Applications

Purpose

Applications represent visa matters or immigration workflows. They track stage, priority, clients, documents, checklist progress, and next actions.

Create An Application

1. Go to Applications.
2. Select the new-application action.
3. Enter application name and visa type.
4. Add application number, lodgement date, priority, stage, source channel, notes, and next action where known.
5. Link one or more clients.
6. Save the application.

Application Fields

Applications can include:

• Name.
• Visa type.
• Application number.
• Lodgement date.
• Priority.
• Stage.
• Next action.
• Next-action due date.
• Source channel.
• Notes.
• Custom fields.

Stages

The current stage flow is:

1. Intake.
2. Document collection.
3. Review.
4. Lodged.
5. Awaiting decision.
6. Closed.

Linked Clients

An application can have multiple linked clients. Use this for family applications, dependants, or matters involving more than one applicant.

Link Another Client

1. Open the application.
2. Open the Clients tab.
3. Search for an existing client.
4. Select the client to attach them.

Create the client first if they do not appear in the search results.

Remove A Linked Client

1. Open the application’s Clients tab.
2. Find the client.
3. Select the remove action and confirm.

Removing the link does not delete the client record.

Next Actions

Use next action and due date fields to record the next practical step, such as requesting a missing document, reviewing evidence, lodging an application, or following up on a decision.

Application notes support rich text for internal case tracking, including basic formatting and links. These notes are staff-only and are not visible to clients in the portal.

Update Matter Progress

1. Open the application.
2. Select Edit.
3. Update stage, priority, next action, or due date.
4. Add notes needed to explain the current position.
5. Save the application.

Update the next action whenever responsibility or timing changes.

Application Readiness Summary

The Overview tab includes an AI-assisted readiness summary. It reviews the application fields, linked client completeness, checklist progress, document names and statuses, and client portal approval status.

1. Open an Application.
2. Select the green AI icon beside Notifications in the top navigation bar.
3. Choose Generate readiness summary from the available AI actions.
4. Review the readiness score, strengths, missing items, risks, and suggested next actions.
5. Update the record or collect missing evidence.
6. Open the AI actions again after the application changes and choose Regenerate readiness summary.

The AI icon appears only on pages that currently support an AI action.

The result is saved with its generation time. Uploaded file contents are not sent for this review. The summary is operational guidance, not a legal eligibility decision. Staff must verify all requirements, deadlines, evidence, and legal conclusions before relying on it.

If The Summary Reports An OpenAI Quota Error

OpenAI API billing is separate from a ChatGPT subscription. The server API key must belong to an OpenAI API project with available billing credits and a nonzero project or organisation spend limit.

1. Open the OpenAI Platform billing and usage settings.
2. Add or confirm an API payment method and available credits.
3. Check the organisation usage limit and the project budget or spend limit.
4. Confirm OPENAI_API_KEY belongs to that funded project.
5. Retry the readiness summary after the billing change becomes active.

A temporary rate-limit message is different from a quota error. For a temporary rate limit, wait briefly before retrying.

Client Portal

The Client Portal tab provides application-specific access for linked clients. Staff can enable or revoke access, copy the portal URL, exchange messages, and create approval requests.

Apply the correct checklist template before sending the portal link so clients immediately see the required document requests.

Upload And Review Documents

1. Open the application’s Documents tab.
2. Upload a general application document, or upload directly against a checklist item.
3. Select View to preview it in the popup.
4. Update its status after review.
5. Use Share only when an external recipient needs temporary access.

Delete An Application

Delete an application only after confirming that its linked records and documents are no longer required. Application deletion cannot be treated as a substitute for the practice’s record-retention process.