What the agent handles
- Books paid consultations
- Collects basic background details
- Explains services and fees
- Takes document request messages
- Handles callers across time zones
Legal, finance and professional
AI receptionist for immigration consultants
Handles enquiries about study permits, work permits and permanent residence, gathers basic background details, and books consultations with licensed consultants.
CallerMy work permit expires in two months and I don't know if I should renew or apply for PR.
CallerI'm calling from overseas, can I book a consultation for my daughter who wants to study in Canada?
CallerI got a letter asking for more documents, what does it mean?
Where calls go
IntakeLicensed consultantsCase managersAccounts
Warm transfer: When a client calls about a deadline on a file that's already open, the agent warm-transfers to their case manager.
What it books
Consultations
Why immigration consultants miss calls, and what an AI receptionist changes
Immigration consulting runs on several clocks at once. A student's parent in Lagos calls at what is 3 a.m. in Mississauga, a worker in Surrey watches the expiry date on their permit, and a spouse abroad wants to know where sponsorship stands. Licensed consultants spend their days reviewing files, preparing forms and meeting clients, and the phone keeps ringing through all of it. A prospective client who reaches voicemail usually has three other consultants open in browser tabs.
A RealVoice AI receptionist answers each of those calls, at whatever hour the caller's day happens to be, and often in their own language. It finds out what they're asking about, whether a study permit, a post-graduation work permit, Express Entry, spousal sponsorship or a visitor visa, and collects the basics your intake asks for: country of residence, current status in Canada and its expiry date, and who else is on the application. It explains your consultation fee and what the paid consultation covers, then books it with the right consultant and states the time in both your time zone and the caller's.
It never assesses eligibility, estimates a score, predicts processing times or tells anyone their chances. Those belong to your licensed consultants. A caller holding a procedural fairness letter or a request for more documents has the deadline taken down first, and an existing client is warm-transferred to their case manager. New callers with a letter are booked at the earliest opening and the consultant is alerted, so nobody's deadline sits in a voicemail box.
Example call, start to finish
- CallerHello, I'm calling from Chandigarh. My daughter got admission to a college in Winnipeg and we want help with her study permit.
- AI receptionistThat's wonderful news for her. I can book a consultation with one of our licensed consultants. Has she received her letter of acceptance, and when does her program start?
- CallerYes, the letter came last week. Classes start in January.
- AI receptionistThank you. The consultation is paid, and I'll text you the fee and what to have ready. Mr. Gill has Tuesday at 8 a.m. Winnipeg time, which is 6:30 in the evening in Chandigarh. Would that suit you?
- CallerYes. Can the consultation be in Punjabi? My wife will join and she is more comfortable in Punjabi.
- AI receptionistMr. Gill speaks Punjabi, so I'll note it for the meeting. I can also carry on in Punjabi with you now if that's easier. Would you like me to switch?
- CallerNo, English is fine for me. Thank you.
- AI receptionistYou're booked Tuesday at 8 a.m. Winnipeg time with Mr. Gill, in Punjabi. The confirmation shows both time zones and the list of documents to keep on hand.
After the call: Mr. Gill gets the intake summary before the meeting: the daughter's college and January start, the letter of acceptance in hand, the family's location and the request for Punjabi. The family has a confirmation text with the time in both zones, and the recording and summary are in the RealVoice portal for the intake team.
How it fits your day
- Overnight, Canadian time
- Calls from India, the Philippines, Nigeria and the Gulf arrive while your office is dark. The agent answers them, gathers the intake details and books consultations in hours your consultants actually work.
- Before each intake term
- Families planning for September and January programs call in waves. Each consultation is booked with the program start date noted, so consultants can see which files are tight on time.
- The day after an announcement
- When a new draw or program change is announced, phones fill with existing clients and new prospects. Clients get a message to their case manager, and new callers get a booked consultation instead of a hold queue.
- Open files
- Once the team has connected it to your case management software during setup, a client asking where their file stands hears its current stage and which documents you're still waiting on. They can text a photo of a new letter to your office number, and it's kept with the call in the portal. Anything needing judgment goes to their case manager, deadline at the top.
Your software
Today it books consultations into the RealVoice schedule in the portal, keeps each intake summary and recording there, and texts callers a confirmation showing the time where they are. If your practice runs Immicase, CaseEasy, VisaFlo or Migrawise, the team can set up a connection to it; custom integrations are quoted separately.
What a missed call costs
A paid consultation is often the first step toward a retainer for a full application, which commonly runs $3,000 to $5,000 in professional fees. Suppose your firm misses five prospective-client calls a week, many of them overnight from abroad, and one in five of those callers would have retained you. That is about fifty files a year opened by another consultant. Enter your own consultation and retainer figures in the missed-call calculator on our homepage.
Questions immigration consultants ask
Will it tell callers whether they qualify?
No. Eligibility, scores, processing times and chances of approval are for your licensed consultants. The agent gathers the facts the consultant will need, books the consultation, and says plainly that it can't assess a case.
Can it take calls in Punjabi, Hindi, Tagalog or Spanish?
Yes. Beyond English and French it speaks many other languages and checks with the caller before switching. It also records the caller's preferred language, so you can match them with a consultant who shares it.
How does it handle callers in other time zones?
It answers around the clock and gives appointment times in both your time zone and the caller's, on the call and in the confirmation text.
What happens when an existing client calls about a deadline?
It asks for the type of letter and the due date, then warm-transfers to the case manager on the file with a short private summary. If the case manager can't pick up, the message goes out by text and email right away, deadline first.
Can it explain our fees?
It explains your consultation fee and what's included from the information you give it. Retainer quotes for a full application stay with the consultant, since they depend on the file.
Will prospective clients mind talking to an AI?
Most care more about getting a clear next step than about who answered. If anyone asks, the agent says it's an AI assistant for your firm, and it can put them through to a person or book them with one.
Hear it as your own immigration consulting firm's front desk
Request a free demo call and the agent will phone you, set up as a business like yours.