In ImmiPractice you build a reusable document checklist for each service, such as a study permit or visitor visa, in the checklist builder. You then attach the checklist to a client’s case and send it. The client sees exactly which items are outstanding in the email-verified client portal and uploads each file against the right item, and your team is notified as uploads arrive.
- Build one reusable checklist per service in the checklist builder.
- Attach the checklist to a case and send it; the client sees it in the portal.
- Clients upload against each item from phone or computer.
- Uploads trigger a bell notification and show per-item status.
A checklist turns “please send us your documents” into a clear list the client can work through, and gives your team one place to see what is still missing. You build each checklist once and reuse it for every client on that service.
Who can create and send checklists?
Usually the filing team and case managers, plus Business Admins and managers. Filing Team members work on cases assigned to them. What each role can do is set in Roles & Permissions.
How do I build a reusable checklist?
- Open the checklist builder. Go to the document checklist area and create a new checklist.
- Name it after the service. For example “Study permit – outside Canada” or “Visitor visa”. Clear names make the right checklist easy to pick later.
- Add items. Add one item per document: passport bio page, letter of acceptance, proof of funds, photos and so on. Items are reusable, so common ones like “Passport bio page” can appear in several checklists.
- Save. The checklist is now available for any case.
How do I send a checklist to a client?
- Open the case. Go to the client’s case.
- Attach the checklist. Choose the checklist for their service and attach it to the case.
- Send it. Send the checklist. The client sees it in their client portal, which they open from your Form Menu link and a 6-digit email code.
What does the client see?
The client sees the items that are still outstanding and uploads each file against the right item, from a phone camera or a computer. Common formats such as PDF, JPG and PNG are accepted. They do not need a password or an app.
What happens next?
- Each upload appears on the case against its checklist item.
- The team gets a bell notification when a client uploads or shares a document. It goes to the Business Admin, relevant people in the branch, and whoever the case is assigned to.
- Each item shows its upload and status, so you can review and approve or reject it.
- When everything is in, download the case documents as one ZIP.
Example: a family study-permit file
For a principal applicant and accompanying spouse, you might send the “Study permit” checklist plus a short “Accompanying spouse” checklist. The client uploads the passport, letter of acceptance and funds documents in one sitting from their phone, and the spouse’s documents later that week. Your filing team sees at a glance which items are still empty.
See also the client document collection workflow guide.