Work permit records for Canadian employers
Know which permits need attention.
Before deadlines become problems.
Collect documents, monitor expiry dates, review work-permit conditions and keep your employment records organized — all in one place.
- English and French
- Stored in Canada
- No app to install
Reminder sent — Olena by text, you by email.
Why the dates matter
per violation under the employer compliance rules, which include keeping records — up to $1 million a year.
Green & Spiegelin penalties issued in 2025–26 — more than double the year before.
ESDC figures via Immigration News CanadaFrom a secure link to an organized record.
Three steps to set up. After that, the dates on file are checked every day.
- 01
The worker scans it
A secure link by email or text. They photograph their permit and passport and type in their SIN — a few minutes, in English or French. No app, no password.
- 02
It's checked in seconds
Each detail is read and checked — number format, dates, a passport's check digits, signs of editing. A red cross says why and asks for a retake; a person at your company confirms what's saved.
- 03
Checked every day
Every day, the dates on file are checked: green while valid, orange two months out, red once expired. You're emailed at two months, at one week and when a permit lapses. It doesn't query IRCC — record a new permit when one arrives.
The checks people miss.
The obligations are yours with or without software. These are the ones that catch employers out.
- Every expiry, every day
- Days left on each permit, from the dates on file, counted in your time zone — not a spreadsheet someone forgot to open.
- The SIN record
- A SIN starting with 9 ends with the permit. Its checksum and its expiry are checked, and staff only ever see the last three digits.
- Permit conditions, on file
- An employer-specific permit's employer, occupation and location are read from the permit and kept with the person's record.
- Citizens and PRs, left alone
- Recorded once and never re-checked. PR status doesn't end with the card, and re-checking people who don't need it can be discriminatory.
- Maintained statusComing soon
- Record an extension application made before expiry, and get a monthly check-in until IRCC decides.
- Placements against conditions
- Each placement held against an employer-specific permit's employer, occupation and location before an admin approves it.
Document fraud
A forged permit has to fool more than your eyes.
Photoshop can make a convincing picture of a document. It can't make the check digits, the file's history and the rest of the record agree.
- Captured live
- Documents are photographed through the camera, all four corners in frame. Screenshots and photos of screens stand out.
- The arithmetic has to add up
- A passport's machine-readable lines carry check digits; a SIN carries a checksum. Edits break them.
- The file tells on itself
- A PDF made in Photoshop, Illustrator or GIMP is flagged, and so are visible signs that text was pasted over.
- The dates have to agree
- A permit issued after it expires, a passport that has run out, or a number in the wrong format is caught.
Nothing is rejected silently. Every flag goes to a person at your company, with the reason in plain words.
- PassportFile upload
The passport's machine-readable lines fail their check digits — the kind of error an edited image produces.
- Work permitFile upload
The PDF was produced by an image editor, not issued as a document.
- SIN confirmation letterFile upload
No issues found
Hand an inspector one file.
Who works for you, what their right to work rests on, and every check and notice in order — ready to print. Each entry is sealed to the one before it, so the record shows whether anything was changed after the fact.
- Stored in Canada
Documents and records are stored in Canadian data centres. Reading a document uses Google's Gemini service, outside Canada — see Trust.
- The SIN, encrypted
Staff see the last three digits, never more. The number is never sent to an AI model.
- Each employer walled off
Separation is enforced by the database itself, not only by the app.
- Nothing deleted quietly
Every action is written to an append-only record.
- Generated
- 10 Nov 2026
- People tracked
- 13
| Name | Based on | Valid until | Status |
|---|---|---|---|
| Amina Kabongo | Open work permit | 22 Nov 2026 | Expiring |
| Arjun Mehta | Open work permit | 6 Sept 2027 | Authorized |
| Fatima Diallo | Open work permit | 8 Nov 2026 | Needs review |
| Grace Uwase | Open work permit | 3 Feb 2027 | Authorized |
| Jean-Paul Mbuyi | Open work permit | 7 Nov 2026 | Can't be scheduled |
Simple pricing, in Canadian dollars.
Every paying customer gets the same document checks, reminders and records. Higher plans are for more people, more managers and more ways of working.
Starter
For small employers managing up to 15 workers with temporary authorization.
- Secure collection links, in English and French
- Document reading and consistency checks
- Daily expiry checks and email reminders
- Review by your HR team before anything is saved
- Agreements your clients sign online, with end dates and follow-ups watched
- An activity history you can print or export
14-day free trial · up to 5 people · no card needed
Growth
For growing employers.
Includes the first 15 tracked people, then $4 a month for each additional person. For example, 20 people cost $99 a month.
- Everything in Starter
- Any number of people
- Several HR managers, with roles
- Several work locations
- Placement review, with the checks in front of the reviewer
- Advanced reports, with spreadsheet export
14-day free trial · no card needed
Agency
For staffing agencies and businesses managing people across several client organizations.
- Everything in Growth
- Multi-client workspaces, one per client, billed together
- Volume terms
- Agreed integrations
- Help moving your records in
- Onboarding with a person
What Growth costs for your team
Type any number — there's no upper limit.
- Growth base, 15 people included
- $79
- 10 additional people × $4
- $40
- Monthly total
- $119
CAD, before applicable taxes. Starter is available for up to 15 people.
How people are counted
- Each person actively tracked with a work or study permit counts once, however many documents they upload.
- Citizens and permanent residents never count.
- Mark someone as having left and they stop counting from your next invoice.
- Growth's invoice uses the count on your billing date; the app shows it, and the amount expected, at any time.
Questions employers ask.
Something else? hello@permitsentinel.com
Is this legal or immigration advice?
No. PermitSentinel keeps your records, runs the checks you're already required to make, and tells you when something needs a person. Decisions stay with you; anything unusual is pointed to a licensed immigration consultant or lawyer.
Who decides whether a document is genuine?
Checks anyone can re-run: the number's format, dates that agree, a passport's check digits, signs of editing, a PDF made in an image editor. Pass them all and it's saved; fail one and you see why. Anything flagged waits for a person at your company to look at the original.
Do you check with IRCC directly?
No. There is no public verification service for employers, so PermitSentinel checks the dates and documents you have on file — every day — and never claims to confirm someone's current status with the government.
What does the free trial include?
14 days, no card: the whole workflow — collection links, document reading, review, daily expiry checks and reminders, exports — for up to 5 people and 50 document reads. Choose a plan any time; everything you've done stays.
What happens when the free trial ends?
You're told a week ahead. If you don't choose a plan, expiry reminders, new requests and scanning pause. Nothing is deleted: you can still sign in, see everything and export it.
What if a payment fails?
Stripe retries the card and you're told right away. Everything keeps running for 7 days; after that, reminders pause until the card is updated — and you're told when they do.
Where is the data kept, and who sees the SIN?
Documents and records are stored in Canada. To read a document, its image is sent to Google's Gemini service, which runs outside Canada. The full SIN is encrypted; your staff only ever see its last three digits, and it is never sent to an AI model. The Trust page lists every service we use.
See your own workforce in it.
A 20-minute demonstration with a person, and a written proposal if you'd like one.