The case lifecycle
How cases move through stages, who owns each stage, and how transitions are enforced.
Every case in ImmPilot moves through a predictable set of stages. Stages are not just labels — they enforce which actions are available, which documents are required, and which team members are notified.
Intake
The initial stage. Client information is captured, eligibility is assessed, and the retainer is signed. A case cannot leave intake until the retainer is executed and the primary client details are complete.
Preparation
Documents are collected, forms are drafted, and the submission package is assembled. This is typically the longest stage. All required documents must be uploaded and classified before the case can advance.
Review
The owning RCIC performs the final legal review of the complete package. Any deficiencies are flagged and returned to the preparation stage.
Submission
The package is filed with IRCC or the appropriate authority. The submission reference is recorded, and the case moves to monitoring.
Monitoring
The case is awaiting decision. Communication with the client and IRCC is logged. Any additional document requests are handled here.
Decision & Close
The decision is recorded, the client is notified through the portal, and the case is closed. Closed cases are retained per your workspace retention policy.