Illustrative previewAutomated Odoo email alerts to HR a configurable number of days before employee visa or passport expiry.
What is Visa & Passport Expiry Notifications?
Automated Odoo email alerts to HR a configurable number of days before employee visa or passport expiry. Built to order by ECOSIRE for Odoo 17, 18, 19 — indicative price from $999.00 USD; request a quote for a scoped proposal.
Key Features
Built to order, done for you
No DIY setup — a working app, built, installed and supported by ECOSIRE.
- 1
You order
Start with a one-time build price. We scope it with you at kickoff.
- 2
We build & install
ECOSIRE builds, configures and installs it on your Odoo.
- 3
Go live + support
You go live in about one working week, with two weeks of go-live support. Defects in the code we deliver are fixed free of charge.
Technical Specifications
- Odoo Compatibility
- Odoo 17, Odoo 18, Odoo 19
- Editions
- Enterprise & Community
- License
- Licence confirmation required
- Python Requirement
- Python 3.10+
- Database
- PostgreSQL 12+
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 | Odoo Native |
|---|---|---|---|---|
| Proactive email alerts before expiry | Included | Partial support | Partial support | Not included |
| Configurable multi-step warning cascade (90/60/30/7) | Included | Partial support | Partial support | Not included |
| Alerts routed to the specific responsible HR person | Included | Partial support | Not included | Not included |
| Per-employee renewal status (Valid / Expiring / Expired) | Included | Partial support | Partial support | Not included |
| Built, installed & supported for your DB (17/18/19) | Included | Not included | Not included | Not included |
| PII locked down with record rules + access CSV | Included | Partial support | Partial support | Partial support |
| You own the code + defined support/compatibility window | Included | Included | Not included | Partial support |
| Tailored document types (Iqama, labour card, insurance) | Included | Included | Not 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 one working week 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.
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Visa & Passport Expiry Notifications
Automated Odoo email alerts to HR a configurable number of days before employee visa or passport expiry.
- 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