Visa case management software for agencies, consultants and employers

Visa and immigration case management software: stage-validated case board, document vault, deadlines, client portal, invoicing and rules for 52 destinations.

What is visa case management software?

Visa case management software holds each visa or immigration application as a case with a stage, an owner, a document checklist and a deadline, so the agency, the applicant and any specialist work from one record. Vistolane's workspace adds stage validation: a file cannot move to filing until the checks for that consulate pass. It runs on VIMS, the Visa and Immigration Management System, and is priced per user.

What every user includes

  • Stage-validated case board
  • Versioned document vault
  • Deadline templates and alerts
  • Client and applicant portal
  • Qualified referrals
  • Invoicing and receipts
  • Rule library for 52 destinations
  • Roles, SSO and audit log

How a case moves through the workspace

  1. Intake. A lead, referral or HR hire opens a case with passport, route and destination. The checklist for that consulate is attached automatically.
  2. Review. Documents are uploaded once, checked against the list and versioned. The stage cannot advance until every required item is present and valid.
  3. Filing. Forms are prepared from the case data. A named person signs the stage; the appointment and lodgement date go on the timeline.
  4. Decision. The outcome, dates and documents are recorded, the client sees it in the portal, and the invoice closes.

How Vistolane, VIMS, the software and the support services fit together

Vistolane processes tourist and student visas itself. For every other visa type, Vistolane support services bring the employer, the agency, the applicant and the Vistolane team onto the same application track in VIMS, backed by Vistolane's licensed specialists.

  • Vistolane: The company. We process tourist and student visas directly and act as the advisory and support layer for every other visa type, with licensed specialists on each file.
  • VIMS: The Visa and Immigration Management System: the system of record and Immigration Language Model that every file, every document and every deadline runs on. Enterprises license it directly.
  • Case management software: The per-user workspace inside VIMS that agencies, consultants and employer HR teams use day to day: case board, document vault, deadlines, client portal, invoicing.
  • Vistolane support services: Per-file support delivered inside your workspace. Tourist and student visas are processed by Vistolane; for all other visa types we put employer, agency, applicant and our team on one application track with a specialist behind it.

The offers combine. An employer or agency can license VIMS and add Vistolane support services per file, and can hire a licensed, vetted agency from the Vistolane network to carry the regulated work. Together that is a complete hands-off package that stays governed and audited inside VIMS: every stage, approval and signature on one record your auditors can read.

Questions, answered

What is visa case management software?

Software that holds every visa or immigration file as a case with a stage, an owner, a document checklist and a deadline, and that lets the applicant, the agency and any specialist see the same record. Vistolane's workspace adds stage validation, so a file cannot move to filing until the checks for that consulate pass.

Who is the case management workspace for?

Travel agencies filing visitor visas, study consultancies managing student intakes, immigration practices running work and family cases, and employer HR teams sponsoring hires. Each user gets the same workspace; the rule library and checklists adapt to the route.

How is the workspace different from VIMS?

VIMS is the system of record and Immigration Language Model underneath. The workspace is the per-user interface your team works in every day. Enterprises can license VIMS directly with their own integrations; most agencies simply use the workspace.

Does the workspace include Vistolane support services?

No. The workspace is software your staff use. Add Vistolane support services per file when you want us to process a tourist or student visa for you, or to run a work, family, settlement or complex case on the specialist support track with your client and the employer on the same record.

Can clients see their case?

Yes. The client and applicant portal shows the same stage you see, lets the applicant upload once, and sends reminders for missing documents and upcoming dates.

How is it priced?

Per user, per month, on Starter, Growth or Enterprise plans. Vistolane support services are charged separately per file. Government fees are paid by the applicant.