In WorkFlex, we strive to make managing employee visas and ensuring compliance as simple and efficient as possible. With our Visa Services, employees and HR admins have control and visibility over visa documents and their related risk assessments and compliance summaries.
1. Visa document upload
Visa documents will be uploaded to the platform. These documents are accessible in the request details, allowing both employees and HR to view the latest information easily. When a new visa document is uploaded, both the employee and HR will receive an email notification, keeping everyone informed in real-time.
2. Updating risk status of requests
Once a visa document is uploaded, WorkFlex will automatically update the risk assessment (RA) and compliance summary (CS) of the request. If visa-related issues were previously the sole reason for a request being marked as “Attention” or “High Risk,” the system will automatically adjust the request status to “Completed” or “Low Risk” accordingly. A comment will also appear on the request, indicating that the risk assessment has been updated based on the new visa documentation. This ensures that risk statuses reflect the most current information, streamlining the process for both employees and HR admins.
3. Storing visa information in employee profiles
We allow visa information to be stored directly in employee profiles for easier tracking and compliance. You can add important visa details such as visa type, country of issue, and expiration date. This ensures that the system has accurate information for ongoing risk assessments and compliance summaries. Note that this field is optional, so you can choose to use it based on your company’s needs.
4. How to add or update your visa information
To add or update your visa information, follow these simple steps:
Navigate to your profile info page:
Click on your name at the bottom left corner of the screen and select Profile from the menu.
Scroll down to the “Legal and Travel Documents” section which contains fields for your visa details.
Click the + New button to enter your visa details.
Provide your visa details
Fill in the required fields, including the visa type, country of issue, and visa validity dates (start and end date) and then click "Add".
Note: If you have more than one valid visa, you can click + New again to add additional visa details.
5. For HR Admins:
As an HR admin, if you need to update the visa information for an employee, follow these steps:
Navigate to Employee Management Section.
Search for the Employee
Once you’ve located the employee, click on Manage profile to access their profile details.
From here, you can follow the same steps as an employee to add or update their visa information.
Once you've entered the information, it will be stored in the employee's profile and available for use in risk assessments and compliance checks.