📋 Pre-Onboarding

Send welcome email with client portal linkRequest completed intake form (contact info, case type, timeline)Identify required documentation for case typeSchedule initial consultationConfirm receipt of retainer payment (if applicable)

🤝 Initial Consultation

Review case summary and confirm case typeAssess eligibility and visa pathway optionsEstablish timeline and milestone datesExplain document requirements and submission processReview fees, payment schedule, and service agreementDiscuss communication preferences and response timesConfirm client understands CICC compliance audit trail

📄 Documentation Collection

Upload client documents to VisaNauta portalVerify all required documents have been providedFlag missing or incomplete documents to clientReview document expiry dates and note renewal remindersScan and organize physical documents if applicableCreate document quality score (check VisaNauta documentation)Assign document categories (passport, credentials, medical, etc.)

⚙️ Case Preparation

Build complete case profile in VisaNauta (demographics, documents, timeline)Run document readiness score and address gapsCreate intake revision request if additional information neededSet up case milestones and deadline remindersAssign any service agreements (retainer, consent, custom)Activate document expiry tracking and remindersCreate audit trail entries for compliance log

🔐 Client Portal Setup

Enable client portal access with secure loginShare portal link and credentials with clientEnsure client can upload documents directlyTest client can view case progress and milestonesConfirm client can message directly within portalSet up automatic reminders for client actions

📊 Ongoing Management

Monitor case readiness score and update as documents arriveTrack milestone completion and send proactive remindersReview and respond to client messages within SLAUpdate case notes with consultation summariesMaintain audit trail with all case decisions and actionsNotify client of any new document requirementsPrepare for next stage (application submission, etc.)

✅ Onboarding Complete

Once all items above are checked, your client is fully onboarded and ready to move forward with their case.

Client Onboarding Checklist

📋 Pre-Onboarding

🤝 Initial Consultation

📄 Documentation Collection

⚙️ Case Preparation

🔐 Client Portal Setup

📊 Ongoing Management

✅ Onboarding Complete

📚 Related Resources

Client Onboarding Checklist

📋 Pre-Onboarding

🤝 Initial Consultation

📄 Documentation Collection

⚙️ Case Preparation

🔐 Client Portal Setup

📊 Ongoing Management

✅ Onboarding Complete

📚 Related Resources