Polaris Desktop CRM
Where you spend your day.
Cases stream in as IRCC updates land. A Next-Best-Action rail sits beside every file so the obvious next move is one click away. Built for a 6-hour day, not a 6-day onboarding.
Built by a working RCIC, in a working RCIC's office.
A day in the practice
The day you've actually had.
Three moments every working RCIC recognizes · and what Meridian does in each one.
It's 11pm. A client calls because they just realized their work permit expires in three days and they're outside Canada. You haven't pulled up their file in two months. You can't remember which provincial program they were on. Your inbox is full of unread case threads from the morning, and the deadline math is not in your favour.
Meridian's Aurora mobile app surfaces the case summary on your phone with one tap, and the case timeline shows you exactly where things stand without opening a laptop. (Aurora today: case summary view + push notifications. Click-to-call from the case card is on the Aurora roadmap.)It's 7am. IRCC quietly updated a program checklist overnight · a new supporting document is now required, and an existing form revision date has changed. Three of your active cases were preparing the old version. By the time you finish your coffee, two clients have already emailed asking why the portal is rejecting their upload.
Meridian's stale-form watcher (deployed worker) checks IRCC forms on a schedule and flags cases referencing an old revision. (Live cron worker · the user-facing "page me within 5 minutes" alert is the Aurora roadmap; email digests work today.)It's the afternoon of an H&C file. The client needs an exact accounting of physical presence in Canada · to the day · over the last five years. You have a stack of stamped passport pages, an old CBSA traveller history printout, and an apologetic client who is not sure she remembers a 2022 trip to visit her sister in Buffalo. You schedule four hours and brace yourself.
Drop the CBSA traveller history PDF into the case file · Meridian's document classifier files it under the right slot and surfaces it in the case timeline; physical-presence calculation is on the Polaris toolkit roadmap. (STATIC future: the full presence calculator is not shipped · for now the document is parsed and stored, and the existing toolkit covers manual presence math.)Why this works
Four things we never compromised on.
If any of these is missing, the tool isn't ready for RCIC work. We were stubborn about all four from day one.
Built inside a practice
Sukhveer is a working consultant at Waymark Immigration; Arshdeep is the supervising RCIC. Every feature came out of a real case · including the ones that took weeks to file because the existing tool couldn't handle them.
CICC-aware from day one
Audit trail on every record, tenant data isolation (each firm sees only its own files), retainer-and-disclosure scaffolding, and conflict-of-interest detection on the lead-to-case path. We built around the CICC Code of Professional Conduct, not as an afterthought.
Knows IRCC's rules
416 slot definitions across 37 IRCC programs and 56 forms, each tied to the exact IMM line it maps to. A stale-form watcher checks revision dates on a cron; a slot-autocomplete helper fills the fields it can verify and asks for the ones it can't.
Made in Canada, stays in Canada
Cloudflare infrastructure with Canadian data residency where the underlying service supports it. PIPEDA, BC PIPA, and provincial privacy obligations baked into the data model. SOC 2 is on the roadmap, not yet certified · we say so on the security page.
Before you sign
Before you sign up for any immigration software, check these.
If the tool you're evaluating can't tick every item below, it isn't ready for RCIC work · full stop. We held ourselves to the same list.
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Tenant data isolationFirm A cannot ever see Firm B's data. Enforced on every database query · not "in the dashboard layer". This is the single biggest CICC liability if it's wrong.
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CICC professional conduct complianceTools that nudge you toward unauthorized practice are a regulatory problem. Your software should know which surfaces are RCIC-only.
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Real audit trail for discoveryIf a complaint is filed against you, can the tool produce a tamper-evident log of who did what, when, to which file? This is required, not optional.
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Third-party processor disclosureYour retainer agreement needs to name every sub-processor. The vendor must give you a current list · not redirect you to "ask sales".
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SOC 2 architecture (or a transparent roadmap)Vendors that claim "SOC 2 compliant" without a Type II report are dressing up. Ask for the report, or ask when it ships. We're on the roadmap, not certified yet · and we say so.
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Conflict-of-interest screeningWhen a new lead comes in, the tool screens for prior files referencing the same employer, sponsor, or address · before you take retainer. (Cross-case family-link detection is on the v1.1 roadmap.)
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Trust accounting (if you handle retainers)If retainer funds touch the platform, it needs to handle trust-account separation, reconciliation, and reporting that satisfies your provincial law society's rules where applicable.
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PIPEDA + provincial privacy compliancePIPEDA at minimum; BC PIPA, Alberta PIPA, or Quebec Law 25 depending on where your clients sit. Privacy notice, consent flow, breach notification · all built in.
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Honest shipped-vs-aspirational labelsIf a feature is on the roadmap, the site should say so. If a screenshot is a mockup, it should be labelled. Anything else is a misrepresentation you'll inherit when a client asks.
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Founders who actually file casesThe single biggest predictor of whether your tool will get the dumb things right · date formats on IMM forms, NOC mapping quirks, BC PNP intake windows · is whether the people building it have actually sat across from a client.
Meridian was built to pass this checklist. If you find an item we don't pass, tell Sukhveer directly: support@thenovasystem.com
What you actually get
What lives behind the login.
Three surfaces. One product. Built for the daily reality of an immigration practice.
Aurora Mobile
Your practice, in your pocket.
Today, deadlines, pending docs, ask-the-AI · the four things you need before a coffee runs cold. The phone is for triage. The laptop is for the actual paperwork.
Island Bar
The widget on your firm site.
A floating pill at the bottom of your firm site. Six entry-points · AI chat, WhatsApp, booking, radar, news, forecast · all wired to the same case backend as the CRM. Visitors talk to your firm, not a generic widget.
Who's behind it
A small team. We pick up the phone.
Sukhveer Khokhar
Founder & CEO, Nova System Inc.
Managing Partner, Waymark Immigration · RCIC R1034253 · Abbotsford, BC
I built Meridian because I needed it for my own practice. I'm a working consultant at Waymark Immigration, and I file IMM forms every week. Every feature you see on this site went through one filter first: would I use this on a real case before lunch tomorrow? If the answer was no, it didn't ship.
Arshdeep Singh Brar
RCIC · Testing & Advisory
Regulated Canadian Immigration Consultant · Member, CICC
I'm an RCIC and I tested every legal-reasoning AI surface in Meridian against real refusal letters and Procedural Fairness Letters from cases I've handled. If the AI gets something wrong on a regulated surface, I want to know first · and we built the review queue so I do.
We're a small team. We pick up the phone.
Founding cohort
We're onboarding our first 10 RCICs at founder pricing.
50% off the first 12 months for the first 10 RCICs to join Meridian. Direct setup line to Sukhveer, migration assistance from your current tool included, and a standing 30-minute monthly check-in for the first quarter.
No founder-cohort contract: monthly billing, cancel anytime. The discount is locked in for 12 months from your start date.
What RCICs are saying
No fake reviews. No stock photos.
We're onboarding our founding cohort right now. We'll post real testimonials from real RCICs as they come in · by name, by firm, by the CICC member number when they're willing. No anonymous quotes, no AI-generated bios, no stock photos. Coming soon.
RCIC questions
Things RCICs actually ask before they sign.
Honest answers. If we don't pass on something, we say so.
How do I know my client data is safe under CICC professional conduct?
Every database query in Meridian is scoped to your firm's tenant ID · Firm A literally cannot read Firm B's rows, because the query won't return them. Every privileged action lands in an audit log you can export. We hold the data, but the access path is yours alone. For the technical details · including the SSL Labs A+, Mozilla Observatory A+, and the multi-tenant query enforcement · see /security.html and the detailed security policy.
What happens if Nova goes out of business · can I export my data?
Yes. Every Meridian tenant can export the full set of records (cases, clients, documents, notes, audit log) at any time, as a structured archive. There's no lock-in clause in the MSA · read it at /legal/msa.html. If Nova ceases operating, the data export tool is the same tool you use day-to-day; the legal agreement requires us to give you a final export window before any data is destroyed.
Does Meridian integrate with the IRCC PR Portal or the GCMS notes ATIP workflow?
GCMS notes: yes · drop the ATIP-returned PDF into the case file and our document classifier files it under the GCMS-notes slot and surfaces it in the case timeline. IRCC PR Portal: no direct integration (the portal does not expose a public API to third parties). What we do today is structure your case data so the form fields are ready to copy when you sit down at the portal. Direct portal automation is not on the near roadmap because IRCC does not currently sanction it.
How are my third-party processors disclosed for my retainer?
The current sub-processor list is published at /legal/sub-processors.html and is referenced by the Data Processing Addendum at /legal/dpa.html. Both documents are linked from the footer and from the Trust Center. When we add or change a sub-processor, the list updates and the DPA timestamps the change · so you can paste the URL into your client retainer and trust it stays current.
What if I find a feature claim on your site that doesn't match what's shipped?
Tell us directly. Sukhveer reads every email at support@thenovasystem.com. We will either ship the feature on a committed timeline, or update the site to be accurate. We don't have a marketing team to argue with you · it's a small enough company that the person who wrote the claim is the person who answers your email.
Can I bring my current case data from Officio / Boss Tracker / Clio?
Yes · migration assistance is included for founding-cohort firms (see section above). We've successfully imported case data from Officio and from Clio matter records; Boss Tracker is on the list but we haven't done one yet, so the first migration will be a partnership. The migration tool maps your existing case fields onto Meridian's IRCC slot taxonomy and surfaces anything that didn't map cleanly so you can decide field-by-field. Migration time depends on volume · a 30-case firm typically lands in a working day; a 300-case firm is a phased import over the first week.
Three ways to start