An embassy readiness check is only useful if it asks for what your office actually collects. In EmbassyFile, the list of passenger fields that must be filled before a passenger counts as Ready for Embassy is now a per-agency setting, instead of one list written into the recruiting agency software and applied to everyone the same way.
What the readiness check does
Every passenger on the list shows green or red. Green means every required box on the passenger form is filled in; red means at least one is empty. The same rule drives the ready and not-ready counts above the list, the badge on the Passenger Status screen, and the empty-boxes rule that refuses to scan a passport into an embassy batch.
That last part is why the list matters. A passenger missing a required field cannot be added to an embassy file at all, so the definition of "required" decides what your staff are allowed to send.
Why one fixed list did not work
The old list was the same for every agency. That caused two opposite problems:
- An office that never records a field still saw every row go red over it. A colour that is red for something nobody intends to fill in is a colour staff stop reading, and then they miss the red that matters.
- An office that wants more had no way to ask for it. If your process requires the KSA office or the monthly salary before a file goes, the software could not hold a file back for it.
Different agencies work differently, and the check should follow the office rather than the other way round.
How to change it
- Open Site Settings and go to the Passenger Readiness tab.
- You will see every field on the passenger form as a checkbox. The fields your agency currently requires are ticked.
- Untick a field you do not want to hold files back, or tick one you do.
- Save. Every row on the passenger list is judged against the new list straight away.
If you never open this screen, nothing changes. The starting list is exactly the list every agency had before, so no row changed colour on the day this was released.
Unticking a field does not remove it. Staff can still fill it in; it simply no longer stops a file.
What you cannot untick, and why
Some fields stay ticked and greyed out, with the reason written under them.
Always required
Name, passport number, visa number and MOFA number are always required. They are the four columns printed on the embassy list that goes with the batch, so a passenger without them cannot be listed at all.
Required while a check is on
The dates the eligibility checks judge stay required while that check is switched on: passport expiry, date of birth and gender, the police clearance date and the medical date.
The reason is subtle but important. The checks only judge a date that exists. If you could untick the medical date while the medical check was still on, every passenger with no medical on file would quietly pass the medical check. So the date is locked while the check is on. Turn the check off in Eligibility Rules and the date becomes your choice again; the lock follows the toggle live, before you even save.
Practical suggestions
- Start from the default and change one thing at a time. Watch the counts over the passenger list for a day before changing the next.
- Require what someone at the desk can fix. The setting only offers fields that can be typed on the passenger screen, for that reason.
- Review it before a busy season. A field you added for one employer may not suit the next.
Key points
- Ready for Embassy is now defined per agency in Site Settings, Passenger Readiness.
- The same list drives the row colour, the counts, the status badge and the embassy batch gate.
- Name, passport, visa and MOFA numbers are always required.
- Dates judged by an active eligibility check stay required until that check is turned off.
- Agencies that never change the setting keep exactly the list they had.
Frequently asked questions
Can I make the monthly salary required before a file goes to the embassy?
Yes. Tick Monthly Salary in the Passenger Readiness tab, and any passenger without it shows red and cannot be scanned into an embassy batch until it is filled in.
Why is the medical date greyed out in the readiness list?
Because the medical validity check is switched on in Eligibility Rules. That check can only judge a date that exists, so the date stays required while the check is on. Turn the check off and you can untick the date.
Will changing the readiness list affect another agency?
No. The setting belongs to your workspace only. Another agency's choices do not change yours, and yours do not change theirs.
Does unticking a field delete what staff have already entered?
No. The data stays on the passenger record and staff can keep filling the field in. Unticking only means an empty value no longer holds the file back.