Good questions.
Clear answers.

Yes — every new immigration firm gets a full 7-day free trial with complete access to all features on the plan you choose. A credit card is required to start, but nothing is charged during the 7-day trial period. Your card is saved securely via Stripe and only charged on day 8 if you choose to continue. No setup fees. Cancel anytime before the trial ends and you will not be billed.

Generic CRMs are built for sales pipelines, not immigration work. VisaPilot CRM is built from the ground up specifically for visa consultants — with immigration-native features like visa type pipelines, document expiry tracking, passport management, multi-stage case workflows, a client portal for applicants, and role-based access for agents and admins. You don't need to configure it for immigration; it already is.

Yes. Import your client list from a CSV or Excel file under Clients → Export & Import, or add clients one by one. If you get stuck with your first import, our support team will help.

Starter includes up to 5 team members (admins and sales agents), Growth up to 15, and Agency unlimited team members across unlimited branches. Clients never count as team members. See the full comparison on the pricing page.

Every plan includes a unique shareable link and website embed codes. Copy the auto-resizing script or direct iframe from Settings into a custom HTML block on your website. When a prospective client opens the form, they fill in their personal details, select their visa type and destination, and upload documents such as their passport, photo, and financial records. VisaPilot then automatically creates their client account, sends them their login credentials by email, notifies your team, and adds the application to your dashboard — with zero manual data entry on your end.

Yes — on every plan. Clients log in with their own credentials to see their application status in real time, upload requested documents, check their document list and receive status updates — all without calling your office. Growth and Agency also let clients view invoices and pay online.

The Agency plan supports multiple office branches from one account. You create branches, assign team members to each branch, and assign applications to the appropriate branch. Admins can see all branches consolidated in one dashboard. This is ideal for firms with offices in different cities or countries.

Yes — security is a core part of the platform architecture. Each firm's data is completely isolated in a separate tenant environment — no other firm on the platform can ever see your client records. All traffic is encrypted in transit with HTTPS/TLS, and uploaded documents are kept in private storage that is never publicly accessible. Each user can turn on a one-time sign-in code sent by email and add an authenticator app for extra protection. On Growth and Agency you can also restrict logins to your office or VPN IP addresses.

Each user can turn on a one-time password (OTP) sent to their registered email at sign-in. This prevents unauthorized logins even if a password is compromised. Codes are only sent once you enable them in Profile → Security. You can also add an authenticator app (such as Google Authenticator) for an additional layer of security, requiring a time-based code on every login.

IP restriction allows you to limit logins to specific IP addresses — such as your office network or company VPN. When enabled, anyone trying to log in from an unknown IP address is blocked. This is strongly recommended for firms handling sensitive client immigration data, as it prevents access even if credentials are stolen. IP restriction is available on the Growth and Agency plans.

Clients can upload passports, personal photographs, bank statements, offer letters, financial documents, and any additional supporting files. The system accepts common image and PDF formats. Files are organized by application and kept in private storage that is never publicly accessible — only your firm and the client can open them.

Not yet — SMS notifications are coming soon. Email notifications to clients are included on every plan today.

Yes. You own your data. Application records and reports can be exported at any time from within the platform. If you decide to cancel, your data remains accessible until the end of your billing period, giving you sufficient time to export everything before your account closes.

Cancellation does not automatically delete your records. Access follows your subscription status. Account and application history are retained until an authorized superadmin completes a confirmed deletion. Contact support to arrange an export or request deletion; there is no automatic 90-day purge.

VisaPilot CRM is built with GDPR compliance in mind. Each firm's data is isolated, encrypted in transit, and we maintain a clear data processing model. A Data Processing Agreement (DPA) is available on request. See our full GDPR policy at getvisapilot.com/legal/gdpr.

Yes. Upgrade or downgrade any time from Subscription & Billing. The change takes effect straight away and Stripe prorates the difference on your next invoice — a charge when you move up, a credit when you move down.

Yes. Annual billing saves 20% on every plan. Starter drops from $49 to $39/month (billed $468/year), Growth from $149 to $119/month (billed $1,428/year), and Agency from $299 to $239/month (billed $2,868/year). You can switch between monthly and annual at any time.

All plans include email support and access to our documentation. The Agency plan includes custom onboarding sessions and team training. You can also book a free 1-on-1 product demo at any time — our team will walk through the platform with you and help configure your firm's settings.

We accept all major credit and debit cards — Visa, Mastercard, and American Express — processed securely through Stripe. Bank transfers are available for Agency annual plans on request. All payments are encrypted and handled directly by Stripe; VisaPilot does not store your card details.

Yes. VisaPilot CRM is designed for immigration consultants, visa agencies, study abroad consultants, and immigration attorneys. The platform handles student visa applications, study permit tracking, university offer letter management, and all document workflows relevant to study abroad case management.