DesksFlow brings together query management, task automation, team collaboration, client portal, documents, payments, and analytics — purpose-built for education and immigration agencies.
A catalog of pre-built workflows tuned for education and immigration agencies. Install in one click, customise forever — and update or roll back any time.
Country-specific document checklists, intake form templates, service pipelines, and message packs — ready to install on day one.
Example
Install the 'Australia Student Visa' pack in one click → get the document checklist, intake form, pipeline stages, and message templates — all pre-configured and ready to use.
Every marketplace item becomes your own copy after install. Rename fields, edit checklists, change pipeline stages — it's yours.
When we improve the catalog, an 'Update available' chip appears. Apply on your terms — or roll back to any previous state if the update isn't right for you.
Example
We add 3 new items to the Canada PR checklist. You see 'Update available' → preview the diff → apply. If it breaks your workflow, roll back in one click.
Describe what you need in plain English and AI builds it. Or import your existing spreadsheet. Get operational in minutes, not weeks.
Describe your intake form requirements in plain English — AI generates the steps and fields automatically. Refine in the visual builder.
Example
'Build an intake form for Canada PR with spouse co-applicant, IELTS scores, and 2 years work experience fields.' AI generates a multi-step form in seconds.
Upload your existing client spreadsheet. AI infers column types, detects duplicates, and generates a matching intake template.
Example
Your 3-year-old Excel sheet with 400 clients — upload once. AI maps columns, flags 12 duplicates, and has you operational in minutes.
Build and edit intake forms with a drag-and-drop visual editor. No code required.
Stage-by-stage case tracking with deadlines, payment milestones, and progress markers. Know exactly where every application stands.
Define the stages that match your visa process — from initial consultation to visa grant. Each stage has its own colour, order, and completion criteria.
Example
Study visa pipeline: Enquiry → Documents Collected → Application Submitted → Biometrics → Under Review → Visa Granted / Refused. Each stage clearly tracked.
Attach deadlines to pipeline stages. Get alerts when applications are approaching or past critical dates.
Link payment expectations to pipeline stages. Know which clients owe fees at each stage of their application.
Create your agency workspace, invite your team, and set role-based permissions in minutes.
Your data lives in its own secure workspace. No other agency can ever see it — enforced at the database level with Row-Level Security.
Example
Agency 'Global Pathway' and 'BrightFuture Consultants' run on the same platform — completely isolated. Neither can see the other's queries, clients, or documents.
Four roles — Owner, Admin, Manager, Staff — each with carefully tuned capabilities. Staff see their own work; leaders see everything.
Example
Priyanka (staff) only sees the 12 queries assigned to her. Margret (manager) sees every team member's workload and reassigns as needed.
Invite team members by email. They get their own login with the right permissions automatically.
A guided wizard captures everything about a client — visa category, education, English scores, work history — then lets you track every query to conversion.
Purpose-built for education and immigration — no generic CRM has these fields out of the box.
Example
A walk-in enquiry for Canada student visa takes 90 seconds to capture — every field a visa officer would ask is already there.
Every agency is different. Add your own fields — text, number, date, dropdown, multi-select — for what makes your workflow unique.
Example
A Punjab-based agency adds 'Home Village' (text), 'Preferred Counselor Language' (dropdown: Punjabi, Hindi, English), and 'Budget Range' (number). All queries now capture this.
Every query moves through a clear lifecycle: New → Contacted → Documents Pending → Applied → Under Review → Converted / Lost.
Generate a secure shareable link for each client. They upload documents, check status, and see updates — no more WhatsApp chaos.
From a single daily task to a 5-task playbook that fires off when a new student enrolls — everything your team needs to stay on top of commitments.
Leaders can edit every detail. Assignees can add notes and link a client — but can't secretly change priority, assignee, or due date on their own work.
Example
Margret (manager) assigns 'Collect passport from Jony Singh' to Priyanka with priority High. Priyanka can add notes like 'Jony said he'll drop it Monday' but can't change the priority or reassign to someone else.
Stop typing the same task over and over. Save common tasks as templates with `{{client_name}}` placeholders.
Example
Template 'Passport Collection Reminder' — title: 'Collect passport from {{client_name}}', priority: High, due: +3 days, assignee: J Kaur. Apply to Jony Singh → task auto-fills with real data.
The PRO-CRM feature. Bundle 5+ related tasks into one playbook. One click applies all of them to a client.
Example
Playbook 'New Student Onboarding' contains: (1) Collect passport — 3 days, (2) Send fee quote — 1 day, (3) Review SOP — 7 days, (4) Shortlist universities — 5 days, (5) Share visa checklist — 2 days. One click on Jony's query → 5 tasks created, all linked to Jony, all with resolved names.
Drag-and-drop tasks between Pending / In Progress / Completed columns. See workload at a glance.
Find any task instantly — by assignee, priority, due date, linked client, or recurrence.
Set a task to repeat daily, weekly, or monthly. When the current instance is completed, the next one auto-spawns.
Example
'Weekly team sync' recurring Monday — complete this week's instance, next Monday's appears automatically.
For rapid batch task creation. Fill once, save, keep the context — save again for the next task.
Never let a client fall through the cracks. Automatic reminders, overdue alerts, and a morning digest.
Open the dashboard — see exactly which clients need a call, message, or next step today.
Tasks past due date get highlighted in red. Count shown in the sidebar badge so you can't miss it.
Get a morning email digest of today's work. Task assignment emails ping the right team member.
WhatsApp templates, document checklists per visa type. Create once, use forever — consistency across your whole team.
Pre-written messages for common scenarios. Send a fee quote, request documents, confirm appointments — all with client details auto-filled.
Per visa category — Student, Tourist, Work, PR. Every document your clients need, listed and tracked.
Example
Canada Student Visa checklist: Passport, Academic transcripts, IELTS scorecard, SOP, Financial proof, Medical, PCC. Jony ticks off each as he uploads them.
Track Spring, Summer, Fall intakes. Link students to the right cycle so you know exactly which applications are in-flight.
Send progress updates to one client or bulk announcements to many — with an approval workflow for agencies that need it.
A timeline of every update sent to a specific client — what was shared, when, and who sent it.
Announce new intakes, policy changes, or festival greetings to all clients of a selected stage or category.
For agencies that need oversight — drafts go to admin/owner for approval before sending.
Store every passport, SOP, and receipt per client. Track fees received and balances due.
Per-client document storage with folders, renaming, and pinning.
Record every fee collected from every client. See outstanding balances at a glance.
No refresh button needed. When a teammate assigns you a task or updates a client, you see it immediately.
Tasks appear, move, and complete across every open screen simultaneously.
A client updates their portal, your colleague edits a query note — you see it in seconds.
A bell-icon notification feed for the things that need your attention.
Know where your agency stands. Conversion rates, team performance, query volume — all without a spreadsheet.
Today's follow-ups, this week's new queries, conversion rate, team workload distribution — all at a glance.
Who's closing the most queries, who has the biggest backlog. Data-driven team coaching.
Download query, task, and payment data as CSV for deeper analysis in Excel or Google Sheets.
Enterprise-grade security without the enterprise price tag. Your data is safe, isolated, and always yours.
At the database level — not just in the application. Every query is filtered by agency before data is ever read.
Every connection — web, mobile, API — is TLS encrypted. No plain-text data ever crosses the wire.
Automated daily backups retained for recovery. Never worry about losing a year's worth of work.
See It In Action
How DesksFlow handles three common scenarios every education agency faces.
Margret opens the dashboard — sees 7 follow-ups due today across the team.
She reassigns two overdue tasks from Priyanka (on leave) to J Kaur.
Kanban board shows 12 tasks in 'In Progress' — filters by priority to focus the team on High priority items first.
Team goes into the day knowing exactly what to do next — no spreadsheets, no WhatsApp hunt.
Why DesksFlow
Generic CRMs can be forced to fit. DesksFlow already fits — because it was built for your industry.
| Capability | DesksFlow | Generic CRMs |
|---|---|---|
Built for education/immigration Zoho, HubSpot, Salesforce are generic — you spend weeks customizing. DesksFlow ships ready for Day 1. | ||
Purpose-built intake wizard (IELTS, visa category, sponsor) Generic CRMs need custom fields built from scratch. | ||
Task Playbooks (multi-task bundles) HubSpot has 'Playbooks' but for sales scripts, not task bundles. Salesforce needs expensive Process Builder flows. | Limited | |
Client portal with document uploads Usually a paid add-on on other platforms. | Add-on | |
Pricing in INR (₹) No dollar exchange headaches. Pay in rupees, invoice in rupees. | ||
Real-time team collaboration Both have it, but DesksFlow is native from Day 1. | ||
Role-based permissions (Owner/Admin/Manager/Staff) All three have this, but DesksFlow's defaults match education agencies out of the box. | ||
Free founding access (30 days) First 30 agencies get 30 days free — no credit card. Direct line to the founder. | Limited trials |
Join our founding cohort — free for 30 days, no credit card needed, and a direct line to the founder to shape what we build next.