Every student's case, documents and deadlines sit next to their WhatsApp chat. Track each admission and visa application step by step, chase missing documents on WhatsApp without lifting a finger, and follow student fees and university commission without a spreadsheet.
The reference letter is chased until it arrives.
Where consultancies lose students
Most consultancies know their universities and their visa rules well. What goes wrong is the long middle: months of documents, deadlines and follow-ups for every student, run by counsellors who each keep their own WhatsApp.
Each counsellor's students live on that counsellor's phone, and leave when the counsellor does.
Documents arrive as chat attachments, and nobody can say which ones are still missing.
Intake deadlines and visa appointments depend on someone remembering them.
University commission arrives months after enrolment, in another currency, as one payment for many students.
One student, start to finish
One student, one consultancy, eighteen months. Each card is a screen in RaabtaHQ, and nobody retypes a name, a deadline or an amount from one place to another.
Enquiry · The chat becomes a student.
Usman writes to his counsellor's own WhatsApp number (unofficial). The panel beside the chat offers Make student. If another counsellor already owns him, the panel names them instead, so two people never enrol the same lead.
Student and case · One step files everything.
Making him a student creates his student code and opens his case, which takes the counsellor and branch from his profile. The first admission track sits on the programme's intake, and that intake's application deadline drives the reminders.
Documents · Chased until they arrive.
A requested document sets off a chase message to the student, repeated at your chase interval until a file comes in. Usman sends the PDF in the chat, the processing officer uploads it to his case, and the checklist item turns to received.
Offer · Recorded by your team.
Submitted, awaiting decision and the outcome are set by a person, because they are facts about the outside world. Offer accepted goes on the track and into the case timeline.
Visa · Its own track and its own reminder.
A visa track opens against the country and links to the admission it depends on. The student gets a reminder the day before the appointment by default. Visa granted or refused is recorded, and refusal reasons are kept for reporting.
Enrolment · The status updates itself.
With an enrolled admission, the student's status becomes enrolled on its own and the case can be marked won. If you report to your ad accounts, the enrolment is reported once, and fees received are sent as his customer value.
Commission · Accrued, invoiced and received, per student.
A branch manager or admin accrues commission against the university's agreement. When one payment arrives for several students, it is allocated student by student, with the exchange rate recorded.
There is no student upload portal in this edition. Students send documents by chat or bring them in, and your staff upload them.
For consultancy owners
We reply in under an hour.
What your team sees
Open any conversation and the panel shows the student code, status, counsellor and branch, every open case with each track's status, and what is still outstanding. A contact who is not a student yet gets a Make student link.
Each step holds documents, information such as an IELTS score, tasks, payments and internal approvals. A step cannot close while a required item is open, and a manager can override with a reason that is written to the timeline. A payment item ticks itself when its invoice is paid.
Student fee invoices sit on one side, numbered per branch. University commission sits on the other: agreements per university, accruals, payments allocated per student, and clawback windows. Totals are grouped by currency and never added together.
Owners and branch managers get Overview, Pipeline and Money tabs, from visa grant rate and refusal reasons to where cases are stuck and what each branch collected. Counsellors and officers land on their own caseload, including passports nearing expiry. Every figure opens the list behind it.
Universities, programmes and intakes.
Tuition and currency per programme, a default checklist, and intakes with their application deadlines. Moving a deadline moves the reminders on every track that uses it.
Checklist templates you can change.
One per programme, versioned. A published version never changes, and tracks already running can take on newer steps.
Five automatic messages.
Visa appointment reminder, step due, document chase, intake deadline approaching, and invoice payment reminder. Each has its own switch, timing, channel and wording, and all of them stop when a case closes. Messages never carry passport, bank or refusal details.
Cases that say who they wait on.
Each step is waiting on your office, the student, the institution or the authority. Case health shows the worst state across open tracks: on track, needs attention or at risk.
Partners and sub-agents.
Split percentages for sub-agents, referrers and your own staff, paid in batches with a reference. Partners never log in; they get a printable statement and a CSV.
Fee invoices on the chat.
Line items, discount before tax, part payments and refunds. Send the PDF to the student on their conversation, as long as the channel's 24-hour window is open.
Roles and branches
Branches come first. No role reaches across branches, and a record filed under no branch is visible only to admins. Counsellors carry their own client relationships, so this edition gives each counsellor a private WhatsApp number from the start (unofficial). Colleagues see a private student's name, but not their phone or email.
When someone leaves, hand their whole caseload to a colleague in one step, with a reason. Every narrowed figure says whose it is, so a Lahore counsellor's open cases are labelled as theirs.
| Owner, admin | Branch manager | Counsellor | Processing officer | |
|---|---|---|---|---|
| Students and cases | All branches | Their branches | Their own students (or everyone at their branch, if you choose) | Every student at their branches |
| Documents and checklists | All | Their branches | Their students | Their branches |
| Student fee invoices | All | Their branches | Raise and open, for cases they work | Raise and open, for cases they work |
| University commission and Finance hub | All | Their branches | None | None |
| Shared inbox, broadcasts, pipelines, AI settings | All | None | None | None |
| Account settings | Yes | No | No | No |
| AI assistant | Summarises a student's cases and outstanding documents in that student's own chat. Never submits an application, files a visa, reads a passport or bank statement, or advises on visa strategy. | |||
Viewers see the edition read-only.
Questions from consultancies
Not in this edition. There is no student portal. Students send documents on WhatsApp or bring them in, and your team uploads them to the case. The document chase keeps reminding the student until a file arrives, and a rejected document can be re-requested with the reason.
Yes. Checklist templates are set per programme, and each published version stays fixed. When you improve a template, tracks already running can take on the newer steps.
No. In a student's chat it can summarise their cases, case status and outstanding documents. It has no way to submit an application, file a visa, read a passport or bank statement, give visa strategy or promise an outcome. Those questions go to your counsellor.
Record each university's agreement: a percentage of tuition or a fixed amount, the currency, when it is payable and the clawback window. A manager or admin accrues commission once the admission is enrolled, and it cannot be accrued twice. A payment covering many students is allocated student by student, with the exchange rate fixed once recorded. If a student withdraws, a manager is asked to review the clawback; nothing is reversed automatically.
Yes. Each counsellor can link their own number, and on this edition private numbers are on from the start. The link is unofficial, not Meta's WhatsApp Business API. Their chats show in their own My chats, and admins can see every private number.
Yes. Each branch has its own invoice prefix and numbering, so two branches can both start at 0001. Every member has a primary branch where new records are filed.
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30 minutes. Your programmes, your branches, a test WhatsApp number.
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