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AI agent for immigration consultants

Status Expiry Monitoring Agent

No client misses a renewal window

MonitoringLegal
See how it worksGet access
Status Expiry Monitoring Agent: what goes in, what the agent does and what you get

What it does

A client who lets a visa or permit lapse can lose status, so expiry dates must be watched far ahead. This agent tracks expiry dates for clients' visas, permits, passports and biometric cards. Each week it calculates when each renewal window opens and when the application must be filed, allowing for processing times. It drafts reminders to clients and opens tasks, which the consultant approves. It checks that the passport stays valid long enough for the renewal and that renewal documents will be ready in time. If a client is not on track, it flags the risk and adjusts the plan. Clients who do not reply in 14 days get a second reminder. Edge case: a passport expires before the visa, so the agent schedules the passport renewal first.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
ApprovedYes, continueNo 1 STARTS WHEN Weekly check 2 USES A TOOL Load expiry dates 3 DOES Calculate renewal windows 4 USES A TOOL Draft reminders and tasks 5 YOU APPROVE Consultant approves reminders 6 CHECKS THE RESULT Will each client be ready before the deadline? If not: flag risk and adjust the plan. Back to step 3. 7 RESULT Expiry tracker updated
Read the steps as a list
  1. Weekly check
  2. Load expiry dates
  3. Calculate renewal windows
  4. Draft reminders and tasks
  5. Consultant approves remindersThe agent waits here for your OK.
  6. Will each client be ready before the deadline?If not: flag risk and adjust the plan. Back to step 3.
  7. Expiry tracker updated

How it decides

It calculates windows by route rules and flags clients needing action.

  • Window opens within 60 days: remind
  • Passport expires before visa: renew passport first
  • No reply in 14 days: second reminder

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Reminder lead times
  • Document types tracked
  • Message templates
  • Escalation rules

What keeps you in control

It always asks you first

  • Reminders
  • Renewal plans

Hard limits

  • Never files applications
  • Never shares status data

It stops when

  • Done: tracker updated
  • Stop: client leaves practice

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensIn the March 4 check, a client's work permit expired in 4 months and passport in 5. The readiness check failed because the passport must be valid 6 months beyond the new permit. The agent scheduled passport renewal first and moved the permit filing two weeks later. The consultant approved the reminders. The client did not reply in 14 days, so a second reminder went out.

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