> ## Documentation Index
> Fetch the complete documentation index at: https://visaflo.ca/knowledge-base/llms.txt
> Use this file to discover all available pages before exploring further.
# Monitor Agent
> See what changed on IRCC, connect applications to cases, and work through new letters in VisaFlo.
Monitor Agent brings changes from your IRCC account onto your VisaFlo cases. Open **Agents → Monitor Agent** to see new letters, status changes and applications that need a case.
**Setting it up for the first time?** Follow [Set up Monitor in Chrome](/knowledge-base/knowledge-base/extension/monitor-setup). It walks through each extension screen.
## How it works
1. **Connect your IRCC account in Chrome.** Use the **Monitor** tab in the VisaFlo Autofill Extension to set up your GCKey sign-in and passcode inbox.
2. **Let Monitor check for changes.** Keep Chrome open. Monitor checks hourly while your IRCC session is active and runs a full check at your chosen daily time. Select **Check now** whenever you need a fresh read.
3. **Review the results in VisaFlo.** Monitor matches applications to cases by their **IRCC Application Number**, saves available letter PDFs on linked cases, and adds case notes for changes.
The first successful check is your starting point. Later checks show what changed since then. The extension shows a short summary; the full list is on the Monitor Agent board.
## Find what you need
| Tab | Use it to |
| - | - |
| **Needs you** | Open new letters, review decisions and follow up on completed steps. |
| **Updates** | Review other changes, grouped by your local day and type. Choose **Last 24 hours** or **Last 7 days**. |
| **All applications** | Search by name or application number, filter the list and open the linked case. Use **Load 50 more** for the next page. |
| **Not linked** | Connect an application to the right VisaFlo case. This tab is available to team members who can view all cases. |
Use **My cases** to focus on cases assigned to you. If your role allows it, switch to **Everyone** for the wider list. The Monitor Agent card counts items on your own cases; the sidebar combines pending work from your agents.
Monitor normally follows open applications and those decided within the last 90 days. An older decision may therefore be absent from the board even though it remains in the IRCC account.
## Link an application to a case
When a case already has the matching **IRCC Application Number**, Monitor links it automatically. Otherwise:
1. Open **Not linked**.
2. Check the suggested case against the person's name and application number.
3. If the suggestion is missing or ambiguous, choose a case from the row's picker. Search for the case you need.
4. Select **Link N selected**.
The application leaves Not linked, and its IRCC Status appears on the case. Future checks use the saved application number to find that case. If the letter PDF has not arrived yet, run **Check now** in the extension after linking.
Choose **Not our client** only when the application does not belong on your firm's worklist.
## Work through a new letter
1. Open the letter in **Needs you**.
2. Read the PDF. If it has not synced yet, open the extension and select **Check now**.
3. Enter the deadline given in the letter and select **Save**. Until you enter a date, the item stays in **No date in the letter**.
4. Complete the requested follow-up. Use IRCC for any reply the letter requires.
5. Select **Mark as handled** to clear the item from your VisaFlo worklist.
On a linked case, **Files** holds the saved PDF and **Notes** holds the Monitor entry. The system icon identifies Monitor notes. The **IRCC Status** field also shows the last read and any pending follow-up.
## Understand a possible ghost update
**Changed with nothing visible (possible ghost update)** means the page changed while the visible status, steps and letters stayed the same. It does not confirm a decision or a new letter. Open the IRCC account if you want to check it yourself.
## Keep checks running
* Keep Chrome open on the computer where you set up Monitor. Closing the extension popup is fine.
* Monitor keeps an active sign-in session available between checks. You may still be asked for a passcode or security answer when a new sign-in is needed.
* An open IRCC tab pauses automatic work while you use the portal. Close the tab when you are finished.
* Check the **checked** time at the top of the board. If it is old, open Chrome, open Monitor and select **Check now**.
For a paused check, a missing passcode or a sign-in problem, follow [When Monitor needs your help](/knowledge-base/knowledge-base/extension/monitor-setup#when-monitor-needs-your-help).
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