VIMS visa software: the Visa and Immigration Management System for agencies and employers

VIMS: the visa and immigration management software behind Vistolane. One record for applicants, agencies and employers with SSO, audit log and connectors.

What VIMS is

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.

Modules in the system

  • Case board with stage validation, deadline templates per visa route and SLA timers
  • Group visa boards: one link per tour, intake or hiring batch, every traveller's checklist on one screen
  • Client portal with document upload, passport OCR and automated document checks
  • Appointment booking and monitoring for VFS, TLScontact, BLS and consulate slots
  • Invoicing, grouped invoices for business accounts, payment links and reminders
  • Referrals, partner scorecards and revenue reporting
  • Audit trail of every document, step, message and decision

Which cases run through it

Processed by Vistolane: tourist and visitor visas and student visas. On the specialist support track with a licensed partner: Work permits and sponsored hires, Intra-company transfers, LMIA (Canada), EU Blue Card, US Green Card, Family and partner visas, Settlement and citizenship, Refugee and humanitarian cases, Complex cases and refusals.

How a rollout works

  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.

Security controls in VIMS

  • TLS in transit and AES-256 at rest
  • Single sign-on and role-level permissions
  • ISO 27001-certified cloud infrastructure, daily encrypted backups
  • Immutable audit log of every action

HR, CRM and travel integrations: what VIMS syncs with SAP, Workday and your other systems

  • SAP SuccessFactors
  • Workday
  • Oracle HCM
  • SAP Concur
  • SAP Ariba
  • Microsoft Dynamics 365 and Salesforce
  • Greenhouse
  • DocuSign
  • Open API and webhooks

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.