Can we migrate our existing spreadsheets into Luci Visa?

Yes. Existing application data is mapped and imported, with duplicate records cleaned up during migration.

How is client data kept secure?

Access is role-based, so staff see only the files relevant to them, and data is stored with standard access controls.

Can the system handle multiple countries and visa types?

Yes, different process templates and document checklists can be configured per destination or visa category.

How many team members can use the system?

There is no fixed limit; the setup is priced based on the number of users and the features you need.

How long does setup take?

A single-office setup with existing data typically takes a short period; multi-destination or custom-field requirements take longer.

Industries

Industries / Visa Consultancy

Application and Client Tracking Software for Visa Consultancies

Keep every application file and document status in one place.

Visa consultancy offices often manage dozens of active files across spreadsheets, email threads and WhatsApp chats. Luci Visa was built specifically for this: application files, document status and process stages tracked in one panel, alongside Luci CRM for prospect and sales tracking.

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Where application files fall apart

As the number of active files grows, the same problems repeat across consultancy offices.

Files are split between spreadsheets and WhatsApp chats, with no single source of truth.
Missing documents cause delays that nobody catches until it's late in the process.
Clients cannot get a clear answer about which stage their application is at.
Workload per consultant is invisible, so some are overloaded while others are not.
The same client information is typed into multiple tools by different people.

How Lucerna addresses it

Luci Visa tracks each application file through its process stages and document requirements; Luci CRM handles prospect tracking and sales before a file is opened.

One file per applicant with document checklist and process stage
Prospect and lead tracking in Luci CRM before a case is opened
Call handling support during high-volume periods with Luci Call Assistant
Reporting on applications, revenue and consultant workload with Luci Report
Connections to tools you already use through API integration
Role-based access so consultants see only their own files where required

How consultancy offices use this in practice

Document lifecycle tracking

Each file shows exactly which documents are received, which are pending, and who is responsible for the next step.

Client status visibility

Instead of a phone call to check progress, the current stage of an application is recorded and can be shared with the client directly.

Team workload management

Managers can see how many active files each consultant is handling, which helps distribute new applications more evenly.

Multi-destination, multi-visa-type offices

Offices handling several countries or visa categories can track different process templates within the same system.

Setup and data migration

1
Mapping the current process
We review how files currently move from lead to submission and where the office loses time or information.
2
Migrating existing files
Data from spreadsheets and existing tools is consolidated into Luci Visa and Luci CRM, with duplicates cleaned.
3
Configuring process templates
Process stages and document checklists are set up per visa type or destination as needed.
4
Go-live and team training
Consultants and administrative staff are trained on their own views, with adjustments made from real usage.

Related products and services

Visa consultancy offices typically start with these:

Luci VisaApplication files, document status and process stages in one panel.Luci CRMProspect and sales tracking before a case file is opened.Custom Software DevelopmentAdjustments to Luci Visa for office-specific workflows.Business Process AutomationAutomating reminders and status updates across a file's lifecycle.

Frequently asked questions

Can we migrate our existing spreadsheets into Luci Visa?: Yes. Existing application data is mapped and imported, with duplicate records cleaned up during migration.
How is client data kept secure?: Access is role-based, so staff see only the files relevant to them, and data is stored with standard access controls.
Can the system handle multiple countries and visa types?: Yes, different process templates and document checklists can be configured per destination or visa category.
How many team members can use the system?: There is no fixed limit; the setup is priced based on the number of users and the features you need.
How long does setup take?: A single-office setup with existing data typically takes a short period; multi-destination or custom-field requirements take longer.

See Luci Visa running on your own files

Request a demo to see how application tracking would look for your consultancy.