Hires & cases
Start and run a new hire
Every hire who needs a permit (or just a move) gets a person page: the stage they're in, the next few steps, and everything else one tab away.
- 1Start a new hirePeople → Add a person. Enter the person, the job, the salary (in the country's currency, per month or per year as the country quotes it; the other period shows in grey) and the start date. Or paste the job ad or offer letter, or upload the letter as a PDF or photo, and check what Settio filled in. Settio turns the published rules into steps with due dates, files the company documents the steps ask for and, if your workspace invites employees when a case starts, sends the employee their portal link. On the person step, choose who fills in the rest of the details. If the person does, you enter their name, email and nationality (it decides the plan), then the job, salary and start date, and Send them the link. They scan their passport on their phone and answer the person questions; their details wait on their page until you accept them in one step.
- 2Read the top of the pageUnder the name: the role, the employer and the route. The stage bar shows Preparing · Applied · Decided · Arrived · Working · Extension; to move the case on, open ⋯ and choose the next stage. Below: the start date, the permit, their time and family, who has the ball and the next date set by law. The coloured band says whether the start date is at risk or on track, the likely start and why; Show the path lists the steps between today and the start date.
- 3Start with Your next stepSteps opens on a dark card with your next step and one button. Below it the steps are grouped by who has to act: For you, For the employee (once you've asked them), For the employer on a client's case, and Waiting (nothing to do now: the authority deciding, or a step that opens later). Each row says what it is, one line about it (documents in, how it's done, when the employee was asked) and one date: amber when it's late, never red. Later, After arrival, Extension and Done are folded below.
- 4Open a stepClick a row to open it on its own (the step gets its own address, /cases/…/steps/…, so you can share the link and Back returns to the plan). What to do is numbered: get the documents together (each document shows uploading, checking, ready, needs a look or didn't upload, with one button for each), book the visit, what to bring, the papers Settio prepares, then how it ends. One main button says what happens: I've applied, the employee went: mark done, or Mark done. Only who does it, the date (when it's our suggestion, not the law) and a note can change, each in a small window; the rest shows a lock and why, with Skip this step and Tell us. The rules and sources are under More details.
- 5Change a factClick any fact under the name. Name, email and unit save when you click away. For the permit type, situation, nationality, role, salary, start date or posting you first see what the plan becomes (steps removed, added and unchanged), then choose Change the plan. Done steps are always kept.
Find people: People lists everyone you're moving, 50 a page. Type a name or a country (agencies: a client's name too). The buttons under the search show Everyone or one group, each with how many: Needs you (a step of yours is late or stuck, the authority set a deadline, or a start day passed without an arrival), On track, Waiting on others (the next step is the employee's or the client's) and Arrived. Each row says what happens next, when and who does it. More filters chooses which people (moving now, starting in the next 90 days, households and their move, archived) and narrows by country, permit, status, unit and the order; agencies also by client and by who the case is assigned to. The filters stay in the address, so you can bookmark them. Bring in a list imports people already on a permit (and, where salaries are checked, payroll). Permits expiring, the monthly report, the audit report, the health check and CSV exports are under Reports in the sidebar.
Everything else is a tab: Documents (every file and its checks), People (employee, portal link, employer contact, agency, family), Details (permit, the move, trips, ID numbers, costs, notes: only what has content, the rest is under Add…) and Timeline (what happened and what's next).
The wizard and the person page show only what the destination uses (Sweden's SSYK code and salary statistics appear on Swedish cases only), and the wizard starts on your workspace's primary country (Settings → Company details). What each country adds is on its page under Countries.
Change the start date and every date-based deadline moves with it. Steps that only wait for news close themselves: recording the decision or the permit closes the processing steps; recording the arrival also closes biometrics, collecting the card and travel.
Every open step says who does it: the employee, the client (on a client's case your agency runs), the authority, someone else, or nobody when it's yours. Reminders follow it: a client's step reminds that client's contacts, every other step the case's consultant or your team. In People, press Select, tick several people and Remind them all at once or, for agencies, Assign to… a consultant.
Notes are never shown to the employee. When another company works on the case too, choose under the note box whether it's Only our team or Shared with them; an agency's notes start as Only our team.
Family members: People → Family → Add. For a partner, say whether they're married or living together, and the plan asks for the matching evidence (not sure yet: both); a child's plan asks for the birth certificate and, when the other guardian stays behind, their consent. Where the family applies with the main applicant, their filing step closes by itself when the main applicant's is done. In Sweden, since the family rules of 1 October 2026, the family's plan also asks to show maintenance again 60 days before the extension, and, for a stay of one year or less, health insurance for the family of an EU Blue Card or ICT permit holder.
The "likely start" uses the authority's published processing time for the person's kind of application (in Sweden, Migrationsverket's). It uses the longer figure once more documents were asked for. With three decided cases of the same kind, your own history replaces it.
Details → ID numbers holds the numbers the destination gives a newcomer (in Sweden the personnummer or coordination number), checked in the country's format and shown masked: Show reveals one for half a minute and is logged with your name. The employee is asked for it in the portal when they tick the step that gives it.
Relocation only: when someone else runs the permit, or none is needed, pick Relocation only (first in the list for agencies). The plan is the country's arrival steps and the household's relocation, with no application, salary or monitoring.
The move: the wizard asks how the person is employed (a local hire, an assignment, a transfer, a posting…), every passport and the one they move on, where they apply from and where they move from. An assignment still paid from abroad brings the posting steps; someone already in the country gets no visa or travel steps; when Settio has the country they leave, its leaving steps join the plan. Details → The move → Edit changes it later, showing the steps added and removed first.
Details → Trips records short trips. For someone without an EU, EEA or Swiss passport it counts the Schengen days used in the last 180, the days left and the last day the next trip may run to; a work trip to a country with posting rules offers its posting notification and A1.
Related
Informational only. This guide is not legal advice. Always verify requirements with official government sources before acting. About this information