In the journey of client servicing, applications represent the final service that a client chooses to move forward with. This is more than just a record—an application acts as a dynamic platform for counselors and administrators to manage, track, and communicate the entire conversion process in a streamlined and transparent manner.
An application captures the specific service that a client has agreed to pursue. Whether it's a university admission, visa processing, or a language test registration, once a client commits to a service, it is recorded as an application.
Each application is structured with clearly defined workflow stages, allowing teams to visualize the client's progress and take relevant actions at the right time.
Each application is tied to a Workflow—a series of stages that outline the typical steps in that particular service process. For instance, a student visa application workflow might include stages like:
Initial Review → Document Collection → Submission → Approval → Finalization.
At each stage, users can take specific actions, add notes, upload documents, and track the application’s progress—all within the system.
Applications are also linked to a Partner (e.g., a university or institution) and a Product (e.g., a specific program or course). This helps in organizing and filtering applications for reporting, tracking performance, or simply managing client preferences.
Clients often opt for more than one service. For example, a student might apply to multiple universities or apply for both admission and a dependent visa. The system supports multiple applications per client, each managed independently through its own workflow.
One of the biggest advantages is that application progress is tracked automatically. As users perform actions within each stage, such as uploading a document or scheduling an interview, the system logs these updates and reflects them in real-time. This reduces manual work and improves visibility for everyone involved.
Client: Sarah Jones
Service: Master's Degree in Australia
Partner: University of Sydney
Product: Master of Business Analytics
Workflow Stages:
Application Submitted
Documents Verified
Conditional Offer Received
Offer Accepted
Visa Process Initiated
As Sarah's counselor uploads her academic transcripts and submits her application to the university, the system automatically logs these actions under “Documents Verified” and moves the application to the next stage. When the university sends a conditional offer, it’s recorded, and the counselor can take further steps, like guiding Sarah to fulfill the offer requirements.
By breaking down the application journey into manageable stages, the system not only improves internal workflow but also enhances transparency and accountability. Everyone on the team knows what’s been done, what’s pending, and who’s responsible—making client servicing more effective and stress-free.
