Visa & right to work tracking
Employee visa and right to work tracking, with alerts before dates lapse
Soteriaa tracks each employee's visa expiry and right-to-work recheck dates, stores the evidence you collected, and alerts you before a date lapses; the right-to-work check itself is still carried out by you or your check provider.
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Visa expiry
Employee visa expiry tracking
Employee visa expiry tracking starts with a date you can trust: recorded from the source document and reviewed by a person.
From the document
Upload visa or eVisa evidence and Soteriaa's AI proposes the expiry date it reads. You confirm it before it is saved, or enter it by hand.
Status by date
Each worker shows as due soon within 90 days of expiry and urgent within 30 days or once overdue.
Across the workforce
See every sponsored worker's visa expiry in one view instead of in separate files.
Right to work
Right to work recheck tracking
Right to work tracking software should keep the recheck date separate from the visa expiry date. Soteriaa records them as separate dates.
On smaller screens, scroll the table sideways to see every column.
| Recorded in Soteriaa | Your team's job | |
|---|---|---|
| Visa expiry | The permission expiry date recorded from the source evidence. | Check current evidence; an old date alone does not decide anyone's status. |
| Right-to-work check | The method you used, the check date and the evidence, as a record. | Carry out the check yourself or through your check provider. |
| Recheck date | The follow-up date where a time-limited right to work applies. | Confirm the required method and timing in current official guidance. |
Alerts
Alerts: when they fire and who receives them
One email digest each morning, sent on any day something is due.
When email alerts are switched on, Soteriaa sends a daily digest whenever a visa expiry, right-to-work follow-up or evidence document is due within 90 days, or a worker is flagged as missing evidence. Items due within 30 days, or already overdue, are listed as urgent. The digest goes to the alert recipients you set in settings; if you have not set any, it goes to the company alert email, and failing that to the workspace owner. You can preview the digest and send a test email before relying on it.
- Upcoming: due within 90 days
- Urgent: due within 30 days or overdue
- Missing evidence listed in the same email
- At most one digest per company per day
Spreadsheet or tracker
How people teams track visa expiry across a workforce
Most small teams start with a spreadsheet. It works until nobody opens it on the day a date comes due.
On smaller screens, scroll the table sideways to see every column.
| Spreadsheet | Soteriaa | |
|---|---|---|
| Where the date comes from | Typed in by hand. | Read from the uploaded document and confirmed by you, or entered by hand. |
| Reminder | Only if someone sets up and checks one. | Daily email digest of anything due within 90 days. |
| Evidence | Stored somewhere else. | Filed against the worker beside the date. |
| Record of changes | Overwritten in place. | Old and new values kept in the change log. |
Boundaries
What Soteriaa does not do
A date reminder is a prompt for your team, not a check.
Soteriaa does not carry out the statutory right-to-work check, verify anyone's identity, check or advise on immigration status, renew visas, or submit anything to the Home Office. A date reminder is a prompt for your team to review. Read the guides on visa expiry tracking and right-to-work check tracking, see sponsored worker management, or the full UK sponsor compliance software overview.
FAQ
Visa & right to work tracking questions
What does Soteriaa alert on?
Visa expiry dates, right-to-work follow-up dates where a follow-up is required, expiring evidence documents, and workers flagged as missing evidence. Items due within 90 days are listed as upcoming; items due within 30 days or overdue are listed as urgent.
Does Soteriaa carry out right-to-work checks?
No. You or your check provider carry out the check using the method that applies. Soteriaa stores the record of the check you did, its evidence and the next follow-up date.
Do alerts mean compliance is guaranteed?
No. Alerts help reduce missed follow-ups. Responsibility for acting on dates stays with the business, and Soteriaa does not provide legal advice.
Does Soteriaa renew visas or contact the Home Office?
No. Soteriaa tracks dates and evidence. It does not renew visas, check immigration status or submit anything to the Home Office.
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