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🎓Built for F-1 Student Visa Counsellors

SEVIS & Form I-20 Document Tracking Software

Track Form I-20 issuance and reissuance, reported SEVIS record status, CPT/OPT filing windows, and program-extension deadlines for every F-1 student client — on one dashboard, instead of across paper I-20 copies, email threads, and a counsellor's memory.

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Good morning, Rahul 👋
Tuesday, 10 March 2026
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What It Is

What does SEVIS & I-20 tracking software do for a visa consultancy?

SEVIS — the Student and Exchange Visitor Information System — is the federal database DHS/ICE uses to track F-1 and M-1 students and J-1 exchange visitors from the moment their school creates a record for them through to program completion. The Form I-20 is generally described as the paper or PDF document that reflects whatever is currently on file in that SEVIS record — and because a student can be issued more than one I-20 over a program (an initial copy, a CPT-endorsed reprint each semester, a reissue after a program extension, a travel-signature reprint), only a school's Designated School Official (DSO) can actually create, update, or terminate the underlying record. A consultancy helping that student does not control any of that — but it does need a reliable way to know, for every F-1 client on its books, which I-20 is current, what SEVIS status has been reported, and which filing windows (CPT, OPT, a program extension) are coming up. This feature gives counsellors exactly that: an I-20 version log, a SEVIS-status tracking field, and reminders built around the commonly cited CPT/OPT and extension windows — sitting on the same case record as the client's other documents, including their SEVIS I-901 fee payment receipt. It is a tracking layer for the consultancy's own records, not a replacement for the school's DSO or a connection into SEVIS itself.

Sound Familiar?

Why do F-1 deadlines keep slipping through?

Multiple I-20 versions per client, status changes the consultancy only hears about informally, and narrow filing windows across a growing F-1 caseload.

🗂️

I-20 Deadlines Scattered Across Paper, Email, and Memory

A single F-1 student can go through several versions of their Form I-20 over one program — an initial copy, a CPT-endorsed reprint each semester, a reissue after a program extension, a travel-signature reprint. Each version carries its own program or employment end date, and once these copies are scattered across email threads, scanned PDFs, and a client's own WhatsApp messages, it becomes genuinely hard for a counsellor to say with confidence which I-20 is the current, valid one before advising a client on travel, CPT, or OPT.

⚠️

SEVIS Record Status Changes Without the Consultancy Noticing

A student's actual SEVIS record is maintained by their school's Designated School Official (DSO), not by the consultancy helping them — but a status change on that record (an authorized transfer, a program completion, or a termination) can have real, immediate consequences for whether a client is safe to travel or continue working. When that information only reaches the consultancy informally, days or weeks after the fact, a counsellor can end up giving advice based on a status that has already changed.

⏳

Narrow CPT/OPT and Extension Windows, Many Students at Once

OPT applications are commonly described as filable only within a specific window around a student's program end date, CPT generally needs a fresh per-semester DSO endorsement, and a program-extension request commonly needs to be filed before the current I-20 expires. Tracking even one of these windows correctly for one client by memory is manageable; tracking all of them correctly, on time, across a caseload of dozens of F-1 students with different program end dates, is where manual tracking in spreadsheets or sticky notes tends to break down — and a missed window can mean a denied application or a status problem for the client.

The F-1 Tracking Pipeline

From I-20 issued to deadline resolved.

VisaBOS tracks every F-1 client through four stages — the same way, whether the deadline is a CPT endorsement, an OPT filing window, or a program extension.

📄
I-20 Issued
Initial, CPT-endorsed, or reissued
🔖
SEVIS Status Logged
Initial / Active / Terminated, as reported
⏳
CPT/OPT Window Flagged
Filing window reminders fire
✅
Extension or Completion Tracked
Program end date resolved, on record
Feature Deep Dive

What does the module actually track?

Purpose-built tooling for the F-1 document and deadline layer — I-20 history, SEVIS status, CPT/OPT windows, extension alerts, and a shared document vault.

🗂️

I-20 Issuance & Reissuance Log

Every version of every I-20, one timeline per client

  • ✓Each I-20 a client receives — initial, CPT-endorsed, reissued for travel, or reissued after an extension — logged against their case with its issue date and program/employment end date
  • ✓Full version history retained so a counsellor can confirm which I-20 is current before advising on travel, CPT, or OPT
  • ✓The scanned document itself stored alongside the log entry, not just a date typed into a spreadsheet row
  • ✓Supports multiple I-20s per client over the life of a program, since extensions and CPT endorsements each generate a new one
🔖

SEVIS Record Status Field

Tracked for visibility, not treated as the system of record

  • ✓A status field per client (e.g. Initial, Active, Terminated, Completed) updated by the counsellor as the school or DSO communicates it
  • ✓Flags clients whose reported status change needs a follow-up conversation with the DSO before travel, re-enrollment, or employment is treated as settled
  • ✓Clearly a CRM tracking field, not a live SEVIS/SEVP integration — the authoritative record always sits with the school's DSO and ICE/SEVP
  • ✓Every status change logged with a date and a note, building a simple audit trail per client over time
⏳

CPT & OPT Window Reminders

Filing windows flagged before they close, not after

  • ✓A client's recorded program end date drives reminders around the commonly cited OPT filing window and the grace period that follows it
  • ✓Per-semester CPT endorsements tracked separately from OPT, since CPT needs a fresh DSO sign-off on the I-20 each semester, tied to a specific employer
  • ✓Reminders configurable per counsellor, with escalation to a second team member if the first has not acknowledged an approaching window
  • ✓All windows shown are commonly cited reference ranges, not guarantees — always confirmed against the client's own I-20, DSO guidance, and current USCIS rules before filing
📅

Program Extension Deadline Alerts

A client's own program end date, tracked, not guessed

  • ✓Alerts counsellors ahead of a client's program completion date whenever an extension request is likely to be needed
  • ✓Reason for the extension (academic delay, change of major, documented research or medical issue) logged against the case for the DSO conversation
  • ✓Historical extension requests and their outcomes retained per client for future reference and pattern-spotting
  • ✓Built around the general rule that an extension generally needs to be requested and approved before the current I-20's program end date — exact school-specific lead times still confirmed with each institution
🗄️

Document Vault for I-20s, DS-2019s & Receipts

Every F-1 document, attached to the right case

  • ✓I-20s, DS-2019s (for J-1 cases), SEVIS I-901 fee payment receipts, and DSO correspondence all stored against the correct client case file
  • ✓Built on the same document-management layer used across every other case type on VisaBOS, not a separate siloed tool
  • ✓Searchable by client, document type, or date, so a counsellor is not digging through email threads the morning of an interview or a filing deadline
  • ✓Works alongside our passport & document expiry tracking module for clients juggling passport, visa stamp, and I-20 expiry dates at the same time
🏢

Multi-Branch Visibility & Audit Trail

Every counsellor, every branch, one F-1 caseload view

  • ✓Branch owners and admins see upcoming I-20 expirations, CPT/OPT windows, and extension deadlines across the entire F-1 caseload, not just one counsellor's desk
  • ✓Per-branch data isolation keeps individual counsellors scoped to their own assigned clients
  • ✓Every status change, reminder, and document upload is timestamped, building an auditable case history over time
  • ✓Exportable reports by branch, deadline type, or date range to support team planning and workload review

CPT and OPT eligibility rules, filing windows, and the STEM OPT 24-month extension are set and periodically revised by USCIS and DHS — see our OPT & STEM OPT extension explainer for how those rules generally work, and always confirm current figures on USCIS.gov and with the client's school DSO before advising a specific case.

Getting Started

From I-20 on file to caseload-wide visibility

Three steps, one F-1 case record, no separate spreadsheet to reconcile against the case management system.

01

Create the F-1 Case & Log the Current I-20

Add the client's case, record their program start and end dates from their current Form I-20, and upload the document itself. If they already have CPT or OPT history, or a program-extension record, log that too so the file starts complete rather than from scratch.

02

Track Status, CPT/OPT, and Extension Activity As It Happens

As the school or DSO communicates a SEVIS status update, a CPT endorsement, or an approaching extension deadline, the counsellor updates the client's record. Reminders fire ahead of the commonly cited CPT/OPT windows and the client's program end date so nothing is left to memory.

03

See the Whole F-1 Caseload on One Dashboard

Branch admins and counsellors see every client's current I-20 status, SEVIS status, and upcoming deadline — CPT, OPT, or extension — across the whole caseload, so a busy month of program-end dates is visible weeks in advance rather than discovered case by case.

By the Numbers

VisaBOS for SEVIS & I-20 Tracking at a Glance

4+
F-1 Deadline Types Tracked
Per-Client
I-20 Version History
Multi-Branch
Caseload Visibility
14-Day
Free Trial
₹5,000/mo
Starter Plan
FAQ

Frequently Asked Questions

Common questions from consultancies tracking F-1 student I-20s, SEVIS status, and CPT/OPT deadlines.

What does SEVIS & Form I-20 tracking software actually do for a visa consultancy?+
It's a feature inside VisaBOS for tracking the operational, time-sensitive side of every F-1 (and, where relevant, J-1) student client's file: which version of their Form I-20 is current, what their SEVIS record status is reported to be, when their CPT or OPT filing window opens and closes, and whether a program-extension request needs to go in before their I-20's program end date. Instead of this information living across paper I-20 copies, DSO emails, and individual counsellors' memories, it sits on one case record that any assigned counsellor or branch admin can see, with reminders fired ahead of the dates that matter.
Does VisaBOS integrate directly with SEVIS, or file anything with ICE/SEVP on a student's behalf?+
No. SEVIS — the Student and Exchange Visitor Information System — is a federal database maintained by DHS/ICE, and only a school's own SEVP-certified Designated School Official (DSO) can create, update, or terminate a student's SEVIS record or issue an official Form I-20. VisaBOS has no connection to SEVIS and does not submit anything to SEVP, USCIS, or any government system. What this feature does is give a consultancy's own counsellors a structured place to record what they have been told by the student and the school — the I-20 dates, the reported SEVIS status, the relevant deadlines — so that information is tracked consistently instead of living in someone's inbox. The authoritative source for a student's actual SEVIS record is always their school's DSO, not this CRM.
What is the difference between a Form I-20 and a SEVIS record, and why track both?+
A SEVIS record is the underlying database entry a SEVP-certified school creates once an admitted student is registered in SEVIS; the Form I-20 — officially the "Certificate of Eligibility for Nonimmigrant Student Status" — is generally described as the paper or PDF document that reflects whatever is currently in that SEVIS record at the time it is printed. A student can be issued more than one I-20 over the course of their program — for example after a CPT endorsement, a program extension, or simply a reprint for travel — and only the most recent, correctly endorsed version is normally the one that matters for travel, employment, or a visa interview. Tracking both the SEVIS-record-level status and the specific I-20 version in hand helps a counsellor avoid advising a client off an outdated document.
What do SEVIS record statuses like Initial, Active, and Terminated mean, and why should a consultancy bother tracking them?+
These are commonly described, in school and SEVP guidance, as some of the record-status values SEVIS uses: "Initial" generally describes a record that has been created and is ready for the student to use to enter the US or complete a status-related step; "Active" generally describes a student who is currently enrolled and considered to be maintaining status; "Terminated" generally describes a record ended by the school or SEVP for a reason other than normal program completion — which can be an administrative, non-adverse action (such as an authorized change of status) or a more serious one (such as a status violation), and which, in either case, removes the student's employment authorization and ability to re-enter the US on that record. A consultancy tracking a status field per client — reported by the student or the school — can flag a status change for follow-up with the school's DSO rather than only discovering it when a client's travel or employment plans run into trouble. This field is a tracking convenience, not a substitute for confirming the actual record with the DSO.
How do the CPT/OPT window reminders work, and are the day-counts guaranteed to be current?+
Optional Practical Training (OPT) applications are commonly described as filable up to roughly 90 days before a student's program end date and generally no later than 60 days after it, with a roughly 60-day grace period after program completion in which a student without further authorized activity generally has to depart, transfer, or change status. Curricular Practical Training (CPT) works differently — it is commonly described as authorized per semester by the school's DSO directly on the I-20, tied to a specific employer and date range, generally after a student has completed one academic year of full-time enrollment (with some exceptions for certain graduate programs). This feature uses a client's recorded program end date and CPT/OPT activity to fire reminders around these commonly cited windows. These figures, and the broader eligibility rules around them, are set by USCIS and DHS and have been revised before — a consultancy should always confirm the current, exact rules on USCIS.gov and with the client's school DSO before filing anything, rather than treating a reminder date as a guarantee.
Can this feature track program-extension deadlines across a whole caseload, not just one student at a time?+
Yes. A program-extension request is generally described as needing to be filed, and approved, before a student's current I-20 program end date — and the exact lead time a given school expects (commonly cited examples range from roughly two weeks to 60 days before expiry, depending on the institution) varies by DSO and department. Because a consultancy may be tracking dozens of F-1 clients approaching their program end date at different times, this feature surfaces upcoming program-end dates across the whole caseload on one dashboard, flags which clients likely need an extension conversation, and logs the stated reason (academic delay, change of major, documented medical issue, and so on) against each case for that DSO conversation — rather than relying on a counsellor remembering which of forty students is approaching their deadline this month.
How is this different from the general document-management and passport/document expiry features already on VisaBOS?+
Our document-management and passport & document expiry tracking features handle document storage and expiry dates generally, across every visa type a consultancy handles. This feature is the F-1/SEVIS-specific layer on top of that: it adds I-20-specific fields (program end date, CPT/OPT endorsement history, reported SEVIS status) and F-1-specific reminder logic (OPT filing windows, program-extension deadlines) that a general passport-expiry reminder does not capture. The underlying documents — the I-20 itself, a DS-2019 for a J-1 case, a SEVIS I-901 fee receipt — still live in the same document vault as everything else; this feature just gives F-1 cases the specific tracking fields their deadlines actually need.
Is there a free trial for this feature?+
Yes — VisaBOS offers a 14-day free trial with full access to every module, including SEVIS/I-20 tracking fields, no credit card required, so a consultancy running F-1 student cases can start logging I-20 and CPT/OPT data for its existing caseload within the first session.
Explore More Resources

Related Guides & Pages

SEVIS I-901 Fee Payment Guide
Read more →
US OPT and STEM OPT Extension Explained
Read more →
US F-1 Student Visa Explained
Read more →
USA Visa Consultant Software
Read more →
Visa Document Management Software
Read more →
Passport & Document Expiry Tracking
Read more →
Stop Tracking I-20s and OPT Windows From Memory

One Record for Every F-1 Deadline

I-20 version history, SEVIS status tracking, CPT/OPT window reminders, and program-extension alerts — on one dashboard, built for India's F-1 student visa counsellors.

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