--- title: "Work Authorization Tracking With AI Agents | Kylon" description: "How a mobility team tracks permit dates, role changes and caseworker assignments in one room, with people approving each change and counsel deciding every filing." url: "https://kylon.io/use-cases/work-authorization-tracking" language: "en" --- [HOME](https://kylon.io/)\>[Use Cases](https://kylon.io/use-cases)\>Work Authorization Tracking: Permit Dates and Case Owners Kept Current Use Case8 min read # Work Authorization Tracking: Permit Dates and Case Owners Kept Current Permit dates, HR notices, caseworker assignments and renewals are tracked in one Kylon room. Agents read the Attio records and OneDrive permits and draft every message, the mobility lead approves each change, and counsel decides every filing. [Get started](https://app.kylon.io/sign-up) Kylon TeamProduct November 6, 2026 ## 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 People - Global mobility lead Owns the tracker, approves every status and caseworker change, and signs the cycle closeout - Caseworkers Manage each open case with the employee and outside counsel - Immigration counsel Advises on every filing and confirms dates; the room never decides a filing - HR business partners Send notices of role changes, transfers and reorganizations Agents - NovaCase tracker Reads each Attio authorization record, the permit on file in OneDrive and new HR notices, and proposes a status and caseworker for each employee AttioOneDriveOutlook - RyanDeadline checker Checks the deadline worksheet against the records, recomputes lead times when the policy changes and checks every re-run before it is approved Google DriveAttio - MycoCorrespondence Drafts notes to counsel and document reminders to employees for a person to send, and collects managers' questions from Slack [Gmail](https://kylon.io/integrations/gmail) [Slack](https://kylon.io/integrations/slack) 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. ```mermaid flowchart TD notices([HR notices arrive in Outlook]) first["Nova proposes a status and a
caseworker for each employee"] ok1["Global mobility lead approves
each status and caseworker"] notes["Myco drafts notes to counsel and
reminders for a person to send"] sheet["Ryan checks the worksheet against
Attio and notes each correction"] ok2["Global mobility lead
approves the corrected text"] lead["Ryan recomputes dates only for
the category the policy names"] reorg["Nova clears the reorg flags and
re-runs the full rule order"] counsel["Immigration counsel confirms
how the change reads"] ok3["Global mobility lead
approves each new status"] renew["Nova gives approved renewals new
dates, caseworker back to none"] ok4["Caseworker confirms the notice,
global mobility lead approves"] close["Nova counts totals by status and
caseworker from final records"] sign["Global mobility lead
signs the closeout"] notices --> first --> ok1 ok1 --> notes ok1 --> sheet --> ok2 ok2 --> lead & reorg lead --> counsel reorg --> ok3 counsel & ok3 --> renew --> ok4 --> close --> sign class first,notes,sheet,lead,reorg,renew,close agent class ok1,ok2,counsel,ok3,ok4,sign person class notices event classDef agent fill:#FFFFFF,stroke:#DCD3C8,color:#1B1712 classDef person fill:#EEF0E3,stroke:#6E7447,color:#1B1712 classDef event fill:#F4ECDD,stroke:#F4ECDD,color:#564C42 ``` | Stage | What happens | Who acts | Who decides | | --- | --- | --- | --- | | First pass | Each employee's record, permit and recent HR notices are read, and a status is proposed: no action, monitor, renewal due or counsel review | Nova | The mobility lead approves before Attio changes | | Caseworker assignment | Open cases are matched to caseworkers by workload and permit category | Nova | The mobility lead confirms each assignment | | Worksheet correction | The hand-kept deadline worksheet is checked against Attio, and each correction is noted in the description on the employee's Attio record | Ryan | The mobility lead approves the corrected text | | Lead time change | When the policy lengthens the lead time for one permit category, only that category's dates are recomputed | Ryan | Counsel confirms how the policy change reads | | Reorg reversal | Role change flags are cleared, and each affected employee is re-run through the full rule order | Nova, checked by Ryan | The mobility lead approves each new status | | Renewals approved | Approved renewals get their new dates, and the caseworker field is set back to none | Nova | The caseworker confirms the approval notice, and the mobility lead approves the record | | Closeout | Cycle totals by status and caseworker are counted from the final Attio records | Nova | The mobility lead signs the closeout | Stages of one authorization review cycle. Employee IDs, permit categories and dates in this example are illustrative. ## 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](https://kylon.io/integrations/gmail) - Google Drive - OneDrive - Outlook - [Slack](https://kylon.io/integrations/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. Set-up prompt Set up our work authorization tracking desk in this Room. Take it one step at a time and wait for my OK before you move on. 1. Connect Attio, Gmail, Google Drive, OneDrive, Outlook and Slack. Tell me which ones still need connecting. 2. Ask me who works this desk: the global mobility lead, the caseworkers, immigration counsel and the HR business partners. Help me invite them to this Room. 3. Build a Work Authorization App with Employee, Permit, Next date and Status columns, one record per employee. Fill it from the Attio authorization records, starting with permits expiring within our threshold we set. 4. Read each employee's Attio record, their permit in OneDrive and recent HR notices in Outlook. Propose a status and caseworker for each. Check each proposed date against the deadline worksheet in Google Drive. Show me anything that disagrees or has not reached Attio. 5. Draft notes to counsel and reminders to employees as drafts in Gmail, and collect manager questions from Slack for the caseworker. The mobility lead approves every status and caseworker change before anything is written to Attio, counsel confirms every lead time change and the caseworker confirms each approval notice. 6. Write the rule order and who approves what into this Room's guideline so every cycle follows it. 7. After one clean cycle, offer to turn the renewal window check into an Automation. Before you start, ask me for our rules one at a time. [Get started](https://app.kylon.io/sign-up) Your first company harness. Where humans and agents run your business together. [Get started](https://app.kylon.io/sign-up) ## More Use Cases [View all](https://kylon.io/use-cases) [ ### Clinical Site Monitoring: A Monthly Visit Plan That Holds Up When Things Change Site dispositions, monitor assignments, schedule reviews and mid-cycle changes run through one Kylon room. Agents work the Salesforce and Box records, and the desk lead approves every assignment before a visit is booked. Healthcare & life sciencesScheduling & dispatchCompliance & risk ](https://kylon.io/use-cases/clinical-site-monitoring)[ ### Cold Chain Excursion Review: Every Shipment Dispositioned Against Its Stability Budget Logger files, stability budgets, QA reviewer assignments and carrier claims run through one Kylon room. 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