Records
Visatory is a CRM for education and immigration agencies, built so the day's work is the record. Counselling notes, documents, applications, visa steps, agreements and commissions all land on one student file with a date and a name attached - not in a second system someone has to remember to update.
Software cannot make an agency compliant, and Visatory does not claim to. Compliance belongs to you. What this does is keep the records, with dates and names attached, so you can show your work.
Record trail
STU-2026-0412Every line written by someone doing their job, not by someone preparing for a review.
Six surfaces, one record underneath. Nobody files anything twice, and nothing has to be reconstructed later, because nothing was ever kept anywhere else.
01
Passport, education history, English tests, target countries and budget on one page - every note dated and attributed to whoever wrote it.
02
A board per intake: shortlisted, submitted, offer, deposit. Each move is an event on the record, so the timeline is a by-product of working the pipeline.
03
Every upload is fingerprinted and carries where it came from and who checked it. A transcript and its translation stay linked to each other.
04
Milestone templates for the US, UK, Canada and Australia, with each step owned by the agency, the student or the school, so a stall has a name against it.
05
Versioned templates, signed copies and expiry dates, plus a per-student record of the fee schedule they were actually shown.
06
Receivables from the offer through the census date to payment, with sub-agent splits keyed to the same record rather than to a spreadsheet.
The same record answers what a reviewer, a partner university or your own board will eventually ask. There is nothing to prepare, because the answer was written as the work was done.
01
That the agency is a real, well-run business, and that money the student sees is transparent: a fee schedule they can read, a refund policy stated plainly, and no charge that appears after the fact.
In Visatory
02
That what the agency tells students is true. Honest marketing, institutional material used only with permission, no misrepresentation of programs or outcomes, and full accountability for what sub-agents say on your behalf.
In Visatory
03
That students and their families were properly advised before they committed and supported afterwards, that records stay confidential, and that under-18 students involve a parent or guardian.
In Visatory
04
That you have written agreements with the institutions you place students at, that those institutions are what they claim to be, and that documents submitted on a student's behalf are genuine.
In Visatory
05
That there is a real internal process for complaints, and - the part reviewers actually read - that complaints lead to changes in how the agency works.
In Visatory
Most of what goes wrong before a review is not a decision anyone made. It is a date that passed.
Student records are kept for a period you set, measured from the last activity on the file rather than from when it was created. The product refuses to delete a record still inside its window and tells you the date it becomes eligible.
Evidence that students and partners were happy, gathered on a trigger - after arrival, after service - so the file fills up without anyone chasing it.
Institution agreements run out. So do sub-agent agreements. Both are flagged before they lapse rather than discovered during a review.
Training on ethics and on the immigration procedures being advised on. Certificates are stored with expiry dates and warned about in advance.
Tuition and entry requirements change every year. A program not verified within twelve months is quoting last year's prices, and the catalogue says so on the record itself.
Not a records question, but the one that quietly costs a placement. Flagged six months out, urgently inside three.
Import a spreadsheet, upload a handful of real documents, and build a records pack for last quarter. That takes about twenty minutes and answers the question better than this page can.