Stop losing 10 to 15 hours per week on manual intake. Get a custom system that captures complete client data, pre-qualifies leads automatically, and prepares case files before you review them. Built specifically for RCICs in Ontario.
Immigration consulting begins with intake. A prospective client reaches out. They want to know if they qualify for Express Entry, a Provincial Nominee Program, or a work permit. They send an email with partial information. Maybe they fill out a basic contact form. Maybe they call and leave a voicemail.
Now your job begins. You need to figure out:
Most of this information is missing from the first contact. So you send a follow-up email. They respond with some answers but not all. You send another email. Days pass. By the time you have complete information, you have spent 30 to 45 minutes on someone who may not even be a good fit.
Multiply this by 20 or 30 inquiries per week. That is 10 to 15 hours spent on intake alone, before any billable work begins.
The time cost is obvious. But manual intake creates other problems:
Client intake automation replaces manual data collection with structured, intelligent forms that adapt based on responses. Instead of back-and-forth emails, prospects complete a guided questionnaire that captures everything you need upfront.
This is not just a PDF form uploaded to your website. It is a system that:
We design intake systems specifically for immigration workflows. That means understanding IRCC categories, eligibility criteria, and the questions that actually matter for case assessment.
We map your current intake process and identify every question you need answered. Then we build conditional logic so the form adapts. Express Entry applicants see different questions than family sponsorship applicants.
Based on responses, the system calculates preliminary eligibility. This is not legal advice. It is pattern matching: Does this person meet the basic criteria for the pathway they selected? If yes, proceed. If no, flag or redirect.
High-value prospects (strong eligibility, clear pathway, ready to proceed) get fast-tracked. They receive a calendar link to book a consultation. Lower-priority inquiries go into a queue for batch review.
Form responses sync with your existing tools. If you use a CRM like HubSpot, Salesforce, or an immigration-specific platform, the data flows automatically. If you use spreadsheets, we can work with that too.
Automation handles the mechanical work. But every system we build includes review points where you or your team verify the data before it moves forward. This is not blind AI. It is >RCIC compliant automation that keeps you in control.
Website forms, landing pages, and inquiry widgets that collect structured data from the first touchpoint. No more vague emails with zero context.
Automated scoring based on age, education, language, work experience, and pathway-specific criteria. Flags strong candidates and filters out poor fits.
Qualified prospects book directly into your calendar. No email tag. No scheduling conflicts. Automated reminders reduce no-shows.
Scoring and tagging based on readiness to proceed, budget indicators, and timeline. Know who to prioritize without reviewing every inquiry manually.
Data flows directly into your systems. New contacts created automatically. Fields populated correctly. No double entry.
Prospects who start but do not finish the form receive reminder emails. Abandoned inquiries get a second chance to convert.
This is not about replacing your judgment. It is about giving you better information faster so you can focus on the work that requires your expertise.
Barrana designs AI systems that support your professional judgment rather than replace it. Automation handles the mechanical work. The expertise stays with you.
We build intake systems that connect to what you already use:
No need to change your entire tech stack. We integrate with your current workflow.
Client intake is the first step. Once you have clean data, it flows into the rest of your workflow:
Learn more about our complete approach: >AI automation for immigration consultants.
See exactly how much time you are losing to manual intake
In a 30-minute call, we will map your current intake process, identify the biggest time drains, and show you exactly how automation would work for your specific practice. You will leave with a clear picture of potential time savings, whether you work with us or not.
Most intake systems are designed, built, and launched within 2 to 4 weeks. Timeline depends on complexity of your intake requirements and integrations needed.
Yes. We can embed intake forms on any website platform including WordPress, Squarespace, Wix, or custom-built sites. If you prefer, we can also create standalone landing pages.
Security is built in from the start. We use encrypted forms, secure data storage, and access controls. No client data passes through public AI tools. All systems are designed with PIPEDA compliance in mind.
Absolutely. We build forms specifically for your services. If you focus on Express Entry and PNPs, the form reflects that. If you handle study permits and work permits, we design for those pathways.
Every system includes human review checkpoints. Edge cases get flagged for your attention. Automation handles the clear cases; you handle the exceptions.