Case portal
Per application.
Visa case tracking with document checklists
Migration agents: every visa case and document tracked. Checklists clients understand.
Documents by email in many languages, case status in spreadsheets and clients anxious for updates. We build case tracking for migration agents.
Looking for migration case management software?
Visa applications depend on the right documents and deadlines. We build case portals with checklists per visa type and clear updates.
Wollopit builds client portals, intake flows, document automation and websites for migration agents around how your practice actually works. We connect the tools you already use, replace the ones holding you back and look after the lot on our own servers, so you can spend your hours on billable work.
01The problems
What we hear from migration agents
Does your migration agency have these problems? Here's how we'd fix them.
Most migration agents we talk to lose hours every week chasing documents, re-keying client details and answering 'where are we up to?' emails.
- The problemDocuments by emailDisorganised.How we fix itUploads by checklist.
- The problemChecklists per visaCreated by hand.How we fix itVisa-type templates.
- The problemDeadlinesRequests for information missed.How we fix itDeadline tracking.
- The problemClient anxietyConstant enquiries.How we fix itStatus updates.
- The problemTranslationsTracked loosely.How we fix itTranslation status.
- The problemFeesPayment stages.How we fix itStaged payments.
02What we build
Solutions
What we build for migration agents. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Visa checklists
Templates by type.
Deadline tracking
Requests and expiries.
Status updates
Clients informed.
Translation tracking
Documents in progress.
Staged payments
Fees by stage.
03How it changes
Before and after
A partner visa, wolloped.
Here's how a typical day could change. Every business is different, so we map yours first.
Before
- Documents in emails
- Checklist in Word
- Deadline nearly missed
- Client anxious
After
- Uploads by checklist
- Template applied
- Deadline reminders
- Client sees status
04Services
Everything under one roof
Software, websites and systems for migration agents.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for migration agents
Built around how your migration agency actually runs: case portal, visa checklists and the admin in between, in one system you own.
Websites for migration agents
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Migration agency system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for migration agents
Deadline tracking and status updates: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Xero, MYOB and Microsoft 365 so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your migration agency, looked after by the people who built it.
05Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside the ones you're happy with or replace the ones holding you back.
- Xero
- MYOB
- Microsoft 365
- Google Workspace
- DocuSign
- Calendly
- Stripe
- HubSpot
- Mailchimp
- Zoom
06How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your migration agency: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We spend time with the people doing the work, see where the hours go and work out what's actually slowing you down.
- 02
Archi-tech
We plan it before writing code: your data, customers, payments, the tools you keep, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win quickly.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
07Questions
FAQ
Things migration agents ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can it be in other languages for clients?
Yes. Client-facing checklists and instructions can be offered in other languages.
How much does it cost?
It depends on what you need, so we quote up front once we understand your migration agency. No surprise invoices, no lock-in and you own what we build.
Can it work with our practice software?
Usually, yes. We connect to the tools you rely on and build the client-facing bits they can't do. If something should go we'll explain why first.
Is client information kept secure?
Yes. Portals use encrypted connections, access is restricted to the right people and documents stay on our managed servers. We follow the Australian Privacy Principles.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most migration agents we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a migration agency problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.