Work permits that never lapse unnoticed
An employer with a large international workforce, whose right-to-work evidence expired on hundreds of different dates.
Who they are.
An employer with a large international workforce. Its right to employ part of that workforce depends on permits that expire on hundreds of different dates, each needing renewal before it lapses.
Anonymised at the client’s request. Client names are never disclosed without written permission.
What had to be solved.
Expiry dates were tracked in a spreadsheet updated by hand. A lapse was discovered during an inspection rather than before it, and renewal chasing started too late to be comfortable.
What success looked like.
- Check permit validity against the employment period continuously
- Surface an approaching expiry with time to renew
- Produce the compliance register without maintaining it separately
What Ceertia does here.
A use case that checks each employee file for a right-to-work permit covering the whole current employment period. Approaching expiries are flagged with ninety days of margin, and the compliance register is a by-product of the checks rather than a separate task.
Every employee file must hold a right-to-work permit valid for the whole current employment period.
How it runs, step by step.
The file arrives with its documents, in any format, from whoever sends it.
Every page is identified and mapped against the expected document list. Missing documents, duplicates and out-of-scope pages are flagged on receipt.
Each rule asks the file a question and answers it directly on the documents, with page, zone and source text attached to the verdict.
The team approves, requests a fix, or rejects. No file is approved or rejected automatically.
What changed.
No permit has lapsed unnoticed since. The spreadsheet was retired, and the renewal workload became predictable instead of urgent.
- Expiry dates were tracked in a spreadsheet updated by hand.
- A lapse was discovered during an inspection, not before it.
- Renewal chasing started too late to be comfortable.
- Every permit is checked for validity against the employment period continuously.
- Approaching expiries are surfaced with enough time to renew.
- The compliance register is a by-product of the checks, not a separate task.
Anonymised case. Client names are never disclosed without written permission. Figures describe the file volumes and checks in this scenario.
Other files, same engine.
A people operations team onboarding across several countries, where each hire required a different set of documents and none arrived together.
Read the case → HRContractor vetting held to the same standard as hiringAn organisation engaging external contractors through agencies, where vetting evidence was inconsistent and rarely re-checked.
Read the case →See it run on your own files.
Bring one real file to a 30-minute demo. Watch the verification run, evidence on screen.