Visa & Passport Records
PMSuite does not ship a dedicated Immigration, Visa or Passport tab on the employee record. You can still keep travel and immigration information in PMSuite in two supported ways: attach the scanned passport or visa in the employee's Documents tab, and capture structured values (passport number, visa type, expiry dates) as Custom Fields on the Employee object.
Who can use it
- Company Admin / HR — can open any employee record and manage its Documents tab.
- Employees — see their own profile record; visibility of other people's records is controlled entirely by Settings → Roles & Permissions (levels: None, Added, Owns, All, with separate view/create/edit/delete per module).
Because passport and visa data is sensitive, review the HR permission row in Roles & Permissions before rolling this out.
Prerequisites
- The employee exists in PMSuite (see Adding Employees).
- To store structured values, the fields must first be created under Settings → Custom Fields for the Employee object.
How to Access
- Employee list: /account/employees
- A specific employee record: /account/employees/
{id}— then use the Documents tab. - Custom field definitions: Settings → Custom Fields.
Steps
1. Define the fields you need (one-time)
Go to Settings → Custom Fields, choose the Employee object, and add the fields you want to track — for example Passport Number, Passport Expiry, Visa Type, Visa Number, Visa Expiry. Custom fields support multiple field types, and each field has an "Allow export in table view" toggle if you want the value to come out with employee exports.
2. Fill the values on the employee record
Open /account/employees/{id} and enter the values in the custom fields you defined. They are stored on that employee's record like any other profile data.
3. Attach the actual documents
On the same employee record, open the Documents tab and upload the scanned passport and visa pages. This keeps the image of the document next to the structured values. See Employee Documents for the upload flow.
4. Review on a schedule
Use the employee export (with your expiry custom fields marked exportable) to produce a list you can sort by date, and repeat it on a fixed cadence — for example monthly.
Effect on other features
- Employee record / profile: the values sit alongside the standard profile fields (Employee ID, Designation, Department, Date of Birth, Address, Probation End Date, and so on).
- Documents tab: the uploaded passport or visa file behaves like any other employee document.
- Exports: custom fields flagged as exportable appear in employee exports, which is how you build a renewal worklist.
- Roles & Permissions: who can see or edit these values follows the HR module permission level for that role — nothing about them is separately restricted.
Limitations
- No built-in visa/passport module. There is no Immigration tab and no immigration-specific reporting. Workaround: the Custom Fields + Documents combination above gives you both the structured values and the scans.
- No documented automatic expiry alerting for these custom fields. Do not rely on PMSuite to warn you before a passport or visa lapses. Workaround: run the scheduled export review in step 4, and raise a task or a recurring event for each upcoming renewal so the reminder lives somewhere that does notify.
- Custom fields must exist before data entry. If a field is missing, nobody can enter the value. Workaround: an admin adds it in Settings → Custom Fields for the Employee object, then reopen the employee record and enter the value.
Troubleshooting
- "I can't see the visa fields on the employee." They were probably never created for the Employee object — check Settings → Custom Fields.
- "An HR user can't open other employees' records." Check Settings → Roles & Permissions for that role's HR permission level, then have the user log out and back in — permission changes don't always apply to an already-active session.
- "The expiry column is missing from my export." Turn on "Allow export in table view" for that custom field.
- "I uploaded the passport scan but can't find it." It lives on the employee record's Documents tab, not on the profile fields.