6. Typical workflows

These flows describe how most agencies use AppsZone CRM day to day.

A. New enquiry → first follow-up (Staff)

1. Sign in as Staff.
2. Open Enquiries → Create.
3. Enter contact details, source, status, and assignee.
4. Save, then add a comment with the next action (call, email, visit).
5. Attach any initial documents (passport scan, CV, offer letter).
6. Schedule a follow-up on the calendar (Growth+) or note the due date in comments.

B. Enquiry → conversion case

1. Open the enquiry when the prospect is ready to proceed.
2. Move or create the conversion record and set the correct stage.
3. Use case tabs for events, edits, and payment plan (Growth+).
4. Request documents from the client; track uploads in one view.
5. Keep comments for internal notes; use email from the record for client-facing messages (Growth+).

C. Payments & commission (Growth+)

1. Attach or create a payment plan with due dates.
2. Update installment statuses as payments arrive.
3. Run overdue reminder reports weekly.
4. Record commission fields according to your finance process.

D. Client self-service

1. Admin/Staff creates or links the Client user to the case.
2. Client signs in to the Client workspace.
3. Client completes profile onboarding if required.
4. Client uploads documents and checks visa / migration / PR milestones.
5. Staff reviews uploads on the conversion/enquiry record and advances the stage.

E. Multi-branch intake

1. Admin ensures branches and menus are configured.
2. Staff selects the correct branch context before creating the enquiry.
3. Filters and lists stay scoped — avoid creating records under the wrong branch.
4. Company users review branch-scoped activity as needed.

F. Leave & coverage (Growth+)

1. Staff submits a leave request.
2. Approver reviews and approves/rejects.
3. Reassign open enquiries before leave starts so nothing sits unowned.

Success checklist (go-live)

• [ ] Statuses match real counselling language
• [ ] Every new enquiry has an owner
• [ ] Document checklist defined per program/visa type
• [ ] At least one test Client portal login verified
• [ ] Payment plan template ready (if on Growth+)
• [ ] Support contact published for staff and clients

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