1
Login
Open your agency's VisaDesk link and sign in with your email and password. Your role determines which modules you can access.
Complete product walkthrough
Use the navigation on the left to move between modules, or scroll through the full guide to understand how the platform supports intake, processing, finance, tracking, and administration.
Section 12 steps
Getting Started
2
Dashboard
After login you land on the Dashboard — a live overview of your agency's performance. KPI cards show total travel requirements, active cases, revenue this month, and conversion rate. The chart below tracks monthly TR trends. Expiry alerts flag passports and visas expiring within 30 days.
Section 215 steps
Travel Requirements
A Travel Requirement (TR) is the central record that groups all passports for one client trip. Everything — passports, documents, finance, and notifications — lives inside a TR.
1
TR List
The Travel Requirements list shows all TRs for your agency. Filter by status (Draft, Active, Completed), source (Direct or Via Agent), team, or agent. Export the full list to Excel with one click.
2
Create New TR
Click "New TR" to open the creation form. Set the request date, source (Direct / Via Agent), country and visa type, assign a team, and configure pricing — either a Gross total or a Per-Passport rate. Service charge can be fixed or per-passport.
3
TR Overview
The Overview tab shows all key details at a glance: TR number, visa configuration, team assignment, contract value, and current status. Use the top action bar to print office/applicant copies, generate an invoice, change status, or send a notification email.
4
Passports
The Passports tab lists all applicants in this TR. Each row shows passport number, name, nationality, and current status. Add new passports using the "Add Passport" button — the system auto-fills details for returning applicants.
5
Add Passport
Fill in the applicant's passport details. If the passport number already exists in your saved passport records, personal details are auto-populated. Set the appointment date and any relevant flags.
6
Update Passport Status
Track each passport through the visa pipeline: Submitted → Processing → Visa Approved / Rejected → Ready for Pickup → Delivered. Bulk-select multiple passports to update their status in one action.
7
Visa Process
The Visa Process tab provides a focused view of visa milestones per passport, with appointment dates and processing notes. Use this tab for daily embassy-tracking work.
8
Documents
Each passport has a required document checklist configured per your agency's settings. Track collection progress with a completion percentage bar. Upload scanned documents directly against each checklist item.
9
Finance
The Finance tab shows the TR's contract value, amount paid, balance due, and a full payment history. Record payments and refunds, edit the visa total or service charge, and print individual payment receipts.
10
Record Payment
Enter the payment amount, date, and method. The system automatically updates the balance and payment history. Print a receipt for the client immediately after recording.
11
Refund
Record a refund against the TR when needed. Refunds are tracked separately in the finance summary and reflected in the accounts aging report.
12
Notes
Internal notes let your team leave comments, instructions, or reminders on a TR. Notes can be pinned to keep important information at the top. Only team members with access to the TR can see notes.
13
Tasks
Assign tasks to team members directly on the TR. Tasks have due dates and completion tracking, keeping everyone aligned on pending actions for the case.
14
Change Status
Manually change the TR status when needed. The system can also auto-transition: a TR becomes Active when the first passport is added, and Completed when all passports are delivered.
15
Send Email Notification
Send a status update email directly to the client from inside the TR. The message is pre-filled based on the current status and is fully editable before sending. All sent notifications are logged.
Section 32 steps
Calendar & Delivery
These pages help the team manage time-sensitive work after the case has been created.
1
Calendar
Use the calendar view to monitor appointment dates and schedule pressure across the agency.
2
Delivery
Use the delivery page to review passports that are ready to hand over and record collection details properly.
Section 44 steps
Customer Management
The Customers module is your centralised applicant database — every passport that has ever been processed by your agency lives here.
1
All Customers
Search and browse your full applicant database. Each record shows passport details, nationality, and alert badges for upcoming expirations. Click any record to view the full history across all TRs.
2
Birthday Alerts
Automatically surface applicants with upcoming birthdays in the next 7, 15, or 30 days. Send personalised birthday wishes via Email or SMS directly from the alert row.
3
Passport Expiry Alerts
See all applicants whose passports are expiring soon. Colour-coded urgency: red (≤7 days), orange (≤15 days), amber (≤30 days). Notify clients to renew before their next visa application.
4
Visa Expiry Alerts
Track applicants with visas expiring within your chosen threshold. Proactively reach out before expiry to retain clients and schedule renewal TRs.
Section 56 steps
Finance & Accounts
The Accounts module gives you a complete financial picture — revenue collected, outstanding balances, aging analysis, and per-team breakdowns.
1
Overview
Top-level financial KPIs: total revenue, amount collected, outstanding balance, and refunds. Charts show revenue trends over time and breakdown by payment status.
2
Transactions
A full ledger of every payment and refund across all TRs. Filter by date range, team, or agent. Export to Excel for accounting.
3
By Team
Break down revenue and outstanding balances by team. Identify which teams are collecting efficiently and which have outstanding dues.
4
Approved
Review approved cases with their payment and delivery visibility in one place.
5
Rejected
Review rejected cases separately so refunds and follow-up do not get mixed into approved work.
6
Outstanding Payments
Aging analysis buckets outstanding balances by how overdue they are: 0–30 days, 31–60 days, 61–90 days, and 90+ days. Prioritise collection efforts at a glance.
Section 65 steps
Reports & Analytics
Built-in reports cover TR performance, agent productivity, team output, and country-wise statistics. Every report can be exported to Excel.
1
Overview
A summary of TR volume, approval rates, and revenue for the selected date range. The conversion funnel shows how many TRs moved from Draft to Completed.
2
TR Report
Detailed breakdown of all travel requirements — status distribution, processing times, and per-TR financials. Filter by date, team, agent, and visa type.
3
Team Performance
Compare teams by TR volume, passport count, approval rate, and revenue. Spot top performers and identify where support is needed.
4
Agent Report
Track external agent contributions — how many TRs each agent brought in, their approval rate, and total revenue attributed to their referrals.
5
Country Report
Country-wise breakdown of passport counts, visa approvals, rejections, and approval rates. Filter by date range to analyse performance per destination.
Section 76 steps
Teams, Agents & Users
1
Teams
Organise your staff into teams. Each TR can be assigned to a team, which scopes visibility and financial reporting. Create teams and add members as your agency grows.
2
Create Team
Name the team and add members from your user list. Teams can have multiple members and a member can belong to more than one team.
3
Agents
Manage your network of external referring agents. Each agent has a profile with contact details and commission configuration. TR source tracking links agents to the cases they refer.
4
Add Agent
Register a new agent with their name, contact info, and commission rate. Once added, they appear as an option when creating or editing a TR.
5
Users
Manage all staff accounts in your agency. Each user is assigned a role that controls which modules and actions they can access. View active sessions and deactivate accounts when needed.
6
Create User
Add a new staff member by entering their name, email, and role. They receive login credentials and immediately get access based on their role permissions.
Section 83 steps
Settings
1
Agency profile
Configure agency name, logo, contact details, and the identity used across invoices and client-facing output.
2
Visa configuration and rules
Manage countries, visa types, categories, required document rules, and the settings that drive your TR workflow.
3
General settings workspace
Use the settings workspace to manage the agency setup areas in one place and keep the platform structure aligned with your real operations.
Section 91 step
Audit Log
1
Full Activity Trail
Every action in the system is logged — who did what, when, and what changed. Filter by entity type, action, date range, or search by keyword. The audit log cannot be modified or deleted, providing a complete accountability record.
Section 101 step
Public Tracking Portal
Your clients can track their own application without logging in. Share a unique tracking link per TR — they verify with their passport number and see live status.
1
Client Tracking Page
Clients open the tracking link and enter their passport number to verify identity. They instantly see their current visa status, milestone progress, and appointment dates — without needing an account or password.
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