Intake Forms

What you can do

• Multi-step wizard, not a single-page form

  Visitors move through nine deliberate steps: consent and acknowledgement; their role (applicant, sponsor, employer, family-helper, permanent resident, protected person, other); legal name + email + phone + preferred language + country (with province when in Canada) + preferred contact channel; family members on the matter (up to ten rows with name, relationship, accompanying status, and notes); a new-matter-vs-active-file gate that routes active matters to your Active File Review intake; deadline + urgency + authority involvement + prior refusal / removal / inadmissibility flags; a ten-category matter picker; a category-specific branch with the questions an RCIC actually needs to triage that matter; and a final review screen before submit. The progress pills show where the visitor is; Back / Next are everywhere.

• Ten category branches with real triage questions

  Permanent Residence (goals, location, age range, education, work years, job offer, English + French test status with the IRCC-approved test list, PNP openness, prior application). Temporary Residence (visit / study / work / PGWP goals, current status, expiry, previous refusal). Citizenship (goals, physical presence, restoration). Refugee or Asylum (claim status, hearing date). CBSA / Enforcement (criminal issue, urgency window). IRB matter (division, matter type, hearing date, representation). Employer / LMIA (business name, role, hiring goals, compliance issues). PR card / PRTD / Status (days in Canada, decision received, travel needs). Refusal / PFL / Urgent (issue type, application type, date received, desired service). And a generic 'I am not sure' branch with a free-text narrative + a recommended next step.

• Active-file-vs-new-matter routing — strict, soft, or off

  When a visitor indicates their matter is active or ongoing, you decide whether they're redirected immediately to your Active File Review intake (strict mode, default) or shown a recommendation banner and allowed to continue the generic triage (soft mode). The redirect carries a short-lived HMAC-signed prefill token (5-minute TTL, slug-locked, no replay) so the AFR intake page pre-fills name, email, phone, preferred language, authority, dates, and a narrative summary — the visitor doesn't retype anything they've already given you. Both modes are tenant-configured under Intake Forms → Settings.

• AI document upload — Premium

  On the contact step (and the family-member rows, and the PR branch's language test fields) Premium tenants get an optional document upload widget. The visitor uploads a passport, a national ID, a Canadian driver's licence, a PR card, a CELPIP / IELTS / PTE Core / TEF Canada / TCF Canada test report, consultation notes, a utility bill — image OR PDF — and the widget posts the bytes to Supabase Storage via a signed URL (bypassing the 4.5 MB Vercel cap), runs Google Gemini 2.5 Flash server-side, and returns proposals for the legal first / last name, email address, phone number, age range (derived from the passport DOB), language test type + overall score, and ID metadata (DOB, document number, issuing country, expiry) with high / medium / low confidence labels. The visitor reviews each proposal and clicks Accept; nothing pre-fills automatically. The original document is deleted from Storage after extraction; only the extracted values reach your dashboard. The visitor can upload more than one document at a time (Cmd-click on Mac, Ctrl-click on Windows).

• Structured lead summary on your dashboard

  Every submission lands on the Intake Forms list with the contact info, main issue, urgency badge, file-stage badge, and assigned RCIC. Click in and the detail page shows the full wizard answers grouped by section, a structured Lead Summary card (urgency score 0-4, readiness score 0-4, suggested service, authority routing suggestion, key facts, risk flags, missing information, suggested follow-up, sales note), an audit log, an assignment + status workflow, a contact-client composer, a Download PDF button, and a Google Drive auto-save folder. The lead summary is computed deterministically from the wizard payload — no AI hallucinations.

• Email notifications — to you and to the prospect

  When a submission lands, the resolved tenant recipient (assigned member → notification email → tenant Owner) receives a notification with the lead summary baked into the body. Add up to five extra CC recipients under Intake Forms → Settings (accountant, ops manager, second RCIC). Tenant-configured urgent subject prefix lets your inbox rules flag time-sensitive leads at a glance. If the visitor ticks the email-copy checkbox at consent, they receive a parallel copy of their own submission with the matter category named back. Tenant emails use the RCIC App via Investatech brand; the prospect copy uses the RCIC App brand directly so the client sees you, not us.

• Tenant configuration panel

  Owners and admins configure the form under Intake Forms → Settings: AFR routing mode (strict or soft), matter categories you don't handle (filtered from the picker; the catch-all 'I'm not sure' is always available), a custom thank-you message (EN and FR independently, plain text, line breaks preserved), up to five extra notification recipients CC'd on new submissions, and an urgent subject prefix prepended when the lead urgency scores ≥ 3. Everything saves to the form row's tenant_config blob; changes apply immediately to new submissions.

• Bilingual EN + fr-CA plus eight more languages

  Every visible string on the public form is hand-curated in English and Quebec French. Premium tenants additionally unlock runtime Google Translate into eight Phase-10C languages (Spanish, Simplified Chinese, Punjabi, Arabic, Hindi, Tagalog, Urdu, Persian). The visitor picks their language in the inline picker, which writes a cookie so a returning visitor lands in the same locale; URL ?lang=xx is also honoured. The AFR-redirect step + the AFR intake page itself flow into the same translation surface so the locale doesn't break across the handoff.

• PII encrypted at rest, audit ledger append-only

  Visitor PII (name, email, phone, family members, AI extracted values, free-text answers) is encrypted at rest under your per-tenant data encryption key. Only operational columns (main issue, file stage, urgency, status, assigned member) stay plaintext for dashboard filtering. Searchable email lookup uses an HMAC blind index — exact-match lookup without decryption. The audit ledger (one row per submitted / viewed / assigned / status-changed / contacted event) is INSERT-only and carries no client PII in its payload. Cross-tenant access on every public route returns 404 (the slug → company.id chokepoint is the only resolver).

• PDF generation + Google Drive auto-save

  On submit, the server renders a structured PDF of the submission (visitor's answers + lead summary + extracted document values, but NOT the raw uploaded documents — those are deleted after extraction per the data-sharing rule). The PDF is encrypted under the tenant DEK and stored in Supabase Storage; the dashboard detail page has a Download button. If the tenant has Google Drive connected, the PDF also auto-copies into a per-tenant folder structure best-effort at submit time (silent retry surface for failures). OneDrive is the next provider on the road.