VISA & Work Permit Tracking
CrewBase monitors work and residence permits for every staff member and alerts you automatically before they expire — so you're never caught out.
Copy of a permit in one folder, renewal reminder in someone's personal calendar. When that person leaves, the system breaks.
In the Netherlands, employing a staff member whose work permit has lapsed can result in fines of [€X,000] per person. The risk is real and the rules don't allow for mistakes.
EU citizens, non-EU work permit holders, seasonal workers — each has different paperwork with different expiry timelines. Tracking them manually doesn't scale.
Upload or enter each staff member's visa and permit details once. CrewBase tracks expiry dates across your entire team and sends automatic alerts at 30 days and again at 7 days before expiry. You see a live dashboard of who is compliant, who is coming up for renewal, and who needs immediate action. Nothing falls through the cracks.
You and the relevant manager are notified automatically. No manual calendar reminders needed.
One screen shows the visa status of every staff member across all your locations.
Attach permit scans directly to each staff profile. Available when you need them, secured when you don't.
Built around the permit types common in Netherlands, Belgium, and Germany — not a generic global HR tool.
Permit type, issue date, expiry date. Attach a scan if you want a full record.
No action needed from you. The system watches every date in the background.
Email alerts at 30 days and 7 days give you plenty of time to arrange renewals.
Replace the expiry date when the renewal comes through. The clock resets.
CrewBase tracks any date-based document — work permits, residence permits, BSN registration, and custom document types you define.
You can configure alerts to go to the location manager, the HR owner, or both. Staff themselves are not notified by default.
Yes. All data is stored on EU servers (Frankfurt, Germany) and access is role-controlled. Managers only see the staff assigned to their location.
Not directly — the renewal must be handled through the relevant authorities. CrewBase ensures you always have enough lead time to do so.
A 30-minute demo will show you how to get your entire team's permits into the system and tracked automatically.