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For in-house global mobility teams

You manage humans.
Your stack manages chaos.

Spreadsheets, a CRM that doesn’t know visas, and an inbox pretending to be a case file. You already know the work. You need infrastructure that keeps up — and backup when the spike hits.

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Full Journey | Tech Visa

Ana Costa · Timeline

  • Get a health insurance for travelling
    DonePRE-DEPARTURETASK
  • Find a short-term accommodation
    DonePRE-DEPARTURETASK
  • Book a flight to Portugal
    DonePRE-DEPARTURETASK
  • Residency Visa | Tech Visa
    CompletedVISA APPLICATIONPROCESS
  • Open an online bank account
    In progressON ARRIVALTASK
  • NIF Registration | Portuguese Fiscal Number
    In progressFIRST WEEKSPROCESS
  • Onboarding with the Manager
    OpenFIRST WEEKSTASK
  • Get a long-term accommodation in Portugal
    OpenSETTLING INTASK
  • NISS Registration | Social Security Number
    In progressSETTLING INPROCESS
  • Enroll in Public Health Center SNS
    OpenSETTLING INTASK
  • Work Residence Permit | Tech Visa
    Not startedLONG TERMPROCESS
  • Change fiscal address
    OpenLONG TERMTASK
  • Residence Permit | Family Reunion
    In progressLONG TERMPROCESS

The nonsense stack

Spreadsheets were never a case file.

You’ve seen this orbit. Excel as the source of truth until it isn’t. A CRM with mobility fields bolted on. Documents in Drive folders named final_v3. Appointments in someone’s Outlook. WhatsApp when things get urgent.

None of that was built for a Tech Visa beside a family reunion beside a renewal that can ruin a start date. When someone on your team is out, the case is out. Leadership asks for a status pack and someone spends the afternoon reconstructing reality from threads.

You deserved a tool for this work years ago.

00%

Context switch

Constantly toggling between apps cuts team productivity by up to 32%.

0.0h

Connecting the Dots

People lose 2.5 hours a day searching for scattered info and putting the pieces together.

The internal queue

Everyone needs a date. Almost nobody sees the path.

You don’t fail because you’re “disconnected.” You fail because everyone needs a date from you, and almost nobody understands the path to that date.

HR wants employer brand and a calm hire. Hiring wants a start date. Finance wants cost. Business managers have sold a talent onto a client project and they need arrival yesterday so they can place someone. They ping you every morning like your inbox is a service desk that outputs “available for billing.”

You’re accountable in a matrix with soft edges. Talent pressure on one side. Internal pressure on the other. The file is still yours.

How it works

Invite. Pick a journey. Run it like a boss.

01

Invite

Stand up the journey for the corridor you actually run. Invite the talent. Invite the colleagues who only need to see what they’re allowed to see.

02

Pick a journey

Your checklists, your judgment, your exceptions — on one canvas. Not a blank file every time hiring sneezes.

03

Run it

When the spike is too big or the corridor is new, hand a slice or a whole case to us without leaving the same journey.

Your corridors. Your seniority packs. Start complete from day one.

The book that grows

1 or 1,000 moves, the same rails. You don’t rebuild from a blank checklist every time hiring sneezes.

Journeys, processes, steps, documents and forms start from a decade of this work — then your team is as efficient as a team, not as a hero spreadsheet.

Customization

Everything in our platform has a blueprint. If anything is not exactly as you practise, fork ours and customize it to adapt to your liking or start from scratch and build your own. Flexibility at its best is at your disposal.

One-click deploy

Standard · Tech Visa

Visa, NIF, NISS, permit, SNS, fiscal address

11 stepsEssentials

VIP Package · Tech Visa+

Full standard Journey + family reunion

13 stepsFamily Reunion

How the move is packaged

Cash. Core/flex. Fully managed.

Fixed cash paid to employee; they manage logistics independently. Entry-level, renters, low-complexity moves.

Same canvas, scoped

Status meetings that exist only because nobody can see the case can die.

You, the talent, and anyone you bring in — including Talent Journey on overflow — look at the same living case.

Scoped on purpose. Business managers and HR get the window that stops the pings — where is the hire, what’s blocking arrival — without dumping every document and internal note on them. Your team keeps the depth. The talent sees a calm next step instead of waiting for you to translate a lawyer email.

The ones that need judgment stay.

Documents

One secure home. The right version only.

Passports, contracts, family records, embassy packs. Today they float across drives, email, and chat. That’s not only messy. It’s risk.

Upload once, validity tracked. Sensitive files stay on the journey. You don’t ask talent to put a passport on WhatsApp because “it’s faster.”

upload once

don't waste time

reuse where it works

Calendar, renewals, expiry

A missed date isn’t an admin oops. It’s a start date.

Appointments, dues, document expiries — on the journey, not a sticky note and not Ana’s personal calendar.

Each document can expire on a different clock across processes. If something won’t be valid by the appointment, you get the warning while there’s still time.

‹›Today

October 2026

Ana Costa · Tech Visa

Mon
Tue
Wed
Thu
Fri
Sat
Sun

28

29

30

1

2

Flight LIS

3

4

5

6

7

8

Passport check

9

10

11

12

13

14

Consulate
Pack send

15

16

17

18

CRC expiry

19

20

21

22

NIF slot

23

24

25

26

27

28

AM video

29

30

31

1

Dates we watch

Consulate appointment

14 Oct · instruction pack queued

T−14 days

Passport validity

Valid through appointment + residence permit

OK

Criminal record extract

Would lapse before AIMA if we wait

Expiry risk

Health insurance

Pre-departure task · completed

Done

Monitoring

What’s at risk before they call.

Law changes. Embassy flavour shifts. Appointments. Expiries. SLA risk on open steps.

The platform watches in the background and flags what’s affected — which journeys, how hard it hits — so you’re not finding out from a business manager’s panic or a talent’s 11pm message. Monitoring is how a small team survives a large book without pretending to remember everything.

Affected journeys

Embassy document list updated

Impact · high

3 active Tech Visa cases · process steps already patched

AIMA appointment window

Impact · medium

Ana Costa · Work Residence Permit not started yet

NISS portal change

Impact · low

Instruction pack auto-updated

Joya

You cannot hire your way out of every spike. She never sleeps on the book.

Joya knows the law line by line, she’s aware of your cases, she fills forms from data already on the journey, drafts what needs a human review, briefs the team, flags renewals and gaps.

Joya

Automation

Years of knowledge and experience under your commandwith our powerful automation

Automatic form filling

Government and visa forms fill from the case — AIMA, embassy, the pack that used to be a night of copy-paste.

Document Generation

Powers of attorney, contracts, and the letters a move actually needs — drafted from the file, ready for a lawyer to review.

Set rules

Get notified when you care to be. Assign the next step to the team by stage, so it already has an owner.

What you actually run

The full mobility catalog. In parallel where it can.

Visas and filings, NIF and NISS, bank and health enrolment, residence permits, family reunion, schooling, settling — processes and tasks together, not a waterfall that wastes weeks.

When you run Pilot, this is your service line on rails. When you pull us in on Co-Pilot or Auto-Pilot, we can carry pieces or the whole move — same journey, same visibility.

Work Residence PermitD2
Digital Nomad Residence PermitD8
Residency VisaTech Visa
Residency VisaD2 - Independent Activity
Residency VisaD6 - Family Reunification
Passive Income Residence PermitD7
Residency VisaD8 - Digital Nomad
NISS RegistrationSocial Security Number
Study Residence permitD4
Family ReunificationResidence Permit
TemplateIAPMEI Certification - Tech Visa
TaskBook a flight
TaskOpen an online bank account
TaskLong term accommodation
TaskSchool enrollment
TaskOnboarding with the Manager
Work Residence PermitD2
Digital Nomad Residence PermitD8
Residency VisaTech Visa
Residency VisaD2 - Independent Activity
Residency VisaD6 - Family Reunification
Passive Income Residence PermitD7
Residency VisaD8 - Digital Nomad
NISS RegistrationSocial Security Number
Study Residence permitD4
Family ReunificationResidence Permit
TemplateIAPMEI Certification - Tech Visa
TaskBook a flight
TaskOpen an online bank account
TaskLong term accommodation
TaskSchool enrollment
TaskOnboarding with the Manager
Work Residence PermitD1
Residency VisaD1 - Subordinated Employment
Residency VisaD3 Highly Qualified Activity
Residency VisaFamily Accompaniment Visa
Work Residence PermitD3
NIF RegistrationPortuguese Fiscal Number
Residency VisaD4 | Study
Work Residence PermitTech Visa
Residence PermitFamily Acompaniment
Residency VisaD7 | Passive Income
TaskShort-term accommodation
TaskGet a Health Insurance for travelling
TaskOpen a Portuguese Bank account
TaskChange fiscal address
TaskEnroll in Public Health Center SNS
Work Residence PermitD1
Residency VisaD1 - Subordinated Employment
Residency VisaD3 Highly Qualified Activity
Residency VisaFamily Accompaniment Visa
Work Residence PermitD3
NIF RegistrationPortuguese Fiscal Number
Residency VisaD4 | Study
Work Residence PermitTech Visa
Residence PermitFamily Acompaniment
Residency VisaD7 | Passive Income
TaskShort-term accommodation
TaskGet a Health Insurance for travelling
TaskOpen a Portuguese Bank account
TaskChange fiscal address
TaskEnroll in Public Health Center SNS
Property 5

House hunting

A visa without a key isn’t an arrival.

Budget, location, requirements with the talent — then search, shortlist, advise, contract steps. The shortlist lives on the case so housing doesn’t become a midnight WhatsApp side quest that blocks school and start date while immigration looked “fine.”

What the company covers, what the talent can stretch to.

Onboarding

The move isn’t finished when they land.

The first weeks inside the company are where a good move becomes a good hire.

Build a personalised onboarding journey for how your organisation welcomes people: equipment, HR forms, introductions, training, buddy, first-week checklist — structured beside the relocation journey. Same talent. Same visibility. HR owns company steps; mobility keeps the arrival path clean.

Three modes

The spike valve. Switch when the load changes.

Pilot

Your team runs the book on Talent Journey. Day-to-day. Corridors you know. You’re in control; the platform is the infrastructure.

Co-Pilot

You keep the lead. You ask us to take only what you name: a jurisdiction, overflow volume, housing while you keep immigration, a nasty exception. Same canvas. No parallel black box.

Auto-Pilot

Hand specific cases — or a surge — to us end to end. You keep full visibility. Talent still sees one journey. Help without the screenshot triangle.

Policy lives on the case. So does the spend.

First month of temporary housing, flights, reimbursement caps — the frame you already live with.

Budget · Silva

  • Firm fees

    €4,200

  • Embassy + translations

    €800

  • Disbursements

    €340

  • Taxi to AIMA

    Reimbursed

    €36

Total€5,340

Put that policy on the case. See spend against it. When Finance or a business unit asks what a move cost, you pull it from the journey — not a reconstruction of invoices and chat.

Policy lives on the case. So does the spend.

First month of temporary housing, flights, reimbursement caps — the frame you already live with.

Budget · Silva

  • Firm fees

    €4,200

  • Embassy + translations

    €800

  • Disbursements

    €340

  • Taxi to AIMA

    Reimbursed

    €36

Total€5,340

Put that policy on the case. See spend against it. When Finance or a business unit asks what a move cost, you pull it from the journey — not a reconstruction of invoices and chat.

Multi factor Auth

GDPR

Google's 7 Layer Security

Double Key Encryption

European Servers

SLAs

Secure file storage

Role Based Access Control

Logging

Security, compliance, traceability

Legal will ask. Good.

Secure — You’re holding employee passports, family data, contracts. Encrypted. Role-based. EU infrastructure. Sensitive documents stay on the case — not in a forwarded thread.

Compliant — Who saw what is logged. Partner, HR, business manager, talent — each sees their slice.

Traceable — When we’re on a case with you, every action is traceable — if something slipped, you can see whether it was your team, the talent, or us.

Hold the platform to that. Hold us to that when we’re the overflow.

Reports

Leadership wants the pack. Don’t burn an afternoon.

Status, timelines, risk, cost — from the live book. Filter by entity, process, journey. Or ask Joya to send what matters on a cadence.

The file your team works in is the file you show upstairs. No screenshot archaeology.

Scanning all cases

What you show upstairs

Joya · weekly

15

Active

3

At risk

47d

To day one

On track9
At risk3
Landed4

Live book

Process

  • Kenji Mori

    Tokyo → Lisbon

    At risk

  • Ana Costa

    Recife → Lisbon

    On track

  • Marta Silva

    São Paulo → Porto

    On track

Hire with Hector

Finding them and moving them shouldn’t be two wars.

Hector is our sibling product — an AI headhunter at hectorheadhunter.com. Source and hire there. When the offer is signed, the relocation — and the path to full local integration — runs here on Talent Journey.

Two products. One international hire. You don’t have to use both — but when you do, the story finally connects: hire → invite → journey → settled → day one that sticks.

hectorheadhunter.com →

Hector

AI Headhunter

Questions mobility teams ask

No. Regardless of mode, your team keeps the same real-time view of every case — including ones Talent Journey is actively driving. Co-Pilot changes who does the work, not who can see the graph, documents, or dates.

Start

You already know how to move people. Stop doing it with tools that don’t.

When the spike comes, bring help that doesn’t create a second mess.

Book a demo →See pricing