Labour Mobility Registry – User Manual

For end users: Admin, VBoS Staff, and Labour Department Staff

1 Introduction

The Labour Mobility Registry is a web application used by the Vanuatu government to manage labour movement data. It tracks workers departing and returning under schemes such as RSE, SWP, and PALM, and supports verification and compliance workflows.

1.1 Key concepts

  • Registry: The master list of individuals (workers) with travel and identity information.
  • Batch: A group of registry entries submitted together for verification (e.g. “January 2026 RSE Departures”).
  • Verification: Labour Department staff review submitted batches before approval.
  • Returnee: A worker who has returned; their record may be linked to their original outbound record.

2 User Roles Overview

Role Description Typical Access
Admin / Super Admin Full system access; manages users, roles, audits, and settings. All features
VBoS Data Entry Vanuatu Bureau of Statistics staff – data entry and batch preparation. Registry, Batches, Upload, Export, Reports
Labour Verification Labour Department staff – verifies and approves batches. Registry (view), Batches (view/verify/approve), Reports
Labour Oversight Labour senior staff – oversight, user roles, and reporting. Verification + user role management, audits, reports
Manager Manages registry and reports. Registry, Reports (no batch verification)
Viewer Read-only access. Registry (view/export), Reports
Data Entry Limited data entry. Registry (view/create/edit)

3 Getting Started

3.1 Logging in

  1. Open the application in your web browser.
  2. Enter your email and password.
  3. Click Log in.
  4. If you forget your password, use the Forgot your password? link (if enabled).

3.2 After login

You are taken to the Dashboard, which shows:

  • Quick links to Registry, Batches, Verification, and Reports
  • High-level statistics (total records, this month, nationalities, pending verification)
  • Batch workflow summary (draft, awaiting review, approved)
  • Returnee compliance metrics (if applicable)
  • Charts and recent activity

4 Dashboard

The Dashboard gives an overview of system activity.

4.2 Metrics

  • Total Records – All registry entries.
  • This Month – Records created in the current month.
  • Nationalities – Number of unique nationalities.
  • Pending Verification – Batches submitted or under review.
  • Returnee Compliance (if available):
    • Returns (30 days / 90 days)
    • Match rate (returnees linked to outbound records)
    • Matched vs Unmatched counts

5 Registry

The Registry is the main list of all individuals tracked in the system.

5.1 Viewing records

  1. Go to Registry from the sidebar or Dashboard.
  2. Use the search box to search across name, nationality, document number, travel date, etc.
  3. Use filters (year, columns) to narrow results.
  4. Use column headers to sort.
  5. Use pagination to move through pages.

5.2 Viewing a single record

  • Click View on a row to see full details.

5.3 Editing a record

  1. Open a record (View) and click Edit, or go directly to Registry → select record → Edit.
  2. Update the fields (surname, given name, nationality, document info, travel details, etc.).
  3. For Inbound (returnee) records:
    • Reintegration Status: Pending, In Progress, Completed, No Support Needed.
    • Self-reported Issues: Free-text notes from the returnee.
    • If linked to an outbound record, the linked outbound is shown.
  4. Click Save.

5.4 Bulk actions

  1. Select one or more records using the checkboxes.
  2. Choose an action from the toolbar:
    • Add to Batch: Add selected entries to a draft batch.
    • Export to CSV: Export selected data (or use the main Export button for all filtered records).

5.5 Exporting

  • Click Export to CSV to download filtered registry data as a CSV file.

6 Batches

Batches group registry entries for submission and verification.

6.1 Batch types

  • Inbound – Workers arriving
  • Outbound – Workers departing
  • Earnings – Earnings-related records
  • Returns – Returnees (workers who have returned)

6.2 Schemes

  • RSE – Recognised Seasonal Employer
  • SWP – Seasonal Worker Programme
  • PALM – Pacific Australia Labour Mobility

6.3 Creating a batch (empty)

  1. Go to Batches.
  2. Click Create Batch.
  3. Enter:
    • Batch Name (e.g. “January 2026 RSE Departures”)
    • Scheme (RSE, SWP, PALM)
    • Batch Type (inbound, outbound, earnings, returns)
    • Period Start and Period End
    • Description (optional)
  4. Click Create.

For CSV imports, use the Upload Wizard instead.

6.4 Adding entries to a batch

  1. Open Registry and select the records you want.
  2. Click Add to Batch.
  3. Choose a draft batch from the list.
  4. Confirm.

Or:

  1. Open a draft batch (e.g. via Batches).
  2. Use the links to Browse Registry or Upload CSV via Wizard to add entries.

6.5 Batch workflow

Status Description Who can act
Draft Being prepared; entries can be added/removed VBoS / Data Entry
Submitted Ready for verification Labour Verification
Under Review Being verified Labour Verification
Approved Accepted and locked —
Rejected Rejected with reason —

6.6 Submitting a batch

  1. Open a draft batch.
  2. Ensure it has at least one entry.
  3. Click Submit for Verification.
  4. Confirm.

The Labour Department verification team is notified and can review the batch.

6.7 Returns batches

For Returns batches, the batch detail page shows extra columns:

  • Match – Matched, Unmatched, or Pending Review
  • Linked Outbound – The outbound record this returnee is linked to
  • Reintegration Status
  • Flight Number
  • Edit – Link to edit the registry record

7 Upload Wizard

The Upload Wizard imports CSV data and creates batches.

7.1 Access

Go to Upload Data (Dashboard or sidebar) or Registry → Upload CSV via Wizard.

7.2 Import modes

  1. Standard Import – General registry data (inbound, outbound, earnings).
  2. Returnee Import – Returnee data; the system tries to match returnees to existing outbound records.

7.3 Steps (Standard Import)

Note

Airport data: Airport data is often collected in a single file with both Entry and Exit rows in the Direction column. The system accepts Entry (mapped to Inbound) and Exit (mapped to Outbound) – you do not need separate files for returnees vs departures.

  1. Select CSV File
    • Choose batch type and batch name.
    • Upload a CSV file (drag-and-drop or browse).
    • Preview rows and validation.
  2. Validate Data
    • Review validation results.
    • Fix errors in the built-in editor if needed.
    • Check for duplicates.
  3. Map Fields (if headers differ)
    • Map CSV columns to registry fields.
  4. Create Batch
    • Confirm and create the batch with imported entries.

7.4 Returnee Import

  1. Choose Returnee Import.
  2. Upload a returnee CSV (columns can be flexible; the system maps common names).
  3. Run Preview to see suggested matches to outbound records.
  4. Review:
    • Matched – Auto-linked to outbound.
    • Unmatched – No match found.
    • Pending Review – Possible match requiring manual check.
  5. Confirm and create a Returns batch.

7.5 CSV format (standard)

Typical columns: surname, given_name, nationality, country_of_residence, national_id_number, document_type, document_no, dob, age, sex, travel_date, direction, accommodation_address, note, travel_reason, border_post, destination_coming_from.

Direction column – airport data: Data collected at the airport often has a single sheet with both Entry and Exit rows. The direction column may contain:

  • Entry or Exit (airport format) – the system maps these to Inbound/Outbound automatically.
  • Inbound or Outbound – also accepted as-is.

You can upload one file with mixed Entry and Exit rows; each row is stored with the correct direction (Entry→Inbound, Exit→Outbound).

8 Verification (Labour Staff)

Labour Department staff verify and approve submitted batches.

8.1 Verification queue

  1. Go to Verification.
  2. Filter by scheme, batch type, status.
  3. View batches in Submitted or Under Review.

8.2 Reviewing a batch

  1. Open a submitted batch.
  2. Review batch details and registry entries.
  3. Use the verification checklist:
    • Data completeness verified
    • Cross-referenced with government records
    • Other checklist items as configured.
  4. Add verification notes and any discrepancies.
  5. Click Verify to move to Under Review.

8.3 Approving or rejecting

  1. When under review, click Approve or Reject.
  2. Approve: Add approval notes and confirm. Entries in the batch are locked.
  3. Reject: Enter a rejection reason. The batch returns to a rejected state and the submitter is informed.

8.4 Audit trail

  • Each batch has an Audit Trail showing actions (submitted, verified, approved/rejected), users, timestamps, and changes.

9 Reports

The Reports section provides analytics and exports.

9.1 Access

Go to Reports from the sidebar or Dashboard.

9.2 Report types

  • Verification Report – Verification and approval metrics.
  • Compliance Report – Compliance rates, data integrity, timeliness.
  • Performance Report – Throughput, efficiency, productivity.
  • Returnee Compliance Summary – Returnee metrics and match rates.

9.3 Returnee Compliance Summary

  1. Go to Reports → Returnee Compliance.
  2. Choose a period (day, week, month, quarter, year).
  3. View:
    • Total returns
    • Matched / Unmatched / Pending Review
    • Match rate
    • Reintegration status breakdown
    • List of returnee records
  4. Click Export CSV to download the report.

10 Settings

10.1 Profile (all users)

  • Go to Settings → Profile.
  • Update name and email.

10.2 Password

  • Go to Settings → Password.
  • Change your password.

10.3 User management (Admin / Labour Oversight)

  • Go to Settings → Users.
  • Create, edit, or deactivate users.
  • Assign roles to users.

10.4 Roles and permissions (Admin)

  • Go to Settings → Roles & Permissions.
  • Manage roles and their permissions.

10.5 Cron jobs (Admin)

  • Go to Settings → Cron Jobs.
  • View and configure scheduled tasks (e.g. verification reminders).

11 Returnee Workflow

Returnees are workers who have returned and are tracked separately with linking and reintegration fields.

11.1 Returnee fields

  • Return Date – Date of return
  • Flight Number – Return flight
  • Linked Outbound – Matched outbound record
  • Match Status – Matched, Unmatched, or Pending Review
  • Reintegration Status – Pending, In Progress, Completed, No Support Needed
  • Self-reported Issues – Text notes from the returnee

11.2 Importing returnees

  1. Use the Upload Wizard in Returnee Import mode.
  2. Upload a CSV; the system attempts to match returnees to outbound records.
  3. Create a Returns batch.
  4. Labour Verification staff are notified when returnees are matched.

11.3 Editing returnee records

  1. Open a registry record with direction Inbound (from a Returns batch).
  2. Click Edit.
  3. Update Reintegration Status and Self-reported Issues.
  4. Save.

12 Appendix

12.1 Glossary

Term Definition
Batch A group of registry entries submitted together for verification
Scheme Labour programme (RSE, SWP, PALM)
VBoS Vanuatu Bureau of Statistics
Outbound Worker departing (leaving)
Inbound Worker arriving (returning)
Returnee Worker who has returned under a scheme

12.2 Batch statuses

  • Draft: Preparation in progress.
  • Submitted: Waiting for verification.
  • Under Review: Being verified by Labour staff.
  • Approved: Verified and locked.
  • Rejected: Rejected with a reason.

12.3 Reintegration statuses

  • Pending – Awaiting support
  • In Progress – Support underway
  • Completed – Support finished
  • No Support Needed – No support required

12.4 Support

For technical support or access issues, contact your system administrator.

End of User Manual