Ontario Interview Notice in Stafftrak

As of January 1, 2026, Ontario employers are legally required to notify any candidate who completes a formal interview of their application status within 45 days. This new requirement falls under Ontario’s updated pay transparency legislation and is designed to improve communication and transparency in the hiring process.

The rule applies only to candidates who participated in an interview—not to resume submissions or preliminary screenings. Employers who fail to follow up within the required timeframe may be subject to complaints filed with the Ministry of Labour.

Organizations are encouraged to review their internal hiring workflows to ensure timely communication and compliance with the new legislation. We have added a process to Stafftrak to assist Talent Suppliers with the notification process.

ON-Notification Record Type

If you would like to utilize Stafftrak to track and send the 45-Day Notice, please follow the steps below.

On the day of the final interview, add the worker to the order you were considering them for and select the Record Type called ON-Notification. Please ensure that you add the Start Date as the date of the final interview. You can decide how you want your team to manage the End Date field. You may want to make it 45 Days from the Start Date or keep it the same as the Start Date.

Any worker that is attached to an order with the ON-Notification Record type will receive an email, 40 days from the Start Date they are attached with. This 5-day grace period is to ensure the notice goes out ahead of the mandated 45 days.

Email Notification

Here is a sample of the Email Notification:

Notification Quick Note

When the email is sent a Quick Note will be attached to the Person file with the new Global Note Code, ON INTERVIEW NOTICE. The body of the note will show the verbiage from the email.

Removing the ON-Notification Record Type

If you change your mind about the candidate before the 40-day notification goes out you can delete the Record Type from the order, and this will ensure that the worker does not receive the notification.

This would be useful in the case where you decide to offer the job to the worker.

If you have any questions about using the ON-Notification process in Stafftrak, please reach out to your Client Services Representative for assistance.