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    What mobile apps are recommended to track multiple visa expiry dates?

    4 min read

    AI Doc Summarizer Doc Summary

    Whether you manage your own Australian visa, your family’s, or an HR portfolio of sponsored workers, keeping on top of multiple visa expiry dates is critical. The good news: you don’t need bespoke software to stay compliant. Reliable calendar, task, and lightweight database apps on iOS and Android can deliver automated, multi-stage reminders with secure sharing. Below are the best options and a proven setup you can implement today.

    Quick answer: recommended apps for tracking multiple visa expiry dates #

    Why these apps work for Australian visa holders and HR teams #

    • Multi-stage reminders: Set alerts at 6 months, 90, 60, 30, and 7 days before expiry to avoid last-minute lodgements.
    • Shared visibility: Share calendars or projects with family members, sponsored employees, or your migration advisor.
    • Structured data: With Notion/Airtable, create fields for Name, Visa subclass (e.g., 485, 482, 500), TRN/File No., Expiry date, Conditions (e.g., 8105), and Notes.
    • Cross-platform sync: iOS, Android, and web access ensure you never miss a notification.
    • Low friction: Mainstream apps are more stable, secure, and better supported than niche “visa tracker” apps.

    Step-by-step: set bullet-proof visa expiry reminders #

    Option A: Google Calendar or Outlook (fast and simple) #

    1. Create a dedicated calendar called “Visa Expiries”.
    2. Add an event titled “[Holder Name] – [Subclass] visa expires”.
    3. Set the event date to the exact expiry date and make it an All-day event.
    4. Add multiple reminders: 6 months, 90 days, 60 days, 30 days, 7 days, and on the day.
    5. Colour-code by visa type (e.g., blue = Student 500, red = TSS 482).
    6. Share the calendar with stakeholders (partner/HR/migration agent) with view-only or edit rights.

    Option B: Todoist/TickTick (task-first with labels) #

    1. Create a project called “Visa Compliance”.
    2. For each holder, add a task “Visa expires – [Name], [Subclass]”.
    3. Set due date to expiry and add reminders at defined intervals.
    4. Use labels like @student500, @tss482, @family to filter views.
    5. Create subtasks: “Collect documents”, “English test booking”, “Health checks”, “Police checks”, “Lodge application”.

    Option C: Notion/Airtable (portfolio tracking) #

    1. Create a table named “Visa Register”.
    2. Add fields: Holder Name, Visa Subclass, Client/Passport No., Expiry Date, Conditions, Next Action, Owner.
    3. Enable reminders on the Expiry Date field (Notion) or use Airtable Automations to send emails/push notifications at set intervals.
    4. Share a read-only link with stakeholders to prevent accidental edits.

    Official visa verification in Australia (VEVO) #

    Use the Australian Government’s Visa Entitlement Verification Online (VEVO) to confirm your current visa details and conditions. While VEVO is not a reminder app, it is the authoritative source to check status and work rights before you set or update reminders.

    Security and privacy best practice #

    • Store minimal personal data: Avoid uploading passport scans into generic apps; keep those in secure storage.
    • Use strong access controls: Share calendars/projects with the fewest necessary people and use two‑factor authentication.
    • Back up key dates: Keep a secondary record (e.g., a private calendar or export) in case you change platforms.
    • Verify sources: Prefer reputable, well-reviewed apps and official government sites for visa status checks.

    Common reminder timelines for Australian visas #

    • Student (500): 6 months prior – plan for COE, OSHC, and GTE/GSI requirements.
    • Temporary Graduate (485): 6–9 months – skills assessment (if relevant), English test, health checks.
    • TSS (482): 6 months – employer nomination timing, labour market testing window, health/character.
    • Partner (820/801/309/100): 3–6 months – evidence updates, relationship documentation.

    These are general timelines only; always confirm requirements and processing trends before lodging.

    When to get professional help #

    If you manage multiple visas or face complex conditions, expert guidance reduces risk. Skills Campus can help you map critical dates, assess options (including Recognition of Prior Learning pathways), and prepare timely, decision‑ready applications.

    Talk to Skills Campus #

    Get tailored advice for your study, migration, or RPL pathway in Australia: https://skillscampus.com.au/. To speak with a consultant or request reminders support, contact us here: https://skillscampus.com.au/contact.

    Disclaimer: This article provides general information only and is not legal advice. Check the Department of Home Affairs for current rules and use VEVO to verify visa details.

    Updated on November 6, 2025

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