Case study · Visa Consultancy CRM
A visa consultancy, run from one system.
This is the story of a CRM we designed and built for The Visa Consultancy: what they were running before, the six modules that replaced it, and how an applicant now moves from a campaign form to a signed-off, paid case.
- Client
- The Visa Consultancy
- Our part
- Product design and engineering
- Product
- Web app, six modules
- Connected
- WhatsApp, email, Google Sheets, Canva
Dashboard, redrawn from the live product · Sample data. Every screen on this page uses invented names and figures.
01The brief
Six jobs, and no single place to run them.
A visa consultancy runs on detail. Leads come in from campaigns. Each applicant becomes a case, under a country, with its own documents and deadlines. Staff earn commission on the work, and managers need to know what the team did today. All of it was running across spreadsheets and WhatsApp.
The brief: one system that carries an applicant from the first form to the final payment, and runs the team behind them.
- 01Leads
- 02Cases
- 03Documents
- 04Deadlines
- 05Commissions
- 06Team reports
02What we built
So we built one.
Six modules around one record of each applicant, so the work done in one hands straight to the next. Here they are in the order an applicant meets them.
- 02.1Leads and campaignsCustom form campaigns, each tracked to the leads it brings in.
- 02.2Clients and casesA case per client and country: documents, deadlines, money and messages.
- 02.3CV assessmentEligibility, a score and a country ranking, checked by a person, issued as a PDF.
- 02.4Job huntingVisa-sponsored jobs matched to the CV, with the titles to search for.
- 02.5Visa type libraryAdd a country and its stages and documents configure themselves.
- 02.6TeamDaily tasks, contributions, reports, issues and blockers.
02.1Leads and campaigns
Every lead keeps its campaign.
- Build a custom form for each campaign, with its own link and fields.
- Every lead keeps the campaign it came from.
- Track each campaign from fills to converted clients.
02.2Clients and cases
A client, a country, a case.
Every client gets a case under a specific country. The case is where the work lives: seven things the spreadsheets and chats used to hold between them, now on one screen.
- DocumentsThe client’s documents, checked off against the visa type.
- NotesNotes kept on the case, not in someone’s phone.
- DeadlinesEvery deadline on the case, flagged when it slips.
- TimelineEverything that happened, in order.
- Employee commissionThe commission earned by whoever handles the case.
- Invoices and paymentsInvoices issued and payments tracked to the balance.
- ConversationsEvery conversation with the client, tracked on the case.
02.3CV assessment
Which country fits this CV?
Upload a CV and the assessment works out where the person is eligible, scores them, ranks the countries and lists the requirements, what is missing and what blocks them. A person checks it before anyone relies on it, and it goes out as a PDF report.
Six steps, in order
- 01Parse CVExtract the profile from the document.
- 02Recommend countriesRank the best-fit destinations.
- 03RequirementsSource the rules from official government sites.
- 04ValidateA dual-agent cross-check.
- 05ComplianceFlag items for review.
- 06SynthesizeAssemble the final report.
02.4Job hunting
Then, the jobs that will sponsor them.
The assessed CV goes straight into job hunting. The system suggests the job titles to search for, then finds visa-sponsored openings that match, tagged against the sponsor registers.
- Latest
- Recommended
- Easy to apply
02.5Visa type library
Add a country. The case builds itself.
Each visa type in the library carries its own stages, in order, and its required documents. Add one, and every new case under that country opens already configured.
02.6Team
The team reports. Managers sign off.
Everyone files their day in the Team page. The CRM sends the daily reports to admins and managers on WhatsApp through Twilio, and the work that needs a manager’s approval is signed off there too.
- Daily tasks
- Contributions
- Reports
- Issues
- Blockers
- Google Sheet links
- Attachments and screenshots
03A day in the system
How an applicant moves through it.
Put together, the modules make one path, and each step starts from what the last one left behind: the campaign travels with the lead, the country sets up the case, the CV feeds the job search.
01
A lead arrives
From a campaign form, tagged with that campaign.
02
The lead becomes a client
Converted into a client record, ready for a case.
03
The client gets a case
Under a country. The visa type sets its stages and documents.
04
The CV is assessed
Countries ranked, checked by a person, jobs matched.
05
Managers sign off
On WhatsApp, with the day’s reports beside it.
04Underneath
Who sees what, down to a single tab.
Give someone access, then narrow it to the modules and single tabs their role needs. Sales can be given campaigns without commission; documentation can work a case without seeing finance.
Connected in Settings
- Canva Enterprise
- WhatsApp via Twilio
- WhatsApp via Meta
- Email via SMTP
- Google Sheets
05In short
From the first form to the final payment, one line.
Leads, cases, documents, deadlines, commissions and team reports: the six jobs from the brief, each with a place, each handing its work to the next. Designed and built by Remark Studio.
06Also built
And three websites.
Alongside the CRM, we designed and built three websites. All three are live, so rather than pictures of them, here are the addresses.