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Visas and Residences Management Manual

Welcome to the Visa and Residences App, designed to help HR and company administrators manage visas, residence permits, and identity documents for foreign employees. This manual explains the application’s features, how to navigate the interface, and how to perform both individual and bulk actions—without requiring any technical background.

1. Introduction

The Visa and Residences App is part of your HR dashboard and focuses on managing the work authorization processes for foreign employees. Whether it is creating, editing, or keeping track of visa applications, residence permits, or identity document records, this app helps you stay organized and up-to-date with compliance and record keeping.

2. Key Features

  • Tabbed Navigation: Switch easily between “Visas and Stays” and “Identity Documents.”
  • Record List View: View a comprehensive list of all visa and residence processes.
  • Search and Filtering: Quickly narrow down records by status, dates, citizenship, purpose of stay, and more.
  • Detailed Record Information: Access full details including accommodation, employment details, tasks, attachments, and custom notes.
  • Bulk Actions: Perform updates on multiple records at once (e.g., bulk status updates, document generation, adding labels, or adjusting accommodation details).
  • Permissions and Role-Based Viewing: Only users with proper permissions can view or change data.
  • Customizable Actions: Options such as “add new process,” “edit,” “delete,” and additional actions are available through modals (pop-up forms).
  • Task and Attachments Management: Manage tasks related to the process and view any attached documents.

3. Accessing the Visa and Residences App

  1. Log In: Open your Pulsawork account and sign in.
  2. Navigate to Human Resources section - Visas and Residences: From the Dashboard, locate the HR or Foreigners section.
  3. Select the Visa and Residences Option: Click on the “Visas and Stays” link in the navigation bar at the top.
  4. Switch Tabs if Needed: Use the button group at the top to switch between the “Visas and Stays” view and the “Identity Documents” view.

4. Understanding the User Interface

  • Breadcrumb Navigation: At the top of the page, you will see the breadcrumb display. This shows you the current module (for example, Visas and Stays) and helps you understand your navigation path.
  • View Selection Buttons: A group of buttons allows you to switch between:
  • Visas and Stays: Main view to see visa, residence, and related process records.
  • Identity Documents: View records associated with identity documents. (Access may be limited based on your permissions.)

Screen Layout

  • Header and Navigation: At the top, you see the title “Visas and Stays” along with small icons.
  • Filter and Action Area: Just below the header, you have a set of filters and bulk actions. Here, you can search and apply filters to the list of records.
  • Record List/Table View: The main area displays a table or list of entries detailing each employee’s visa or residence process with key details such as full name, citizenship, process status, and submission dates.
  • Action Buttons: Each record has its own set of actions (edit, delete, view tasks, etc.) accessible via buttons or clickable icons.

5. Working with the Visas and Residences Module

Viewing Records

  • List Display: Upon entering the module, the app displays a list of existing visa and residence records.
  • Table Columns: Columns include employee name, citizenship, purpose of stay, accommodation dates, employment details, labels, task progress, notes, attachments, responsible person, and process state.
  • Real-Time Updates: Whenever changes are made (individually or in bulk), the list refreshes with updated information.

Searching and Filtering Records

  • Search Bar: Use the search field to quickly find records by typing keywords (such as employee names or citizenship).
  • Filter Fields: Filters allow you to narrow down records by:
  • Process status (open, submitted, granted, suspended, denied)
  • Dates (submission dates, accommodation validity, etc.)
  • Purpose of stay or type of residence
  • Other custom criteria (labels, employer, etc.)
  • Applying Filters: Simply choose the desired filter and the list view will update automatically.

Individual Record Actions

  • Viewing Details: Click on an employee’s name or record to open detailed information in a new window.
  • Editing a Record: Use the “edit” button (usually represented by a pencil icon) to modify information.
  • Deleting a Record: Use the “delete” action if you need to remove a record permanently.
  • Task Management: Open the “tasks” modal to review and update the tasks associated with a process. You are able to create new tasks, mark them as completed, and set deadlines. Platform also provides a progress bar to show the completion status of tasks and creating task templates for recurring processes.
  • Attachments and Notes: View, add, or update attachments and quick notes that offer additional context.

6. Working with the Identity Documents Module

The Identity Documents view is similar to the Visas and Residences module but focuses on documentation.

7. Bulk Actions and Additional Features

Bulk actions allow you to perform updates on multiple records at once.

Details on Available Bulk Actions

  • Generate Documents Select from prepared documents for selected countries.
  • Update Process Status Change the status of multiple records simultaneously.
  • Add Labels Add labels globally for selected records.
  • Add Accommodation Data Add accommodation details to multiple records like accommodation property and validity.
  • Add Submission Information Add details for date of submission and submission place.
  • Add Employment Details Add comprihensive details for multiple records like Employer, User Employer, Position, Job Offer ID, Salary, Fond, Employment Date From and To and Document validity.
  • Add Workplace Add workplace details for multiple records like Workplace, Workplace Address, Workplace City, Workplace Country which is diffrent from a list of saved Employers.
  • Add Registers Add criminal record details for one or more records.

8. Global Management for Visas and Residences Application

Purpose of Stay Management

Managing the purpose of stay is crucial for categorizing visa and residence processes according to the reason for the employee’s stay.

Accessing Purpose of Stay Management: Click on the link labeled “Purpose of Stay Management” in the settings section. This link will redirect you to a dedicated management page where you can add, edit, or delete purposes.

  • Add New Purposes: Insert new options for the reasons behind a visa or residence; for example, employment, study, or family reunion.
  • Edit Existing Purposes: Update labels or details as your company policies change.
  • Filtering and Reporting: Ensure that records are accurately categorized for easier filtering and reporting.

Type of Residence Management

Managing types of residence is important to classify records based on the type of permit or residence your employees hold.

Accessing Type of Residence Management: Click on the “Type of Residence Management” link available in the settings navigation.

  • Add/Update Residence Types: Define various residence permits (e.g., temporary, permanent, student) available in your organization.
  • Reassignment: Change existing types if policies are revised.
  • Consistency: Ensure that all records follow a standard classification, which simplifies filtering and reporting.

Submission Offices Management

Submission offices are the designated locations or authorities where the visa and residence documents are submitted.

Accessing Submission Offices Management: Use the “Submission Offices Management” link under the settings section.

  • Add New Office Details: Create new entries for submission offices including location and contact details.
  • Update Information: Ensure that the submission office details remain up-to-date.
  • Integration: Records in the Visa and Residences module can automatically reference submission office details to help streamline submission processes.

Task Template Configurator

The Task Template Configurator allows you to customize task templates related to each visa and residence process.

Accessing Task Template Configurator: Click on the “Task Template Configurator” option in the settings. This option opens a modal where you can view and modify task templates.

  • Configure Tasks: Update the default tasks that are automatically generated when a new visa or residence process is created.
  • Template Customization: Tailor the task steps, deadlines, and responsible parties to suit your organizational workflow.
  • Consistency: Use standardized task templates to ensure all processes follow an approved set of steps.

9. Step-by-Step Quick Start Guide

  1. Log In and Navigate
  2. Select the Desired View
  3. Search and Filter
  4. Review a Record
  5. Perform an Individual Action
  6. Using Bulk Actions
  7. Save or Export Data
  8. Switch Between Tabs

10. Support and Further Assistance

  • On-Site Help: Ask your HR administrator.
  • Additional Resources: Training videos and documentation are available.
  • Technical Support: Contact Pulsawork support or refer to the online help center.

By following the instructions in this manual, you should be able to use the Visa and Residences App effectively! 🚀

11. Frequently Asked Questions (FAQ)

I cannot see certain records or actions.

This may be due to permission restrictions. Ensure you are signed in with the correct access rights.

What if a bulk action does not work properly?

Double-check that you have selected at least one record.

How do I update a record if I spot an error?

Open the record details and click the “edit” action.

What should I do if I encounter technical issues?

Refresh the page or contact your HR support desk.

How does the page look like?

Visas and Residences Table Example