Visa & Passport Expiry Notifications

Key Features

Automated visa-expiry email alerts fired by a daily Odoo scheduled action (ir.cron), evaluated against each employee's expiry date

Passport-expiry email alerts on the same engine, with an independent warning window from the visa window

Fully configurable advance-warning days — set a single threshold or a cascade (e.g. 90 / 60 / 30 / 7 days) in Settings, no code change needed

Routes each alert to the responsible HR person via a 'Responsible HR' field, department manager, or company HR role — not a shared catch-all inbox

Per-employee renewal status compute field (Valid, Expiring Soon, Expired, Renewal In Progress) driven by @api.depends on the expiry dates

Extends hr.employee with structured document fields (visa number/type/expiry, work-permit expiry, passport number/expiry) so data lives on the record, not in attachments

Branded, editable email content via Odoo mail.template + QWeb — your logo, tone, and the exact call-to-action HR should take

Optional 'renewal in progress' flag that suppresses repeat nagging emails once HR has actioned a document, preventing alert fatigue

List and Kanban views with colour-coded expiry badges plus saved filters ('Expiring in 30 days', 'Expired', 'By department') for at-a-glance triage

Group-by and pivot-ready reporting so HR can see upcoming renewals by department, company, or nationality

Multi-company aware — record rules keep each company's document data isolated in a shared Odoo database

Security enforced with ir.model.access.csv access rights and record rules so only HR groups can read visa/passport data (sensitive PII stays restricted)

Optional QWeb PDF 'Upcoming Renewals' report HR can export or attach to a compliance review

Optional escalation copy to a second recipient (e.g. HR head or PRO) when a document reaches the final threshold or is already expired

Works headless too — the same expiry data is reachable over Odoo's XML-RPC / JSON-RPC API for downstream dashboards or a government-portal integration

Built to order, done for you

No DIY setup — a working app, built, installed and supported by ECOSIRE.

You order

Start with a one-time build price. We scope it with you at kickoff.

We build & install

ECOSIRE builds, configures and installs it on your Odoo.

Go live + support

You go live in about 2–4 weeks, with a post-launch support window.

About this Product

Missing a visa or passport renewal deadline in an expat-heavy operation is not a paperwork slip — it is fines, stranded employees, blocked travel, and in some GCC jurisdictions daily overstay penalties that accrue against the company sponsor. Odoo's HR app stores visa and work-permit fields on the employee record, but core Odoo does nothing proactive with those dates: nobody is emailed, nothing escalates, and the first sign of trouble is usually the document already being expired.

Visa & Passport Expiry Notifications is a net-new Odoo module that ECOSIRE designs, builds, installs, and supports for your database. It watches every employee's visa expiry, work-permit expiry, and passport expiry dates and sends targeted email alerts to the responsible HR manager a configurable number of days in advance — for example a 90/60/30/7-day cascade — so renewals start while there is still runway. Alerts route to the HR person actually accountable for that employee (by department, company, or an explicit "responsible HR" field), not to a noisy shared inbox everyone ignores.

Under the hood this is real Odoo engineering, not a spreadsheet bolted on. The module extends hr.employee with the document-date fields you need, adds compute fields with @api.depends for "days until expiry" and a per-employee renewal status (Valid / Expiring Soon / Expired / Renewal In Progress), and drives the daily scan with a scheduled action (ir.cron) that evaluates thresholds and dispatches branded emails through Odoo mail.template / QWeb. Access is locked down with ir.model.access.csv and record rules so only HR roles see document data, and everything ships compatible with Odoo 17, 18 and 19 on both Community and Enterprise. Because it is your module in your database, the warning windows, email wording, recipients, and even the document types (visa, passport, Emirates/Iqama ID, labour card, medical insurance) are yours to shape during the build — and yours to extend later.

What you get

Complete, installable Odoo module (source in a proper package with __manifest__.py declaring dependencies on hr and mail, pinned to your Odoo 17/18/19 line)

Configured warning thresholds, recipient routing rules, and email templates set to your policy and installed in your database

Data model extension on hr.employee plus the security layer (ir.model.access.csv access rights and record rules) reviewed and applied

Branded QWeb email templates (and optional PDF renewals report) matched to your company identity

Deployment on your environment — Odoo.sh, ECOSIRE-managed hosting, or your own server — with the ir.cron scheduled action verified and firing

Admin & HR user guide (how to set thresholds, assign the responsible HR person, read renewal statuses) plus a short handover session for your HR team

Data-migration/backfill assistance to populate existing employees' visa and passport dates from your current source (CSV or spreadsheet)

A defined post-launch support window with bug fixes and a compatibility guarantee against your Odoo minor-version updates

Who this is for

GCC HR Manager (expat-heavy workforce)

Runs HR for a UAE/KSA/Qatar company where most staff are on employment visas and work permits. Personally liable for overstay fines and blocked renewals. Needs to be emailed weeks ahead — routed to them specifically — so PRO paperwork starts on time.

Group HR / Compliance Lead (multi-company)

Oversees several legal entities in one Odoo database and must guarantee no visa or passport lapses across any of them. Wants per-company isolation, a single upcoming-renewals view grouped by entity, and escalation when a document hits the final threshold.

HR Operations Coordinator in Asian markets

Handles day-to-day renewals for a large migrant or field workforce. Drowns in shared-inbox reminders. Needs colour-coded 'expiring in 30 days' filters, a per-employee renewal status, and a 'renewal in progress' flag that stops duplicate alerts once work has started.

How Visa & Passport Expiry Notifications Compares

Criterion	ECOSIRE	Custom Build	Competitor
Proactive email alerts before expiry	Included	Partial support	Partial support
Configurable multi-step warning cascade (90/60/30/7)	Included	Partial support	Partial support
Alerts routed to the specific responsible HR person	Included	Partial support	Not included
Per-employee renewal status (Valid / Expiring / Expired)	Included	Partial support	Partial support
Built, installed & supported for your DB (17/18/19)	Included	Not included	Not included
PII locked down with record rules + access CSV	Included	Partial support	Partial support
You own the code + defined support/compatibility window	Included	Included	Not included
Tailored document types (Iqama, labour card, insurance)	Included	Included	Not included

Frequently Asked Questions about Visa & Passport Expiry Notifications

Is this an instant download from the Odoo app store?

No. This is a build-to-order module. ECOSIRE builds it for your specific Odoo version and policy, then installs and configures it in your database. You are buying the engineering, deployment, and support — not a self-service download you'd have to wire up yourself.

How long until it's live? What's the lead time?

Typical delivery is 2 to 4 weeks from kickoff, depending on how many document types you need (visa, passport, work permit, ID cards), your recipient-routing rules, and whether we also backfill existing employee dates. After a short requirements call we confirm a firm date; deployment and HR handover happen at the end of that window.

What about support and updates after launch?

Every build includes a defined post-launch support window covering bug fixes and a compatibility guarantee against your Odoo minor-version updates within your major line (17, 18, or 19). If you later upgrade to a new major Odoo version or want new document types, thresholds, or an integration, we scope that as a small follow-on. You own the module code, so you're never locked in.

Does it work on Odoo Community or only Enterprise, and which versions?

Both. The module depends only on the standard hr and mail modules, so it runs on Odoo Community and Enterprise, versions 17, 18 and 19. We build against your exact minor version to keep it clean through updates.

Can I control how many days in advance HR gets warned, and who receives the emails?

Yes — that's the core design. Advance-warning days are configurable in Settings, as a single threshold or a multi-step cascade like 90/60/30/7 days. Each alert routes to the responsible HR person for that employee (via an explicit field, the department manager, or an HR role), with optional escalation to a second recipient on the final threshold or once a document is already expired.

Is sensitive visa and passport data kept secure inside Odoo?

Yes. Document fields are protected with Odoo's ir.model.access.csv access rights and record rules so only designated HR groups can read them, and in a multi-company setup each entity's records are isolated. Nothing about passport or visa numbers is exposed to general employees or non-HR roles.

We already store some of this data — can you migrate it?

Yes. As part of delivery we help backfill existing employees' visa, work-permit and passport dates from your current source — typically a CSV or spreadsheet export — so the alert engine has accurate data to act on from day one.