EPOS — the Employment Permits Online System — is the portal every Irish employer uses to submit employment permit applications. It is a functional tool rather than a beautiful one, and most employers figure it out through trial and error. That trial and error tends to include at least one returned application, which adds weeks to a hiring timeline. This guide walks through EPOS as a practical system, from first login to submission, with the specific mistakes to avoid at each step.
What Is EPOS?
EPOS is the online portal maintained by DETE for all employment permit applications. Since 2023 it has been the only accepted route — paper applications are no longer processed. Every new permit, renewal, review, amendment and notification goes through EPOS.
The system handles the full permit lifecycle: application, fee payment, document upload, status tracking and eventual issue of the electronic permit.
Who Can Register for EPOS?
Three Account Types
Employer accounts — For companies applying for permits directly. Registration requires the company's CRO number and Revenue employer registration.
Connected party accounts — For recruitment platforms, agencies, solicitors or consultants acting on behalf of an employer. Connected parties can be linked to multiple employer accounts with appropriate authorisation.
Foreign national accounts — For candidates applying for their own permits where the candidate-as-applicant route is appropriate (e.g., some Dependant Employment Permits).
Setting Up an Employer Account
Registration Walkthrough
Step 1: Start at the DETE website
Go to the EPOS portal via the DETE website.
Step 2: Choose 'Employer Registration'
Provide the CRO number, Tax Reference Number and official company name.
Step 3: Create a login
For the authorised representative — typically the HR lead or a director.
Step 4: Wait for DETE verification
The company registration is verified. This can take 2-5 working days.
Step 5: Account active
Once verified, the account is ready to submit applications.
Common registration snag: the Tax Reference Number and CRO details must match Revenue's records exactly. Small discrepancies (trading name vs registered name, old address) cause verification delays. Cross-check both before registering.
The Application Workflow Inside EPOS
Every permit application follows the same broad flow:
The Standard Application Flow
1. Select the permit type
GEP, CSEP, Renewal, Review, Amendment, etc.
2. Enter company details
Pre-filled from your registration; verify for accuracy.
3. Enter the role details
Title, description, hours, salary, location, duration.
4. Enter the candidate details
Name, passport, nationality, qualifications.
5. Upload supporting documents
All as PDFs, usually under 10MB each.
6. Answer compliance questions
50/50 rule confirmation, LMNT evidence, etc.
7. Review the full application
Everything on one screen — take time here.
8. Pay the application fee
Card payment, €1,000 for 2-year or €500 for 6-month.
9. Submit
EPOS issues a reference number. This is what you track through the decision stage.
Documents You'll Upload
The Standard EPOS Document Set
• Signed employment contract
• Job description
• Candidate CV and qualifications
• Candidate passport copy
• Evidence of English proficiency (where required)
• LMNT advertising evidence — screenshots of online ads, newspaper ad cuttings, Jobs Ireland confirmation
• Company tax clearance certificate
• CRO printout (recent, within 30 days)
The Most Common EPOS Mistakes
Seven Mistakes That Cause Returned Applications
1. Title mismatch — Job title on the contract differs from the LMNT ad or the application form.
2. Salary mismatch — Contract shows €36,000, LMNT ad showed €34,000, application says €36,605.
3. LMNT dates wrong — Publication start/end dates don't cover the required 28 days.
4. Document unreadable — Low-res scan, cut-off text, missing pages.
5. Wrong company entity — Group has multiple entities and the wrong one is on the application.
6. Missing signature — Contract unsigned by one party.
7. Expired tax clearance — Certificate older than the validity window.
Tracking Status Inside EPOS
After submission, EPOS shows one of several statuses:
• Submitted — application in the queue, not yet picked up by a caseworker
• Under Processing — a caseworker has it
• Query Raised — DETE needs more information; respond quickly
• Returned — application has issues and must be resubmitted
• Approved — permit will be issued
• Refused — application rejected; option to Review within 28 days
Check EPOS at least twice a week during processing. Queries left unanswered for more than 4 weeks can result in the application being closed.
The Trusted Partner Scheme
Employers who submit high volumes of compliant applications can apply for Trusted Partner status. Benefits include:
Trusted Partner Benefits
• Faster processing — 2-3 weeks vs 5-10 weeks standard
• Dedicated caseworker contact
• Simplified documentation for subsequent applications
• Recruitroo operates under Trusted Partner arrangements and can file on your behalf at Trusted Partner speed
Appeals and Reviews
If an application is refused, you have 28 days to submit a Review. The Review is decided by a different DETE officer. It is not a re-submission — it is an argument that the original decision was incorrect, typically with additional supporting evidence.
Reviews that succeed generally address the specific refusal reason head-on. A refusal on 50/50 grounds answered with updated payroll showing the ratio has shifted, for example. Reviews that repeat the original application are almost always refused again.
What Happens When the Permit Is Approved
EPOS issues the permit as a PDF. Download it, save it, and forward a copy to the candidate. The candidate needs the original permit reference for their D-visa application. The employer retains a copy for right-to-work records and will need it again for renewal 16 weeks before expiry.
How Recruitroo Uses EPOS
Recruitroo operates as a Connected Party on EPOS. We submit on your behalf from our own system — pulling all the required documents, running pre-submission compliance checks, and monitoring status in real time. Our customers never log into EPOS themselves; they see a cleaner dashboard with live status and any DETE queries routed to us for immediate response.
Struggling with EPOS?
We file on your behalf as a Trusted Partner. Hand over the process, see real-time status in a clean dashboard, and stop losing weeks to returned applications.
This guide reflects EPOS functionality as of April 2026. DETE occasionally updates the portal and document requirements.