Language schools must track student visa status, monitor expiry dates, and submit compliance reports to immigration authorities. Manual data collection from scattered sources, spreadsheet entry errors, and missed expiry dates create regulatory risk and consume significant staff time.
Automation centralizes visa data from intake forms, flags expiring visas instantly, and generates formatted compliance reports on schedule. Staff focus only on approval and submission, reducing monthly workload from to.
The full workflow, from trigger to completion.
A student record is created with visa details. The automation is triggered when visa information is marked complete.
The automation reads student visa details and parses visa type, expiry date, and document status.
Visa data is automatically written to a centralised tracker with timestamps and source references.
The automation calculates expiry date minus 60 days and creates a reminder task for the compliance team.
When an expiry date is within 60 days, a notification is sent to the operations channel with student name and expiry date.
On a monthly schedule or on-demand request, the automation queries the visa tracker, filters by status and category, and generates a formatted PDF report.
The generated report is sent to the compliance manager with a link to review and approve.
Once approved, the report is saved to a compliance folder in Google Drive and a submission record is logged.
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