Most immigration consultancies lose enquiries in the gaps between tools. A visitor fills in a website form that lands in an inbox. A Facebook lead sits in Meta's Leads Center until someone downloads a CSV. A caller asks for an appointment and it goes into a diary nobody else can see. Each gap costs a few leads a week, and nobody notices because the lost ones never show up anywhere.
This article walks through how InfraBit Immigration CRM closes those gaps: website enquiries and appointment bookings that land directly in the CRM, Facebook, Instagram and Google Ads leads imported automatically, follow-ups that fire on their own, and a booking flow that syncs to Google Calendar. Where a feature belongs to a specific plan, it says so.
The connected funnel, end to end
Here is the path an enquiry takes when every channel feeds one system:
- Capture — a website form, booking widget, Meta lead form or Google Ads lead extension creates the enquiry in the CRM, with its source recorded.
- Welcome — the CRM sends an automatic welcome email the moment the enquiry is created, so the lead hears from you within seconds, not hours.
- Assign — the enquiry is assigned to a counsellor and appears in their daily follow-up list.
- Book — the counsellor books a consultation (or the visitor already booked one online); it syncs to Google Calendar and reminders go out automatically.
- Convert — after the consultation the enquiry is converted to a client or student record with one click, and the visa case begins.
Nothing in that chain is retyped by a human. That is the whole point: retyping is where phone numbers get a wrong digit and where "I'll add it later" becomes never.
1. Website enquiries that land in the CRM, not an inbox
InfraBit provides a website lead-capture form you add to any page with a single line of code — your existing site, a landing page, or a site built on the InfraBit Website Builder. A submission becomes a new enquiry in the CRM immediately, tagged with the source Website.
Because it is a record rather than an email, three things happen that an email cannot do:
- The automatic welcome email goes out at once, with your branding.
- The enquiry is assigned and gets a follow-up date, so it is on someone's list tomorrow morning.
- It is counted. At month end you can see how many enquiries the website produced and how many became clients.
For what the form should ask (and what it should not), see How Your Website Should Connect to Your Immigration CRM.
2. Appointments: online booking, Google Calendar sync, automatic reminders
The appointment booking widget embeds on your website the same way as the form. A visitor picks an available slot, enters their details, and the appointment appears in the CRM against a new or existing enquiry. Staff can also book from inside the CRM when someone calls.
Every appointment syncs to Google Calendar, so counsellors see it on their phone alongside everything else, and appointment reminders are sent automatically before the meeting — you set the timing once from the dashboard. Fewer no-shows is the practical result; the consultancies we work with mostly notice it as "the diary stopped being a problem".
Details of the calendar sync and the pipeline view are in Appointment Booking With Google Calendar Sync and a Kanban Pipeline, and the reminder automation in Immigration CRM Automation.
3. Meta (Facebook & Instagram) and Google Ads leads, imported automatically
If you run lead-form ads, you already know the problem: the leads live inside Meta's Leads Center or the Google Ads lead-form extension, and someone has to export them. By the time that happens the person has spoken to two other consultancies.
With ad integration (Enterprise plan), InfraBit connects to your Facebook and Google Ads accounts and auto-imports each lead as an enquiry — source recorded as the campaign it came from, welcome email sent, counsellor assigned. The same screen then shows campaign ROI: which campaign produced the enquiries that actually became clients, not just which one produced the cheapest form fills.
That last point changes how you spend. A Punjab consultancy running three Meta campaigns will usually find that the one with the cheapest leads is not the one producing paying clients. Without the CRM link you cannot see it; with it, the decision is obvious.
For how to set up the campaigns themselves — audiences, offers, landing pages — see Lead Generation for Immigration Consultants.
4. Follow-ups that happen without being remembered
Enquiries do not convert on the first contact. InfraBit's enquiry module is built around that: every enquiry carries a follow-up date, a status (New, Contacted, Follow-up Required, Closed) and a notes history, and each counsellor opens the day with a list of exactly who to call. Missed follow-ups are flagged rather than forgotten.
From the Pro plan up, the Kanban lead pipeline adds a drag-and-drop board — New → Contacted → Consultation booked → Retainer sent → Client — so the owner can see the whole funnel on one screen and where it is getting stuck. Email and SMS campaigns (Pro) and WhatsApp campaigns on the official WhatsApp Business Platform (Enterprise) handle the leads who went quiet: a seasonal intake reminder or a "deadline for January admissions" message goes to the right segment with one send.
The enquiry-first design is explained in Smart Enquiry & Follow-Up Management.
5. Know who is on your website before they enquire
The website visitor tracking script (Enterprise) records visits on your own site inside the CRM: which pages a visitor opened, how they arrived, and — once they submit a form — the link between that browsing history and their enquiry. A counsellor calling back a lead who spent ten minutes on the Canada study-visa page has a very different first sentence from one calling blind. See Track Website Visitors in Real Time Inside Your CRM.
What is on which plan
| Capability | Free trial | Starter | Pro | Enterprise |
|---|---|---|---|---|
| Enquiry management, follow-ups, staff assignment | ✓ | ✓ | ✓ | ✓ |
| Appointment booking & scheduling, Google Calendar sync, reminders | ✓ | ✓ | ✓ | ✓ |
| Website lead-capture form & booking widget | ✓ | ✓ | ✓ | ✓ |
| Automatic welcome email on new enquiry | ✓ | ✓ | ✓ | ✓ |
| Kanban lead pipeline | — | — | ✓ | ✓ |
| Email & SMS campaigns | — | — | ✓ | ✓ |
| WhatsApp campaigns & inbox (official API) | — | — | — | ✓ |
| Facebook & Google Ads lead import, campaign ROI | — | — | — | ✓ |
| Website visitor tracking | — | — | — | ✓ |
Current prices and the full comparison are on the Immigration CRM pricing section.
Setting it up: a one-afternoon checklist
- Add the lead-capture form to your contact page and every landing page (one line of code each).
- Add the booking widget to the contact page and the "Book a consultation" button in your header.
- Turn on the automatic welcome email and edit the template with your branding and a WhatsApp number.
- Set the default follow-up interval (most consultancies use 1 day for new enquiries).
- Connect each counsellor's Google Calendar and set reminder timing (24 hours and 2 hours before is a common choice).
- Enterprise: connect the Facebook and Google Ads accounts, then run one small campaign and watch the leads arrive before scaling spend.
- Enterprise: paste the visitor-tracking script into your site's header.
If you would rather we do it with you, that is part of onboarding: book a demo and bring your website login and ad-account access.
Frequently asked questions
Does the website form work on a WordPress or Wix site?
Yes. The form and the booking widget are a single line of embed code that works on any site where you can add HTML — WordPress, Wix, Shopify, a custom PHP site, or the InfraBit Website Builder.
Do I still have to export Meta leads by hand?
No. Leads submitted on Facebook or Instagram lead forms are imported into the CRM automatically, and each one triggers the welcome email and counsellor assignment. Ad integration is included in the Enterprise plan.
Can clients reschedule an appointment themselves?
Appointments booked through the widget can be changed by your staff in the CRM; the Google Calendar entry and the reminders update with it. Clients contact you to reschedule, and the change takes a few seconds.
Does the CRM replace our Google Ads or Meta Ads manager?
No. You still create and run campaigns in Meta Ads Manager and Google Ads. The CRM receives the leads those campaigns generate and shows you which campaigns produce clients, so you can decide where to spend.
Is there a limit on enquiries?
No plan limits the number of enquiries or clients. Plans differ by staff users and by the features in the table above.