Sponsored worker and visa files For HR, mobility and sponsor licence teams
Every sponsored worker.
Compliant and ready for a Home Office visit.
FilePlan 365 gives every sponsored worker their own secure file inside SharePoint. Certificates of sponsorship, visas, right to work checks and reporting are filed to the right person, with the right protection, automatically.
Works inside SharePoint
Sponsored worker details from your HR system
30-day free trial
1
Sponsored worker details
Employee ID, name, visa route and sponsor licence officer, taken from your HR system.
2
Document types
The same labelled folders for every sponsored worker, down the left.
3
The sponsored worker’s documents
Everything filed to that sponsored worker, in the wider panel on the right.
What is FilePlan 365?
A digital filing cabinet, built into SharePoint
Think of a filing cabinet with a drawer for every sponsored worker, and the same labelled folders inside each drawer. FilePlan 365 does exactly that inside SharePoint, the place your organisation already keeps its documents.
No new system to learn
Your team works in SharePoint and Microsoft 365, just as they do today. There is nothing extra to install on anyone’s computer.
Filed once, found in seconds
Every document goes into the right sponsored worker file and folder, so anyone with access can find it straight away.
Kept as long as it should be
Each document is protected and kept for the right length of time, without anyone having to remember the rules.
Connected to your HR system
Sponsored worker details arrive automatically
You never retype an employee ID, CoS number or visa reference. FilePlan 365 picks up each sponsored worker’s details from your HR system, so every sponsored hire has a file ready before the CoS is assigned.
When a sponsored worker changes
A change of role, salary or work location is picked up automatically, so every file stays accurate.
When sponsorship ends
The end date flows across too, and the clock for how long the file is kept starts by itself.
For your IT team
A Power Automate flow keeps a SharePoint list of sponsored workers up to date from your HR system. FilePlan 365 reads that list. No custom code, and it stays inside your Microsoft 365 tenant.
The sponsorship file plan
Every sponsored worker organised the same way
Each sponsored worker file has the same six folders, so everyone knows where a document belongs and where to find it.
1
Recruitment evidence
Job advert, recruitment record, offer
Kept for: 1 year after sponsorship ends
2
Certificate of sponsorship
CoS, assignment details, salary evidence
Kept for: 1 year after sponsorship ends
3
Visa and right to work
Visa, eVisa share code, right to work checks
Kept for: 2 years after employment ends
4
Contact details
Address history, contact records
Kept for: 1 year after sponsorship ends
5
Reporting
SMS reports, absence reporting, changes
Kept for: 1 year after sponsorship ends
6
Extensions and end
Extensions, ILR support, end of sponsorship
Kept for: 1 year after sponsorship ends
Retention periods are examples. You can match them to your own retention schedule.
Templates
Start with our Sponsored worker files template. Make it your own.
You don’t have to design a filing system from scratch. The ready-made Sponsored worker files template gives you the folders, document types and protection settings above in a few clicks. Then change anything you like.
1
Choose the Sponsored worker files template
Pick “Sponsored worker files” from the template gallery when you set up FilePlan 365.
2
Use it straight away
Your sponsored worker files, folders and document types are created for you, ready to start filing.
3
Make it your own
Rename folders, add your own document types, and set how long each is kept, to match your sponsor duties and Home Office guidance.
Find a sponsored worker
Any sponsored worker file in seconds
Start typing and FilePlan 365 shows matching sponsored workers straight away. No more hunting through folders or asking a colleague where something was saved.
1
Type a few letters
Search by employee ID, name or CoS number.
2
Narrow it down
Filter by visa route, expiry date, department or status if you need to.
3
Open the file
Click a sponsored worker to see everything filed to it.
People only ever see the sponsored workers and documents they are allowed to see.
Advanced search
Answer questions across every sponsored worker file
Tick a few options and FilePlan 365 finds every matching document across all your sponsored workers. Perfect for Home Office compliance visits, renewals and audits.
Compliance visitEvery right to work check for current sponsored workers
Expiry trackingAll visas expiring in the next six months
Internal auditEvery report made to the Home Office this year
Compliance, without the jargon
Protected and kept for the right time, automatically
FilePlan 365 uses the security and retention tools already in your Microsoft 365, known as Microsoft Purview. You decide the rules once, and they’re applied to every document.
Kept for the right time
Sponsorship records are kept for a year after sponsorship ends, and right to work checks for two years after employment ends.
Only the right people can see it
Sponsorship documents are marked Confidential. Passports and visas are marked Highly confidential.
Personal data stays inside
Documents containing passport or visa details can’t be shared outside your organisation.
These are example settings. You choose the labels and timescales that match your own policies.
Why teams choose FilePlan 365
Less time preparing for audits. More time supporting people.
One file per worker
CoS, visa, checks and reporting, in one place.
Ready before assignment
New sponsored hires arrive from your HR system with their file set up.
Visits without the panic
Show every right to work check in seconds.
Expiry in view
See every visa coming up for renewal.
Every sponsored worker file.
Always in order.
Try the Sponsored worker files template free for 30 days, in your own Microsoft 365 tenant.
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