# Corporate visa management: from the regime table to document tracking in one flow

Source: https://kurumsal.pro/en/corporate-visa-management/ — Last updated: 2026-11-04

The corporate visa module lets employees in the portal your agency gives its corporate clients see their visa requirements, choose a visa package, complete the application in the same trip cart as the flight and upload their documents securely. Your agency runs the application, and the consulate makes the decision.

## In short
- The visa module of Kurumsal.pro works with a table that shows the visa regime country by country for the employee's nationality and with visa packages defined by the agency.
- A visa package shows the visa type, entry type, validity, length of stay, estimated processing time, passport validity requirement, application window and required documents together.
- The visa application is completed in the same trip cart as the flight; the cart collects the applicant's answers, a biometric photo, contact details and three confirmations, including explicit consent under Turkish data protection law (KVKK).
- After purchase the documents are uploaded on the My visa application page; only the applicant can see them, and every file opening is written to an access log.
- The visa module is off by default for a corporate client; the agency switches it on per company and defines the visa service fee by country group.

A business-trip visa has to be solved before the flight and the hotel, yet it often runs on email threads, missing documents and last-minute rush. Kurumsal.pro makes the visa application a part of the trip. In the portal your agency gives its corporate clients, employees see their visa requirement, choose a package, complete the application in the same cart as the flight and upload their documents securely; your agency runs the application from the panel.

## What does the corporate visa module do?

The corporate visa module lets an employee see whether the destination country requires a visa, choose the right one from the visa packages the agency has defined and follow the application with its documents. The application is attached to the trip cart, so policy, approval, payment and invoicing work exactly as for flights and hotels.

Visa is one of the portal products that come with the DIJI.TECH [corporate travel management software](https://www.diji.tech/en/corporate-travel-management/corporate-travel). What sets it apart is that it is off by default for a corporate client: the agency switches the module on per company where it provides visa services. An agency that does not run visa operations can therefore use the rest of the portal without ever opening it.

## What does the visa regime table show?

The visa regime table shows the visa status for the employee's nationality country by country: visa-free, e-visa, e-visa or visa on arrival, visa on arrival, or visa required. For visa-free entry the number of days allowed is also written. The table is for ordinary passports, informational, and comes from the regime table of the platform the agency uses.

The table answers "does this country require a visa?" without opening an application. A country search narrows it to one country, and the list of all countries can be opened to compare regions. If no visa is needed, the portal lists no packages and says so clearly. Because the table is prepared for ordinary passports only and is informational, the package and the agency's information are authoritative for exact conditions. Visa rules change over time, so document lists and conditions are managed in the packages the agency defines.

## How does an employee choose a visa package?

In the search form the employee selects the destination country and the purpose of travel (business or tourist); nationality and passport details come from the profile. The portal lists the visa packages the agency has defined for that country, with the price per person, the policy verdict and eligibility for the applicant. Packages that do not suit the applicant are hidden, and the number of hidden packages is shown.

The package detail gathers everything the employee needs to decide:

| Information | Description |
|---|---|
| Visa type and entry type | Single entry, double entry or multiple entry |
| Validity and stay | How long the visa is valid and the permitted stay |
| Estimated processing time | An estimate of the consulate's decision time |
| Passport requirement | The minimum months of passport validity required after return |
| Application window | Earliest application time and last safe application time |
| Required documents | Required and optional documents, and how to obtain each |
| Petition samples | Downloadable sample petitions |
| Extra questions | Questions asked in the trip details step, with those answered from the profile marked |

The package list can be filtered by eligibility, visa type, entry type, validity, length of stay, estimated processing time, number of documents, passport validity requirement and price per person, and sorted by price, processing time or length of stay. The price quote of a package is valid for 30 minutes and is given together with the policy verdict. The portal states on the package screen that the processing time is an estimate and that the decision belongs to the consulate.

## How is a visa application completed in the cart?

When a visa package is added to the cart, a visa application section opens in the cart. It collects the applicant's answers, the biometric photo, travel and contact details, and then asks for three confirmations: that the information is correct and complete, explicit consent under Turkish data protection law (KVKK) to process sensitive data for the visa application, and acceptance of the visa service terms.

The rules at the cart stage:

- **One visa per trip:** A trip file holds at most one visa application; different countries are applied for in separate trips.
- **With the flight:** The visa sits in the same cart as the flight and hotel; the estimated entry date is taken from the flight or the trip file.
- **Fixed price:** The visa price does not change at approval, no alternative is chosen for the visa and no tolerance check is made.
- **Option limit:** If the cart includes a flight, the flight's ticketing time limit bounds the approval time.
- **Independent item:** Each item is bought and invoiced separately; if the visa line cannot be bought, the other items are not affected.

For a guest passenger the visa application details come from the passenger form. If the profile is missing information (date of birth, gender, ID number, nationality, passport), the cart lists the gaps one by one and directs the employee to update the profile.

## How are documents and status followed after purchase?

After purchase a visa application file is opened and the employee is notified that the application was received. From the visa item in the trip file the employee moves to the My visa application page, uploads documents and sees the appointment details, the application history and the agency contact. Each document's status is followed separately, and a new file cannot be uploaded for an approved document.

The document statuses are: pending, uploaded, approved, rejected, re-requested and exempt. Documents can also be uploaded by taking a photo with a phone. When an appointment is scheduled, the last document delivery date is shown on the page. During the application, steps such as document review, a request for further documents, scheduling of the appointment and the result are sent by email as information, appointment and result notifications.

A company administrator and broad-scope roles see in the company-wide visa applications table the applicant, destination, number of people, number of missing documents, progress and status together. If needed, an application can be stopped from the same page with a cancellation request; the agency performs the cancellation and communicates the refund terms.

## How does a visa application progress step by step?

A visa application in the portal progresses in five steps: the employee selects a package and applies, uploads the documents, the agency reviews them and arranges the appointment, the consulate decides, and once the application is concluded it moves to the delivered stage. The status of every step is visible at the same time on the My visa application page and in the company-wide table.

1. **Application:** The employee selects the package; passport details come from the profile. If the package is out of policy, a reason is requested and the request goes to approval.
2. **Document upload:** After purchase the documents are uploaded from the visa item in the trip file; the number of missing documents is visible in the list.
3. **Review:** The agency checks the documents, rejects or re-requests those that are not suitable, and arranges the appointment.
4. **Decision:** The consulate decides; the portal shows the processing time only as an estimate.
5. **Delivery:** A concluded application moves to the delivered status; documents become read-only in a closed application.

Thanks to this sequence the employee sees at which stage the application is without emailing the agency. On the agency side the same steps correspond to the visa document, appointment and decision queues.

## How is the privacy of visa documents protected?

Visa documents contain sensitive data such as passports, biometric photos and bank statements. In the portal only the applicant sees these documents; they are served only through authenticated endpoints and never through a public media path. Every file opening is written to an access log, so it is possible to trace who looked at a document and when.

The visa application cannot be completed without ticking the explicit-consent box for Turkish data protection law (KVKK) in the cart. The portal's general security layers also apply in the visa flow: two-factor authentication that can be made mandatory by role, sign-in with a passkey, account lockout after failed attempts and masked ID numbers. The whole security architecture is described on the [security](/en/security/) page.

## How is visa spend controlled by policy?

Visa packages are marked in policy or out of policy in the search results according to the company's policy. The amount-per-person rule applies to visa packages; if a package above the limit is chosen, a reason is requested in the cart and the request goes to approval. The risky-country rule can block visa applications to certain countries altogether.

In a newly opened company the default policy starts with a per-person limit for visas and a rule that sends requests to approval when it is exceeded; the company changes this to fit its needs. If the "Approval on every request" rule is selected, every visa application goes to the approver. Policy, scope and version management are detailed on the [travel policy management](/en/travel-policy-software/) page.

## How does the agency manage the visa service?

The agency manages the visa service from the panel: it switches the module on per client, defines the visa service fee by country group in the client price form and runs applications from the operations queues. The portal shows the price to the client either as a total or as the consular fee and the visa service separately; net and profit fields are not sent to the portal.

| Agency tool | Function |
|---|---|
| Client price form | Visa lines are split into Schengen, UK, USA, Australia, Canada, India and Other |
| Operations queues | Visa document, appointment and decision jobs are collected in separate queues |
| Corporate channel label | A portal-originated visa application appears with the "Corporate" channel |
| Visa commission adjustment | An authorised user adjusts the visa commission on the sale |
| Quote PDF | Visa options can be added to a quote document with the seller's logo |

Corporate sales pass through the agency's accounting line, and the SYS feed includes the e-visa product. Agency staff can also sell visas on behalf of a client by using "Work on behalf of" in the panel.

## How does the visa process join the rest of the trip?

The visa is not a separate workflow but an item of the trip file. The employee collects the flight, hotel and visa in one cart, the approver sees everything in a single request, and the invoice is issued to the same billing profile. The passport record on the profile and the passport alert on the home page warn the employee before a visa application is even needed.

If the passport expires within 6 months, an alert appears on the home page; passport and visa records are marked with "expired" or "expires in N months" badges. Together with the passport validity requirement in the visa package, this reduces last-minute surprises. How to set up visa and passport tracking for multinational teams is covered in the blog post on [tracking visas and travel in multinational companies](/en/blog/how-to-track-visas-and-travel-in-multinational-companies/), and the employee's portal experience is on the [self-booking tool](/en/self-booking-tool/) page.

To see the visa module with your corporate clients' application scenarios, you can request a session through the [DIJI.TECH demo page](https://www.diji.tech/en/demo). The agency switches visa on for each client from the company settings; pricing is set by a quote.

## Frequently asked questions
### What is corporate visa management?
It is opening the visa applications that company employees need for business travel in one system, collecting their documents and following their status. In Kurumsal.pro this runs in the portal your agency gives its corporate client; the agency carries out the application and the consulate makes the decision.

### What does the visa regime table show?
For a holder of an ordinary passport of the selected nationality, it shows country by country whether the entry is visa-free, e-visa, visa on arrival or visa required, with the number of days allowed where there is one. The table is informational and comes from the regime table of the platform the agency uses; packages are consulted for the actual application.

### Which applicant details come from the profile?
Nationality and passport details come from the employee's profile, and the applicant details are filled from it. If the passport has expired or no passport is on the profile, the portal shows this in the search and asks for the information to be updated. Passport and visa records on the profile carry a badge when they are about to expire.

### When are visa documents uploaded?
The biometric photo and the applicant's answers are taken in the cart. The required and optional documents of the package are uploaded after purchase from the visa item in the trip file, on the My visa application page. Each document shows one of the statuses pending, uploaded, approved, rejected, re-requested or exempt.

### Who can see visa documents?
Visa documents are visible only to the signed-in applicant, and every file opening is written to an access log. Documents are served through the portal's authenticated endpoints, not through a public media path. A company administrator follows the status of applications in the company-wide visa applications table.

### Can a consulate appointment be booked from the portal?
No, the portal does not book consulate appointments. The agency arranges the appointment; once it is scheduled, its details appear on the application page and the employee is notified by email. Information, appointment and result notifications are sent by email throughout the application.

### Can the visa fee be limited by policy?
Yes. The amount-per-person rule applies to visa packages; if a package above the limit is chosen, a reason is requested and the request goes to approval. The risky-country rule can block applications to certain countries. In a newly opened company, the default policy starts with a per-person limit for visas and an approval rule when it is exceeded.

### Is the visa module open for every corporate client?
No. The visa module is off by default for a corporate client. The agency switches it on per company for clients where it provides visa services; once on, it appears in the product strip and visa packages are listed at the client's price.

### Can the visa price change during approval?
No. The price of a visa package does not change at approval and no alternative is chosen for the visa. The price quote of a visa package is valid for 30 minutes and is given together with the policy verdict; if the cart includes a flight, the flight's ticketing time limit bounds the approval time.