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How do I / Enable immigration status reminders

How do I: Enable immigration status reminders

Learn how to set up automated reminders for employee immigration status renewals to ensure compliance.

Overview

Immigration status reminders help ensure that employee visas and work permits are renewed on time, preventing compliance issues. You can configure automated reminders that notify administrators when immigration documents are approaching expiration.

Accessing Immigration Settings

To enable immigration status reminders:

  1. Navigate to Admin > Settings
  2. Click on the "Immigration Settings" tab
  3. Scroll to the "Reminders" section
Immigration settings page showing reminder options
Access immigration settings from Admin > Settings

Enabling Reminders

To enable immigration status reminders:

  1. In the "Reminders" section, toggle "Enable Immigration Status Reminders" to ON
  2. Configure reminder timing:
    • First reminder - How many days before expiration (e.g., 90 days)
    • Second reminder - Additional reminder (e.g., 30 days)
    • Final reminder - Urgent reminder (e.g., 7 days)
  3. Select who should receive reminders:
    • HR Administrators
    • Compliance Managers
    • Employee's Manager
    • Custom email addresses
  4. Click "Save Settings" to apply

Updating Employee Immigration Status

For reminders to work, you need to ensure employee immigration status is up to date:

  1. Navigate to Admin > Users
  2. Select the employee with immigration status
  3. Go to the "Employment" or "Personal" section
  4. Update immigration information:
    • Visa type
    • Visa number
    • Expiration date
    • Sponsorship status
  5. Save the changes

Viewing Upcoming Reminders

To see upcoming immigration status reminders:

  1. Navigate to Admin > HMRC Compliance
  2. Go to the "Sponsored Workers" section
  3. View the list of employees with upcoming visa expirations
  4. See the days remaining until expiration
  5. Filter by expiration date range or visa type

Email Notifications

When reminders are enabled, email notifications are automatically sent:

  • At the configured reminder intervals (e.g., 90, 30, 7 days before expiration)
  • To all selected recipients (HR, managers, etc.)
  • Including employee details, visa information, and expiration date
  • With links to update the immigration status

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