VisaShine Services is a rapidly growing consultancy based in India, specializing in visa application processing for students, tourists, and professionals. With an increasing number of clients and varied requirements depending on destination countries, VisaShine struggled to maintain consistent service delivery using spreadsheets, emails, and manual file sharing. Clients often faced delays, confusion, or missed documents, affecting satisfaction and retention.
The leadership team at VisaShine knew they needed a digital solution to centralize client data, automate follow-ups, and reduce dependency on manual operations. The vision was to build a secure, multilingual, web-based platform that simplified the application journey for both consultants and their clients.
The main challenge was designing a flexible system that could adapt to ever-changing visa rules, document formats, and timelines across countries. Additionally, many clients were non-tech-savvy or not fluent in English. The platform had to cater to such users without compromising data security or performance.
Another major hurdle was integration. The existing CRM and document storage solutions were fragmented. They needed a unified system that tracked applicants from lead to post-visa support with notifications, document checklists, and role-based access—all within a tight 6-week window before their seasonal campaign launch.
Our team developed a custom visa management portal using Laravel and Vue.js, with mobile-responsive layouts and clear process indicators. The applicant dashboard allowed clients to submit documents, check real-time status, and receive notifications in their preferred language. Consultants had a backend to manage application stages, track team activity, and assign tasks.
We introduced dynamic form creation for country-specific visa types, including automated document checklists, payment logs, and e-signature capabilities. The system sent personalized reminders for appointments, deadlines, and missing files. All communication was centralized and stored for auditing and compliance.
The portal reduced average processing time by 40% and virtually eliminated document submission errors. Client satisfaction scores improved by 30%, with over 500 users registered within two months. VisaShine scaled operations without increasing headcount and gained a reputation for transparency and speed. The smart automation gave their consultants more time to provide value-added services and improve conversion rates.