Security and data management
Match file access to your team's responsibilities
For a visa consultancy, who can view a file and who can change it are everyday operational questions. iyely Visa combines user accounts, workspace membership, branch access and permissions for individual actions.
This page describes the product's current access and record controls. Evaluate them with your actual team structure and the current service terms before deciding how to use the system.
Staff accounts and team access
Team members sign in with their own accounts. Workspace membership, branch scope and action permissions work together. Choosing a team role is a decision about which records and operations that person should be able to access.
- Set up two-step verification for your account and test the sign-in experience.
- Review device sessions in the session screen and revoke a session you no longer use.
- Check that an adviser can do the required work in the right branch, and test your expectations for access to other branches separately.
- When a team member's role changes, review both file responsibilities and access permissions.
Evaluate the client portal as a separate access area
An applicant uses an emailed sign-in link to access the portal within the scope of their own application. Documents, messages and payment information are presented in that file's context. When multiple eligible applications exist, the applicant can choose a file.
Portal sessions and staff sessions are separate. During your evaluation, check the document list and message visible to the applicant. Confirm that the file prepared by staff appears in the portal as you expect.
Keep the context of a document decision
Uploading a file, making an adviser review decision and requesting a revision are separate steps. Review notes and version history help explain why the team requested a document again.
Upload a sample document, request a revision and add a new version. Check together that you can distinguish the current file from the previous version and that another adviser can understand the review context.
Releases, backups and data policies
Web connections use HTTPS. The release process includes a verified backup before database changes and checks that the application is running afterwards. Backup restoration is also tested in a separate test environment.
The Privacy Policy and Data Rights links in the footer provide the current explanations of personal data processing, retention and request methods. Discuss your project needs, contractual scope and specific business requirements during the evaluation.
Frequently asked questions
Can advisers see files from every office?
Access depends on workspace membership, branch scope and user permissions. Test your organisation's structure with manager and adviser accounts, and define the access each role needs.
Does the client portal use a staff account?
No. The applicant signs in through an emailed link, with a separate session and access scope. The portal provides documents, messages and payment information associated with the applicant's file.
What should we share in a security evaluation?
Describe your team and branch structure, the types of data you need to store, your access rules and your contractual requirements. Discuss the product controls and any requested additional service or documentation individually.
Where can I start a data-related request?
The Data Rights page linked in the footer describes request channels. The Privacy Policy explains data processing. These pages remain the current policy sources.
Test your access rules during the trial
Prepare a sample scenario for your own team structure. Start with a sample application and keep real client information out of the evaluation.