The system is particularly effective for:
Main functions of the system:
Management and organization of visa procedures
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Visa type management
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Country and category management
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Processing time management
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Document control
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Central database
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Managing additional services and packages
Visa type management
What it does:
- Supports all visa categories: tourist, business, work, study, transit, Schengen
- Automatically adapts requirements to specific countries
- Supports various validity periods and entry conditions
- Integrates current visa requirements of consulates
- Customizes individual visa rules for each country
Advantages
→ Adaptation to the requirements of any destination
→ Always up-to-date information on visa requirements
Country and category management
What it does:
- Supports all countries worldwide and all types of visas (consular, electronic (eVisa), ETA, etc.)
- Groups countries into categories based on the complexity of obtaining a visa.
- Allows you to customize individual visa rules and document lists for each country.
Advantages
→ A single system for working with any destination in the world.
→ Reduced risk of errors due to lack of knowledge about the specifics of a particular country.
Processing time management
What it does:
- Automatically calculates processing times for different visa categories
- Takes into account working/non-working days of consulates and visa centers
- Shows clients the actual dates when documents will be ready
- Monitors compliance with deadlines at every stage of processing
Advantages
→ Increases customer trust thanks to accurate deadlines
→ Automates workflow planning
Document control
What it does:
- Creates personalized document lists for each type of visa
- Checks the completeness of documents submitted by the client
- Saves scans of all documents in encrypted form
- Automatically reminds you of missing documents
- Not only does it generate personalized lists, but it also allows you to upload and store documents in various formats (PDF, scan, photo) in a structured manner.
Advantages
→ Reduces the number of rejections due to incomplete documents
→ Saves managers up to 30% of their time on verification
Central database
What it does:
- Stores all customer and request information in one system
- Provides instant access to request history
- Supports simultaneous work by multiple employees
- Regularly creates data backups
Advantages
→ Prevents information loss
→ Simplifies data search and analysis
Managing additional services and packages
What it does:
- Allows you to customize and link additional services to visa applications: insurance, courier delivery, express processing.
- Creates ready-made service packages (e.g., Standard, Comfort, Premium) to simplify sales.
- Automatically adds selected services to the invoice.
Advantages
→ Increases the average check through cross-selling.
→ Improves customer convenience by offering comprehensive solutions.
Financial and tariff settings
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Integration with CRM/accounting
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Setting prices and rates
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Workflow and processing
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Statistics and analytics
Integration with CRM/accounting
What it does:
- Automatically transfers data to accounting systems
- Synchronizes information with CRM and ERP systems
- Generates financial reports on visa transactions
- Supports API for connecting external services
- Provides API integration for connecting online forms on the client's website (front office) and automatic data transfer to VMS (back office).
Advantages
→ No double data entry
→ Continuous sales analysis
Setting prices and rates
What it does:
- Allows you to quickly change the cost of visa services
- Automatically synchronizes prices when consular fees, service fees, and additional services are updated
- Supports various currencies and payment systems
- Creates flexible rates for partner agencies
- Automatic calculation of the total cost
Advantages
→ No need to manually update prices
→ Transparent pricing for customers
Workflow and processing
What it does:
- Converts visa applications into orders or tickets
- Assigns responsible employees
- Monitors processing times and SLAs
Advantages
→ Guarantees compliance with deadlines and eliminates “lost” applications, as each request is automatically assigned to an executor and monitored by the system.
→ Increases transparency and manageability of the entire visa pipeline, allowing real-time tracking of each application status and even distribution of workload among employees.
Statistics and analytics
What it does:
- Reports on applications and visas (countries, types, terms)
- Analytics on additional services
- Monitoring the conversion of applications into paid orders
Benefits
→ Enables informed business decisions based on accurate data: identify the most profitable areas, assess demand for additional services, and optimize workflows.
→ Improves marketing efficiency and increases revenue by showing which advertising channels and visa products generate more paid orders.
Automation and digital services
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Process automation (OCR + robots)
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API integration (Front office ↔ Back office)
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Online booking (IBE)
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Automatic notifications
Process automation (OCR + robots)
What it does:
- Recognizes data from scanned passports and documents (OCR)
- Intelligently distributes applications to departments
- Automatically fills out visa application forms without the need for manual data entry
- Connects to consulate websites for direct submission of application forms
- Supports electronic visas (automatic download of completed documents)
- Automatically checks conditions (e.g., citizenship ↔ visa requirements)
Advantages
→ Reduces processing time by 50–70%
→ Eliminates 95% of errors when filling out forms
API integration (Front office ↔ Back office)
What it does:
- Connects online request forms for customers
- Automatically transfers data from the form to VMS
- Feedback and notifications via email management
Benefits:
→ Reduces request creation time by 80% and eliminates manual entry errors, as data is immediately entered into the system in a ready-to-use format.
→ Increases customer loyalty through instant automatic confirmations and transparent communication at every stage of the process.
Online booking (IBE)
What it does:
- Allows customers to submit requests independently via the website
- Accepts online payments via integrated payment systems
- Provides a personal account for tracking status
- Automatically synchronizes data with the main system
Advantages
→ Reduces call center workload by 40%
→ Allows requests to be accepted around the clock
Automatic notifications
What it does:
- Sends SMS/email notifications about important stages of the application process
- Automatic reminders to customers about missing documents
- Informs about necessary additional documents or payments
- Notifies about visa readiness and options for obtaining it
- Supports multilingual message templates
Benefits
→ Improves customer service through transparency
→ Reduces the number of phone calls
Integration and support
VMS in action
Features of VMS
- Robots for automation: uploading ready-made electronic visas, filling out forms, processing invoices. Intelligent distribution of applications between managers and departments based on predefined rules (routing).
- Flexible service packages (Standard, Comfort, Premium), including visas and related services. Comprehensive offers (visa + flight + hotel).
- 24/7 technical support: remote assistance via TeamViewer.
- Secure server platform with data backup.
Advantages for visa agencies
The VMS system helps agencies optimize their work and improve the speed and quality of customer service. Automation and flexible configuration tools make it an indispensable solution for modern visa support.
- Reduce application processing time by 50–70% through automation.
- Reduce errors in filling out forms and payment details.
- Transparent processes for customers (status notifications at every stage).
- Pre-configured integrations with tour operators, airlines, and hotels for comprehensive sales.
- Increase conversion of applications into paid orders and increase average ticket size by automatically offering additional services (insurance, express processing).
- Powerful analytics and reporting system to monitor key business metrics: statistics by country, visa type, revenue from additional services, and manager performance.