For study abroad consultancies
Every case, every deadline, and who you're waiting on
Cases and tracks for admissions and visas, checklists with a real gate, branch scoping, and two separate billing systems — one for students, one for university commission.
- Admission and visa tracks under one student case
- Checklists gated by the database, overridable on the record
- 'Waiting on' tracked per step, so worklists show real work
- Student fees and university commission billed separately
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Sound familiar?
The problems this was built for
- A student's file spread across six WhatsApp threads and a shared drive
- No honest answer to which cases are stuck, or on whom
- Fixing a checklist quietly rewriting the history of cases that already passed it
- Student money and university commission fighting for one spreadsheet
- Intake deadlines discovered the week they pass
01 / 06
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 A case moves through open, on hold, won, lost or withdrawn; the tracks inside it move at their own pace.
02 / 06
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.
- A branch manager can override a gate, with a reason, on the record
- The override exists because the alternative is staff ticking a fake item
- Five kinds of checklist item, each with its own evidence
03 / 06
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.
04 / 06
'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.
05 / 06
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.
06 / 06
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.
What you get
Every screen the study abroad consultancies module adds
On top of the whole core platform, not instead of it. These are the module's own screens, with the routes they live at.
Cases & tracks
One long-running case per student, holding as many tracks as they need. A track is either a university admission or a visa application — sharing one process spine, but with their own detail, so visa fields cannot end up on an admission.
/study-abroad/casesSteps & the gate
Checklist items of five kinds under each step, with progress measured over required steps only. Blocked is derived rather than stored, and the gate is a database trigger — so the screen, the AI, an import and a raw query all obey it.
/study-abroad/casesVersioned checklists
A published step template is immutable; editing clones a new draft. Starting a track copies it, so a mid-flight edit changes nothing. Adoption adds new steps to open tracks only, and a drift worklist names the ones running behind.
/study-abroad/programs/templatesStudents
A student is a contact plus a profile, so their page links straight into the inbox. Per-branch student codes, owning counsellor, referral partner and source — plus a dormancy sweep that flips inactive students after your own interval.
/study-abroad/studentsUniversities & programs
Universities with campuses, programs by level from foundation through PhD with tuition and requirements, and intakes carrying application deadlines that drive a deadline worklist and a reminder before each one.
/study-abroad/universitiesDocuments
Documents belong to the case, not to a checklist item — one passport scan satisfies items on three tracks, so it is uploaded once and referenced from each, rather than chased three times. Requested, received, verified or rejected.
/study-abroad/casesStudent fees
Fee invoices with discount-before-tax arithmetic, freeze-on-issue, and per-branch numbering so two offices can both sit at 0001. Payments by cash, card, transfer, online or cheque, with a ladder that recalculates status.
/study-abroad/financeUniversity commission
Agreements per university, entries that run accrued → invoiced → received plus clawed back, and bulk remittances reconciled across many students. Rates are stored at eight decimal places, and unconverted entries are counted, never summed.
/study-abroad/financeSplits & partners
Sub-agent cuts, referral cuts and internal lead commission are one table with a different payee, kept visually apart on the dashboard because they are different obligations. Partners never log in — a partner is a record and a statement.
/study-abroad/partnersBranches
Multiple offices with their own invoice prefixes and sequences, members assigned to them, and scoping that runs before any role check. Every narrowed figure is labelled with its scope, because a partial total is quietly wrong.
/study-abroad/branchesDashboards
Overview, pipeline and money for managers — grant rates, funnels, where cases are stuck, receivables ageing, who is owed. Plus a caseload home that answers what needs me today, shared by counsellors and processing officers alike.
/dashboardLifecycle events
Visa appointment reminders, step-due nudges, document chases and intake-deadline warnings — each cancelled the moment the work is done, so nobody is chased for something they finished an hour ago.
/study-abroad/settings
Underneath
Everything in the core platform, too
An industry module adds to the product rather than replacing it. All of this comes with it.
Omnichannel messaging
Five channels, one conversation history
Connect WhatsApp, Messenger, Instagram, a website chat widget and your own personal number, and reply to all five from a single channel-aware inbox.
Learn moreShared team inbox
Realtime, collaborative, presence-aware
A collaborative inbox with live updates, teammate presence, per-conversation assignment and unread tracking — no message slips through.
Learn morePersonal WhatsApp
Your own number. Message customers first.
Link your own WhatsApp number by QR or pairing code — no Meta approval, no templates, and the only channel that can message a contact first.
Learn moreContacts & CRM
One clean record per customer
Tags, custom fields, notes and CSV import with automatic phone-number deduplication — so every customer is one record, not five.
Learn moreAI assistants
It drafts, it replies, it knows when to fetch a human
Draft replies and summarise threads, or hand whole conversations to an assistant that answers within limits you set — and steps aside the moment a person takes over.
Learn moreSecurity & data isolation
Isolated by the database, not by a WHERE clause
Tenant isolation enforced by the database rather than by application code, encrypted secrets, verified webhooks — and the option to host it yourself.
Learn moreQuestions
Frequently asked
Channels and scenarios for this module
The channels this industry is answered on, and the scenarios that only run on this module — each one names the real tools it calls.
- ChannelWhatsApp for study abroad consultanciesChasing documents without chasing students
- ChannelInstagram DMs for study abroad consultanciesThe first question, answered in seconds
- ChannelWebsite chat for study abroad consultanciesThe programme finder that answers back
- Use caseStudents who have stalled mid-applicationNudged on the specific thing they are stuck on
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