Visa and PRO tracking for UAE employers: The PRO's spreadsheet,
replaced by dates that chase themselves.
New visas, renewals and cancellations as dated steps. Dependants, medical cover, air tickets and nominees on the employee's own file, each with its expiry on the daily scan.
Visa steps, dependants and the ticket home
- New Visa Process
- Visa Renewal
- Visa Cancellation
- Emirates ID Tracking
- Dependant Records
- Medical Insurance
- Air Ticket Cycles
- Nominees
- Expiry Alerts
Visas
Visas, in 4 parts.
4 parts. Swipe across.Keep scrolling.
A new visa is six steps, and each one has a date
Work permit, entry permit, medical, Emirates ID, visa stamping, labour contract. Start a process and the steps are laid out with expected dates; finish one late and the rest move with it.
- New visa, renewal and cancellation, each with its own steps
- Reference number, date done and expiry recorded per step
- Overdue and due-this-week counts at the top
- The employee follows their own process, read-only
The family is on the file too
A sponsored employee's spouse, children and parents each carry a visa, an Emirates ID, a passport and often an insurance card. All four dates are held per dependant and watched.
- Relationship, nationality and date of birth
- Whether the company sponsors the visa and provides cover
- The next expiry shown on every row
- Kept by the employee, visible to HR, hidden from managers
No gap in medical cover you did not know about
Each policy is recorded with its insurer, plan and dates. The section opens on the people who need attention: lapsed, or no policy on record at all.
- Covered, lapsed and no-policy counts
- Renewal alerts at 90, 60, 30 and 7 days
- Dependants covered recorded on the policy
- Nobody can edit their own record
The ticket home, tracked by cycle
An entitlement says how often, where to and whether the family is included. The employee claims the cycle and HR decides, so there is one answer to whether this year's was used.
- Yearly or two-yearly cycles from the joining date
- Ticket booked, or the cash allowance instead
- One claim per cycle, approved or declined by HR
- Due, claimed and not-started shown per person
Visas, screen by screen.
The product itself, on a demo company's data. Nothing here is drawn for the website.
Three people. One set of dates.
The PRO, the employee and HR have been keeping separate copies of the same expiry dates. Here there is one.
The PRO
- Every open process and its next step
- Overdue steps counted at the top
- Numbers and expiries written to the record
The employee
- Their own visa progress, step by step
- Family records they keep themselves
- A renewal list of everything about to expire
HR
- Alerts at 90, 60, 30 and 7 days
- Cover gaps reported, not assumed
- Air ticket claims decided in one queue
The full list
What does the Visas module include?
27 features across 5 parts of the product, each one built into the application. Where one depends on a plan, a setting or a release, the note under its module says so.
Visa processing
The steps a PRO walks through for every hire, renewal and exit, laid out as dated stages instead of a column in somebody's spreadsheet.
- New visa, six steps
- Work permit and MOHRE offer letter, entry permit, medical fitness test, Emirates ID application and biometrics, residence visa stamping, labour contract registration. Each step carries its own expected duration.
- Renewal, four steps
- Medical fitness test, Emirates ID renewal, residence visa renewal, labour contract renewal.
- Cancellation, three steps
- Labour contract cancelled, residence visa cancelled, Emirates ID cancelled.
- Record each step
- Reference number, the date it was done, the expiry and a note. Emirates ID, residence visa and labour card default to a two-year expiry.
- Dates that move with reality
- Finish a step late and every step after it is re-dated from the day it was actually done.
- Writes to the ID register
- Completing the Emirates ID, residence visa or labour card step stores the number and expiry on the person's record, so the renewal is tracked from then on without anyone retyping it.
- Skip or cancel
- Skip a step with a reason, or cancel the whole process. One process per person at a time.
- At a glance
- In progress, overdue steps, due this week and completed, with each step marked done, skipped, overdue or due soon.
- The employee can follow it
- They get a read-only "My visa" view, and a notification when the process starts, as each step is done and when it finishes.
Dependents
The family on a sponsored employee's file, each with documents that expire on their own dates.
- Who they are
- Name, relationship (spouse, child, parent, other), date of birth and nationality.
- Sponsorship and cover
- Whether the company sponsors the visa and whether the person is on the company medical policy, with the policy or member number.
- Four expiry dates
- Residence visa, Emirates ID, passport and insurance. Each row shows whichever comes first.
- Kept by the employee, seen by HR
- People maintain their own family records. HR sees and edits everyone's within their branch view. Managers see nobody's.
- On the daily scan
- A dependant's dates are watched like the employee's own, and the header counts what needs attention in the next 30 days.
Medical insurance
Who is covered, who has lapsed and who has no policy on record at all.
For organizations registered in the UAE.
- Policy details
- Insurer, plan, policy number, emirate, cover start and end, the number of dependants covered and notes.
- Covered, lapsed, none
- Three counts at the top of the section. The list opens on the people who need attention.
- Renewal alerts
- Policy end dates alert at 90, 60, 30 and 7 days.
- Missing cover is a finding
- An employee with no active policy is reported, not silently left off the list.
- No self-service edits
- Nobody can change their own insurance record.
Air tickets
The home-leave ticket in the contract, tracked by cycle so nobody argues about whether this year's was used.
- Entitlement per employee
- Every year or every two years, the destination, an optional cash allowance, the cycle start (the joining date by default) and whether dependants are included.
- Cycle status
- Each person shows as due and unclaimed, claimed, or not started.
- Claim the cycle
- The employee chooses between having the ticket booked or taking the allowance, adds a travel date if they know it, and submits. One claim per cycle.
- HR decides
- Approve with a note the employee sees (the flight booked, say) or decline. HR cannot decide their own claim.
Nominees
Who receives an employee's end-of-service benefit and insurance, on record before anyone needs to ask.
- Beneficiary details
- Name, relationship, date of birth, nationality, passport or ID number, phone and address.
- What the nomination covers
- End of service and insurance, end of service only, or insurance only.
- Shares that add up
- Each nominee has a percentage. The total for a purpose can never pass 100, and the error tells you how much is still unallocated.
- HR sees the gaps
- Everyone's nominees in one view, including the people who have nothing on file.
What are the steps in a new visa process?
Six: work permit with the MOHRE offer letter and approval, entry permit, medical fitness test, Emirates ID application and biometrics, residence visa stamping, and labour contract registration. Each has an expected duration, and the dates of the later steps are recalculated from the day the previous one was finished. A renewal has four steps and a cancellation three.
Do we have to re-enter the Emirates ID once it is issued?
No. When you complete the Emirates ID, residence visa or labour card step with its number and expiry, both are written to the employee's ID register. From then on the daily scan tracks the renewal, with alerts at 90, 60, 30 and 7 days.
Does DenwaysHR submit visa applications to the authorities?
No. It tracks the process your PRO runs with MOHRE, ICP and GDRFA: which step each person is on, what is overdue and what expires when. The applications themselves are made on the government portals as they are today.
Who can see an employee's dependants?
The employee, who keeps the records, and HR within the branches they are allowed to see. Line managers have no access to anyone's family records.
How are air ticket entitlements tracked?
HR sets an entitlement per employee: every year or every two years, a destination, an optional cash allowance, and whether dependants are included. Cycles count from the joining date unless you set another start. The employee claims a cycle, choosing a booked ticket or the allowance, and HR approves or declines. Each cycle can be claimed once.
Is this only for UAE companies?
The visa steps, Emirates ID fields and medical insurance section are built around UAE processes. Dependants, nominees and air tickets are available to every organization.
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