From 14 Days To 48 Hours
Apex Global Education Consultancies runs three branches across two countries. For years the visa desk ran on Excel, a shared drive and whoever remembered which student was waiting on which document. This is how that changed — and what the numbers looked like six months later.
- Client
- Apex Global Education
- Sector
- Study abroad consultancy
- Branches
- Kathmandu · Pokhara · Sydney
- Review window
- First 6 months
A student file moved between a counselor’s notebook, an intake sheet and a folder on the network drive. Filing a visa meant re-assembling that history by hand, which is why the average case took fourteen days to become a submission — and why two counselors with the same student could give two different answers.
Deadlines were the sharpest edge. Intake closures, document expiries and appointment windows lived in people’s heads, so a missed date was a matter of “if”, not “when”. Commission was worse: the payout owed to each branch and each sub-agent had to be reconstructed from offers months after the work, and every settlement call cost the director a morning.
Growth made it unmanageable. A third branch and a widening affiliate network multiplied the handovers, and the one thing the office could not buy was more hours in the day.
One file per student, end to end
Every enquiry from every branch lands in one queue with an owner, a source and a follow-up date, so nothing depends on who remembered to write it down.
Batches, rosters and results sit against the student file, so counselors see test progress before they talk about universities.
Transcripts, passports and financial statements are versioned per student with the expiry dates that matter for each country's checklist.
Applications move through university stages with statuses that update as replies arrive, instead of living in a spreadsheet column.
University commissions, branch splits and sub-agent shares are calculated from the placement record, and each payout leaves an auditable trail.
Intake closings, document expiries and visa appointment dates raise reminders to the counselor responsible, not to a shared inbox.
What the office actually felt
Down from an average of 14 days, measured across the six months after go-live.
More files carried per counselor without adding headcount at any branch.
Every affiliate sees the status of the students they referred, and nothing else.
The metric the director quotes first. Not because the team started working harder, but because the dates were in the system and the reminder reached the counselor who owned the file.
The part consultancies worry about
Existing student records were moved across by the UniTrack team as part of onboarding — no re-entry week, no parallel spreadsheet kept alive “just in case”.
Onboarding used the consultancy's real batches and real university list rather than a demo dataset, so the first session ended with work actually done.
Kathmandu, Pokhara and Sydney started reporting from the same pipeline, which is what made the commission settlement conversation possible at all.
UniTrack cut our visa filing time from 14 days down to 48 hours. Our counselors stopped juggling Excel sheets, nothing gets lost, and our university commission payouts are accurate to the rupee.
Want the same six months?
Book a walkthrough at our Kathmandu office, or get a free trial account with sample student profiles in under 60 minutes. We move your existing data for free.