How it Works | Employees | Sponsoring Companies | Migrants
Prospects | Cases | Prospect Questionnaire
How it Works
The iVisa system manages all of the data associated with unique visa applications known as “Cases”. A Case is created on behalf of a client who is either Sponsoring Company, or a Migrant. A Sponsoring Company may have many cases as they may have many sponsored employees. A Migrant can also have many Cases (For instance a Migrant may start on a working holiday visa and progress to a 457 and ultimately to Permanent residence either independently or with one or more employers). There are three types of Cases:
- Company – this type of Case is associated with the Sponsoring Company but not with a specific migrant (for example a 457 SBS).
- Company Nomination – this type of Case is associated with the Sponsoring Company and with a specific Migrant, but is not visible to the Migrant (such as a 457 or 187 Nomination) since it contains company sensitive information.
- Migrant – this type of Case is associated with the Migrant and (where applicable) with the Sponsoring Company. The existence of the Case is visible to the Sponsoring Company (shows up on the list on their Cases page) but the actual Case is not visible to the Sponsoring Company (unless the “C View” radio button is selected on the Cases Page by the Managing Agent) since it contains the Migrant’s personal information.
Each Case is of a particular “Visa Subclass” as defined by the Department of Immigration and Border Protection (DIBP). DIBP specifies a list of forms and documents, which must be submitted for each Case of that particular Visa Subclass.
iVisa uses Visa Templates for each Visa Subclass with variants depending on whether the applicant is married, defacto or single which contains:
- A comprehensive list of all forms and documents that may required for that Visa Subclass;
- Copies of all Forms required;
- Instructions (How-To documents) on how to prepare the various documents required.
When a Case is created, it inherits the information from the selected Visa Template. The list of forms and documents in each Visa Template is extensive and intended to cover almost all possible requirements for a visa application. The Agent assigned to the case can customize the list according to what is required for a particular migrant by de-selecting forms or documents which aren’t required (For instance passports and birth certificates for children if no children are included in the application or Military Discharge evidence if the migrant has never been in the military) so that the Migrant only sees the forms and documents (and the associated Instructions) relevant to them.
Employees can be managed from the Employees page. Employees are Registered Migration Agents or admin staff who work for you. They will see and can edit only the Cases which you assign to them on the Cases page. You can also give them other rights such as the ability to create cases, add and manage Sponsoring Companies or add and manage Migrants. From a security perspective it is advisable to restrict employees to only the information they really need to see to do their jobs effectively.
Sponsoring Companies can be managed from the Sponsoring Company page. Each Sponsoring Company client has a Managing Representative who can see all the information within their Sponsoring Company. The Managing Representative can create Representatives and give Representatives certain rights to view and modify information within that Sponsoring Company. They can also create Migrants and Cases (if you select Enable Case Creation in the Sponsoring Company Profile). Sponsoring Companies can also have Departments and Department Managers which can be created by the Managing Representative or by you. Department Managers can see and assign Representatives within their Departments. Sponsoring Companies can have the status of either Prospect or Client (see Prospects section below)
Migrants can be managed from the Migrants page. Migrants can see their own profile and can usually edit their profile and upload forms and documents to their Cases. For each Case, Migrants may be associated with a different Sponsoring Company or be Independent. Changing one case has no effect on other cases they may already have. Migrants can have the status of either Prospect or Client (see Prospects section below).
NOTE: You can prevent Migrants from editing their profile by unchecking the Enable Profile Edit in the Migrant Profile. You might want to do this just before lodging a case so that you know that no details have been changed. In rare instances you might want to prevent a Migrant from editing their Case. This can be done by unchecking the M Edit checkbox on the Cases page.
Migrants or Sponsoring Companies can be Clients or Prospects. You can set this status in their Profile when you create them. Migrants are created as Prospects by default, but Sponsoring Companies are created as Clients by default.
When a Migrant is first entered into the System, either from the Add Migrant option on the Migrants page, or via the Prospect Questionnaire, a Migrant Profile is created and the Migrant Status is set to Prospect. If a Sponsoring Company is entered in the Prospect Questionnaire and that company is not already a client, a Sponsoring Company Prospect profile will also be created. Additionally a Prospect Case is created for the Migrant using the Prospect Visa Template, which allows collection of basic documentation such as CV’s passports etc. If the Migrant proceeds with a Visa Application, the Prospect Case can be can be converted to the required Visa Subclass and the Visa Template for that subclass is applied to the Case. The Migrant is also converted from a Prospect to a Client by doing this. This automates the transition of Migrant Prospects into Clients.
NOTE: You can’t create additional Cases for Prospect Migrants or Prospect Sponsoring Companies- you need to go into their profile and convert them to Clients first.
Each application submitted to the Department of Immigration and Border Protection (DIBP) or an application submitted to a Skills Assessing Authority is defined in EasiVisa as a “Case”. A Case is created on behalf of a client who is either Sponsoring Company, or a Migrant.
When you create a new Case on the Cases page, you select the appropriate Visa Template and the document list for that Case is automatically populated. Cases can be created by:
- You (the Managing Agent)
- Employees within your Agency (Dependent on permissions you set);
- Managing Representatives or Representatives of Sponsoring Companies (Dependent on permissions you set,)
- Migrants via the Prospect Questionnaire –the Prospect Questionnaire automatically creates a “Prospect” Case.
Each Case has three Roles which you can assign to any Employee. These are:
- AGENT – the Employee with this role has total control of the case. They can communicate with the Migrant or Representative whose case it is, review documents and set all document statuses within the case (Received, Approved Rejected etc). They can also manage the Case Status (for instance set Case to Lodged or Granted). This Employee should generally be a Registered Migration Agent.
- PROCESSOR – The Employee with this role has limited control of the case and their job is to assist the AGENT by working with the Migrant or Representative to gather and check all necessary documentation. This Employee is often not a Registered Migration Agent.
- SUPERVISOR – The Employee with this role can see all the documents and messages within a case but cant edit or change Case data except to be able to add Additional Documents. Their role is to supervise the activities of the AGENT and be able to provide advice to the AGENT using the Supervisor-Agent Chat capability. The Supervisor may be someone from outside your Agency who you contract to provide supervisory services to newly qualified Registered Migration Agents.
Each Case is seen by Employees, Representatives and Migrants who are involved in its preparation or supervision of its preparation. Representatives do not, by default see Migrant visa Cases as these contain personal information for the Migrant (unless the “C View” radio button is selected on the Cases Page by you, the Managing Agent). This should not be done without written permission of the Migrant. Migrants never see SBS or Nomination cases.
There is also a special kind of case, the “Prospect” Case. This has a basic list of forms and documents which can be populated via the Prospect Questionnaire, however it also has one unique function – it can be converted to a different type of Case one time and irreversibly. This allows documents to be gathered for Prospects before a specific Visa Subclass for their application has been determined.
The Prospect Questionnaire is designed to allow prospects to enter their information and upload basic documentation directly into the System. When a Prospect Questionnaire is completed, a Migrant Profile (and potentially a Sponsoring Company Profile) and a Case of type Prospect is created automatically in the system. This allows us to track and manage prospects more effectively and easily transform them into Clients. Just look on the Cases page, and you will see newly created Prospect cases, click on the Migrant and you will see all their details, which enables you to follow up with them.