Adding an Account (client/branch/franchisee)

All White-Label level users can add new Accounts (clients/branches/franchisees).

Start by logging into vSure White-label, then: 

1. Accounts

From the main top level menu select accounts. 

2. Add New

Click the Add New button to pop up the Account details screen.

3. Enter the details for the Account

Account Details

Business Name* (Required) name of the client/branch/franchisee business.

ABN Australian Business Number

Address* (Required) Billing Address / Suburb etc

Contact Email Billing contact / Main Contact at branch etc

Expiry Date use for temporary accounts such as demo or trial accounts

Debtor ID for you unique client / account identifier

PO Number relevant to clients requiring a PO number on their invoices

Notes free text

Type HR

Working Holiday 6-month Limit Exempt relevant to clients in critical industries that are exempt from the 6 month rule

Default Table Display Amount the number of rows shown on the screen. This is a speed of loading feature. Where users have poor internet speeds, a low number is recommended. Where internet speeds are fast a larger number is recommended. See this help article for more. 

Default Employment Type the default when adding or onboarding new employees/contractors eg casual, full time. 

Document Purge Limit (New) - This allows you to define your policy for retaining of Personally Identifiable Information (PII) documents and images (such as Passport images, Birth Certificates etc). The standard default is 90 days/3 months but options allow 1-84 (that is: 1 month to 7 years), with a further option of no purging whilst your account remains active with vSure.  

Visa Check

Next Check defines the date for the next en masse check of all Current Employees/Contractors

Visa Expiry Warning (Days) is when you would like an upcoming visa expiry to display in orange and under the important category. 

Report Frequency is the cycle of automated checks. You can choose:

• Off (no automated checks)
• Weekly
• Fortnightly
• Monthly (most common)
• Quarterly (not recommended where Bridging and Student Visas are common)

Use vSure To Manage Consent you can allow each Employee/Contractor to manage your right to check their work rights. You won't be able to run a visa check until the Employee/Contractor provides consent through vSure. You will lose your ability to check their work rights if they withdraw consent. Most clients include enduring consent in their employment contracts and elect No to this option.

Check Australian Permanent Residents the standard default is NO

• If No, once a temporary visa holder gains permanent resident status, vSure stops performing VEVO checks;
• If Yes, vSure will continue to check all non-citizens maintain their visas (not recommended);

Check NZ Citizens again the standard is NO

• If No, once a NZ Citizenship is established, vSure stops performing VEVO checks;
• If Yes, vSure will continue to check NZ Citizens maintain their visas (not recommended as any travel back to NZ will show as them losing their work rights). NOTE: the Act does not require ongoing checks for NZ citizens;

Auto Check Critical Status Visas Auto check any Current employee one day after their visa has expired and 14 days before expiry date

Active Visa Sponsor this field is redundant as it is now managed within the employee record. 

Regional Employer again the standard is NO

Onboarding Wizard

Auto Remind Self Onboard When you would like the auto-reminders for Self-Onboarding to go, if an employee hasn't taken any action to complete the onboarding.

Use DFTTA in Email / SMS Self-Onboarding Standard is Yes, if you find employees are just using this area to upload any document, you can switch it off

Use Parental Consent Form in Email Self-onboarding

User employee Photo in Employer Wizard Ability to take a Selfie with PI document in Employer Wizard

Use Change of Nam in Email / SMS Self-onboarding Standard is Yes, ability to take a Selfie with PI document when completing the employer self onboarding

Use Student Visa Collection in Employer Wizard Standard is Yes, ability to upload copy of the COE document

Use Student Visa Collection in Email / SMS Self-Onboarding Standard is Yes, ability to upload copy of the COE document 

Use Visa Approval Collection in Employer Wizard Default NO, NZ account settings

Use Visa Approval Collection in Email / SMS Self-Onboarding Default NO, NZ account settings

4. Optional add Account level Administrator

NOTE this cannot be a White-Label / Head Office level user/email already set-up. White-label users can access ALL Accounts as Administrators by default.

You can opt NOT to add an Account level Admin. Simply hit Close.

If you choose to add an Admin - this would be the main user at the Account level, simply hit Add Admin.

5. Enter Admin Details

• Email address: must be unique AND valid - an email will be sent to this address before verifying the account;
• First Name;
• Last Name;
• Position;
• Phone: important for Two Factor Authentication
• User Type:
  • Admin: has access to all account and user set-ups and all features of vSure;
  • User: has limited access, including the ability to add/manage visa holders and receive scheduled reports; 
• Expiry Date: can be used for temporary staff or management of staff access over time;

Hit Save to complete Account set-up and email the Admin user their activation link.