V I S A P I L O T — Consultancy OS
VisaPilot helps study-abroad consultancies manage the entire student journey while automating the chasing, reminders and status updates.
Scroll across the six stages
The complete student journey
Nothing is re-keyed between stages. What the counsellor captures on the first call is still there when the commission invoice goes out.
Leads arrive from forms, social, walk-ins and referrals, and are routed to a counsellor within seconds.
Every call, message and shortlist decision is logged against the student, so any counsellor can pick the file up.
The student uploads once. VisaPilot reads the file, fills the student's details and flags what is still missing.
One student, many universities — each with its own deadline, portal reference and current status.
Offers, deposits, CAS and visa filings tracked on one timeline, with the student notified at each step.
Enrolment confirmed, the commission raised against the university, and the file closed with its full history intact.
Scroll across the six stages
Your counsellors
The admin around a student file — who owns it, what is missing, who to chase today — is handled by the system. What is left is the judgement only a counsellor can make.
Automation
One student action sets off the whole chain. Nobody has to remember to assign the lead, raise the task, chase the document or tell the student what changed.
| Time | Automated action | Triggered by | Result |
|---|---|---|---|
| 09:14:02 | Lead created from Instagram form | Web form · UK enquiry | Captured |
| 09:14:03 | Assigned to Meera Nair | Rule · UK destination | Assigned |
| 09:14:03 | Callback task raised · due 11:14 | SLA · 2 hours | Scheduled |
| 11:38:20 | Document checklist sent to student | Stage · Counselling → Documents | Delivered |
| 14:02:57 | Passport parsed · 4 fields autofilled | Upload · passport.pdf | Autofilled |
| 08:00:00 | Reminder · IELTS score due in 3 days | Deadline · Leeds R2 | Nudged |
| 16:41:12 | Student notified · application in review | Status · Sheffield Hallam | Notified |
Student portal
Students get their own login — a checklist of what to send, somewhere to send it, and an honest view of where their applications actually stand. The “any update?” messages stop.
Intelligence for owners
Which counsellor converts, which source is worth the spend, where students quietly fall out, and how much commission is already sitting at offer stage.
Biggest single loss is between counselled and documents complete — 216 students, most of them never sending an English test score.
| Source | Leads | Enrolled | Cost / enrol |
|---|---|---|---|
| Referrals | 214 | 30 | ₹1,120 |
| Education fairs | 168 | 16 | ₹7,400 |
| Google Ads | 402 | 28 | ₹12,900 |
| 358 | 11 | ₹24,300 | |
| Walk-in | 98 | 3 | ₹2,050 |
Built-in assistant
Students ask the same routine questions all day — what is missing, what was accepted, when the deadline is. The assistant answers from their record and their documents, and cites where the answer came from.
“If the answer isn’t there, VisaPilot doesn’t guess. It passes the question to the counsellor.”
Privacy & boundaries
Access is decided by role, not by trust. A student, a counsellor and an owner open the same system and see three different things.
Their checklist, their uploads, their applications and their deadlines. No other student, no internal notes, no commission figures.
The students assigned to them, with the full file and history. Not the whole branch, and not the numbers the owner is looking at.
Commission, conversion, cost per enrolment and counsellor performance are owner-level. They never appear in a student or counsellor view.
Ready when you are
See how VisaPilot can transform the way your consultancy manages every student.
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