The short answer. AgentDS keeps each client's visa expiry on their profile, shows upcoming expiries on your dashboard, and emails the practice owner and the responsible person each morning when a recorded expiry is 90, 60, 30 or 7 days away, and again when it falls due. It also suggests follow-up tasks, which your team reviews before anything is created.
What it does today
- The expiry lives on the client profile. Record the client's current visa and its expiry date, and their passport expiry, on the client record. The dates sit next to the client's applications, documents, notes and fees, so anyone who opens the file sees them.
- Upcoming expiries on the dashboard. The dashboard shows visa expiries alongside applications, appointments, overdue work, client concerns and fees. It updates live as your team works, and each figure opens the records behind it.
- Deadline reminder emails. Each morning, AgentDS emails the owner and the responsible person when a recorded visa, passport, document, application or task date reaches 90, 60, 30 or 7 days, or falls due. Each email lists the client names and the recorded dates. Owners can switch reminders off under Communications > Deadline reminders.
- Suggested follow-up tasks. For recorded expiries, AgentDS suggests a follow-up task with an owner and a due date. Your team reviews each suggestion, and only the ones you accept join the task list.
- Client messages when you're ready. When it's time to contact the client, send a prepared message from AgentDS. Every email carries an unsubscribe link, and clients who unsubscribe are taken off the mailing list straight away.
Reminders work from the dates your staff record, so confirm each expiry from the client's grant notice or VEVO before you record it.
How a practice uses it
- Record the expiry at intake. When a lead becomes a client, record their current visa, its expiry and their passport expiry. If you are moving from another system, the import can match a visa expiry column straight to the client record.
- Give every client a responsible person. Reminder emails go to the owner and the person responsible, so each expiry has someone watching it and nobody has to keep a private list.
- Use the 90-day email to start the conversation. Three months out is usually enough time to talk with the client about what comes next and to plan the work.
- Treat the 30-day and 7-day emails as checkpoints. By 30 days the next step should be under way. The 7-day email is the final check, and the due-date email confirms nothing was missed.
- Review suggested follow-ups each morning. Accept the ones that fit, adjust the owner or due date, and they join your team's task list.
- Let the owner see the whole practice. The owner's daily brief lists follow-ups that are due, so a principal can see which expiries have a plan without chasing each person.
Plan dates before a client is in AgentDS
Our free visa expiry date planner lists the dates 90, 60, 30 and 7 days before any expiry, with the weekday for each and a calendar file to download. It uses the same points as the AgentDS reminder emails, it needs no sign-up, and nothing you type leaves your browser.
Where expiries fit in a matter
Expiry dates matter most on long matters, where a file can pass between staff over several years. The partner visa workflow and student visa workflow guides list the dates worth recording for each, and visa application tracking shows how each application's stages and recorded deadlines sit next to the expiry on the same client.
Frequently asked questions
Who receives visa expiry reminders?
The practice owner and the responsible person for that client or record. Reminders go to your team, and your team decides when and how to contact the client.
When are the reminder emails sent?
Each morning, when a recorded date is 90, 60, 30 or 7 days away, and again on the day it falls due. The same schedule applies to visa, passport, document, application and task dates.
Can the owner switch reminders off?
Yes. Owners can switch deadline reminders on or off for the whole agency under Communications > Deadline reminders.
Can I import clients with their visa expiry dates?
Yes. Upload a CSV, Excel, TSV, JSON or supported ZIP export, match the expiry column to the AgentDS field and check duplicates before anything is saved. Our guide to moving from a spreadsheet walks through it, and the visa expiry tracking spreadsheet template uses the same 90, 60, 30 and 7-day checkpoints.