CheckWorkRights automatically sends customisable reminder emails to employees whose visas are approaching their expiration dates.
This feature will need to be turned on in your CheckWorkRights account by a CWR admin. Please contact us to have it turned on.
The Visa Expiry Reminder Email is automatically triggered 30 days before an employee’s visa is due to expire, and repeats weekly until visa expiry. The notification is sent directly to the employee, reminding them of the upcoming expiry and prompting them to engage with HR regarding their plans and intentions. Often a visa holder will advise that they have already lodged an application for a new visa, and are expecting to move onto a bridging visa whilst their next visa application is processing. Understanding this information in advance enables employers to keep these staff on future rosters.
Common use case:
Employee holds a subclass 500 Student Visa with visa expiry on the 15th March.
Employee makes application for subclass 485 visa on completion of their course of study 1-2 months out from student visa expiry date.
485 lodgement confirmation advised of a subclass 010 Bridging Visa A that will come into effect on the day following student visa expiry in event that the 485 application has not yet been decided.
VEVO only confirms visas that are in effect, so an employer will not be aware of a lodged application for a subsequent visa, or any bridging visa that may come into effect on expiry of the currently held visa.
BVA following a Student Visa will carry the same conditions as the Student Visa.
Knowledge in advance of the above will enable the employer to continue to roster the employee through this visa application process through to finalisation of the subclass 485.
If the employee is granted a new visa, this will be automatically updated in the system at the next scheduled VEVO check (morning of day following visa expiry date). This functionality helps reduce the risk of employees continuing to work without a valid visa and supports proactive compliance management.
Customising the Visa Expiry Reminder Email
You have the flexibility to tailor the content of this reminder email to align with your organisation's communication style and requirements.
To customise the Visa Expiry Reminder Email template, follow these steps:
Navigate to the 'Admin' section in your CheckWorkRights dashboard.
Select 'Emails' from the menu options.
Click on 'Email Templates' to view the list of available templates.
4. Locate and select the 'Visa Expiry Reminder Email' template.
5. Edit the template content as needed to suit your organisation's preferences.
6. Save your changes to apply the customised template.
Customising the timeframe for the email prior to Visa Expiry
We can adjust the time out from visa expiry to commence this process. Default is 30 days from visa expiry. If you would like a longer or shorter time, please contact our support team.
Note: the reminder email is sent every 7 days from commencement date through to visa expiry, and there is no means of disabling the ongoing reminders after an employee has completed the task requested in the email (As CWR does not know if this has taken place or not).