Systems for Immigration Consultants
Support every family's file from first consult to decision, with documents in one secure place.
A study permit, a spousal sponsorship and an Express Entry profile each need a stack of documents, and clients send them from around the world by email, messaging apps and phone photos of passport pages. Prospects are also understandably careful and want to see that you're licensed. We build immigration consultants a credible website and a secure portal where intake, documents and status live together.
Common challenges
What slows down Immigration Consultants
"Did you get my police certificate?"
Documents arrive in pieces across email, messaging apps and shared drive links. Your team spends hours matching files to clients and asking for things already sent.
Translations, certified copies and expired passports
A document arrives in the wrong language, without the translator's declaration, or from a passport that expires before the permit would. Catching it late costs weeks.
Deadlines that don't move
Once IRCC asks for something, the clock is running. Tracking every client's requests, biometrics letters and medical instructions in a spreadsheet is a lot to hold in your head.
Clients who need reassurance
People waiting on life-changing decisions naturally ask for updates, often from a time zone where it's the middle of your night.
Consultations that start from zero
The first consult can be spent collecting basic history: education, work experience, language test scores, family members. A thoughtful intake form could gather that ahead of time.
The solution
The system we'd build for you
Credible, multilingual website
Clear pages for the streams you handle, your licence information displayed plainly, consultation booking and content in the languages your clients speak.
Pre-consultation intake
An online questionnaire by stream (study, work, family sponsorship, economic immigration, provincial nominee programs) so you start the consult informed.
Secure client portal
Each client and their family members get a private login to upload documents and receive completed forms, instead of emailing passports around.
Stream-specific document checklists
Checklists that match the application type and family situation, showing what's received, what's missing and what needs to be redone.
Deadline and request reminders
Track the dates that matter to each file and send clients automatic reminders for outstanding items, so nothing waits on a forgotten email.
Status updates clients can see
Intake, document gathering, review, submitted, additional documents requested, decision. Clients check progress any time, from anywhere.
Service agreement and e-sign flow
Your retainer or service agreement and representative forms sent for signature through your e-sign tool, with reminders until they're done.
Recommended package
Custom Portal
Immigration files are document-heavy, deadline-driven and often involve clients in other countries and time zones. Custom Portal gives each client a secure login with stream-specific checklists, uploads and status updates, so files come together in one place.
Popular add-ons for Immigration Consultants
Wherever you are
Just starting, growing or decades in.
Whether you haven't opened yet or you've been at it for decades, here's how we'd help at each stage.
Starting out
Just an idea, or brand new
Newly licensed and opening your own practice? Through Start Your Company we'll set up the essentials, with a site that shows your licence clearly and a booking page for paid consultations, so prospects can trust you from the first visit.
Growing
Busy and getting busier
As your caseload and team grow, stream-specific checklists, deadline reminders and client status pages keep every file moving without a flood of check-in emails.
Established
Years or decades in
A practice built on community referrals has earned real trust. We keep your existing processes intact and add the portal gently, starting with the streams that would benefit first.
An example
What it could look like in real life
An illustration of how it could work. The business and details are made up for the example.
Picture a two-consultant practice in Winnipeg that works mainly with families and international students, in English, Punjabi and Tagalog. Documents arrive through several messaging apps and email, and consults begin with half an hour of basic questions. We build a multilingual site with licence details up front, a pre-consult intake by stream and a secure portal with document checklists per application type. Clients upload from abroad and see their file status, and the team gets reminders for every deadline. Chat threads become the exception rather than the filing system.
Questions we get
FAQ
Do you give immigration advice or touch IRCC submissions?
No. Advice, eligibility assessments, form preparation and submissions are your licensed work. We build the site, intake, document exchange and status tracking around it. You remain responsible for your obligations to the College of Immigration and Citizenship Consultants.
Is the portal secure enough for passports and police certificates?
We build with privacy and security in mind: encrypted connections, private logins and staff access controls. You set who sees each file and how long documents are kept, and client data remains yours to manage.
Can the website show we're licensed?
It should. We make your licence information and how to verify it easy to find. You choose the exact wording so it matches what you're permitted to say.
Free 15-minute call
Your clients deserve one calm, secure place for their file.
Book a free 15-minute call and share how intake and documents work in your practice now.
- Credible, multilingual website
- Pre-consultation intake
- Secure client portal