access.
Exportable PDF package
Generate and download checklist PDF reports for placement records.
Built for how Ontario recruiters and staffing agencies actually work
Real artifacts and regulations — a moat generic ATS vendors cannot easily copy.
Sources: THA licensing · Licence registry · PIPEDA
Hivi-X vs email vs ATS vs DocuSign
Hivi-X complements your ATS — it handles the document-collection step ATS platforms treat as an afterthought.
| Capability | Email / spreadsheets | ATS (Bullhorn, etc.) | DocuSign | Hivi-X |
|---|---|---|---|---|
| Tracks what's still missing | partial | checklist-centric | ||
| Item-level approve/reject/resubmit | ||||
| Reusable screening checklists | (you build) | |||
| Voice + AI file notes | self-hosted | |||
| Organized export for placement file | export | signed docs only | package export | |
| Candidate document portal | unsecured | portal login | signing | encrypted (guest link or portal) |
| Hosted in Canada / self-hosted AI | US-hosted common | |||
| Job posting / pipeline CRM | (not an ATS) | |||
| One secure link, no login | secure link (OTP) | |||
| Automated missing-doc reminders | (coming soon) |
“12-person temp agency, 40 active candidates, email chaos — built a screening checklist from the lead-magnet guide in 20 min, shared with candidates via portal, placement file complete before the client deadline.”
Anonymized scenario based on early Ontario agency workflows.
Simple plans, free trial
Billed monthly in CAD — one extra placement pays for a year of Hivi-X.
Starter
Solo recruiter / boutique agency
- Up to 50 clients
- Unlimited document requests
- Reusable screening checklists
- Email support
Professional
Busy temp agency with multiple concurrent placements
- Unlimited clients
- Voice + AI summary
- Exportable file package
- Priority support
Enterprise
Multi-recruiter team with branded client experience
- Unlimited clients
- Co-agent workflows
- Dedicated support
See the full breakdown on the pricing page.
Recruiter questions, answered
Book a 15-minute demo
15 minutes. Bring one messy candidate file — we'll turn it into a reusable Hivi-X checklist live.
No spam. Canadian-hosted. Candidate PII never sent to third-party AI.
General information for Ontario recruiters and staffing agencies only. Not employment law, immigration, or HR compliance advice. Hivi-X is document-collection software — not a licensed recruiter, employment agency, immigration consultant, or paralegal. Not affiliated with the Ontario Ministry of Labour, IRCC, or CICC. Checklists organize candidate uploads; you remain responsible for ESA, AODA, Human Rights Code, PIPEDA, and immigration obligations per current law and qualified counsel. Hivi-X does not verify work authorization, screen or rank candidates, or guarantee regulatory compliance.