INTRODUCTION
METX360 Overseas Consultants, a Kerala-based firm specialising in immigration and overseas education services, faced significant challenges in managing complex immigration cases. Partnering with OHO Solutions, they implemented Zoho CRM to streamline workflows, automate key processes, and centralise information. This case study demonstrates how OHO Solutions transformed METX360’s immigration operations, enhancing efficiency, accuracy, and client satisfaction.
ABOUT METX360 MIGRATION
Founded by a team of professionals with over a decade of experience, METX360 helps clients achieve their international goals, whether for work, migration, or education. The consultancy specialises in managing immigration cases across categories such as Manpower, Australia, and Canada, providing tailored services to guide clients through every step of their journey.
With a commitment to delivering seamless and personalised solutions, METX360 has successfully managed over 500 cases, empowering individuals to unlock new opportunities and achieve global success.
CHALLENGES
The METX360 team faced numerous operational inefficiencies due to fragmented workflows and manual processes:
Complex Immigration Workflows:
Each category (Manpower, Australia, and Canada) involved multiple qualification levels, unique steps, and extensive documentation requirements, making manual management prone to errors.
Inconsistent Lead Management:
Tracking leads and ensuring timely follow-ups was a challenge without an automated system.
Manual tracking often led to missed opportunities and delays in client engagement.
Payment Tracking and Compliance:
Delays in payment follow-ups and monitoring legal processes impacted the overall client experience.
Disjointed Information Handling:
Reliance on spreadsheets and disparate tools hindered collaboration, reduced visibility into case progress, and increased the administrative burden.
SOLUTIONS
OHO Solutions implemented a customised Zoho CRM platform to address these challenges and improve METX360’s case management:
Centralised Case Management
Zoho CRM provided a unified platform for handling all immigration cases, categorised into Manpower, Australia, and Canada.
The system ensured full visibility into each case’s progress, enhancing collaboration and reducing errors.
Automated Lead Qualification and Management
Automated workflows for lead qualification captured key candidate details such as age, education, and experience.
A points-based system assessed eligibility for Australia and Canada, scheduling pre-consultation calls for qualified candidates.
Follow-up tasks were automated to ensure timely engagement and progress tracking.
Document Collection and Storage
Custom modules facilitated the collection of essential documents, such as passports, education certificates, and work experience records.
Integrated secure storage ensured all files were centralised, accessible, and efficiently managed.
Payment and Legal Process Tracking
Payment terms and schedules were automated, with reminders for follow-ups.
Legal processes such as notarisation were seamlessly tracked, ensuring compliance and timely completion.
Tailored Workflows for Immigration Categories
Manpower:
Three-level qualification process covering personal details, document collection, and counselling.
Final steps included payment follow-ups and notarisation before marking deals as won.
Australia and Canada:
Points-based assessment determined eligibility at Level 1, followed by mandatory document submission and payment tracking at subsequent levels.
Additional workflows addressed language training requirements (e.g., IELTS) before progressing to final stages.
IMPLEMENTATION
The implementation of Zoho CRM streamlined METX360’s immigration processes:
Leads were categorised and tracked systematically, ensuring no opportunity was missed.
Automated workflows guided team members through every stage, reducing manual errors and improving compliance.
Centralised information and document storage improved collaboration and provided real-time visibility into case statuses.
IMPACTS
Zoho CRM delivered measurable benefits, transforming METX360’s operations:
Streamlined Workflows: Automated processes for each category reduced administrative burdens and ensured consistency.
Improved Lead Management: Enhanced tracking and follow-ups optimised engagement and conversion rates.
Higher Efficiency: Automation and centralisation allowed the team to easily handle a higher volume of cases.
Enhanced Client Satisfaction: Faster processing times and seamless communication improved client experience.
Compliance and Transparency: Clear visibility into payments and legal processes ensured accountability and reduced risks.
CONCLUSION
By partnering with OHO Solutions, METX360 Migration successfully transitioned to a centralised, automated system, enabling them to handle complex immigration cases precisely and efficiently. Zoho CRM has empowered METX360 to scale their operations, enhance client satisfaction, and achieve excellence in delivering immigration services.