1. foundU
  2. Employee Management
  3. Onboarding

Visa check

Avatar
foundU

Running visa checks from your foundU platform

When employees complete their right-to-work information through their onboarding process, you'll be able to run a visa check from your foundU platform through the inbuilt integration with the Department of Home Affairs (VEVO).

Once you trigger the first visa check, you can also automate future visa checks and customise the visa notifications received when an employee approaches their visa expiry. 

In this article, we will cover:

  • How to run a visa check
  • Viewing visa errors
  • Updating visa check information
  • Types of visa notifications
  • Visa reports

See the foundU visa check workflow below:

How to run a visa check

Once the employee has entered their visa details via the onboarding process, an admin can then run a visa check to ensure that the employee is eligible for work. 

To run a visa check:

  1. Navigate to People > Pending People (or Approved People depending on their status i.e. applicant or new employee).
  2. On the Overview page select 'Eligible for Visa Check'.
       - You may also see Not Eligible for Visa Check. This normally is the result of visa information not being completed, however, select (More Info) for further details. 
  3. Then review the details and select 'Confirm Details and Run Visa Check'.


  4. A result will then be displayed. 

After the first check, the platform will run the check automatically periodically and will send emails on status changes to the admin that processed the first check. 

Visa status results meaning

When you have run the visa check you may receive the below status results if the visa check is rejected.

To check the Visa Check Error you will need to do the following:

  1. Click on 'Visa Check Error' for further information. 



  2. This will display the error details and what you will need to do to correct the error.
  3. Update visa details accordingly and re-run the Visa Check. You may need to re-clarify these details with the employee before re-running the Visa Check. 

If you continue to receive this error, please contact support for further assistance. 

Updating the visa check information
There are two ways the visa check information used for the visa check can be updated:
  1. An Admin can update the information on behalf of an applicant/employee
  2. An employee can update the information (but only for applicants who have not yet finished onboarding).

Admins can update the information on behalf of an employee

How admins can update right-to-work information on behalf of an employee:

  1. Navigate to the employee's profile (using the search or via approved people or pending people).
  2. In the employee's profile navigate to the onboarding icon and open the right-to-work tab. 
  3. Select edit and adjust the required information and save and close.


    Please note that the above image displays the Visa check with an expiry date. If your business is using the Visa check format that doesn't have this field in the onboarding, you will not see the expiry date field.
  4. Navigate back to the employee overview icon and re-run the visa check by clicking on eligible for visa check.

How employees can update their information

  Please note: This option is not available if the person has already completed their application/onboarding.

How employees update their right-to-work information:

  1. In the Employee App, employees can navigate to the relevant step (your business has customised onboarding so it can vary) that contains the right-to-work information.
  2. The employee will then update the relevant information and Save.

  Please note: If your employee has already completed the section on the onboarder that contains the right-to-work information, they may not be able to revisit the steps they have already completed. In such a scenario, you will need to enable a specific setting in your platform to allow the employee to revisit previous sections. For more information, please refer to our guide on the Back button for application and onboarding steps.

Visa notifications

You can adjust the timing, recipients and content of your visa notification emails.

For example, you can use these emails to:

  • Send a communication to individuals approaching visas and passport expires before they expire.
  • Assist in visa and passport compliance to ensure the employee will not need to cease working for your business.
  • Create destination-specific messaging for more than one person/s in one email template.
  • Use tokens (e.g. name placeholders) to customise your email content to the recipient.

There are two key email templates:

  • Employee Visa & Passport Expiring template (Employee)- sends the employee a reminder that their visa or passport expiration is approaching.
  • Visa and Passport expiring template (Dynamic)- sends a summary of visa or passport expiration dates to chosen admin recipients. Please note you will need to turn Communications on for these individuals.

To locate the Message Templates:

  1. Navigate to the hamburger icon to open the Full Menu and select Communication > Communication Content.
  2. Choose which template you would like to use or both.
  3. Employee Visa & Passport expiring template (Employee)
  4. Visa and Passport expiring template (Dynamic) or you can use the Search Bar to locate the template you are after.

  5. The first option will remind the employee, and the second option will send a reminder to the Employee's manager and/ or a specified contact (Dynamic).
  6. Adjust the details to suit:
    • Send Email - on/off.
    • Use Default Email Subject- or compose your own.
    • Email content - create your own content for the notification, or leave it blank to use the default content.
    • Email Attachments- add attachments to the email. Preferred files are .jpg .png, or .pdf with a maximum file size of 3MB.
    • Send SMS - on/off.
    • SMS content - Create your own text for the notification, or leave it blank to use the default content.
    • Countdown- Choose a countdown day and time. You can choose multiple (e.g. Day 10 at 10 am, Day 3 at 10 am will remind the appropriate contact at 10 days and 3 days out from expiry at 10 am).
    • Trigger Point - Select the appropriate trigger point (passport or visa) or both.
  7. This email content will trigger at the appropriate countdown day selected.

  8. The Admin users you have specified in your Visa and Passport Expiring Template (dynamic) will now receive Communication of expiry dates and applicable employees.
  9. Please note the recipients need to be set up in your CRM > Contacts list and enabled for messaging. Add CRM contacts including bulk contacts.
  10. If you have chosen to use the Employee Visa & Passport expiring Template (employee) then the Employee will also be reminded.

Visa reports

You can view and export a report of all employees with Visa information.

  1. Navigate to Reports > Workforce > Visa Check List. 
  2. Apply any filters as needed or leave them blank to view all.
  3. Click Search. 
  4. Click on the 'Errors' button to view more information about the error as returned by the Department of Home Affairs. This report can also be exported to .csv.

Articles in this section