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🎥Schedule & Run Remote Video Consultations

Video Consultation Scheduling for Visa Consultants

A client books a video-call slot with a counsellor, gets a calendar invite with a join link for whichever video-calling tool your team already uses, and the outcome of the call is logged straight onto the case file once it's over.

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What It Is

What does video consultation scheduling software do for a visa consultancy?

Video consultation scheduling is the part of VisaBOS built for consultations that happen over a video call rather than in an office — a client books a slot for an initial visa-eligibility discussion, a document review call, or a pre-departure briefing, and the counsellor running that slot is the one who confirms it. Once booked, the client receives a calendar invite for the confirmed time, and the counsellor attaches their own video-call link — Zoom, Google Meet, Microsoft Teams, or whichever tool your consultancy already uses — so joining works the same way any other video meeting invite does. After the call, the counsellor logs an outcome and a short summary back onto the lead or case file the slot was booked under, so the conversation becomes part of the client's record rather than something only one person remembers. This is a different slot type from our appointment booking software, which is built around clients walking into your office or branch in person — video consultation scheduling is for the growing share of first conversations, document reviews, and briefings that now happen remotely instead. It also works alongside our Google/Outlook calendar sync feature: once a video consultation is booked, it can appear on a counsellor's external calendar the same way any other VisaBOS appointment does, if sync is turned on.

Sound Familiar?

Where do remote consultations actually fall apart?

A video call that only exists as a WhatsApp message agreeing on a time is a call with no record, no reminder, and no trace once it ends.

📵

Video Calls Booked Over WhatsApp, With No Record Anywhere

A client asks for a quick video call to discuss eligibility, and a counsellor agrees to a time over WhatsApp or a phone call. There is no shared record of that commitment — no slot on a calendar, no way for the front desk or another counsellor to see it's happening, and nothing stopping the same counsellor from being double-booked for a call that was never entered anywhere official.

🧾

The Call Happens, Then the Discussion Disappears

A counsellor runs a document review call or a pre-departure briefing over video, and whatever was agreed lives only in that counsellor's memory or a personal note. If the client comes back with a follow-up question and a different team member picks up the file, there is no record of what was actually said on the call, and the client ends up re-explaining everything from scratch.

🙈

Clients No-Show Because They Don't Know How to Join

A client agrees to a video consultation but the join link arrives late, gets buried in a chat thread, or never arrives at all. With no reminder and no calendar invite carrying the link, the counsellor sits in an empty call at the scheduled time and the slot is wasted, with no record of whether it was a no-show or a scheduling mix-up.

Feature Deep Dive

Which parts turn a video call into a scheduled, logged consultation?

Book, invite, remind, tag, log, and control access — a remote consultation handled with the same discipline as an in-person appointment.

🎥

Video Consultation Slot Booking

A distinct slot type, built for remote calls, not office visits

  • ✓Counsellors publish video-consultation availability separate from in-person slots
  • ✓Clients pick a time and book directly, without a back-and-forth over chat
  • ✓Runs alongside in-person appointment booking as its own slot type
  • ✓Purpose-tagged: eligibility discussion, document review, pre-departure briefing
🔗

Calendar Invite With a Join Link

The counsellor's own video-call link, attached to the booking

  • ✓Client receives a calendar invite for the confirmed video consultation slot
  • ✓Counsellor attaches their own Zoom, Google Meet, or Microsoft Teams link
  • ✓Whichever video-calling tool your consultancy already uses works fine
  • ✓Join link travels with the confirmation message and the calendar invite
⏰

Automated Reminders for the Video Slot

Fewer no-shows for a meeting that only exists online

  • ✓WhatsApp, SMS, and email reminders ahead of the scheduled call time
  • ✓Reminder carries the same join link as the original confirmation
  • ✓Cuts down on wasted slots where a client simply forgot the call
  • ✓Same reminder infrastructure used for in-person appointment slots
🏷️

Purpose-Tagged Consultation Types

Not every video call is the same kind of conversation

  • ✓Tag a slot as an initial eligibility discussion, document review, or briefing
  • ✓Counsellors see the purpose before joining, not just a blank time block
  • ✓Reporting can separate call types instead of treating every video slot the same
  • ✓Helps a multi-counsellor team split video load by consultation type
📝

Outcome & Notes Logged to the Case File

What was discussed becomes part of the record, not a memory

  • ✓Counsellor records an outcome and summary right after the call ends
  • ✓Entry attaches to the same lead or case file the slot was booked under
  • ✓Next team member to open the file sees what was already discussed
  • ✓No separate notebook, chat thread, or personal file for call notes
🔐

Multi-Branch & Role-Based Assignment

The right counsellor, the right visibility

  • ✓Video slots published per counsellor, scoped to branch or service line
  • ✓Multi-branch consultancies keep video availability separate per location
  • ✓Role-based access control governs who can view logged call outcomes
  • ✓Fits the same permission structure already used across VisaBOS

Prefer clients to meet your team in person instead? Our appointment booking software covers office and branch visits, and the two slot types can be offered side by side from the same VisaBOS account.

Getting Started

How fast can you start booking video consultations?

Publish a slot once — invites, reminders, and case-file logging are ready from the first booking.

01

Publish Video Consultation Slots

A counsellor sets available video-consultation times and tags each by purpose — an eligibility discussion, a document review call, or a pre-departure briefing.

02

Client Books, Gets an Invite and a Join Link

The client picks a slot and books it. VisaBOS sends a calendar invite, and the counsellor attaches their own Zoom, Meet, or Teams link so joining works like any video meeting.

03

Call Happens, Outcome Lands on the Case File

Once the video consultation ends, the counsellor logs an outcome and summary directly against the lead or case record — visible to the rest of the team from that point on.

By the Numbers

VisaBOS Video Consultation Scheduling at a Glance

Video Slots
A Distinct Scheduling Type
Join Link
Attached to Every Booking
Outcome Logged
Straight to the Case File
14-Day
Free Trial
₹5,000/mo
Starter Plan

*A scheduling and logging tool for remote video consultations — distinct from appointment booking (in-person office and branch visits) and from calendar sync (two-way sync with a counsellor's external Google or Outlook calendar).

FAQ

Frequently Asked Questions

Common questions from Indian consultancies evaluating video consultation scheduling software.

What is video call consultation scheduling software for visa consultants?+
It is a scheduling feature inside VisaBOS built specifically for remote, video-call consultations rather than office visits. A counsellor publishes video-consultation slots — for an initial visa-eligibility discussion, a document review call, or a pre-departure briefing — and a client books one directly. VisaBOS sends the client a calendar invite for the booked time, the counsellor attaches their own video-call link to that slot, and once the call has happened, the counsellor logs the outcome and notes back onto the lead or case file, so the next person who opens that file can see what was discussed without having to ask the client again.
How is this different from VisaBOS's appointment booking software?+
Our appointment booking software is built around in-person visits to your office or branch — a client picks a date and time to walk in and meet a counsellor face to face, and the front desk sees a synced calendar across counsellors and locations. Video consultation scheduling covers a different pattern entirely: a client who is not coming into any office, and instead books a slot to meet a counsellor over a video call from wherever they are. The two features can run side by side — a consultancy might offer in-person slots for document submission and video slots for an initial consultation — but they are distinct slot types, not the same booking flow. See our appointment booking software page for the in-person flow.
How is this different from Google/Outlook calendar sync?+
Calendar sync is about keeping a counsellor's VisaBOS schedule aligned with the external Google Calendar or Outlook they already check every day — pushing VisaBOS appointments and case deadlines out, and optionally reading personal busy blocks back in. Video consultation scheduling is the booking feature itself — the slot type a client picks, the calendar invite with a join link that gets generated, and the outcome that gets logged to the case file afterward. In practice the two work together: once a video consultation is booked, it can appear on a counsellor's external calendar the same way any other VisaBOS appointment does if calendar sync is turned on. See our calendar sync page for how that two-way sync works.
Which video-calling tool does the call itself run on?+
VisaBOS does not lock you into one specific video-calling vendor. When a counsellor confirms a video consultation slot, they attach their own video-call link — Zoom, Google Meet, Microsoft Teams, or whichever tool your consultancy already uses day to day — to that booking. The client's calendar invite and confirmation message carry that link, so joining the call works the same way any other video meeting invite does, without asking your team to adopt a new calling tool on top of what counsellors already have installed.
What happens to the call notes afterward — do they become part of the case file?+
Yes. After a video consultation ends, the counsellor who ran it records an outcome and a short summary directly against the lead or case record the slot was booked under — what was discussed, what the client needs to send next, and whether a follow-up call is needed. That entry sits in the same case history a branch manager or a second counsellor would check later, so a video call is not a conversation that only exists in one person's memory or a personal WhatsApp thread once it ends.
Can a video consultation slot be tied to a specific counsellor or branch?+
Yes. Video consultation slots are published per counsellor, and a multi-branch consultancy can scope which counsellors offer video slots for which branch or service line. Role-based access control governs who can see the outcome notes attached to a call once it's logged, so a video consultation booked under one branch's lead pool stays visible to the people who should see it, in line with how the rest of your case data is scoped.
Is there a free trial for video consultation scheduling?+
Yes — VisaBOS offers a 14-day free trial with full access to every module, including video consultation scheduling, no credit card required. You can publish a video-consultation slot, book a test call, attach a join link, and log a sample outcome to see the whole flow before committing. Pricing is flat, in Indian Rupees, starting from ₹5,000 per month, with Razorpay and UPI payment options and GST-compliant invoicing.
Explore More Resources

Related Guides & Pages

In-Person Appointment Booking Software
Read more →
Google/Outlook Calendar Sync
Read more →
Client Portal Software
Read more →
Stop Losing Video Consultations to a WhatsApp Thread

Schedule Every Remote Consultation as a Logged Booking

Video-consultation slots, calendar invites with a join link, automated reminders, and outcomes logged to the case file — managed in one platform built for India's visa consultancies.

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Core
₹
5,000
/mo
Billed monthly  ·  ₹4,000/mo on annual
For single-branch consultancies deploying their first operating system.
  • 1 Branch
  • Up to 5 Staff Accounts
  • Lead Management + Pipeline
  • Visa Case Management
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  • Appointments & Walk-in Log
  • Payment Tracking & Invoices
  • Exam Coaching Module
  • Full Analytics Dashboard
  • Multi-branch Management
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Most Popular
Professional
₹
15,000
/mo
Billed monthly  ·  ₹12,000/mo on annual
For consultancies running visa + exam coaching — one OS for everything.
  • Up to 3 Branches
  • Up to 20 Staff Accounts
  • Everything in Core
  • Exam Coaching (Batches, Tests, Assignments)
  • Meta Lead Webhook (Facebook/Instagram)
  • Razorpay Payment Integration
  • Full Analytics Dashboard
  • Internal Team Chat
  • 50+ Granular RBAC Permissions
  • Unlimited Branches
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Enterprise
₹
50,000
/mo
Billed monthly  ·  ₹40,000/mo on annual
For multi-city agencies that demand complete operational control.
  • Unlimited Branches
  • Unlimited Staff Accounts
  • Everything in Professional
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