case study · visa operations
edventure
a multi-tenant crm that runs visa consultancies end to end—from first counselling call to pre-departure.
- role
- sole engineer · discovery, product, architecture, build
- domain
- visa operations
- focus
- next.js · postgres · multi-tenancy
- product
- crm.edventure.co.in ↗
- organizations
- 5
- leads per organization
- 1,000+
01 /the problem
visa consultancies juggle student, work, immigration, and visitor cases at the same time. every case moves through admission, visa, and pre-departure, with documents, fees, and university applications at each step.
most of that lived in spreadsheets, chat threads, and inboxes. managers couldn't see what was stuck, counsellors chased each other for status, and partner agents had no clean way to hand over leads.
02 /what i built
organizations, teams, and roles
every consultancy is its own organization with teams per visa type, counsellors, and role-based access control. one deployment serves every tenant with data isolated per organization.
a pipeline that mirrors the real process
leads move from prospect to registered to counselling, then through admission, visa, and pre-departure. each university application carries its own status, and the lead advances as applications do.
tasks that don't get lost
follow-ups like collecting documents or fee reminders have owners and deadlines, send email notifications, and surface as overdue on the dashboard and in each counsellor's workload.
a connected b2b portal
partner agents get a link or qr code to submit leads straight into the pipeline, and clients see real-time progress instead of calling for updates.
03 /key decisions
- 01
enforce the rules in the workflow
compliance steps are gates, not guidelines. an application can't be marked “fees paid” until the refund policy has been sent to the client, so the process is followed without anyone policing it.
- 02
forms and masters are data, not code
intake forms and the university catalogue are configured per organization. a new consultancy shapes its own intake without a deploy.
- 03
the dashboard answers “what's stuck?”
instead of vanity charts, the overview leads with incomplete profiles, overdue tasks, and counsellor workload—the things a manager acts on every morning.
- 04
every change leaves a trail
stage changes, status updates, and notifications are recorded in a per-lead history, so a case can be audited months later.
04 /the result
edventure now runs day-to-day operations for 5 consultancies, each managing 1,000+ leads across visa types—in one place instead of a dozen spreadsheets.