Legalisation of stay and work in LightApply — comprehensive immigration process management

The legalisation challenge in temporary employment agencies

Employing foreigners in a temporary employment agency is a process that requires particular attention and precision. Every foreign candidate, before they can start legal employment, must go through a series of procedures related to the legalisation of their stay and work. These processes are not only legally complex, but also require close cooperation between multiple agency departments — recruitment, immigration and HR.

That is why we are working on two dedicated modules that will comprehensively handle this area: Legalisation of stay and Legalisation of work.

Legalisation of stay — the path to legal residence

The Legalisation of stay module handles the process of obtaining necessary residence documents by foreigners. This is where an applicant "lands" after successful recruitment, if they require immigration department handling before employment.

How does the module work?

1. Automatic redirection — after completed recruitment, if the candidate requires stay legalisation, the system automatically directs them to the Legalisation of stay module.
2. Process assignment — the immigration department assigns the appropriate immigration process or processes to the applicant that must be completed for them to obtain the necessary residence documents.
3. Step-by-step tracking — each process is broken down into specific steps that can be tracked in real time. The status of each stage is clearly visible to all involved parties.
4. Finalisation — upon completion of all stay legalisation processes, the system notifies the HR department about readiness for employment.

Key features

• Defining custom stay legalisation processes adapted to different document types
• Tracking the status of every step in the process
• Notifications about approaching deadlines and required actions
• Archive of documents related to the process
• Process overview for the immigration and HR departments

Legalisation of work — the road to legal employment

The Legalisation of work module handles the process of obtaining work permits and other documents necessary for the legal employment of a foreigner. It operates on a similar principle as the Legalisation of stay module, but focuses on aspects strictly related to the right to work.

How does the module work?

1. Automatic redirection — after completed recruitment, if the candidate requires work legalisation, the system automatically directs them to this module.
2. Process assignment — the immigration department assigns appropriate processes, e.g. obtaining a work permit, a declaration of entrusting work, or a register entry.
3. Progress tracking — each stage of the process is monitored and its status updated in real time.
4. Employment block — HR can only employ the applicant after finalisation by the immigration department, ensuring full compliance with regulations.

Key features

• Configurable work legalisation processes for different foreigner categories
• Step-by-step process paths with status control
• Calendar integration — displaying important dates
• Notifications and reminders about required actions
• Complete process history for each applicant

Inter-departmental cooperation

The greatest value of the new modules is the improvement of cooperation between three key agency departments:

Recruitment → Immigration

After completed recruitment, candidate information is automatically passed to the immigration department. There is no need to manually transfer data, send emails or create new records. The system does it automatically.

Immigration → HR

The immigration department informs HR about the status of legalisation processes. HR can see in the system what stage the process is at and whether the candidate is ready for employment. There is no need to make phone calls or send enquiries — all information is available in one place.

Full transparency

Each department has access to information relevant to its work. The recruiter sees the recruitment status, the immigration department — the progress of legalisation processes, and HR — readiness for employment. Everything runs smoothly and without unnecessary delays.

What benefits will these modules bring?

Regulatory compliance

Thanks to strict process tracking and the employment block until legalisation is finalised, the agency can be certain that every foreigner is employed legally. This minimises the risk of fines and legal consequences.

Faster processes

Automation of information flow between departments eliminates delays caused by manual communication. Everyone knows what to do and when, and the system reminds them of upcoming deadlines.

Full control

Managers and agency owners have full insight into legalisation processes — how many people are in the process, what stage they are at, what deadlines are approaching. This enables better planning and resource management.

Who are these modules for?

The Legalisation of stay and work modules have been designed for agencies that employ foreigners:

• Immigration department — full management of legalisation processes
• Recruiters — information about the legalisation status of candidates
• HR department — certainty about readiness for employment
• Management — overview of processes and indicators

When will the modules be available?

The Legalisation of stay and work modules are currently in intensive development. Our team is working on their integration with existing LightApply system modules to ensure smooth information flow between all agency departments. We plan to release them in upcoming system updates.

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