Guide for Staff

For Consultants, Cashiers, and Receptionists. This covers your day-to-day screens in addition to the shared basics in Getting Around the App — read that first if you haven’t.

Your dashboard

After logging in, your dashboard is scoped to your own work — it won’t show other staff members’ cases or agency-wide figures. Use the Refresh button on the page to pull the latest numbers rather than reloading the app.

Working a case: Task Tracker

Your Task Tracker is a Kanban board of the visa and flight cases assigned to you. Drag a case between columns as it moves through its stages (for a visa: new inquiry → pending documents → embassy processing → approved/rejected; for a flight: booked through to ticketed). Open any case to see or update its details — appointment/submission dates, staff notes, entry type, PNR, airline, and similar fields, depending on the case type and your permissions.

Flights that need to change after ticketing are handled from the same case:

• Cancel a ticket with a cancellation fee, refund amount, and reason.
• Reschedule a ticket to a new date with a reason — the previous date is kept on record, not overwritten.

Managing customers

Each case belongs to a customer record. From a customer’s page you can:

• View their contact details, uploaded documents, and full history of past and current services.
• Add a new visa or flight request for them.
• Request a transfer if a customer should move to a different staff member.

Building a quote

Open Quotations and start a new quote — it walks you through five steps:

1. Select the customer.
2. Choose the service type (visa, flight, etc.).
3. Fill in the specific details for that service.
4. Review the automatically computed pricing.
5. Preview the final document and generate it.

Quotes start as drafts, move to generated once you’re happy with them, and to sent once delivered to the customer. You can check current pricing for any service at any time via Service Prices in the sidebar, without needing to start a quote first.

Reminders

You’ll see reminders relevant to your own cases — upcoming visa appointments, flight dates, and bill due dates are raised automatically ahead of time, and you can add your own manual reminders too. Mark a reminder as done once you’ve acted on it.

Payments (Cashiers only)

If you’re a Cashier, you also have access to the Payments screen, where you can issue invoices (including group invoices covering several linked bookings), record incoming payments against them, and generate or email invoice/receipt PDFs to customers.

Your profile

Click your name/avatar any time to update your personal details or change your password.