iVisa has a comprehensive system for managing your prospects.
- It starts with the online Prospect Questionnaire which can be filled in by your prospects from a link on your website. (NOTE: You can also create prospects directly from the Migrants Page by clicking the Add Migrant link). The Prospect Questionnaire lets you gather comprehensive information about the prospect (and their sponsoring employer if appropriate), including key documents such as CV’s Passports and Birth Certificates. Filling and saving the Prospect Questionnaire does three things:
- Creates a Migrant Profile with a Status of “Prospect”
- Does a Points Calculation for the Migrant which can be seen from the Prospect Questionnaire and from within the Migrant Profile.
- Creates a Case of type “Prospect” for that Migrant, which will contain any documents uploaded into the Prospect Questionnaire.
- Creates a Company Profile with a status of “Prospect” if the sponsoring company details were entered.
The Migrant doesn’t need to enter all his information at once – when the Prospect Questionnaire is created, the system will email a username and password to the prospect so they can login and update the Prospect Questionnaire at any time.
- From the Cases Page you can see all your Prospect cases,. You can click on the Case Number to start managing your prospect, or you can assign your Employees to the Supervisor, Agent and Processor roles so that they can manage the Prospect on your behalf . In the Case you will see what documents have been uploaded and see when the Case was Created (e.g. when the prospect filled in the Prospect Questionnaire). Click on “Migrant” to jump to the Migrant Profile if you need to see their personal details. There are four features of the Case which you can use as you work with your prospect:
- Process Stage – use this field to keep track of where you are with the Prospect – for instance “Waiting to sight police clearance before deciding on which Visa Subclass is appropriate”. Note that while the Prospect cannot see this information, if you convert them later to a Client, they will be able to see it.
- Case Notes – this allows you to record conversations with the various stakeholders and make your own private notes about the Case – see the Case Notes section for more details.
- Deadline – you can use this field as a reminder of when the next action needs to be done by – for instance a callback.
- Case Status – The case status lets you keep track of what has been done as you progress the relationship – you can update the Case Status by selecting from the dropdown list and then setting the date for that item. Remember to click UPDATE when you change anything. The statuses relevant to Prospects are:
- Not Proceeding
- Assessed – Ineligible
- Assessed – Eligible
- Advice Sent
- Deposit Request Sent
- Agreement Sent
- Agreement Received
NOTE: When the Migrant’s status is Prospect, they see only the Prospect Questionnaire when they login so you cant use the Messaging window in the Case to communicate with them.
- Once your prospect has returned a signed agreement and/or paid their deposit, you can convert them to a Client. The simplest way to do this is to go into the Prospect Case and select the Visa Subclass from the “Convert To:” dropdown list. When you click GO three things happen:
- The Migrant status is converted from Prospect to a Client
- The document list in the case changes to the list for the selected Visa Subclass – so you will need to make Not Applicable any documents which are not required for that Case.
- The Sponsoring Company status will be converted from Prospect to Client if they are not already a Client.
NOTE: once the Migrant status is changed from Prospect to Client they can no longer access the Prospect Questionnaire – they see the Case file in much the same way you do and you can now use the Chat Window to communicate with them
If the visa is a company sponsored one, remember to change the Sponsoring Company field in the Case to the correct Company. If not (such as a 189 or 820 Visa) , set the Sponsoring Company to INDEPENDENT. Remember if there are associated Sponsoring Company applications such as a Nomination or SBSA, you will need to create those manually from the Cases Page. Sometimes you may be doing a Nomination only on behalf of a particular prospect – in this case you wont be able to use the Case Conversion process as it only applies to Visas. The steps to take in this case are:
- Go to the Migrant Profile, change their Status from Prospect to Client and click UPDATE.
- If the Sponsoring Company is also a prospect, go to the Sponsoring Company profile and change the Status from Prospect to Client and click UPDATE.
- Go to the Cases Page and create the Nomination Case manually.
You can leave the Prospect case in the system even though the Migrant is now a Client – they may come back for a Visa later and you can then simply use the Case Conversion process.