Document Management

Every required document has a status: requested, uploaded, under review, approved, or rejected. VisaCRM tracks each one individually through this lifecycle, so both your team and your clients always know exactly which documents are outstanding.

When a client uploads a passport scan, the system validates the file format and size immediately. If the format is wrong or the file exceeds 10MB, the client sees an error at upload time — not days later during manual review.

Missed document deadlines are one of the most common causes of visa refusal. VisaCRM's deadline tracking system handles the follow-up automatically.

When you create an application, you can set submission deadlines per document. The system sends automated reminders to clients as deadlines approach — 7 days out, 3 days out, day of deadline. Agents receive parallel reminders so nothing slips through the cracks.

The RotaVisa case study shows how intelligent document management with deadline tracking helped maintain a 98% approval rate across 40+ countries — even with the complexity of business visa documentation.

When an application is completed or cancelled, related documents are automatically archived or deleted based on your retention policy. This isn't just operational cleanup — it's a compliance requirement under GDPR and similar regulations.

You configure retention periods per document type. Passports might be retained for 90 days after approval, while application forms are retained for the legally required period. Everything is logged in the audit trail for compliance reporting.