From visa grant to airport pickup — every arrival case in one operations workspace
Travel & Arrival tracking for education agencies: readiness checklists, flight details, pickup coordination, accommodation notes, incident escalation, and student portal updates — linked to the same application your counselors already manage.
28
active travel cases
7
arriving this week
100%
arrival visibility
Subclass 500 — Sarah M.
Why post-visa arrivals still break on landing day
Education agencies celebrate visa grants — then lose visibility until a student calls from the airport. Flight details in chats, pickup in someone's notebook, and no single view for ops.
Post-visa logistics live in WhatsApp threads
Problem: Visa is approved but flight tickets, pickup contacts, and hostel details sit in counselor chats. When a student lands at 2am, nobody knows who is meeting them.
Solution: Travel cases open automatically from approved visa applications. Flight PNR, pickup assignment, and accommodation status live on one record — with action-required alerts before travel dates slip.
Arrival issues discovered after the fact
Problem: Immigration questioning, delayed flights, and no-shows surface on group chats hours later. Branch managers only hear when parents call angry.
Solution: Incident tracking with severity, escalation owner, and timeline entries. Filter chips surface issues reported and pickup still unassigned — ops fixes blockers before arrival day.
Students keep calling for travel updates
Problem: Families ask the same questions: Is my ticket received? Who picks me up? What does the student portal show? Counselors re-type answers from memory.
Solution: Student portal preview shows exactly what families see — flight summary, pickup details, and accommodation visibility controlled per case. Notification templates send travel confirmed, pickup assigned, and arrival day reminders in one click.
Six KPI cards — active cases, readiness, tickets, pickups, this week, and issues
The same summary strip your arrival ops team sees when they open Travel & Arrival. Click through filter chips to work the queue — not a static marketing number.
Total Active Travel Cases
28
Travel Ready
16
Awaiting Ticket Upload
5
Pickup Required
9
Arriving This Week
7
Arrival Issues / Escalations
2
Action required before students travel
Missing tickets, unassigned pickups, open incidents, and incomplete readiness — surfaced in an amber panel sorted by urgency. Resolve from the case drawer without leaving the workspace.
Action required
Pre-arrival blockers — resolve before travel dates slip
- Request Ticket
Rahim Uddin APP-2025-0911
Travel: —
Issue: Ticket not uploaded yet
- Assign Pickup
Fatema Akter APP-2025-0943
Travel: 18 Apr 2025
Issue: Arrival in 2 days, pickup not assigned
- Open Incident
Ahmed Hasan APP-2025-1012
Travel: 16 Apr 2025
Issue: Student reported immigration questioning at departure
Filter chips match your ops workflow
All, awaiting ticket, ready to travel, arriving this week, pickup required, issues reported, and completed — plus country, readiness, and arrival date filters.
Travel & Arrival cases
| Student | Institution | Status | Travel | Alert |
|---|---|---|---|---|
Rahim Uddin APP-2025-0911 | University of Cyberjaya Malaysia | Awaiting TicketNot Traveled | — | Missing ticket |
Fatema Akter APP-2025-0943 | INTI International University Malaysia | Ready to TravelScheduled | 18 Apr 2025 | Pickup pending |
Ahmed Hasan APP-2025-1012 | University of Hertfordshire UK | Ready to TravelIssue Reported | 16 Apr 2025 | Immigration issue |
Tania Sultana APP-2025-1086 | SEGi University Malaysia | Partially ReadyNot Traveled | 20 Apr 2025 | Accommodation pending |
Readiness, flight, pickup, portal preview, and incidents on one record
Open any row to manage the full travel case — linked to the application, counselor, arrival officer, and partner agent. Update status, send notifications, and confirm arrival from table actions.
Seven-step travel readiness checklist
Visa approved, ticket uploaded, travel clearance, pickup assigned, accommodation confirmed, emergency contact, and pre-arrival brief — each item with status, last update, and one-click actions.
- Blocked items surface before counselors mark travel ready
- Request ticket upload and assign pickup from checklist rows
- Accommodation and emergency contact tracked per case
- Pre-arrival brief sent flag for compliance and parent reassurance
Travel readiness checklist
- Visa approvedcomplete
- Ticket uploadedRequest Ticket Upload
- Travel clearance completedpending
- Pickup assignedAssign Pickup
- Accommodation confirmedcomplete
- Emergency contact savedpending
- Pre-arrival brief sentSend Brief
Visa approved
Case opens from visa workflow — linked application and counselor
Ticket & readiness
Upload flight, complete checklist, confirm accommodation
Travel scheduled
Dates confirmed, pickup assigned, student notified
En route & arrival
Track landing, pickup, and accommodation check-in
Completed
Arrival recorded — feeds education reports and funnel KPIs
Visa grant → ticket → travel → landed — on the same student record
Travel cases do not start in a separate spreadsheet. They open from approved visa applications and close when check-in is complete — feeding education reports and the arrivals funnel on Reports Overview.
- Automatic case creation when visa status is approved
- Internal ops status separate from student portal labels
- Confirm pickup, arrival, and accommodation check-in stages
- CSV export for branch airport coordination handovers
Nine notification templates — travel confirmed to arrival completed
Send ticket reminders, pickup assigned, pre-arrival briefs, and arrival day messages. Every send logs on the case timeline so counselors know what the family already received.
Notification templates
Logged on case timeline when sent
Preview
Your visa is approved. Please upload your flight ticket to continue travel preparation.
Send notification →Four steps from visa grant to completed arrival
Built for agency ops coordinators and counselors who run dozens of concurrent travel cases across Malaysia, UK, Australia, and other destinations.
Case opens at visa grant
When visa is approved on the linked application, travel tracking activates. Counselor, arrival officer, and partner agent names carry over — no re-entering student details.
Complete readiness checklist
Request ticket upload, confirm accommodation, assign pickup, and save emergency contacts. Action-required panel highlights blockers sorted by travel date.
Notify student and monitor
Send templated notifications — travel confirmed, pickup assigned, arrival day. Student portal updates in sync; families self-serve instead of calling the office.
Confirm arrival and close case
Mark picked up, reached accommodation, and checked in. Completed cases feed education reports and the lead-to-arrival funnel on Reports Overview.
What arrival ops opens every Monday morning
Start with action required, filter arriving this week, send notifications, and preview the student portal — the same rhythm your team uses in the live workspace.
Review action required
Open the amber panel first — missing tickets, unassigned pickups, and open incidents sorted by urgency.
Filter arriving this week
Chip filter plus arrival date range — coordinate airport pickup before Friday.
Send travel notification
Pick from nine templates — ticket reminder, pickup assigned, arrival day — logged on the case timeline.
Preview student portal
Check visible status and instructions before the family sees flight or pickup details.
How each agency role uses Travel & Arrival
Ops coordinators, counselors, owners, and branch managers — everyone works from the same live cases, scoped by filters and linked to applications and reports.
Arrival operations coordinator
Scenario: Seven students land in Kuala Lumpur this week. You need pickup assignments, flight times, and who still has not uploaded tickets — without opening four spreadsheets.
With edazent: Arriving This Week and Pickup Required filter chips, KPI cards, and action-required panel. Assign pickup from the case drawer; export CSV for airport desk handover.
Counselor
Scenario: Your student Ahmed messaged that immigration held him at departure. You need to log it, notify internal support, and update the family — while staying on your caseload.
With edazent: Open case from applications or travel table. Log incident, append timeline entry, send issue-update notification. Portal preview shows what the student sees.
Agency owner
Scenario: Leadership asks how many students arrived this intake vs still awaiting tickets — and whether Dhaka office is behind on pickups.
With edazent: Education and operations reports drill to travel-arrival with status filters. Funnel stage counts arrivals alongside visa and enrollment KPIs on Reports Overview.
Branch manager
Scenario: You run the Bangladesh office and only want travel cases for your students flying to Malaysia this month.
With edazent: Country, readiness, arrival date range, and incident filters on the workspace. Search by student name, application number, or flight number.
Travel sits between visa, applications, portal, and reports
No duplicate student records. Update a travel case and the student portal, education reports, and operations drill-downs reflect the same arrival status.
Visa Processing
Approved visa cases flow into travel tracking — same application, counselor assignment, and document links.
Learn moreStudents & Applications
Jump from travel table to application detail. Intake, institution, and programme context on every case row.
Learn moreStudent Portal
Families upload tickets and read arrival instructions in the portal — ops controls what is visible per case.
Learn moreReports & Analytics
Arrivals KPI on Reports Overview and education report drill-downs — visa/travel funnel through to landed students.
Learn moreAgency success story
“Keeping track of every client detail seemed impossible. edazent overcame our biggest challenge — data management.”
— Arif bin Mohd Zain, Director at Professional Visa and Education Service
10/10 user rating
Travel coordination: WhatsApp vs one connected workspace
See how live travel cases compare to spreadsheet trackers, counselor group chats, and status calls families make every landing week.
Manual / Spreadsheets
1/8
features covered
Generic CRM
2/8
features covered
edazent
7.5/8
features covered
| Feature | Manual | Generic CRM | edazent |
|---|---|---|---|
| Lead pipeline CRM | |||
| Application lifecycle tracking | Spreadsheets | Basic | Full wizard + stages |
| Institution & programme database | |||
| Document rules engine | |||
| Website ↔ CRM sync | |||
| Commission income pool & payout schemes | Excel | ||
| Student portal | Add-on | ||
| Agent portal |
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14 capabilities purpose-built for education & migration agencies.
View full comparisonOne connected system
Your agency website, office CRM, and client portals — one system, one database
Travel cases open from approved visa applications — flight, pickup, and arrival status sync to the student portal and education reports.
Start using Travel & Arrival
Give your ops team full visibility from visa grant to airport pickup. Start your free trial — linked to applications, student portal, and reports from day one.
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Why agencies switch
10
Agency partners
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Platform modules
2
Office locations
7 days
Free trial
Education & migration agencies in Bangladesh, Malaysia, and Australia trust edazent.