Student visa CRM for consultancies: manage every client, document and interview in one platform

When visa work is an operation — not a one-off consultation — spreadsheets, inboxes and chat threads stop scaling. Rilono Enterprise is a purpose-built student visa CRM: one AI-checked platform where education consultancies and visa agents manage every client, document, deadline and decision, across all your destinations.

The problem: visa work spread across five tools

Most small consultancies run their caseload on a patchwork — a spreadsheet for the pipeline, email and WhatsApp for documents, a separate doc folder per student, sticky notes for deadlines, and someone's memory for who's doing what. It works at five clients. At fifty, things slip: a mismatched name reaches submission, a document expires unnoticed, a follow-up is missed, and a refusal that was entirely avoidable lands on your reputation.

Rilono Enterprise is the visa consultancy software built for exactly this — every client and document in a shared, AI-checked pipeline, with a Rilono AI assistant that can read your live portal, so visa work becomes an operation instead of a scramble. New here? See the Rilono Enterprise overview.

Step 1 — Set up your workspace and team

Create your organization and, if you like, claim a dedicated subdomain workspace with your own branding — a professional home for your practice. Then invite your staff by email and give each of them a role. Six ship built in:

• Owner — full control, including refunds, the payout bank account and transferring ownership. Exactly one owner per workspace, and it's the account that created it: ownership is transferred deliberately, never handed out from the invite screen.
• Admin — runs the workspace day to day: every client, every office, the team and billing. Cannot issue refunds, repoint the payout account or transfer ownership.
• Branch manager — the full caseload, team output, emails, documents and payments for the offices they run. No workspace settings, no deletions, no top-ups.
• Counsellor — their own caseload end to end: clients, documents, shortlists, mock interviews and the AI tools. Cannot reassign or delete cases.
• Finance — money only: student payments, invoices, the company books, credit top-ups and the subscription. No client editing, no documents, no AI.
• Viewer — read-only. Can look at their cases but change nothing, download no files and spend no credits.

If none of the six fits, build a custom role from the full permission matrix, then grant or block individual permissions per member on top. Separately from what a member may do, a data scope decides which records they may do it to — the entire workspace, only the offices they're assigned to, or only their own clients.

Every client has an owner, so nothing falls through the cracks — your team works from one shared, org-wide client list, and roles control who can edit data or manage the team.

Step 2 — Capture enquiries with a branded lead form

Before a student is a client, they're an enquiry — and enquiries arrive from your Instagram bio, a WhatsApp broadcast, a campus flyer and your website all at once. Rilono gives your organization a shareable lead form on a public link you can put anywhere — build one per campaign if you like — each carrying your own title, intro text, submit button label and logo, so it reads as your form rather than a generic one.

• Ask for exactly what you need: build up to 20 fields across nine types — text, email, phone, long answer, dropdown, date, number, checkbox and file upload — so your counselors get the first-contact detail they actually work from. Up to 5 of a form's fields can be file uploads.
• Spam protection built in: the public link is protected out of the box, and you can pause it or rotate it to a fresh address when a campaign ends.
• Know where every enquiry came from: Rilono records utm_source, utm_medium, utm_campaign and ref from the link automatically, and falls back to the referring site — so you can see which channel actually fills your pipeline.
• Work them in the Leads inbox: every submission from every form lands in one inbox with a status you move through new → contacted → converted → closed, and Rilono emails the alert address you set on the form when a new lead arrives.

When an enquiry is worth pursuing, choose Convert: Rilono opens a client intake form prefilled with what you already have — name, email, phone and source — for your staff to complete and save as a full client profile. The lead record stays in the inbox for your reporting even if that client is deleted later.

Step 3 — Manage clients on a visual pipeline

Add each student as a client profile with their destination, visa type, intake, priority, notes and owner. Rilono then tracks them through a clear, visual pipeline that covers the whole journey — the university phase first, then the visa phase — so you always know where every case stands:

Approved and Rejected are the visa decision only. A university turning an application down is recorded against that university on the student's shortlist, and the case stays in the university phase — so your reporting never confuses a declined offer with a refused visa.

Step 4 — Shortlist universities with Course Finder

Most cases start before the visa does: which universities, which programs, which intake. Rilono Enterprise includes Course Finder — a shared catalog your counselors browse. You get universities with their ranks, estimated tuition band and scholarships, and their flagship international programs with fees, intakes, application deadlines and IELTS, TOEFL or GRE cutoffs. A background agent maintains it, and entries carry the date they were last verified — with a verified-only filter when you want to work from checked entries alone.

Narrow the catalog to what a student can realistically apply to: intake season or month, maximum course duration, courses with no application fee, and courses that have a published deadline. Browsing the catalog is free — researching a student's options costs your organization nothing.

• A shortlist per client: every client on your caseload gets their own AI-generated university shortlist, built around that student's profile instead of a generic list you re-send to everyone.
• Run it from the client's file: each client's Universities tab embeds Course Finder's AI shortlisting, pinned to that student's destination and with its own history of past shortlists — so generating a shortlist (5 credits), reopening earlier ones, and adding a recommendation to the client's shortlist all happen without leaving the case. The free, filterable catalog browse stays in the shared Course Finder view.
• Credits only on generation: AI shortlist generation runs on your organization's prepaid credits. A generation that fails or comes back empty is never billed, and the shortlists you do pay for are saved to the client's file.
• Copy across for free: a Course Finder recommendation can be copied onto a client's Universities shortlist at no cost — and copying the same one twice won't create a duplicate.
• Feeds your writing: the entries on a client's Universities shortlist flow into Writing Studio, so an SOP or LOR draft starts from the universities and programs that student is actually targeting.

Step 5 — Draft SOPs and LORs in Writing Studio

Writing Studio drafts a Statement of Purpose or Letter of Recommendation for a client from their real dossier — profile, documents, notes and their Universities shortlist — and exports it as a formatted Word document. A draft is 1 credit; each refinement is also 1 credit; a generation that fails is never billed, and re-downloading the Word file is free. The university field suggests names from Rilono's catalog for the client's destination (any of the 15 supported), and free text is still accepted. Treat every draft as a starting point your counsellor reviews, not a finished submission.

Step 6 — Collect documents with secure client links

Stop chasing files over email and WhatsApp. Send each client a secure, client-facing upload link — personal to them and gated by a 6-digit code sent to their email. Their documents land straight in your workspace, organized against their profile — time-stamped, in one place, and ready for review.

Step 7 — Catch mistakes before they cost you, with Deep Scan

This is where an AI platform pays for itself. Run a Deep Scan on a client and Rilono AI audits their entire dossier — profile, stage records, every document's contents, notes, emails, universities, interviews and payments — flagging the irregularities that cause refusals: mismatched names and dates across documents, funding gaps, and missing visa evidence, before you submit. It's the difference between catching a problem at your desk and hearing about it from a case officer.

Each client's first Deep Scan is free — up to 25 free first scans a month across your workspace — so your team sees the whole audit on every new dossier before the price applies; after that a scan is 20 credits. You can also scan a single document on its own for 1 credit — storing a document without scanning it is always free.

Step 8 — Prepare clients with AI mock interviews

Send clients a secure AI mock interview link — they practice realistic, destination-specific questions on their own time, and the results and report come back into your portal. Your team can also run staff previews to see exactly what a client experiences. It's structured interview prep at scale, without booking hours of your consultants' time per student.

Step 9 — Ask your live portal with the Rilono AI assistant

The Rilono AI assistant reads your live portal data, so you can ask operational questions in plain language instead of digging through records:

It's the fastest way for a case worker to catch risky cases, pending documents and next steps across a busy caseload. It also doubles as in-product help — ask it how much an AI action costs, what a plan includes, where a screen lives, or exactly what you personally can and can't do with your current role — and when you ask about a client it pulls up their full profile from your workspace.

Step 10 — Take Copilot to the application page itself

New in the Rilono Copilot Chrome extension: an enterprise staff mode built for consultancies. Your staff sign in with their own Rilono account, pick a client from your organization's workspace right in the side panel, and get client-aware AI help beside the live page they're working on — university portals, government application forms, anywhere in the browser.

• On behalf of a client: the side panel loads the selected client's profile, destination and document context from your workspace — no copying details between tabs.
• Read-only by design: Copilot explains what to enter, field by field, and never types, clicks or submits anything.
• Team billing: usage bills to your organization's prepaid credits on the same meter as the portal assistant — staff never need a personal pass.
• Accountable: staff always work under their own login, so usage stays attributable per team member — no shared or client credentials, ever.

Your clients can have a Copilot of their own as well. From a client's record you can email them a secure link to their own Copilot chat about their application, verified by a one-time code. It is a flat 20 credits per client, charged once when that client first opens the link, and it stays valid for 30 days or 100 messages. Sharing it takes the "Share client copilot" permission, so you decide who on your team can spend it.

Destinations you can run

Rilono Enterprise supports study-abroad practices across the world's top destinations, each with its own journey, documents and terminology:

Pricing that scales with you, not against you

Rilono Enterprise is designed for solo consultancies first, so adoption is friction-free:

• Free 14-day sandbox. 2 users, 10 active clients and 100 AI credits — evaluate the whole platform on your own cases, no card required.
• Starter — ₹2,999/month + GST (India). 10 users, 100 active clients, and 1,000 AI credits every month. Sized for a small consultancy or a single branch.
• Growth — ₹6,999/month + GST (India). 30 users, 500 active clients, 3,500 AI credits a month — for a multi-counsellor, multi-branch office.
• Scale — ₹14,999/month + GST (India). 100 users, 2,000 active clients, 10,000 AI credits a month, for larger consultancies and networks.
• Credits are included, not extra (1 credit = ₹10). A Deep Scan client audit is 20 credits, a document scan is 1, an AI mock interview is 20, a university or course shortlist is 5, and an SOP or LOR draft is 1. Unused plan credits don’t carry into the next month; if a busy month runs the allowance down, buy a top-up pack that never expires.

The old way vs. the Rilono way

Consultancies lose time and lose clients when visa data is scattered across docs, forms, emails and memory. One platform fixes that.

Frequently asked questions