Tell Every Applicant Exactly What's Missing, Automatically
Every visa applicant asks the same questions about documents, timelines, and appointment slots, usually more than once while they wait.
Reflys answers instantly and keeps applicants updated on status automatically, on the channel they're already messaging from.
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Where visa applicants
keep asking
Applicants ask which documents they need for a specific visa type, over and over, at every stage
Checking application status means a phone call or an office visit for most applicants
Case files and document status live in a separate case-management system, disconnected from wherever applicants are actually messaging in
Biometric and interview appointment slots get booked through back-and-forth calls
Processing-time and fee questions repeat for every destination and visa category offered
Anxious applicants message multiple times a day for an update when nothing has changed yet
From Document Checklist to Visa Decision
Document Checklist Automation
A visa-type-specific checklist sent and confirmed item by item in chat.
Application Status Updates
Automatic status messages as a case moves forward, plus instant answers on request.
Appointment Booking Flow
Biometric and interview slots booked directly in the same thread.
CRM Integration
Connects to your case management system via API or webhook, configured directly into your automations — reads case and document status and writes updates back in parallel, so the status shown is always current.
Document status and checklists only — passport or national ID numbers aren't collected or stored inside the chat automation itself.
Where Applicant Conversations Happen
WhatsApp-led — document checklists, status updates, and appointment booking in one thread per applicant.
Answer First Visa Questions
Instagram DM answers processing-time and fee questions from applicants who find you through your posts.
Best for:
- Fee & timeline FAQ
- New applicants
One Thread Per Applicant
WhatsApp handles document checklists, status updates, and appointment booking for each applicant.
Best for:
- Document checklist
- Status updates
Visa Case Management Software That Answers Applicants Before They Call
Visa applicants are anxious and it shows in the inbox. The same person asks about documents, processing times and status several times in a week, usually when nothing has changed. Visa case management software connected to chat answers those questions the moment they are asked and tells applicants what is still missing.
How it works
Send the right checklist
Document checklist automation sends the list for the applicant's visa category and confirms supporting documents item by item, so missing documents surface in days, not at submission.
Update status proactively
Visa application status updates go out automatically as a case file moves forward, and applicants can ask for their current status at any time. Many status calls disappear when the applicant already knows the last step that was completed.
Book appointments in the thread
Visa appointment booking covers the biometrics appointment and the consulate interview in the same conversation, without a round of phone calls. The confirmation stays in the same thread as the checklist.
Connect your case system
By API or webhook, Reflys reads case and document status from your case management system and writes updates back.
In practice
Imagine an applicant for a tourist visa who uploads five of seven documents on Monday. On Tuesday she asks what is missing and is told immediately: a bank statement and a passport photo that meets the size rule. She sends both that evening. On Thursday she receives a message that her application was submitted, and she does not call the office once.
Practical tips
State typical processing times as a range and say plainly that the consulate decides. False precision creates more status messages, not fewer.
Send a short “no change yet” update on a regular rhythm during long waits. Silence is what makes applicants message three times a day.
List visa fees and your service fee separately. Applicants trust a breakdown and question a single total. Say clearly which fees are non-refundable.
Questions? We've got answers.
Everything you need to know about Reflys, automations, integrations, and getting started.
Yes — the checklist is set per visa type and destination, so applicants get a specific list instead of a generic one, and can confirm each item as they upload it.
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