Immigration Operations, Connected

Run Your Immigration Firm Through One Connected System

MapleCase AI connects lead follow-up, client onboarding, information collection, document management, AI-assisted document processing, reminders, and case tracking through one organized platform.

Book a Personalized Demo → Explore the Platform

Built for Canadian immigration consultants and firms that want to reduce repetitive administrative work and gain clearer operational visibility.

How It Works

From New Lead to Organized Client File

Every stage of your firm's client operations, connected through one system — without scattered inboxes, spreadsheets, or manual follow-up.

Lead Management

Capture Leads

New inquiries enter one organized lead system. Each submission creates a lead record with contact details, service interest, and workflow status.

Automated Email

Follow Up

Automated email follow-ups help keep leads engaged. Lead details, follow-up status, booking progress, and workflow history stay organized in one connected record.

Onboarding

Convert and Onboard

Qualified leads become clients. Connected client and case records are created, document checklists are generated, and portal access is issued.

Client Portal

Collect Information

Clients submit personal, work history, education, family, and travel information through the portal — in structured fields, not in email body text.

Document Upload

Collect Documents

Clients review their document checklist and upload files through the portal. Each upload is tracked against the required document.

AI-Assisted

Process Documents

Supported PDF files, common image formats, and converted HEIC or HEIF files can receive AI-assisted extraction and document-status updates. Unclear or unsupported files remain visible for consultant review.

Reminders

Follow Up on Missing Documents

Automated reminder sequences and consultant escalations help keep document collection moving. Uploaded and extracted documents are excluded from missing-document reminders.

Operations

Track Operations

Consultants gain clearer visibility across leads, clients, cases, documents, reminders, and review items from one operational dashboard.

Platform Overview

One Connected System, Five Operational Layers

Each layer of MapleCase AI connects directly to the next, so information flows through your firm rather than getting stuck in inboxes or spreadsheets.

Lead Capture FormLead RecordsContact DetailsService InterestFollow-Up StatusAutomated Email SequencesBooking-Status UpdatesLead-to-Client ConversionWorkflow History
Client RecordsCase RecordsUnique Case IDsCase StatusDocument Checklist GenerationPortal InvitationConsultant Assignment
OTP Portal AccessPersonal InformationWork HistoryEducation HistoryFamily InformationTravel HistoryDocument Checklist ViewDocument UploadStatus Visibility
Document Status TrackingMissingUploadedExtractedRejectedPDF ProcessingImage ProcessingHEIC / HEIF ConversionAI-Assisted ExtractionConsultant Review Flag
Missing-Document RemindersAutomated SequencesConsultant EscalationOperations DashboardCase ProgressReview QueueReminder Status Tracking

Lead Management

Capture and Follow Up Without the Scattered Inbox

New inquiries enter one organized lead system. Email-based follow-up sequences run automatically, and lead details, follow-up status, booking progress, and workflow history stay organized in one connected record — not spread across inboxes and spreadsheets.

  • Contact details, service interest, urgency, and message
  • Automated email follow-up sequences
  • Follow-up status and booking-status updates
  • Connected scheduling workflow with the firm's booking process
  • One-step lead-to-client conversion
Lead Pipeline
Sample Demonstration Data
New
A. Osei
Express Entry
R. Patel
Study Permit
Following Up
S. Kim
PGWP
F. Nduka
PR Application
Booked
L. Moreau
Spousal Sponsorship
Converted
M. Zhao
→ Client
J. Silva
→ Client

Client Portal

A Clear Client Experience From the Start

Clients receive one place with controlled access to submit information, review document requirements, and upload files — without relying on long email chains or repeated back-and-forth.

Controlled Access
Clients access their portal via OTP-verified login. Each client sees only their own information and documents.
Structured Collection
Information is collected in structured fields — not in email body text — making it easier to review and use consistently.
Mobile-Friendly
The client portal is accessible on any device, so clients can complete their information and uploads at their convenience.

Document Operations

Know What Is Missing, Uploaded, Extracted, or Rejected

MapleCase AI gives consultants clearer visibility across document collection and helps automate repetitive missing-document follow-ups.

Document Status Board — CAS-0091-A
Sample Data
Passport (All Pages)
Uploaded · Jun 3
Uploaded
Work Permit
PDF · Processed Jun 3
Extracted
Tax Notice of Assessment
Processed Jun 4 · Unclear information
Extracted⚑ Consultant Review Needed
Employment Letter
Not uploaded · Reminder sent Jun 5
Missing
Official Transcripts
Not uploaded · Final reminder sent
Missing
Bank Statements
Incorrect format · Cannot be processed
Rejected⚑ Consultant Review Needed

Document Status Model

Missing
The required document has not yet been uploaded.
Uploaded
The document has been received and is awaiting processing or consultant review.
Extracted
AI-assisted extraction has been completed. Information is available for consultant review.
Rejected
The document could not be processed or did not meet required format or quality conditions.
⚑ Consultant Review Needed
A separate operational flag applied when extracted information is unclear or a rejected document requires consultant attention. Not a document status.
AI-Assisted Processing
Supported PDF files, common image formats, and converted HEIC or HEIF files can receive AI-assisted information extraction and document-status updates. Unclear information and unsupported files remain visible for consultant review.

AI-assisted extraction supports administrative review. It does not replace consultant judgment, legal review, immigration advice, or verification of source documents.

Reminders and Escalation

Follow Up Consistently Without Manually Chasing Every File

Automated reminder workflows help follow up on missing documents. Uploaded and extracted documents are excluded from missing-document reminders, while unresolved items can be escalated for consultant review.

📄
Missing Document
Required document not yet uploaded by the client.
→
✉
First Reminder
Initial automated email reminder sent to client.
→
✉
Second Reminder
Follow-up reminder sent after the configured interval.
→
⚑
Final Reminder
Last automated notice before escalation to the consultant.
→
👁
Consultant Escalation
Unresolved item escalated for direct consultant review and action.

Reminder timing and sequence are configured for each firm during implementation.

Operations Dashboard

See What Needs Attention Across the Firm

Bring leads, clients, cases, documents, reminders, and review items into one connected operational view.

Operational Value

What Changes When Operations Are Connected

MapleCase AI does not replace professional judgment. It removes the operational overhead that gets in the way of doing your best work.

01
Reduce Repetitive Work
Automate routine lead follow-ups, document reminders, and administrative status updates so consultants spend less time on repetitive tasks.
02
Organize Client Operations
Keep leads, clients, cases, information, and documents connected in one structured system instead of spread across inboxes, folders, and spreadsheets.
03
Improve Document Collection
Give clients one clear place to understand what is required, upload files, and track what is still outstanding — without back-and-forth email chains.
04
Gain Clearer Visibility
Track case progress, missing documents, pending reminders, and consultant-review items from one operational view rather than checking multiple places.
05
Create a More Consistent Client Experience
Give each client a structured onboarding and document-collection journey that reflects your firm's process — not an improvised series of emails and attachments.

Getting Started

Configured Around Your Firm's Workflow

MapleCase AI is implemented and configured for each firm — not a generic tool you set up yourself. We work through your services, document requirements, team structure, and operational preferences.

Implementation and Configuration

Each firm receives a tailored setup that reflects your services, checklists, branding, and workflow — not a generic template.

Firm and branding setup
Document checklist configuration
Reminder timing and sequences
Email template configuration
Consultant and staff access
Portal configuration and internal testing

Training, Launch, and Ongoing Support

Implementation includes staff training, a structured launch process, and continued support after go-live — so your team is confident from day one.

Staff onboarding and training
Launch support and testing
Troubleshooting and guidance
Minor configuration updates
Scheduled support access
Responsive business-day support with priority attention for system-stopping issues

Flexible by Design

Built Around Your Firm

MapleCase AI can be configured around your firm's services, team structure, document requirements, workflows, branding, and operational preferences.

Current Platform
Lead capture forms
Automated email lead follow-ups
Booking-status workflows
Client onboarding
Client and case creation
Client portal
Personal, work, education, family, and travel information collection
Document collection and checklist management
AI-assisted document processing
Missing-document reminders
Consultant escalation
Operational dashboards
Expansion and Customization
AI receptionist
Appointment-booking integrations
Payment collection
Electronic signatures
Retainer and agreement workflows
Assisted form preparation
SMS integrations
WhatsApp integrations
Custom dashboards
Additional staff workflows
Third-party integrations
Firm-specific automation

Additional capabilities are evaluated according to the firm's requirements, technical feasibility, and implementation scope.

Responsible Operations

Designed for Responsible, Controlled Operations

Each MapleCase AI implementation is configured around the firm's approved workflows, users, branding, document requirements, and access needs. Consultant oversight remains central throughout.

Controlled Portal Access

Clients access their portal via OTP-verified login with separate credentials. Each client sees only their own information and documents.

Separate Firm Configuration

Each firm's implementation, clients, cases, and documents are configured and managed separately within the system.

Structured Data Collection

Client information is collected in structured fields rather than unstructured email attachments, making it easier to review and manage consistently.

Consultant and Staff Access Controls

Consultant and staff access is managed through configured permissions. Access levels are set during implementation according to the firm's needs.

Consultant Oversight Maintained

AI-assisted processing surfaces information for consultant review — it does not make decisions or take actions independently. Professional judgment remains essential.

Operational Visibility

Consultants can see the status of every lead, client, case, document, and reminder — so operations stay transparent and manageable.

AI-Assisted Extraction Note: AI-assisted extraction supports administrative review of supported document types. It does not provide legal or immigration advice, replace professional judgment, or guarantee extraction accuracy. Consultants remain responsible for reviewing all extracted information and making professional determinations on each case.

Who It's For

Built for Immigration Practices Ready to Operate More Efficiently

MapleCase AI is built for firms where administrative operations have become a growing challenge — and where a more organized, connected system would make a meaningful difference.

Solo RCICs
Managing every part of the firm independently and looking for structure without hiring additional administrative staff.
Small Immigration Firms
2–10 person practices where lead follow-up, onboarding, and document collection are still largely handled manually.
Growing Practices
Firms taking on more clients and looking for operational infrastructure that can grow with the practice without adding proportional overhead.
Immigration Law Firms
Firms that need better structure and visibility for the administrative and operational side of immigration client work.
Firms Using Spreadsheets and Email
Practices where client records, case tracking, and document status are still managed across spreadsheets, shared drives, and inboxes.
High Document-Volume Firms
Practices where collecting and following up on missing documents across many active cases is a significant and recurring time cost.

Get in Touch

We Are Here to Help

Serving Canadian immigration consultants and firms. Book a personalized demonstration or send a general inquiry.

Book a Demo

Schedule a personalized demonstration to explore how MapleCase AI fits your firm's current workflow and administrative needs.

Book a Personalized Demo →
Responsive business-day scheduling
Serving Canadian immigration firms nationwide

General Inquiries

Have a question before booking a demo? Send a general inquiry and we will respond within one business day.

info@maplecaseai.com
Questions about the platform, implementation, or fit for your firm
Built for Canadian immigration professionals

Frequently Asked Questions

Common Questions

MapleCase AI is a connected client-operations and workflow system designed to support lead management, onboarding, information collection, document operations, reminders, and case visibility. It is not a government case-management or form-submission platform.
No. MapleCase AI supports administrative and operational workflows. It does not provide legal or immigration advice. All professional judgments remain with the consultant or lawyer.
No. AI-assisted processing helps organize supported document information and flag items for review. Consultant review and professional judgment remain essential at every stage of the process.
Yes. Standard document checklists, reminder timing, branding, email templates, and workflow preferences can be configured during implementation to reflect your firm's specific requirements and service types.
The current MapleCase AI platform includes email-based lead follow-ups and document reminders. Firms requiring SMS, WhatsApp, AI receptionist, or additional communication workflows can discuss an expanded or customized implementation based on their requirements.
Yes. MapleCase AI can be configured around the firm's services, document checklists, reminder timing, branding, team access, and workflow preferences. Additional features or integrations can also be discussed based on implementation requirements.
Payment collection, electronic signatures, retainer workflows, and related integrations can be discussed as part of an expanded or customized implementation.
MapleCase AI can collect structured client information and may support assisted preparation of compatible forms through an expanded implementation. Consultant review and professional oversight remain essential.
AI receptionist capabilities can be discussed as part of an expanded implementation based on the firm's call-handling, appointment, and inquiry-management requirements.
No. Pricing depends on implementation needs, team structure, workflow complexity, and support requirements. Firms can book a personalized demo to discuss the best fit for their practice.
Yes. Initial onboarding and staff training are included as part of implementation, along with launch support and access to ongoing business-day assistance.
Yes. Larger teams, multiple locations, or more complex workflows may require a tailored implementation plan. This is discussed during the initial demonstration and planning conversation.

Get Started

See How MapleCase AI Fits Your Firm

Book a personalized demonstration to explore how MapleCase AI can support your lead follow-up, client onboarding, information collection, document operations, and case visibility.

Book a Personalized Demo →

A practical, no-pressure conversation focused on your firm's current workflow and administrative challenges.