A spreadsheet of twenty names and a deadline
The employer's talent team sends a spreadsheet: twenty candidates, start dates, job titles, salaries, some with a spouse and children, some with a note that says "TBC". Your caseworkers split the list, each opens their own matters, copies the details across, and starts emailing workers they have never spoken to.
Within a week, the employer is asking for a status update across the batch. Someone builds one by hand, asking each caseworker for their bit. By the time it is sent, it is already out of date. The following week it happens again.
Batches break a process built for single clients
Most immigration workflows are built around one client and one caseworker. A corporate batch has two clients at once: the employer, who pays and wants visibility, and each worker, who holds the personal documents and answers the questions. The process has to serve both without mixing their information.
The employer's spreadsheet is also a moving target. Start dates change, candidates drop out, new names appear. Keeping twenty matters in step with a spreadsheet that someone else keeps editing is where the hours go.
Dependants multiply the problem. A single hire with a spouse and two children is four sets of documents, four sets of answers and often a different timetable for the family than for the worker, all of which have to be tracked inside the batch.
What batch work costs without the right setup
| Pain | Consequence |
|---|---|
| Copying details from the employer list | Hours of retyping and transcription errors |
| Status reports built by hand | Caseworker time spent on reporting, not casework |
| Changes to the batch | Dropped candidates still being chased, new ones missed |
| Workers contacted inconsistently | Some get detailed instructions, others a short email |
| Employer sees personal data | Risk of sharing more with HR than the worker agreed to |
How we build bulk intake for employer clients
- The employer uploads their list, or submits hires through a form, with the fields your firm needs: name, role, start date, sponsorship details, and whether family members are expected.
- Each row becomes a matter in your case management system through its API, or in a tracker we build alongside it, assigned to a caseworker according to rules you set.
- Each worker receives their own secure link to a questionnaire and a document checklist for their situation, and dependants are added as linked people on the same matter.
- Later uploads of the employer's list are compared with what is already open, and additions, withdrawals and changed start dates are shown to the caseworker for confirmation, not applied blindly.
- The employer gets a batch dashboard showing each hire's stage and what is outstanding, without showing the worker's personal documents or answers.
- Your team gets the same view with full detail, so the weekly status call is a screen share rather than a report.
What each worker needs, and whether they qualify, is for your advisers to decide. The build handles intake, tracking and visibility.
Batches that stay under control
Caseworkers start from matters already set up, with the worker's answers arriving in a consistent format. The employer can check progress whenever they like, which cuts the status emails. Changes to the batch are handled deliberately. And the firm can take on larger batches without the admin growing at the same rate.
Employers also notice the difference. A firm that can show a whole intake of hires on one screen, updated as the work moves, tends to be the firm that gets the next batch.
Recognise this with your corporate clients?
- Employers send new hires as spreadsheets
- Status reports are compiled by hand each week
- Candidates drop out and are still chased
- Workers get different instructions from different caseworkers
- Employers ask for updates more often than you can give them