Visa case management software for agencies, consultants and employers
The workspace every seat includes: a stage-validated case board, document vault, deadlines, client portal, invoicing and a rule library for 52 destinations. Built on VIMS, run by your team.
What is visa case management software?
Visa case management software holds each visa or immigration application as a case with a stage, an owner, a document checklist and a deadline, so the agency, the applicant and any specialist work from one record. Vistolane's workspace adds stage validation: a file cannot move to filing until the checks for that consulate pass. It runs on VIMS, the Visa and Immigration Management System, and is priced per seat.
What every seat includes
Select a card to see what it does and what it is worth to your type of business.
How a case moves through the workspace
- 01
Intake
A lead, referral or HR hire opens a case with passport, route and destination. The checklist for that consulate is attached automatically.
- 02
Review
Documents are uploaded once, checked against the list and versioned. The stage cannot advance until every required item is present and valid.
- 03
Filing
Forms are prepared from the case data. A named person signs the stage; the appointment and lodgement date go on the timeline.
- 04
Decision
The outcome, dates and documents are recorded, the client sees it in the portal, and the invoice closes.
Who uses the workspace
Travel agencies
Group manifests, one checklist per traveller, visitor visas filed on time.
Read moreStudy consultancies
Intake pipeline with funds rules, CAS or I-20 tracking and a quotable decision date.
Read moreImmigration practices
Work, family and settlement cases with deadlines, audit log and client portal.
Read moreEmployers
Sponsorship checks on every hire, right-to-work evidence and HR integrations.
Read more
VIMS, the case management software and Vistolane support services: how they differ
Three offers, one platform. Most agencies start with the software and add support services per file; enterprises license VIMS directly.
| VIMS visa software | Case management software | Vistolane support services | |
|---|---|---|---|
| What it is | The system of record and Immigration Language Model that every file runs on | The seat-based workspace your team uses day to day | Per-file support from the Vistolane team inside your workspace |
| Case types | All 17 categories, visitor to citizenship, on one case model | Every case type your team handles: visitor, student, work, family, settlement, complex | Processed by Vistolane: tourist and student visas. Specialist support track: work permits, sponsorship, LMIA, EU Blue Card, US Green Card, family, settlement, refugee and humanitarian, complex refusals |
| Who does the work | Software prepares; named licensed people approve | Your staff | Vistolane case officers on tourist and student files; enrolled licensed specialists on every other visa type, with employer, agency and applicant on the same record |
| How it is priced | Enterprise licence | Per seat, per month | Per file, by business type |
| Typical buyer | IT, security and procurement at enterprises and large agencies | Agency owners and case managers | Agencies and employers that want files filed and complex cases carried without hiring |
| Integrations | |||
| Client portal | |||
| Appointment booking and lodgement | |||
| Licensed specialist on the file | |||
| Combines with | Support services per file; a vetted agency from the network for hands-off delivery | Support services per file | A VIMS licence or the software; a vetted agency from the network |
Combine offers for a complete, governed package
The offers combine. An employer or agency can license VIMS and add Vistolane support services per file, and can hire a licensed, vetted agency from the Vistolane network to carry the regulated work. Together that is a complete hands-off package that stays governed and audited inside VIMS: every stage, approval and signature on one record your auditors can read.
VIMS + support services
Your system of record, with Vistolane processing tourist and student files and running the specialist track on everything else.
Enterprises and large agencies
Software + support services
The per-seat workspace with per-file support, so a small team files at volume without hiring.
Agencies and consultancies
VIMS + support services + vetted agency
Hands-off delivery: a licensed agency from the network signs and files, Vistolane coordinates, VIMS governs and audits every step.
Employers and groups that want one accountable package
How Vistolane, VIMS, the software and the support services fit together
Vistolane processes tourist and student visas itself. For every other visa type, Vistolane support services bring the employer, the agency, the applicant and the Vistolane team onto the same application track in VIMS, backed by Vistolane's licensed specialists.
- Vistolane
- The company. We process tourist and student visas directly and act as the advisory and support layer for every other visa type, with licensed specialists on each file.
- VIMS
- The Visa and Immigration Management System: the system of record and Immigration Language Model that every file, every document and every deadline runs on. Enterprises license it directly.
- Case management software
- The seat-based workspace inside VIMS that agencies, consultants and employer HR teams use day to day: case board, document vault, deadlines, client portal, invoicing.
- Vistolane support services
- Per-file support delivered inside your workspace. Tourist and student visas are processed by Vistolane; for all other visa types we put employer, agency, applicant and our team on one application track with a specialist behind it.
Questions agencies ask about case management
- What is visa case management software?
- Software that holds every visa or immigration file as a case with a stage, an owner, a document checklist and a deadline, and that lets the applicant, the agency and any specialist see the same record. Vistolane's workspace adds stage validation, so a file cannot move to filing until the checks for that consulate pass.
- Who is the case management workspace for?
- Travel agencies filing visitor visas, study consultancies managing student intakes, immigration practices running work and family cases, and employer HR teams sponsoring hires. Each seat gets the same workspace; the rule library and checklists adapt to the route.
- How is the workspace different from VIMS?
- VIMS is the system of record and Immigration Language Model underneath. The workspace is the seat-based interface your team works in every day. Enterprises can license VIMS directly with their own integrations; most agencies simply use the workspace.
- Does the workspace include Vistolane support services?
- No. The workspace is software your staff use. Add Vistolane support services per file when you want us to process a tourist or student visa for you, or to run a work, family, settlement or complex case on the specialist support track with your client and the employer on the same record.
- Can clients see their case?
- Yes. The client and applicant portal shows the same stage you see, lets the applicant upload once, and sends reminders for missing documents and upcoming dates.
- How is it priced?
- Per seat, per month, on Starter, Growth or Enterprise plans. Vistolane support services are charged separately per file. Government fees are paid by the applicant.