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.

Tours

Under Tours → Inbound in the sidebar (Outbound is coming soon). Start a tour inquiry from a customer’s page the same way you’d add a visa or flight — it’s a tab in the same Add Service modal. From the tour’s own detail page, click Advance to [next step] to move it through its seven-step flow one step at a time; once it reaches Itinerary Planning, pick a fixed itinerary template before you can advance further — admins maintain the template catalog, you just select one. See Fleet & Tours for the full status flow.

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.

Your daily checklist

Your dashboard’s Checklist tab collects everything needing your attention today, split into 4 tabs — Visa, Flight, Tour, and Admin-related — each showing a badge with how many pending items are in it. Visa appointments, flight departures, and tour arrivals happening today land in their matching tab; a payment due on an invoice follows whichever service that invoice was for. Customer transfers and reminders sent to you by an admin always land under Admin-related. Within each tab, switch between Pending and Done (Last 7 Days) the same way as before. Mark an item done once you’ve acted on it — it stays visible under Done for a week, then drops off.

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.