Every case, every deadline, and who you're waiting on

A case, and the tracks inside it

One long-running case per student, holding as many tracks as the student needs. A track is either a university admission or a visa application — two kinds sharing one process spine but carrying their own detail, structured so that visa detail cannot be attached to an admission track by accident. A case moves through open, on hold, won, lost or withdrawn; the tracks inside it move at their own pace.

Checklists that mean something

Each track is a set of steps with checklist items underneath. Progress is measured over the required steps only, so optional items cannot inflate a bar to eighty per cent while everything that actually gates submission is outstanding. Whether a step is blocked is derived from its checklist rather than stored as a flag someone can set, and the gate lives in the database — so the interface, the AI, a bulk import and a raw query all obey the same rule.

• checkA branch manager can override a gate, with a reason, on the record
• checkThe override exists because the alternative is staff ticking a fake item
• checkFive kinds of checklist item, each with its own evidence

Change the checklist without rewriting history

A published step template is immutable; editing it clones a new draft instead. Starting a track copies the template rather than referencing it, so an edit made today changes nothing for a case already in flight. When a genuinely new requirement lands — a country changes its rules — version adoption adds the newer steps to open tracks only, never touching a completed step or a closed case. A drift worklist tells you which open tracks are running behind a newer version, so nothing rots quietly.

'Waiting on' is the whole job

Every step records who it is waiting on — this office, the student, the institution, or the authority — which is what turns a list of open work into a list of work you can actually do today. A stall clock moves only when the step itself moves, so adding a note does not reset it and a case cannot look busy while going nowhere. And a case's health is the worst state across its open tracks, never the average, because one stuck visa is not made better by an admission that is going fine.

Two payers, two clocks

A student pays up front, in your base currency, one invoice at a time, and that money does not come back. A university pays six to nine months after enrolment, in a foreign currency, as one bulk remittance covering many students, and claws it back if a student withdraws. Those are two different receivables problems wearing the same word, and the module treats them as two systems rather than forcing both through one invoice table.

Branches, partners and the catalogue

Universities, their programs by level, and intakes with deadlines that feed a deadline worklist. Referral partners with their own attribution. Branch scoping so each office sees its own students, with per-branch student codes. The structure a consultancy with more than one desk actually needs.