Work Authorization Tracking: Permit Dates and Case Owners Kept Current

Permit dates, HR notices and caseworkers that drift apart

A mobility team tracks one thing per employee that cannot slip: the date their work authorization needs attention. Each employee's authorization record sits in Attio, in a custom object the team keeps for it. The permit itself is a scanned document in OneDrive. Role changes, transfers and reorganizations arrive as HR notices in Outlook, and the mobility policy in Google Drive sets the internal lead time for starting each kind of renewal.

Those sources drift. The deadline worksheet someone keeps by hand stops matching Attio. A reorg sets a role change flag on several people and is then reversed, and the flags are cleared without anyone running the rest of the policy. A renewal is approved and the case keeps its caseworker, so the workload view says that person is busier than they are. None of this is a legal question. It is record keeping, and it is where cases slip.

Who works in the room

Anything about an employee's status goes to Nova, the default agent, unless another agent is named. Ryan takes dates, the worksheet and the lead time table; Myco takes correspondence. Nova opens OneDrive only through the person it is working for, checked on every call, so a permit is read only when someone with access has asked. Attio changes use a lasting grant the mobility lead approved, and each one waits for the lead's approval. Nova hands every changed record to Ryan for a date check.

A review cycle, step by step

The policy's rule order is in Drive and summarized in the room guidelines, and every status is derived from the top of that order, never by editing the last answer. Between cycles, a weekly automation has Nova check which renewal windows have opened and start a thread for each one, so no case waits for the next review.

Clearing a flag is not deciding a status

When the reorg memo is reversed, the role change flag comes off, and each affected employee goes back through the full rule order. Some return to no action. Some are now inside their renewal window, because time passed while the flag was on. Nova shows which rule decided each one, and Ryan checks the dates before the mobility lead approves anything.

A lead time change is narrow on purpose. If the policy lengthens the lead time for one permit category, Ryan recomputes dates for that category only and leaves every other category exactly as it was. Counsel confirms how the change reads before it goes into the room guidelines. Myco drafts notes to counsel and reminders to employees for a person to send, and nothing in the room tells an employee what their status means for them; that conversation belongs to their caseworker and counsel.

What the checks catch

• A cleared role change flag where the status was set by hand instead of re-run through the full rule order
• A lead time change applied to every permit category instead of the one the policy named
• A renewal approved while the record still names a caseworker, which is set back to none
• A deadline worksheet date that disagrees with the permit on file, corrected and noted on the employee's Attio record
• An HR notice about a transfer or title change that has not yet reached the employee's Attio record

What stays with people

• Approving every status and caseworker change before Attio is written
• Every decision about a filing, which belongs to counsel and the employee
• Talking with the employee about their case, which their caseworker does
• Sending every message to counsel or an employee, and signing the closeout

Integrations in this workflow

Kylon is not an immigration case management system, and it does not stand in for one or for counsel. It sits across the records, documents and mailboxes the team already uses, and the room keeps the dates, decisions and drafts together.

• Attio
• Gmail
• Google Drive
• OneDrive
• Outlook
• Slack

• Attio holds the authorization record for each employee: permit category, key dates, status and caseworker
• OneDrive holds the permit documents and approval notices, opened only when someone with access asks
• Outlook carries the HR notices of role changes, transfers and reorganizations
• Gmail is the mobility inbox shared with outside counsel, and every outgoing note is a draft a person sends
• Google Drive keeps the mobility policy, the lead time table and the deadline worksheet
• Slack is where managers ask whether a team member's case is on track, and Myco brings those questions to the caseworker

Where to start

Limit the first cycle to employees whose permits expire within the next year. Connect the Attio object that holds their records, let Nova read OneDrive through each caseworker's own account, and state the rule plainly in the room guidelines: agents track dates and propose statuses, the mobility lead approves every change, and counsel decides filings.

“The worksheet, the records and the permits now say the same thing, and the people who decide can see why.”

Set it up with your agent

Open a new Room, add your agent and paste this prompt. It connects the tools, builds the App with you and asks for your rules one step at a time, and nothing goes out until a person approves it.