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Adding New Clients

Who can use this feature?

  • Portal Staff who have the Clients permission
  • Administrators

Frequently asked questions

A Client is a jobseeker who has been assigned a caseworker and is actively being supported through case management in the Jobs Portal.

A Referral is a jobseeker who has been referred to a service provider but has not yet been assigned a caseworker. Referrals may be awaiting intake, assignment, or further action before becoming a client.

When adding a client to the Jobs Portal, you may have the option to link them using CaMS or import their information from a Common Assessment (CA).

A CaMS link should always be used whenever possible. If the client exists in CaMS, linking their account ensures the client is correctly connected to the provincial case management system and reduces the risk of duplicate or mismatched records.

Use a Common Assessment (CA) import only when the client does not exist in CaMS but has completed and submitted a Common Assessment. Importing a CA allows some client information to be pre-populated in the Portal Profile, helping reduce manual data entry.

If the client does not exist in CaMS and has not completed a Common Assessment, continue without linking and complete the Portal Profile manually.

In summary:

  • Use CaMS linking whenever available (preferred method).
  • Use CA import if CaMS is not available but a submitted CA exists.
  • Do not link if neither CaMS nor a submitted CA is available.

Add a new client or referral

This process guides you through adding a new client to the Jobs Portal and, if applicable, linking them to existing EOIS services.

Step 1: Start the Client Invitation

1. From the People screen, select Invite > Client.

2. Enter the person’s name to search existing records. The look-up supports first name–only, last name-only, partial matches, and common spacing or punctuation variations.

3. Select Search to confirm the person is not already registered in the Jobs Portal.

Step 2: Confirm the Client Is Not Already Registered

If no matches are found, select Continue.

If a match appears, review it carefully to avoid creating a duplicate client.

  • If you don’t have permission to view the client profile, select Request Client Transfer for guidance on how to gain access.

Step 3: (Optional) Connect With an EOIS Service

You may link the client to an existing EOIS record if one exists. Choose one of the following options.

Option A: Case Management (CaMS)

Use this option if the client already exists in CaMS.

1. Select Case Management.

2. Enter the CaMS Client Reference Number, then select Search.

3. If the correct client appears, select Add Client to Portal.

4. Confirm the action by selecting Proceed.

Important notes:

  • If you receive a No matches found message, confirm you are using the Client Reference Number, not the Case Reference Number.
  • No CaMS data is currently shared with the client through the Jobs Portal.
  • Take care to ensure the CaMS record belongs to the same individual before proceeding.

Continue to Step 4: Complete the Portal Profile.

Option B: Common Assessment (CA)

Use this option if the client does not exist in CaMS, but their Common Assessment (CA) has been completed.

1. Select Common Assessment.

2. Enter the CA Number, then select Search.

3. If the correct client appears, select Add Client to Portal.

Important notes:

  • The CA status must be Submitted.
  • If no match is found, double-check the CA number and status.
  • Some client information will be imported into the Portal Profile.

Continue to Step 4: Complete the Portal Profile.

Option C: Continue Without Linking

Use this option if:

  • The client does not exist in CaMS, and
  • A Common Assessment has not been completed.

Select Continue without Linking, then proceed to Step 4.

Step 4: Complete the Portal Profile

Assignments

  • Service Provider Assignment (required)
    Visible only to those with Service Provider Group permissions.
  • Caseworker Assignment (optional)
    Visible only to those with Service Provider Admin permissions.
  • Site Preference (optional)
    Visible only when the client is added without a CaMS link.

Personal Details

  • Preferred Name (optional)
    Imported if the CA option was used.
  • Preferred Pronouns (optional)
    Imported if the CA option was used.
  • Email Address (required)
  • Self-Identification (optional)

Work Details (optional)

  • Target Occupations
    Adding a target occupation automatically follows that occupation for the client, creating a more personalized Jobs Portal experience.
    This may be pre-populated if the CA option was used.

Referral Details (all optional)

  • Referral Source
  • Reference Number
  • Referral Notes
  • Service Needs
  • Access to Transportation

Communication Preferences (all optional)

  • Caseworker Communications
    Indicate the client’s preferred channel (phone, email, or text).
  • Job Post Updates
    Enable to send job post updates to the client.
  • Frequency
    Choose daily or weekly updates (this can be changed later).

Step 5: Complete Client Setup

Once all required fields are completed, select Complete Client Setup to finish adding the client to the Jobs Portal.

A confirmation dialogue will appear indicating that:

  • The client has been successfully added to the Jobs Portal, and
  • An email invitation has been sent to the email address provided.

From this dialogue, you can choose one of the following actions:

  • Copy Link
    Copies the email invitation link so it can be shared with the client manually.
  • Proceed to Client Profile
    Exits the dialogue and opens the client’s profile.
  • A case note is automatically generated when a new client portal account is created.