Employee Permissions| Employee Notifications | Supervision of New Agents
To set up a new Employee, go to the Employees page and click Add Employee. The Employee Profile will come up and you can enter their details. The address here would be their home details (if needed). IMPORTANT: Their email address should be their work email address as this is where all automated notifications and messages will be sent to by the iVisa system.
After Adding them to the system, remember to Set Username and Password and let them know what you have set them to so they can login to the system.
Employee Permissions
Permissions allow you to delegate responsibilities to other employees in your organisation. It is good practice to restrict permissions as much as is practical as much damage can be done to your data if used permissions are used incorrectly, especially particular Delete permissions.
There are four pre-set permissions combinations:
M – Manager can do almost everything in the Agency that the Managing Agent can do.
A – Administrator, can manage Sponsoring Companies, and Migrants but cant delete anything.
P – Processor has no permissions, so can only see and work on Cases they are assigned to.
C – Custom by default has no permissions so can only see and work on Cases they are assigned to, but with this setting, individual permissions can be granted to the Employee.
The Permissions you can control are as follows:
MA – allows the Managing Agent profile to be modified – it is inadvisable to allow anyone to do this except a very trusted person as they can lock the Managing Agent out of the system.
AGT – allows the user to see all Employees and Edit, Create or Delete their profiles depending on what is selected
SCO – allows the user to see all Sponsoring Companies and Edit, Create or Delete their profiles depending on what is selected
DIV – allows the user to see all Sponsoring Company’s Divisions and Edit, Create or Delete them depending on what is selected
REP – allows the user to see all Sponsoring Company’s Representatives and Edit, Create or Delete them depending on what is selected
MIG – allows the user to see all Migrants and Edit, Create or Delete them depending on what is selected
CASE – allows the user to create and delete cases depending on what is selected. They can only see Cases to which they are assigned or that they have created themselves.
Employee Notifications
Notifications can be sent by email or by SMS and are controlled in the Notification Management panel on the Employees page. If you uncheck both boxes no notifications will be sent.
NOTE: SMS notification is not available by default. For SMS notification you need to have an SMS gateway enabled. There is a setup fee and a Per-SMS charge for this. Please contact iVisa if you are interested in this option.
The iVisa system notifies Employees when certain actions are taken with regard to their Cases. These actions are:
Msg – the Migrant or Sponsoring Company Representative has sent them a Message on one of their Cases
Doc – the Migrant or Sponsoring Company Representative has uploaded a document to one of their Cases
Assign – a new Case has been assigned to them
Visa – any changes to the form and document list (on the Visa Template, not the customization of the list by the Agent)
By checking or unchecking these items, you can control what notifications they receive.
Supervision of New Agents
Migration law is complex and constantly changing. Mentoring is an important element in the development of good Migration Agents and the Supervisor capabilities of the iVisa system make this simple.
The Managing Agent can assign an Employee as Supervisor on any Case. The Supervisor can see and review all the Case information, including the Form and Document List, Case Status and Messaging Window. This lets them keep track of exactly what is happening on the Case. A Supervisor normally cannot upload documents (unless this is an Agency-wide policy) or make any other changes to the Case itself, except for being able to upload an Additional Document.
The Supervisor can communicate with the Agent via a private chat channel which cannot be seen by Clients or the Processor on the Case. This means that the Supervisor can advise the Agent in a non-public way while at the same time keeping a permanent record of that advice.