How to choose helper-agency software in Hong Kong: 10 questions to ask

At a glance

1. Does it cut retyping?

Each contract needs the employer’s and helper’s document numbers, dates and addresses, and the same details appear on several forms. Good software lets you enter them once.

• YYGP: passports and HKIDs are read from a photo; for renewals, page 1 of the old contract gives both addresses; documents can also be scanned from the office Brother printer straight into the app. Staff can check every automatically filled field first.

2. Are visa and passport deadlines tracked automatically?

The weakness of a spreadsheet is that someone has to remember to open and update it. Software should work out each contract’s key dates and let the agency choose how far ahead to be reminded.

• YYGP: reminders cover the helper arriving, visa approved, 5 weeks at Immigration with no visa, PAOS, HKID appointment, insurance expiring, visa/contract ending, must leave HK, renew passport, extend visa, passport expiring, and follow-ups 1, 4 and 12 months after the visa starts. Defaults such as 6 months before visa expiry and 1 month before leaving HK can be changed.

3. Does it print the forms you use every day?

Forms must match what the Labour Department and the Philippine and Indonesian consulates expect, or staff end up redoing them. During a trial, print them from one of your own real contracts.

• YYGP: 20+ documents including ID988A, ID988B, the Labour Department cover sheet and full details, job offer letter, financial guarantee letters (including the Indonesian consulate’s), OWWA, PAOS list, expedite visa letter, agreements, receipts and helper biodata, with details filled in.

4. Can the Immigration steps be automated?

Retyping contract details into the Immigration website and checking each visa online are the slowest, most error-prone jobs in the office.

• YYGP: the system fills in the online Immigration application from the contract, submits it and saves the transaction reference; the same renewal is never filed twice. Staff type the website’s captcha.
• Every filed contract’s visa status is checked at 08:30 each morning and saved to the contract; staff can also “check all” any time.
• The moment a visa is approved, the agency’s owners get a push notification and a “notify the employer” to-do is added.
• One-tap filing is available while a subscription or trial is active.

5. Are there staff roles and an edit history?

Helper and employer records include passport, HKID and contact details — sensitive personal data. Managers should decide who sees what, and every change should be recorded.

• YYGP: preset staff roles that managers configure; every change to an employer, helper or contract records who and when, and the history can’t be edited or deleted from the app.

6. Does it work on phone and computer?

• YYGP: iPhone and Android apps plus the web version at yygp.hk, with QR-code sign-in from your phone.

7. Which languages does it support?

• YYGP: Traditional Chinese, English and Bahasa Indonesia, so staff of every nationality share one platform.

8. Can partner agencies work together in it?

• YYGP: each contract has its own in-app message thread and shared to-do list, so the contract owner, the processing agency and the employer’s and helper’s agencies message each other inside the app; you can also share helpers and employers with partners while keeping contact details private.

9. How is it priced, and is there a trial?

Check whether it is priced per seat, whether there is a setup fee, and whether you can stop any time.

• YYGP: Employer & Helper HK$130/month, Contracts HK$130/month, full package HK$200/month or HK$2,300/year. First two months free, billed by half-year, 5 staff accounts per shop.

10. How does existing data move over, and who trains staff?

• YYGP: we help import your helper profiles and train your staff, aiming for your first contract in the system within 14 days.