Our client, a multinational technology company with a diverse Australian workforce, faced increasing pressure to maintain rigorous immigration compliance while managing significant administrative workloads.
With hundreds of employees holding various visa types, the HR and compliance teams were spending considerable time on manual VEVO checks, tracking visa expiries, consulting with visa advisors, and managing onboarding verification.
The leadership team recognised the risks of manual processes – including potential breaches of immigration law, costly penalties, and inefficiencies that were diverting resources from strategic HR initiatives.
A diverse mix of sponsored employees, permanent residents, and temporary visa holders.
When key HR staff left, the spreadsheet used to track visa holders was misplaced within shared drives and email chains. The only version that was later found could not be verified as current or accurate, creating serious compliance and operational risks.
New hires’ work rights were being confirmed manually and individually, often requiring significant back-and-forth with hiring managers and external agencies.
Quarterly VEVO checks were being conducted manually, taking hours (even days) of administrative effort each time.
Without real-time monitoring, changes to visa conditions or work rights sometimes went undetected until the next scheduled check.
The company needed a scalable, automated compliance solution to reduce administrative burden, minimise risk, and ensure full compliance with Australian immigration law.
More frequent and reliable than the standard quarterly manual checks, running automatically in the background.
Monthly email reports highlighted upcoming visa expirations and any changes to visa conditions.
Instant checks for new hires using passport details, with automatic inclusion in ongoing monitoring.
On-demand, real-time organisation-wide work rights reports available anytime.
Streamlined cessation notifications sent directly to the Department of Home Affairs at the click of a button.
The tool can connect via API to HR platforms like Workday, reducing duplicate work, eliminating data silos, and keeping compliance records in sync with employee data.
By automating compliance checks and streamlining verification processes, the client achieved faster onboarding, reduced admin time and stronger workforce compliance, delivering measurable cost savings and operational efficiency.
The tool provided the client with up-to-date visa status and work rights information across their entire Australian workforce – significantly reducing the risk of inadvertent non-compliance.
Manual tracking spreadsheets and time-consuming quarterly VEVO checks were eliminated, freeing the HR team to focus on talent strategy and employee engagement.
New hires’ work rights could be confirmed in minutes, accelerating time-to-hire and improving hiring manager satisfaction.
Automated monthly checks meant changes to visa conditions or work rights were identified immediately, enabling proactive action well before expiry dates.
Manual tracking spreadsheets and time-consuming quarterly VEVO checks were eliminated, freeing the HR team to focus on talent strategy and employee engagement.
The result was a more compliant, efficient, and confident HR function – free to focus on building culture and engagement, essential to sustaining growth in a diverse and fast‑growing business.
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