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 can be uploaded to the platform. When a new visa document is uploaded, both the employee and HR will receive an email notification, keeping everyone informed in real-time. Please note: a visa document uploaded by the employee is a personal document. Only the employee can view or download the file; HR admins cannot.
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.
Additionally, for each uploaded visa document, the system will automatically regenerate the risk assessment to ensure it reflects the most up-to-date information. This helps maintain accuracy in compliance and risk evaluation processes.
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.
For visa types unsupported by the platform, employees must contact the WorkFlex visa team to submit their visa details manually. The team will review and attach the visa to the relevant travel requests, updating the risk assessment accurately.
4. How to add or update your visa information
To add or update your visa information, follow these simple steps:
From the WorkFlex homepage, click your name in the bottom-left corner.
In the menu, select Profile.
At the top of the Profile page, click Document center.
Click Upload documents.
Select Visa.
Choose the country and visa type.
Enter the validity dates.
Upload your visa document (PDF, JPG, JPEG or PNG).
Click Upload.
This process applies to visa types supported by the WorkFlex platform. For unsupported visa types, consider following the alternative manual submission process outlined for contacting the WorkFlex visa team.
Note: Repeat this process for each visa you hold for different countries.
Once you've entered the information, it will be stored in the profile and available for use in risk assessments and compliance checks.
Note: The visa information field is accessible to all clients, regardless of whether you use our visa service.
Employees: Can view and manage all of their own visas.
HR / Assistants: Can only upload visas for employees with managed profiles.
For unsupported visa types, employees should email or contact the WorkFlex visa team for further assistance in adding their visa information manually. This ensures all visa records are accurately incorporated into the system.
If you would like WorkFlex to apply for a visa for you, see WorkFlex visa service.