Employees
The employee portal
Your new hire follows their own move from a personal link, without a Settio account, and the portal changes with where they are.
- 1Send the linkOn the person's page, send the employee their portal link (People in the Case file tab, or the line under their steps). They sign in with a one-time code, no password. To send it as soon as a case is created, switch on Invite the employee when a case starts in Settings → Company details (on by default for agencies). Their document reminders count from the invite.
- 2Their steps, by who has themHome opens with Your next step (one card, one button), then their steps in three groups: For you, Your team is doing (read only, so they see you are on it) and Waiting, nothing to do now (a step that opens after another one, or the authority's decision, with the expected start date when there is one). Each row has one plain title, one line and one date chip; late is amber, never red. "What's done and what's next" shows every step, with the finished ones folded, above their timeline.
- 3Opening a stepA step opens on its own screen: the title, one sentence on why it matters, the date and who does it, then at most three numbered things to do: the documents to send (each on its own row), the appointment (date, place, reference and Add to calendar once it's booked) with what to bring, and marking it done. One main button says exactly what happens ("Photo or file", "I went: mark done"). More details holds the full guide; a line at the bottom opens Ask. A step done by your team, waiting on another step or on the authority says so calmly, and a finished one says thank you and what comes next.
- 4Filling in their own detailsWhen you choose that the person fills in the rest of their details (Add a person → The rest of the details), Home asks them first: they scan their passport on the phone (the bottom lines, never AI; the photo isn't kept), confirm what was read and answer a few questions, such as where they live now. You see Details from them on their page, beside what the case says, and accept them all in one step or edit them first. They may also confirm the nationality on their passport as theirs: when it differs from the case, Accept all then shows what moves in the plan, and you use it or keep the case as it is. A nationality they didn't confirm is changed from the document checks.
- 5Can't send a document?Under each document still asked for, Can't send it like this? lets them say they can't get it, why theirs is different, or ask a question about it. You see it on the document and in your conversation with them; they see that it was sent and when you've handled it.
- 6Before arrival: documentsDocs is their document checklist (needed, checking, accepted, redo, expiring), with your part in one sentence. While the decision is pending it lists what to get ready. Once the permit is granted it asks when they land; once the start date has passed with no arrival recorded, Have you arrived? comes first whatever the stage, and Settio sends them that question once by email and phone notice.
Arrival and the first weeks: Their landing date moves your stage bar to Arrived and adds the arrival steps, exactly like Arrived › on your side. Then a numbered sequence of the country's first weeks (in Sweden: register, personnummer, ID card, bank and BankID) with where to go and what to bring. They tick each one off; you see it done by them. When an ID number arrives, ticking the step asks for it (checked as they type it in, stored encrypted); they may also tick it without. You find them under Details → ID numbers.
On their phone, like an app: Employees can add the portal to their home screen (Android: the button on Home; iPhone: Safari → Share → Add to Home Screen, explained once on Home). Every upload is one Photo or file button: the phone offers its camera, photos and files; several photos become one PDF on the phone, under the 10 MB limit. Each file then shows where it is on the document it belongs to: uploading (with the time left and Cancel), checking (they can keep working), ready (with the date it is valid until, when the check read one), needs a look (it looks like another document, or the photo is hard to read, with Take it again) or didn't upload (the file stays on the phone, with Try again; Sign in again when their sign-in ended). A small tray above the tabs follows them from page to page while files are busy and says thank you when the last one asked for is in. Passports and ID cards still go through the scanner on the phone, never the AI check. After their first upload the portal asks whether they want notices on their phone. Without a connection it says they're offline instead of showing an error.
After the move Home is quiet: a permit card with the end date, this month's payslip (it counts for salary monitoring where you haven't recorded the month) and "Tell us if something changes". A new job or family joining adds a step for you.
My move: a tab that lists every area of the move (home, children, health, getting around, the partner) for the whole family, with future topics readable ahead. Home links to it with "See everything", and asks "Tell us about your move" while the decision is pending.
The first time they open Home, three short cards say what Settio is for them, what to do first and how to reach you. When their partner or children move too, the first card says so in plain words. They can skip it, and see it again from the gear at the top.
A step done at an office shows the employee how it is done, who must come, what to bring and, where Settio knows the office, Directions that open the phone's maps; a bank or health centre gets Find nearby. While waiting says whether they may work and travel.
When the authority asks for more documents, the employee's part is the first thing on their Home: what's needed and by when, with an upload button for each. After a refusal Home explains calmly what happened and that you'll be in touch.
Questions go in the Ask tab: their conversation with you, tagged by topic, with photos and PDFs, and the first-weeks guides below it. A dot on Ask means you replied. See Messages with the employee.
When the employee answers on a document or sends their details, whoever runs the case (the consultant, else your team's Admins and Members) gets a notice in the bell at once. If it's still unread ten minutes later, an email follows with how many answers wait and a link, never who or what: at most one such email per person an hour.
The portal only ever shows their own case and their family's.
Phone notices tell them when the authority asks for more documents, you reply to a message, you reject a document, a signature is needed, or one of their steps is due or late: only what happened and a link, never names, document types or message text. On iPhone they need the home-screen app (iOS 16.4+). They turn them off, change the language or sign out under the gear at the top; revoking the link stops them too.
The first time they sign in they see a short privacy notice, and Ask → Your data lets them download their data or ask you to correct or delete it. See Employees' data.
Tap a stage at the top of their Home to read what happens in it.
"What's done and what's next" under the stages opens their timeline: the same list you see in the Activity tab's full log, without your notes, checks or billing.
Related
Informational only. This guide is not legal advice. Always verify requirements with official government sources before acting. About this information