If you have staff members on an expiring Visa or Temporary work permit, you can customise the template to include this data on your SCR and utilise our Expiry Date feature to help track and manage any upcoming expiry dates!

Customising the Template

To start with, you will need to customise your template with additional fields to record the data. This can be done via the Template Editor.

If you are a single school, from your Dashboard, click on Settings>Organisation>Templates>Edit. 

If you are a Trust-level user, and you wish to add these sections and fields across all of your schools, you will need to access the Template Editor via Settings>Federation>Templates>Edit.

Please Note: If the Templates option is greyed out, it is because you do not currently have permission to edit the Template. In this instance, please contact your school or trust administrator.

Adding your Custom Fields

We recommend adding these custom fields to the default ‘Right to Work in the UK’ section. Once in the Template Editor, single-click the ‘Right to Work in the UK’ section to bring up the section fields.

Note: If you would prefer to keep this data in a separate section, you can first create a custom section to record this information instead.

Please see our guides for Adding a Field (Check) and Editing a Field (Check) to understand the various fields available and how to edit them. 

Recommended Fields

We recommend the following fields to record this data. 

1. A ‘Toggle Field’ to determine if an expiring Visa or Temporary Work Permit is held. This field should be left un-rated, and be made visible for any profile types you need to record this information on:

2. A ‘Date Field’ to record the expiry date:

Within the field editor for the date field, you can utilise various features to ensure the field works as needed. 

You can add a validation rule for an immediate Expiring Check, and add a field rating so that this shows non-compliance if the date is left blank or expires. We also advise adding a Visibility Logic to the field, so that the field only shows if the ‘Expiring Visa or Temporary Work Permit Held?’ toggle field is selected. Please see an example of these features below:

You can add any further fields you would find useful, such as a ‘Notes’ field or ‘Checked By’ text field. Once you are happy with the layout, click ‘Publish Changes’ in the top right-hand corner of the Template Editor to make the changes live across your system. 

 

Tracking Your Expiry Date Field

There are a couple of ways you can track any upcoming expiry dates. 

1.The Dashboard

We have provided default widgets for our Expiring Check feature, which can be added by clicking the ‘+Add Widget’ button in the top right-hand corner of your dashboard:

You can also customise our default ‘Profile List’ widget to specifically track any upcoming expiry dates for just this field. To do this, first, add the ‘Profile List’ widget to your dashboard, and then click the cogwheel icon on the widget to open the widget settings. From here, you can edit the Title field, set filter logic(s), and show optional fields for any information that would be useful to see at a glance. 

In the below example, I have customised the widget to show me any staff who have the ‘Expiring Visa or Temporary Work Permit Held?’ toggle selected, and have an ‘Expiry Date’ within the next month. This widget would now show me an up-to-date list of any profiles that fall within these conditions:

 

For further information on dashboard and widget customisation, take a look at our help guide collection. 

2. Reports

We have also provided default reports for our Expiring Check feature, which can be found under the ‘Insights’ tab on your dashboard:

 

You can customise the Upcoming Expiration Dates report, or create your own Custom Report for these fields. 

If you have any queries or would like assistance with setting up and tracking this data, please let our customer support team know. You can contact us either via the in-app chat feature or email us at help@signincentralrecord.com