How Each Built a Visa Compliance System That Never Clocks Off
→ The Challenge
Disconnected systems left room for human error
Each was hiring fast across community health, mental health, and aged care. Recruitment ran in SmartRecruiters, HR ran in Dayforce, and the two systems never synced. The Recruitment team ran VEVO checks individually by hand, and transposed details into each platform.
Once someone started work, Each’s team lost visibility over right to work status entirely, except for laborious manual checks. A visa could change or expire months into someone’s employment, and without a system to flag it, nobody would catch it. Each hires into NDIS, mental health, and aged care roles, and holds a duty of care to the people it supports. In this environment compliance is not optional, it is critical.
→ The Solution
Compliance that spans through hire to a final shift
Kristy Glew, Each’s Talent Acquisition Team Lead, reviewed seven potential compliance providers before choosing CheckWorkRights. Two things settled her decision: a system that could scale with Each’s hiring volume and add new check types where needed, and one that kept rechecking right to work status for as long as someone stayed employed, not just at the point of hire. It also had to fit the systems Each already ran. Talent Acquisition worked in SmartRecruiters, HR worked in Dayforce, so CheckWorkRights had to sit across both as a single source of truth without asking either team to change how they worked.
CheckWorkRights closed the gap that mattered most: ongoing visa checks. CheckWorkRights connects directly to the Department of Home Affairs online VEVO system and monitors visa status across the whole employment lifecycle, so a visa condition that changes or a visa that expires months after someone starts doesn’t slip past the way it could under the old manual process. Each now has an automated solution providing a live view of who’s compliant throughout employee lifecycle, and not only a record from the day someone was hired.
Recruitment and HR teams no longer re-key the same information at every handoff, because the systems now pass data between each other automatically. Recruiters see a candidate move through SmartRecruiters, and can see that person’s right to work status immediately and ongoing within Dayforce.
"The team at CheckWorkRights has a way of making you feel like you're their biggest client, even when you know you're not."
Kristy Glew, Talent Acquisition Team Lead, Each→ Working with CheckWorkRights
A build shaped by both teams
Each utilise the out of the box CWR to SmartRecruiters integration, where relevant packages of checks are triggered at the point a candidate is shortlisted for hire which is configurable depending on recruitment process.
From there, Each and CheckWorkRights built out the rest of the picture: a series of integrations that tie SmartRecruiters, CheckWorkRights, and Dayforce as one connected tech compliance ecosystem. It does two things that matter to how Each runs. First, when Each onboards an employee in Dayforce, the integration links the SmartRecruiters and Dayforce records using the unique identifier Each already relies on to recognise a person across its systems. Second, it surfaces the check results directly in Dayforce, so the team working in Dayforce can see a person has the right to work without leaving it. For non-Australians, regular VEVO checks are automatically run and updated visa information is pushed to Dayforce continuously in real time.
CheckWorkRights shaped the custom components of this multi-application integration alongside Each’s own technical team, offering guidance to make the three systems work together the way Each needed. And, that support didn’t stop once the integrations went live. When a new technical consideration came up after launch, the CheckWorkRights team responded quickly and efficiently to design and deliver a solution, rather than routing enquiries through a support queue. It’s the kind of response that’s shaped how Each sees the relationship: less a vendor Each bought software from, more a team Each works alongside.
"CheckWorkRights is building for where compliance is headed, not just patching today's problem. That's what other providers seemed to be missing."
Kristy Glew, Talent Acquisition Team Lead, Each→ Strategic Impact
Onboarding moves in days, not weeks
The Talent Acquisition team once needed a strict two-week lead time from offer to start. Now, when speed matters, Each’s team can get a candidate started in as little as two days.
Each’s HR and TA teams reclaimed an estimated 20 hours a week once verification stopped requiring manual checks and data entry. The team member who once managed manual data verification by hand has moved into more people-focused work, supporting new hires directly instead of chasing paperwork.
Each’s team now efficiently tracks a person’s right to work status for as long as they’re employed, not just at the point of hire.