The Visa Management Mini Program moves visa-agency data entry from the desktop onto the phone: a salesperson photographs and uploads the passport in front of the client, the fields are read and filled in automatically, and the record enters the back office at once. Print runs are counted separately, and internal reference material and FAQs are always at hand.
Project background
Data entry is the most labour-hungry step in a visa agency: the client photographs the passport and sends it over WeChat, and the salesperson types field after field into a computer — name, passport number, place of issue, expiry. Dozens of orders a day means hundreds of copy-paste actions, and one wrong digit is easy to miss.
The client wanted salespeople to finish the order on the phone: photograph the passport, read it automatically, check and save, and the record goes straight into the system. At the same time, visa requirements and document checklists for each country should live in the mini program, so a salesperson can check in front of the client instead of going back to the office for a file.
Design goals
- Entry moved forward — the salesperson can enter and verify in front of the client instead of filling the form back at the office.
- Fewer reading errors — the passport is photographed and read into the form automatically; the human only checks, which lowers the chance of a misread digit.
- Data under control — once an order enters financial accounting it is locked and cannot be changed, so the books and the records keep matching.
- Reference in the pocket — visa material and FAQs sit in the mini program, searchable by condition and available at any time.
System architecture
The mini program is organised into three areas — home (data entry), reference and profile — around three lines: enter an order, find an order, find reference material. The front end stays light and the back office carries the weight; the phone only does what has to be done on the spot.
Core modules
Not many functions, but each answers one specific action in the data-entry step.
Silent sign-in and permissions
Silent WeChat sign-in, bound to the back-office account on first entry; modules the user may enter are yellow and modules they may not are grey, so what can be tapped is obvious at a glance.
Order list and search
Query by entry date, client, applicant and passport number in combination; the list scrolls sideways to reveal the action column, so a long table stays usable on a phone.
Passport reading
Upload the passport photo and tap “read passport”; the result fills the matching fields. When the place of issue is not in the list, tick “new address” and type it in.
Edit and accounting lock
Orders not yet through financial accounting can be edited; accounted orders are locked. The boundary between editing and settlement is held by the system.
Print-run counter
Scroll to the end of the list to start “add print run”, fill in a note and submit; the running total shows at the bottom, and tapping the number opens the detail.
Reference library and profile
The reference page supports condition filtering and attachment download (some attachments need the link copied into a browser); profile allows changing the avatar and nickname, fetching the WeChat mobile number, and reading FAQs and the user agreement.
Interface examples
The screenshots below are from the live mini program; test data has been anonymised.
Outcome
- Entry went from “photograph and send on WeChat, then type it again at the office” to finishing on the spot, so an order is in the system the same day.
- Passport reading replaces manual typing; missing and wrong fields drop noticeably, and rework and amendments fall with them.
- Accounted orders are locked, so the books and the records always agree and finance saves one round of checking.
- Reference material and FAQs live in the mini program, so the salesperson can check a document list in front of the client instead of going back for a file.
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