How consultancies and small firms manage every student visa in one platform with Rilono AI
When visa work is an operation — not a one-off consultation — spreadsheets, inboxes and chat threads stop scaling. Rilono Enterprise gives education consultancies and small visa teams one AI-checked platform for every client, document, deadline and decision, across all your destinations.
What's inside
- The problem: five disconnected tools
- Set up your workspace and team
- Manage clients on a visual pipeline
- Collect documents with secure links
- Catch mistakes with AI Deep Scan
- Prepare clients with AI mock interviews
- Ask your live portal with the AI assistant
- Destinations, pricing & FAQs
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 replaces that patchwork with one platform where visa work is an operation, not a scramble — every client and document in a shared, AI-checked pipeline, with a Rilono AI assistant that can read your live portal. New here? See the Rilono Enterprise overview.
Why teams switch to Rilono Enterprise
One platform for intake, review, guidance and handoff — instead of five disconnected tools.
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 assign roles:
- Admin — full control over clients, team and settings.
- Editor — add and update client data and documents.
- Viewer — read-only access for reviewers or junior staff.
Every client has an owner, so nothing falls through the cracks and everyone sees exactly the cases they should.
Step 2 — 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 so you always know where every case stands:
| Stage | What it means |
|---|---|
| New Lead | A prospective client captured and assigned. |
| Collecting Documents | Gathering and preparing the applicant's documents. |
| Application Submitted | The visa application has been lodged. |
| Biometrics / Interview | Biometrics, VFS or a visa interview is scheduled. |
| Awaiting Decision | Submitted and waiting on the outcome. |
| Approved · Rejected · On Hold | Final outcomes, tracked for reporting and follow-up. |
Step 3 — Collect documents with secure client links
Stop chasing files over email and WhatsApp. Send each client a secure, client-facing upload link with a verification and consent flow. Their documents land straight in your workspace, organized against their profile — versioned, in one place, and ready for review.
Consent built in: secure links come with a consent step, so document collection is clean and professional from the first touch.
Step 4 — 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's documents and Rilono AI audits them for the errors 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.
Correction-first by design. Rilono's whole model is to surface mismatches and missing items first, so your team fixes them early instead of discovering them late.
Step 5 — 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 6 — 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:
"Which clients are missing financial documents and applying in the next 30 days?"
"Show me every case awaiting a decision, sorted by how long they've waited."
"What's the next best action for this client based on their stage and documents?"
"Are there any name or date mismatches across this applicant's uploaded documents?"
It's the fastest way for a case worker to catch risky cases, pending documents and next steps across a busy caseload.
Destinations you can run
Rilono Enterprise supports student-visa practices across the world's top destinations, each with its own journey, documents and terminology:
| Country | Visa types supported |
|---|---|
| 🇺🇸 United States | F-1, J-1, M-1 student visas. |
| 🇨🇦 Canada | Study Permit and Student Direct Stream (SDS). |
| 🇬🇧 United Kingdom | Student, Child Student and Short-Term Study visas. |
| 🇦🇺 Australia | Subclass 500 and Student Guardian (590). |
| 🇩🇪 Germany | Type D study, student applicant and language-course visas. |
| 🇮🇪 Ireland | D Study and Short Stay C Study visas. |
Pricing that scales with you, not against you
Rilono Enterprise is designed for solo consultancies first, so adoption is friction-free:
- Core CRM: free up to 50 active clients. Manage clients, documents, the pipeline and your team at no cost.
- Past 50 clients: a flat ₹999/month infrastructure fee — so Rilono never runs at an infrastructure loss, and you never face a surprise per-seat bill.
- Premium AI actions run on prepaid credits (1 credit = ₹10): a Deep Scan is 5 credits (₹50), an AI mock interview is 20 credits (₹200), and the AI assistant gives every organization free messages each day, then 1 credit per bundle. Buy credit packs (Starter, Pro, Enterprise) as you need them.
You only pay for the AI you actually use — the workflow that saves your team time and reduces rejection risk. See the Enterprise page for current pricing and packs.
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.
Without Rilono
- ✕ Client data spread across spreadsheets, email and chat threads
- ✕ Documents scattered in inboxes and WhatsApp, versions unclear
- ✕ Manual, inconsistent checks — mistakes slip through to submission
- ✕ No shared view of who owns what across the team
With Rilono
- ✓ Every client, document and stage in one AI-checked pipeline
- ✓ Secure client upload links with consent, straight into your workspace
- ✓ Deep Scan flags name, date and funding mismatches before you submit
- ✓ Roles, ownership and a live AI assistant across the whole team
Frequently asked questions
Is Rilono Enterprise free?+
The core CRM is free up to 50 active clients. Beyond that, a flat monthly infrastructure fee (₹999/month) applies. Premium AI actions — Deep Scan document audits, AI mock interviews, and the Rilono AI assistant beyond its free daily allowance — run on prepaid credits, so you only pay for the AI you use.
Which countries can we manage cases for?+
The United States (F-1, J-1, M-1), Canada (Study Permit, SDS), the United Kingdom (Student, Child Student, Short-Term Study), Australia (Subclass 500, Student Guardian 590), Germany (Type D study and related) and Ireland (D Study, Short Stay C Study). Each client's journey adapts to their destination and visa type.
How do the AI credits work?+
1 credit = ₹10. A Deep Scan document audit costs 5 credits, an AI mock visa interview costs 20 credits, and the Rilono AI assistant gives every organization free messages each day, then charges 1 credit per bundle of messages. Top up credits in packs and spend them only on the premium AI actions you choose to run.
Can our whole team use it?+
Yes. Invite staff by email and assign admin, editor or viewer roles so everyone sees the right clients with the right permissions. Every case has an owner, and the team works from one shared, live view instead of scattered spreadsheets and chat threads.
Is our client data secure?+
Each organization gets its own workspace (with an optional dedicated subdomain), role-based access control, and secure client-facing upload links with a consent flow. Rilono provides document-organization and AI guidance tools — not legal or immigration advice.
Run your whole visa practice on one platform
Set up your workspace, invite your team, and let Rilono AI check every case — free for your first 50 clients.
Start free Explore Rilono EnterpriseCore CRM free up to 50 active clients · premium AI actions run on prepaid credits