Immigration CRMUser Guide
Open the demo

Immigration CRM User Guide

Every feature module by module, with step-by-step walkthroughs of the key workflows — ten minutes of reading makes you fluent in the demo.

1 · Quick start

1
Open the live demoClick "Open the demo" top-right. The login screen has one-click buttons for all 4 roles — no password typing.
2
Pick a roleAdmin sees everything; Director adds Payments, Reports and Users; Staff sees sales and operations; the Client account opens the portal.
3
Switch languageThe language switch in the header cycles English → Vietnamese → Chinese. Your choice is remembered on every page.
4
Explore via the sidebarThe sidebar groups: Overview · Sales · Operations · Accounting · Admin — the exact production structure.

Tip: demo data is sample data — click, filter and navigate freely. Switch roles by signing out (avatar menu, top right) and logging in with another account.

2 · The 14-stage workflow

Every visa case moves through 14 statuses grouped into 5 phases. The progress bar on the case detail screen reflects exactly these steps.

  1. 1
    Consultation & agreementClient → IA Sent → IA Confirmed → Agreement Sent → Agreement Signed

    A lead converts to a client, receives an Initial Assessment, confirms, then signs the service agreement. Agreements are generated from templates.

  2. 2
    PaymentPayment Received

    Accounting records instalments (PO → receipt RCT → invoice INV) in NZD · VND · USD.

  3. 3
    Document preparationDocuments Collecting → Internal Review → Client Review → Ready to Submit

    OPS collects documents against a per-visa checklist, reviews internally, the client does a final review. Progress % is computed from the checklist.

  4. 4
    Submission & RFIApplication Submitted → RFI

    The application is lodged with INZ. If INZ requests further information, the system tracks the RFI deadline and response.

  5. 5
    DecisionINZ Decision / Visa Declined

    The outcome is recorded. Visa expiry dates are tracked to surface renewals and next-visa opportunities.

3 · Features by module

  • ✓Lead list with 8-stage status
  • ✓Drag-and-drop kanban
  • ✓Six lead sources
  • ✓Inline status change
  • ✓One-click conversion
  • ✓Follow-up reminders
  • ✓Advanced filters
  • ✓Bulk actions
  • ✓Auto client codes (IC-xxxx)
  • ✓NZ / VN market separation
  • ✓Team assignment
  • ✓Diacritic-insensitive search
  • ✓Linked portal accounts
  • ✓Lead / Active / Inactive
  • ✓Activity history
  • ✓14-stage INZ-aligned workflow
  • ✓Per-visa checklists
  • ✓Computed progress %
  • ✓SLA alerts (7/3 days)
  • ✓Tabs: Documents · Payments · Tasks · Q&A
  • ✓6 assignable roles
  • ✓Agreement generation
  • ✓90-day visa expiry tracking
  • ✓Case-linked tasks
  • ✓Multi-assignee
  • ✓"Today" flag
  • ✓Per-task progress %
  • ✓Recurring reminders
  • ✓Sidebar badge counts
  • ✓PO → RCT → INV
  • ✓NZD · VND · USD
  • ✓Pending / Paid / Refunded
  • ✓Instalments per case
  • ✓NZ bank reconciliation
  • ✓GST, P&L, cash-flow
  • ✓Ledger & journals
  • ✓Fixed assets
  • ✓Approval rate by visa type
  • ✓Revenue & throughput
  • ✓Lead conversion by source
  • ✓OPS workload
  • ✓Average processing time
  • ✓6 roles
  • ✓Per-module rights
  • ✓Market-scoped access
  • ✓Activate / deactivate
  • ✓Secure password reset
  • ✓Audit log
  • ✓Case progress tracking
  • ✓Document upload
  • ✓"Your turn" checklist
  • ✓Q&A with the team
  • ✓Payments & receipts
  • ✓Personal details
  • ✓Bilingual + notifications
  • ✓Email templates
  • ✓Workflow automation
  • ✓Internal AI assistant
  • ✓Knowledge centre
  • ✓Media library
  • ✓NZ payroll

4 · Role–permission matrix

Which demo role sees which module. Log in with each account to verify — the sidebar narrows exactly as shown here.

MODULEAdminDirectorStaffClient
Leads & sales✓✓✓—
Clients✓✓✓—
Visa cases✓✓✓own cases
Tasks & reminders✓✓✓—
Payments & accounting✓✓—own payments
Reports✓✓——
Users & permissions✓✓——
Client Portal✓✓✓✓
Automation & more✓———
System settings✓———

5 · Step-by-step guides

Create a lead and schedule follow-upStaff +
  1. 1Go to Leads → "New Lead", enter name, source and market.
  2. 2The lead appears under the "New" tab.
  3. 3Open the lead and set a follow-up date — the sidebar reminds you.
  4. 4Drag the lead across kanban columns as it progresses.
Convert a lead into a clientStaff +
  1. 1On the lead row, click the convert icon.
  2. 2Confirm details — the system generates a client code IC-xxxx.
  3. 3The new client appears in Clients with Lead status.
  4. 4From the client page, click "New Case".
Open a visa case and track progressStaff +
  1. 1Cases → "New Case", pick client and visa type.
  2. 2The checklist is generated for that visa type.
  3. 3Tick items — progress % updates automatically.
  4. 4Advance status on the workflow bar.
Record instalment paymentsDirector +
  1. 1Payments → "New Payment", pick case and amount.
  2. 2The system issues a payment order (PO).
  3. 3When funds arrive, confirm → receipt (RCT).
  4. 4After all instalments → final invoice (INV).
Invite a client to the PortalStaff +
  1. 1Client page → Portal → "Create account".
  2. 2An invitation email with a password link is sent.
  3. 3The client signs in and sees their "your turn" checklist.
  4. 4Their uploads flow into the case Documents tab.
Set up permissions for a new userAdmin
  1. 1Users → "New User", enter details + NZ/VN department.
  2. 2Assign roles: Sales, LIA, OM, OPS…
  3. 3Their sidebar and data scope narrow automatically.
  4. 4Review Settings → Roles & permissions.
Ready to try it?4 demo accounts pre-configured · shared password Demo@2026
Open the demo →