Every permit and deadline for your foreign workers, in one register.
Perm is the HR register for Romanian employers of frontline staff: restaurants, hotels, couriers and logistics, construction, manufacturing, agriculture and cleaning. It tracks passports, permits, contracts, medical checks and training, and tells the right people before anything expires.
The public demo uses invented data, has ready-made logins for each role and resets every night.
Bikash Thapa
Kitchen assistant, Cluj site
- PassportValid for 5 more years
- Single permit (work and residence)Expires in 41 days. File the renewal within 11 days.
- Employment contractRomanian and Nepali, registered in REGES
- Medical fitness certificateExpires in 58 days
- SSM / PSI trainingValid
- Proof of housingValid
Reminder emailed to HR and the site manager today.
The paperwork runs on its own clock
Every worker carries six or seven expiry dates.
Passport, permit, contract, medical certificate, training, housing. A residence renewal has to be filed at least 30 days before the card expires, so the real deadline comes a month early.
IGI deadlines are counted in working days.
When a foreign worker stops coming in, leaves without notice or their contract ends, the employer has a few working days to notify IGI under OUG 32/2026. A late notice can mean a fine.
The information lives in five places.
An Excel file on one laptop, scans in someone’s inbox, contracts in a drawer, timesheets on paper at the site. When an inspector arrives, someone loses a day putting it together.
How it works
Bring in the register you already have
Upload your Excel or CSV file and match the columns. Upload up to 200 scans at once; Perm files each one under the right worker by passport number or worker code.
Perm watches every date
Each document is valid, expiring, overdue or missing. A worker’s status is the worst of their documents, so the register shows at a glance who needs attention.
The right people hear about it in time
HR and site managers get one email listing everything due. Workers get a WhatsApp message in their own language for the documents they have to bring in.
What Perm keeps track of
One place for the documents, deadlines, hours and pay of every worker, from the first interview to the last day.
Worker register
Passport, work authorisation or single application, residence permit, bilingual contract registered in REGES, medical fitness, housing and SSM / PSI training. Each document has its expiry date, its scan and a status.
Reminders before expiry
By default 60, 45, 30, 14, 7 and 1 day before a document expires, then weekly while it is overdue. You can set your own days. WhatsApp messages go only to workers who agreed and never include document numbers.
Permit renewals
A four-step tracker for each renewal: documents requested, documents received, application submitted with the IGI appointment, new permit issued. The date by which the residence renewal must be filed is always visible.
IGI notices
Unexcused absence, a contract that ends or a worker who leaves without notice starts the deadline to notify IGI under OUG 32/2026. Perm counts the working days. For a suspended contract, it warns before the suspension reaches three months.
Pontaj
A monthly timesheet per site, built on each worker’s weekly schedule. Absence codes CO, CM, CFS, AN, LP, D and SL, overtime and public-holiday hours counted separately. Export to Excel with the daily record of start and end times for ITM, or to CSV.
Salaries
Gross salary history for each worker, checked against the minimum IGI accepts for their visa type. A payroll file for your accountant to take into Saga, Nexus or WinMentor. Net pay and payslips stay in the accounting software.
Inspection packs
One PDF for a site, or a ZIP per worker, in Romanian or English, with missing documents flagged. Share it with an inspector through a link that expires after 14 days; every download is logged.
Roles and activity log
Admin, HR, site manager, viewer and agency roles. A site manager sees only their site. Every change is written to an append-only, tamper-evident activity log.
Hiring, before the first day
Candidates move through the stages of hiring from abroad, each with its own checklist. Perm flags anyone who has waited too long, and when a worker starts, their documents move into the register with them.
- Selected
- Contract signed and registered in REGES
- Application filed on workinromania.gov.ro
- Approved
- Visa
- Arrived
For recruitment agencies
Agencies that place foreign workers run each employer client in its own workspace and see all of them in one list, sorted by risk or size.
The agency and the employer work on the same hiring pipeline and the same register, so nobody has to ask for a status update by email.
- A separate workspace for every client
- Recruiters see only the clients assigned to them
- Client logins by invitation, read-only if you prefer
- A monthly report for each client
In the worker’s language
Each worker’s file records the language they understand. Since August 2026 the employment contract has to be in Romanian and in that language, and Perm checks it.
Reminders reach workers on WhatsApp, on the phone they already use, in their own language: Nepali, Hindi, Vietnamese, Sinhala, Bengali, Tagalog, Urdu, Turkish, Romanian or English. They go out only after the worker agrees to receive them, and the message you write from a worker’s file starts in their language too.
- नेपालीNepali
- Tiếng ViệtVietnamese
- हिन्दीHindi
- සිංහලSinhala
- বাংলাBengali
- TagalogTagalog
- اردوUrdu
- TürkçeTurkish
- EnglishEnglish
- RomânăRomanian
Coming soon: a mobile app where workers see their hours, overtime, salary and payslip in their own language.
Personal data, handled as the law expects
Passports and permits are sensitive. Perm was built around GDPR from the first version.
Hosted in the EU
The application and its data run in EU data centres. Backups are encrypted every night.
Retention with legal minimums
Every category of data has a retention period that respects the legal minimum. Administrators are warned 14 days before anything is deleted automatically.
Deletion on request
When a worker asks to be erased, Perm removes their data and produces a confirmation PDF you can hand over.
Access by role, every change logged
People see only what their role allows. The activity log records who changed what and when, and cannot be edited.
This website sets no cookies and loads no trackers.
Questions
Does Perm file applications with IGI or ITM for us?
No. Perm keeps the register, counts the deadlines and prepares the documents. Applications are still filed by you, on workinromania.gov.ro and in REGES-Online. A direct connection to REGES-Online is planned.
Can we bring in our current Excel register?
Yes. Upload an .xlsx or .csv file, match the columns, and review the rows Perm could not read before importing. Scans can be uploaded in bulk and are matched to workers by the passport number or worker code in the file name.
Does Perm calculate net salaries or payslips?
No. It keeps the gross salary from the contract, checks it against the minimum for the worker’s visa type and exports a file for your accountant. Net pay and payslips stay in your accounting software.
Who can see what?
Admins manage the team and settings, HR edits workers and documents, site managers see and update their own site, viewers read only. Agencies see the clients they work for.
In which languages does Perm work?
The interface is in Romanian and English, and each user picks their own. The worker’s language is recorded on their file, and WhatsApp reminders reach workers in 10 languages: Nepali, Hindi, Vietnamese, Sinhala, Bengali, Tagalog, Urdu, Turkish, Romanian and English.
How do we start?
You can look around the public demo first: it uses invented data and has a login for each role. When you are ready, write to hello@permhq.com. Tell us roughly how many workers you have and on how many sites, and we will show you Perm and open your account.
See your workers’ documents in one place
Write to us with the size of your team and the sites you run. We will show you Perm and help you import your current register.
or write to hello@permhq.com