Immigration Stream

Express Entry Case Tracking Software

Manage every stage of Express Entry -- from initial profile creation and CRS optimization through ITA rounds, document submission, and final COPR -- in a single platform built for Canadian immigration professionals.

Book a Demo See Pricing

Understanding the Express Entry System

Express Entry is IRCC's application management system for three federal economic immigration programs: the Federal Skilled Worker Program (FSW), the Federal Skilled Trades Program (FST), and the Canadian Experience Class (CEC). It uses the Comprehensive Ranking System (CRS) to score candidates based on age, education, language ability, work experience, and additional factors such as provincial nominations, job offers, and French-language proficiency.

Candidates who meet the eligibility criteria for at least one of the three programs create an online profile and enter the Express Entry pool. IRCC conducts regular invitation rounds -- either program-specific or category-based draws -- and candidates whose CRS score meets or exceeds the round's minimum cut-off receive an Invitation to Apply (ITA). Once an ITA is received, the applicant has 60 days to submit a complete permanent residence application.

Federal Skilled Worker (FSW)

For skilled workers with foreign work experience. Requires at least one year of continuous full-time (or equivalent part-time) skilled work experience in a TEER 0, 1, 2, or 3 occupation within the last 10 years. Applicants must also score at minimum CLB 7 on a language test and have their foreign credentials assessed through an ECA.

Federal Skilled Trades (FST)

For qualified tradespeople with a valid job offer or a certificate of qualification from a Canadian province or territory. Requires at least two years of full-time work experience in a skilled trade within the last five years. Language requirements are CLB 5 for speaking and listening, CLB 4 for reading and writing.

Canadian Experience Class (CEC)

For candidates with at least one year of skilled Canadian work experience gained within the last three years. No education requirement, but language proficiency must meet CLB 7 for TEER 0 or 1 occupations, or CLB 5 for TEER 2 or 3 occupations. A popular pathway for temporary workers and international graduates.

IRCC Process & Milestones

Express Entry applications pass through a well-defined sequence of milestones. Understanding each stage -- and the typical timelines -- helps you set accurate client expectations and flag delays early.

1. Profile Creation & Pool Entry
Client creates an Express Entry profile with work experience, education, language scores, and other details. The system calculates an initial CRS score. Profile is valid in the pool for 12 months.
2. CRS Optimization
Identify ways to increase the CRS score before an ITA round -- retaking IELTS/CELPIP/TEF for higher scores, obtaining a provincial nomination (+600 points), securing a valid LMIA-backed job offer, or claiming additional points for French proficiency or Canadian education.
3. Invitation to Apply (ITA)
When the client's CRS score meets or exceeds a draw cut-off, they receive an ITA. The 60-day clock starts. This is the most critical deadline in the Express Entry lifecycle -- missing it means returning to the pool.
4. Document Collection & Application Submission
Gather all supporting documents (see checklist below), complete the application forms, pay fees ($1,365 per adult applicant as of 2024), and submit the complete e-APR through the IRCC portal within 60 days.
5. Acknowledgement of Receipt (AOR)
IRCC confirms receipt of the application and assigns a UCI and application number. Background checks and eligibility review begin.
6. Medical Exam Request
If upfront medicals were not submitted, IRCC requests the applicant complete an immigration medical examination with a panel physician. Results are sent directly to IRCC.
7. Biometrics Request
Applicants receive a Biometrics Instruction Letter (BIL) and must provide fingerprints and a photo at a designated collection point within 30 days (if within Canada) or applicable timelines.
8. Background & Security Checks
IRCC conducts admissibility screening including criminal and security checks with CSIS and RCMP. Processing can vary significantly based on country of origin.
9. Additional Document Request (ADR)
IRCC may request supplementary documents -- updated employment letters, additional proof of funds, statutory declarations, or clarifications. Timely response is essential.
10. Decision & COPR
If approved, the applicant receives a Confirmation of Permanent Residence (COPR) and, if applicable, a PR visa in their passport. They must complete their landing before the COPR expiry date.

Required Documents for Express Entry

Missing or expired documents are the leading cause of ITA deadline pressure. Immicase tracks each document's status, expiry date, and submission readiness so nothing falls through the cracks.

Identity & Status

Valid passport (all pages with stamps/visas)
National identity card (if applicable)
Birth certificate
Marriage certificate or divorce decree
Digital photos meeting IRCC specifications

Language Proficiency

IELTS General Training results (or CELPIP-General)
TEF Canada or TCF Canada results (if claiming French)
Scores must be less than 2 years old at time of ITA

Education

Educational Credential Assessment (ECA) from WES, IQAS, or other designated organization
Transcripts and degree certificates
Canadian education credentials (if applicable)
ECA must be less than 5 years old

Work Experience

Reference letters from each employer (duties, hours, salary, dates)
Employment contracts
Pay stubs or tax records as supporting evidence
Canadian work experience documentation (for CEC)

Police & Security

Police clearance certificates from every country lived in 6+ months since age 18
FBI clearance (for US residents/citizens)
RCMP criminal record check (if in Canada)
Certificates must be less than 12 months old at submission

Medical & Financial

Upfront medical exam results (IMM 1017B) from a panel physician
Proof of funds: bank statements, fixed deposits, investment statements
Proof of funds must show minimum threshold for 3+ consecutive months
Settlement funds not required for CEC or applicants with valid Canadian job offer

Common Challenges in Express Entry Case Management

The 60-Day ITA Deadline

Once a client receives an ITA, the clock is unforgiving. You need police certificates from multiple countries, a medical exam booking, an ECA that hasn't expired, and current language test scores -- all within 60 days. For consultants managing 20+ active EE files, one missed expiry date can mean a client loses their ITA.

Document Expiry Tracking

Language test scores expire after 2 years. ECAs expire after 5 years. Police certificates are valid for only 12 months. Medical exams expire after 12 months. When managing a pipeline of clients at various stages, manually tracking these expiry dates across spreadsheets is a recipe for costly errors.

CRS Score Changes Between Draws

Draw cut-offs fluctuate based on pool size, program category, and IRCC priorities. A client who was 10 points below the cut-off last month may qualify this month -- or fall further behind. Tracking CRS scores and proactively advising clients on improvement strategies requires a systematic approach.

Coordinating Multiple Applicants per File

Most Express Entry applications include a spouse and dependents. Each family member needs their own medical, police certificates, photos, and identity documents. Tracking all documents across multiple people within the same 60-day window requires robust file organization.

How Immicase Manages the Express Entry Lifecycle

Immicase is built specifically for Canadian immigration workflows. Here is how it handles Express Entry from end to end:

EE-Specific Case Templates

Start a new Express Entry file with a pre-built template that includes all FSW, FST, or CEC milestones, document checklists, and IRCC processing timelines. No manual setup required.

CRS Score Tracking

Record and track each client's CRS score over time. When scores change due to new language tests, education credentials, or a provincial nomination, update the score and compare against recent draw cut-offs.

Automated Document Expiry Alerts

Set expiry dates on every document -- IELTS scores, ECAs, police certificates, medicals. Immicase alerts you weeks before a document expires so you can proactively instruct clients to renew.

60-Day ITA Countdown

When a client receives an ITA, Immicase starts a prominent countdown timer on the case. Every team member can see exactly how many days remain and what documents are still outstanding.

Milestone Tracking Dashboard

Visualize where each Express Entry case sits -- profile created, in pool, ITA received, documents submitted, AOR, medical passed, COPR issued. Filter and sort across your entire caseload.

Client Portal & Document Upload

Clients upload documents directly to their case file through a secure portal. No more email attachments, WeTransfer links, or shared drives. Every document lands in the right case, properly labeled.

Multi-Applicant File Management

Track documents and milestones for the principal applicant, spouse, and each dependent within a single case file. See at a glance which family member is missing which document.

ADR Response Tracking

When IRCC issues an Additional Document Request, log it with its deadline. Track the response preparation and submission to ensure nothing is missed during the critical post-AOR stage.

Related Resources

All Features

Explore the full Immicase platform

Pricing

Plans for solo practitioners to large firms

PNP Case Management

Track provincial nominations alongside EE

Work Permit Management

Manage LMIA-backed and open work permits

LMIA Tracking

Track LMIA applications that support EE job offers

Study Permit Management

For clients planning the study-to-PR pathway

Track Express Entry cases with confidence

From CRS optimization to COPR, Immicase gives your firm complete visibility into every Express Entry file. Never miss an ITA deadline again.

Book a Demo