How to Avoid Common ImmiAccount Mistakes for Your Australian Visa Application

Introduction

For most people applying for an Australian visa, the journey begins with the Department of Home Affairs’ official online portal: ImmiAccount. Setting up this digital gateway correctly is a crucial first step, as simple mistakes can lead to significant processing delays or even a visa refusal.

This guide outlines the common mistakes people make within their ImmiAccount to help ensure a smooth and successful application process. It has been updated to address the mandatory Multi-Factor Authentication (MFA) security feature, which has been required for all accounts since June 2025.

Setting Up Mandatory Multi-Factor Authentication (MFA)

What is Multi-Factor Authentication (MFA)?

MFA is a second layer of security designed to protect the sensitive personal information stored in your ImmiAccount. This feature helps prove it is really you logging in by requiring a second verification step. As of June 2025, setting up MFA has become a mandatory security feature for all new and existing ImmiAccount users to enhance the protection of your visa application data.

Step-by-Step MFA Setup Guide

When you log in to your ImmiAccount, you will be automatically prompted to set up MFA. The process is straightforward and can be completed by following a few simple steps:

1. Log in to your ImmiAccount. After entering your username and password, the system will direct you to the MFA setup page.
2. Choose your MFA method. You will be given options for how to receive your verification codes. These typically include:
   • An authenticator app
   • Email
   • SMS
3. Follow the on-screen instructions. If you select an authenticator app, you will need to scan a QR code with your mobile device and enter the six-digit code it generates. For email or SMS, you will receive a code to enter on the screen.
4. Save your recovery codes. Once the setup is complete, you will be given a set of backup recovery codes. It is crucial to save these immediately in a secure location.

Using Authenticator Apps & Saving Recovery Codes

While you can use email for authentication, it is highly recommended to use a dedicated authenticator app like Google Authenticator or Microsoft Authenticator. These apps provide a higher level of security, as your verification code is generated directly on your device, rather than being sent to an email account that could be compromised.

Furthermore, authenticator apps work even if you do not have phone reception, which is a significant advantage when travelling.

Saving your backup recovery codes is one of the most critical steps in this process. If you lose your phone or cannot access your primary authentication method, these codes are your only way to regain access to your ImmiAccount. Storing them in a safe and secure place ensures you will not be locked out of your account and can continue with your Australian visa application without delay.

Troubleshooting Common ImmiAccount Technical Errors & Issues

Solving Login & System Availability Errors

Encountering a ‘System is currently unavailable’ message can be frustrating, but this error often points to an issue with your internet browser session rather than a problem with the ImmiAccount system itself. Before contacting technical support, try clearing your internet browser’s history.

Each browser has different options, but the key is to delete the following:

• Temporary internet or website files
• Cookies
• Your browsing and download history

If login issues persist, double-check that you’re using the correct username and password. Remember that entering incorrect credentials five times will lock your account for four hours. If you’ve forgotten your details, use the “Forgot Password” or “Forgot Username” recovery links on the login page for assistance.

Fixing Document Attachment Problems

If you receive an error when trying to attach a document to your visa application, several common causes might be responsible. The system has specific requirements for all uploads, and failing to meet these will prevent your files from being accepted.

To troubleshoot document attachment failures, follow this checklist:

Requirement Check	Specification / Detail
File Size	Each document must be under the 5 MB size limit.
File Format	The Department of Home Affairs typically accepts files in PDF, JPG, or PNG format.
Encryption Status	The system cannot process password-protected documents.
Content Type	You cannot use links to cloud storage files from services like Google Drive or OneDrive.

If you’ve verified these requirements and still encounter errors, try converting the file to a different format or using another internet browser to complete the upload.

Resolving Common Payment Failures

Payment errors such as ‘Declined’, ‘Referred’, or ‘Error Performing Card Authentication’ are frequently caused by an issue with your bank rather than a fault in the ImmiAccount portal. For instance, the ‘Error Performing Card Authentication’ message indicates that your bank is declining the payment because it requires a 3 Domain Secure (3DS) authentication, a process controlled entirely by your financial institution.

If your payment fails, take the following steps:

• Enter your card details again, carefully checking that all information and the cardholder address are correct
• Try using a different credit card if you have one available
• Contact your bank directly to ask why the transaction was declined, as you may need to increase your credit limit
• If you are in Australia and the application is time-sensitive, consider using PayPal or BPAY as alternative payment methods

Top 5 ImmiAccount Mistakes to Avoid

Mistake 1: Name Mismatches & Incorrect Personal Details

A frequent and serious error is entering personal details that do not exactly match your official documents, such as your passport. This includes your full legal name, date of birth, and passport number. Even a minor typo or using a shortened name can cause significant issues for your visa application.

The Department of Home Affairs may be unable to validate your identity if the information is inconsistent. This mismatch can lead to:

• Major processing delays
• Potentially rendering your visa application invalid

Always have your passport in front of you and carefully transcribe every detail to ensure a perfect match.

Mistake 2: Using a Temporary or Shared Email

The email address linked to your ImmiAccount is the primary method for all official communication and account verification. Using a temporary, shared, or inaccessible email is a critical mistake. Since the mandatory implementation of MFA in June 2025, a unique email address is essential for each user.

If you use an unreliable email, you risk not receiving crucial correspondence from the Department of Home Affairs, including:

• The initial account verification code
• Password reset links
• MFA codes for logging in
• Requests for Further Information

Failing to receive these communications can lock you out of your account and jeopardise your visa process. Always use a personal, secure email address that you check regularly and will have access to long-term.

Mistake 3: Losing Your Password & Security Questions

Your password and the answers to your secret security questions are the only keys to accessing your ImmiAccount. The password reset process depends entirely on you providing the correct answers to the questions you selected during setup.

Choosing answers that are easy for others to guess or that you are likely to forget can prevent you from regaining access if you lose your password. It is advisable to:

• Select questions with answers that are memorable to you but not publicly known
• Record your username, password, and security answers in a secure offline location

Taking these precautions will help you avoid being permanently locked out of your account.

Mistake 4: Creating Duplicate Accounts

Each individual should only ever have one ImmiAccount. The system is designed so that usernames are unique and cannot be changed or reused, even if a previous account is deleted. Creating multiple accounts can lead to significant confusion for both you and the Department.

This common mistake can result in:

• Lost application data
• Difficulty tracking your visa status
• Complications with linking applications to the correct profile

Sticking to a single account ensures all your information and applications are managed in one secure, centralised place.

Mistake 5: Not Checking Your ImmiAccount Regularly

It is the applicant’s responsibility to monitor their ImmiAccount and the associated email for any correspondence from the Department of Home Affairs. Many applicants make the mistake of submitting their visa application and then failing to check for updates.

The Department often issues time-sensitive “Requests for Further Information” (RFIs) through the online portal. Failing to respond to these requests promptly can lead to:

• Significant delays in processing your application
• In some cases, an outright visa refusal

You should regularly check your account and your email’s inbox, including the spam and junk folders, to ensure you don’t miss any important communications.

Best Practices for Managing Your ImmiAccount

Creating a Secure & Memorable Password

Your ImmiAccount password is the first line of defence against unauthorised access, making its strength a top priority. A secure password should:

• Be at least 14 characters long
• Include a complex mix of uppercase and lowercase letters, numbers, and special symbols
• Avoid using personal details that can be easily guessed (such as your name, date of birth, or family names)

To enhance security, consider creating a unique passphrase by combining several unrelated words, which is often easier to remember but harder to crack. For added protection, use a reputable password manager to generate and store complex passwords securely. Remember, the password for your ImmiAccount must be unique and not reused for any other online service.

Keeping Your Personal Details Updated

You have an obligation to inform the Department of Home Affairs of any changes to your personal circumstances. Failing to update your details in a timely manner can lead to significant processing delays, missed communications, or even a visa refusal.

You should log in to your ImmiAccount and use the “Update Details” function as soon as any changes occur. It is crucial to report updates related to:

Category of Change	Examples of Updates to Report
Contact Information	A new residential address, email address, or phone number.
Identity Documents	A new passport or a legal name change.
Family Composition	A marriage, divorce, separation, or the birth of a child.

Preparing Your Documents for Upload

Organising your supporting documents correctly before uploading them can significantly impact the assessment of your visa application. Clear, high-quality digital copies are essential, as blurry or illegible files may cause delays.

Before you begin, create a checklist of all required documents to ensure nothing is missed. To ensure a smooth upload process, follow these steps:

Best Practice	Description / Instruction
Use Clear File Names	Save files with descriptive names like ‘Passport_JohnSmith.pdf’ for easy identification.
Check Format & Size	The system accepts PDF, JPG, or PNG files, and each document must be under the 5 MB size limit.
Ensure No Encryption	The ImmiAccount portal cannot process password-protected documents.
Provide Translations	If documents are not in English, you must upload a certified translation alongside the original copy.

Conclusion

Successfully navigating your Australian visa application begins with correctly managing your ImmiAccount, from the mandatory MFA setup to avoiding common mistakes like incorrect personal details and document upload failures. By following best practices and proactively troubleshooting technical difficulties, you can prevent significant delays and ensure a smoother visa process.

If you are unsure about any part of your visa application or face complex migration matters, seeking professional guidance can provide clarity and peace of mind. Contact Moya Migration Law’s visa application lawyers in Adelaide today for specialised migration advice and tailored strategies to help secure your best possible outcome.

Frequently Asked Questions (FAQ)