01
Connect calendars, forms, and intake
Connect your staff or vendor calendars, set office hours, and add intake forms to capture applicant details like passport number, nationality, and travel dates. Use eligibility questions to route applicants to the right event types, including passport renewal, expedited passport services, and visa interviews. Cal.com integrates with your existing tools through the apps marketplace at https://cal.com/apps and supports enterprise SSO at https://cal.com/enterprise for secure rollouts across teams and locations.
02
Design your workflow and rules
Use the no-code Workflow builder to set rules around the visa application process. Define instant confirmations, time-based reminders, and pre-appointment instructions. Add dynamic links for forms, checklists, and payments. Configure separate paths for first-time applicants, renewals, and families. Developers can extend and automate with our API and webhooks at https://cal.com/docs/api, allowing you to update case systems, generate reference numbers, or trigger background checks when bookings are created or rescheduled.
03
Automate confirmations, reminders, and follow-ups
Send confirmations immediately and schedule reminders by email, SMS, or WhatsApp to reduce no-shows. Include visa photo requirements, a travel visa checklist, and consulate appointment tips so applicants arrive prepared. After the appointment, send follow-ups for missing documents, reschedules, or next steps. Every touchpoint is logged, and you can sync statuses to your internal systems. Learn more about configuring Workflows at https://cal.com/docs.
01
Cut no-shows and late arrivals
Applicants miss appointments when instructions are unclear or reminders arrive too late. Workflows solve this with smart confirmations, scheduled notifications, and clear directions. You can include consulate appointment tips, what to bring, and on-site check-in details. For high-demand days, send a 24-hour reminder, a 2-hour reminder, and a 15-minute nudge. Teams see fewer walk-ins at the wrong time and fewer empty slots, which increases throughput and applicant satisfaction.
02
Speed up document readiness
Reduce last-minute issues by sending the right guidance at the right time. Before the visit, share visa photo requirements, the travel visa checklist, and any local forms in a single message. For renewals, include a short guide on passport renewal requirements and a link to your FAQ. If something is missing, automatically trigger a follow-up with instructions to re-upload or reschedule. This cuts desk time per appointment and raises first-pass success.
03
Scale across locations and vendors
Roll out a consistent booking experience across consulates, partner agencies, and outsourced service centers. Cal.com supports pooled and round-robin scheduling, so you can distribute demand fairly and keep utilization high. Manage local holidays, staff permissions, and unique event types per site. Choose hosted or self-hosted deployments, and integrate with existing systems via API. Explore open-source flexibility at https://cal.com/open-source and enterprise options at https://cal.com/enterprise.
04
Prove compliance and security
Protect personally identifiable information with strong access controls and role-based permissions. Cal.com supports encryption in transit and at rest, SSO, audit logs, and custom data retention policies. Keep applicant communication consistent and centralized for audits, while using self-hosting options if you need more control. Read about our security posture at https://cal.com/security and explore pricing at https://cal.com/pricing.
Routing forms and eligibility checks
Screen applicants with routing forms to send them to the right event type, time slot, and location based on the visa application process or renewal needs.
Multi-channel notifications
Send confirmations and reminders via email, SMS, or WhatsApp. Add timed alerts for critical cases like an expedited passport to keep applicants on track.
Document collection and links
Share links to instructions, checklists, and upload portals. Include visa photo requirements and a travel visa checklist so applicants arrive ready with compliant documents.
Team scheduling and round robin
Pool availability across sites, assign skills, and use round-robin routing to spread workload for interviews, renewals, and intake consults.
APIs and webhooks
Connect Cal.com to your case management or CRM. Trigger webhooks on booking, reschedule, or cancellation. See developer docs at https://cal.com/docs/api.
Open-source and self-hosting
Deploy in your own environment for maximum control, or use our hosted service. Explore options at https://cal.com/open-source and https://cal.com/enterprise.
Start automating passport and visa scheduling
Create your first workflow in minutes and see how automation reduces no-shows, speeds document readiness, and scales across locations. Sign up at https://cal.com, explore the docs at https://cal.com/docs, or request an enterprise demo at https://cal.com/enterprise.
