How City Facilities Management rosters thousands of shifts with no visa compliance concerns
→ The Challenge
City’s workforce outgrew manual checks
In the last two years City’s Australian business has expanded well beyond its retail facilities management fundamentals. The business now delivers facilities management and cleaning services for gyms and early learning centres, standing up more than 500 new sites in the process. Growth like this means growth in visa-holder volume and variety, from skilled migrants at the Mulgrave office to the international students who make up a large part of the cleaning workforce, working casual shifts around their study.
Each visa type carries different conditions. Student visa holders have fortnightly hour caps that shift with school terms. Some move from a student visa to a bridging visa mid-employment. Secondary visa holders, such as partners of PhD or Master’s students, often hold open work limits that aren’t easily understood. With high turnover and shift-based rostering across dozens of sites, City’s hiring, HR and rostering teams need certainty on every worker’s status without asking supervisors to manually check conditions before every shift.
→ The Solution
One trigger in Dayforce runs compliance
City’s recruitment and HR teams use the CheckWorkRights and Dayforce integration to move a candidate from shortlist to compliant hire, to ensure they have a valid visa for as long as they’re employed.
- Recruitment triggers the process from inside Dayforce’s recruitment module the moment a candidate is shortlisted.
- CheckWorkRights requests consent, a citizenship declaration, and supporting evidence from the candidate, then completes VEVO checks for every foreign citizen.
- A site manager verifies the candidate’s identity against the submitted evidence before the hire is confirmed, keeping the task of verification with the person who knows the candidate.
- Once hired, detailed information containing visa conditions and expiry dates flow into the employee’s record in Dayforce, where scheduling rules enforce them automatically. A student reaching their fortnightly limit, or with an expired visa, can’t be rostered.
- When someone leaves City, CheckWorkRights reads the data from Dayforce and marks their record historical and the checks stop.
"Recruitment and HR being able to trigger and see everything from inside Dayforce, without another platform in the mix, is what makes this work for us. Everything we need comes through automatically."
Jim Berwick, HR Systems Specialist→ Visa Holder Lifecycle Management
Compliance certainty throughout employment
VEVO monitoring doesn’t stop at onboarding. CheckWorkRights runs ongoing checks for every visa holder throughout their employment at City, pushing status changes straight back into Dayforce as they happen.
- Rostering inside Dayforce respects visa conditions automatically. Scheduling rules built on CheckWorkRights data stop a supervisor from rostering a student over their hour limit or scheduling anyone whose visa has expired.
- Legislation changes, City’s rostering team doesn’t have to chase it. When migration rules or visa conditions change, CheckWorkRights updates the platform to reflect it, removing the need for manual policy shifts.
- HR knows the moment something changes. Automatic alerts and reporting go straight to City’s HR team by email if a visa is varied or cancelled.
“Our rostering rules on Dayforce ensure we stay compliant when we roster. If a student's hours or visa conditions don't allow a shift, Dayforce catches it before it's scheduled."
Jim Berwick, HR Systems Specialist→ Strategic Impact
Consistent and compliant, even as City grows
Growth added new sites, new contracts, and more visa holders, with compliance held steady throughout.
- The record is up to date from first check to final shift. CheckWorkRights and Dayforce carry a worker’s compliance status from the day they’re hired to the day they leave.
- Fewer people need to touch it. Once the initial trigger fires, only Recruitment and HR log into CheckWorkRights directly. Supervisors and workforce planning work entirely from Dayforce. Less systems to learn and more time savings.
- Nothing gets missed. Alerts are flagged with all visa change or cancellation the moment it happens.