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- 10 cases, no time limit
- Every feature included
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NewFor placement agencieseducation consultanciesvisa consultanciesrecruitment firms
Every case, every document, on track.
kitehire moves each applicant through your process, from first registration to the final stage. Your team sees what is blocking every case, which documents are missing, and who owes what.
- Your own stages per country or service
- Free for your first 10 cases
- Each organisation’s data kept separate
Medical report verifiedHarshani Gunawardena · just now
HG
Matched to a job
Harshani Gunawardena
CASE-20 · Gulf domestic worker
- Registered
- Documents
- Medical
- Visa
- Employer
2 days in this stage · usually 21 days
What to do nextUpload the visa copy to keep Harshani’s case moving.
Passport copy verified
Built for
- Foreign employment agencies
- Education consultancies
- Visa and migration consultancies
- Recruitment and staffing firms
Why kitehire
Your process lives in spreadsheets, chats and folders. It shouldn’t.
When a case is spread across a sheet, a WhatsApp thread and a shared drive, things slip: an expired passport, a missing certificate, a payment nobody chased. kitehire puts the whole case in one place.
Without kitehire
- Nobody is sure which stage a case is in, or why it stopped.
- Documents arrive by email and chat, and some are never checked.
- Fees, employer payments and sub-agent commission live in separate sheets.
- When someone leaves, the history of their cases leaves with them.
With kitehire
- Every case shows its stage, what is blocking it and the next action.
- A case can’t move on until its required documents are verified.
- One breakdown shows what the applicant, employer and sub-agent owe or are owed.
- Every stage change, document, call and decision stays on the case.
Everything in one place
One system for the whole case
From the first registration to the final stage, with the people, documents and payments around every case.
Case management
A stage tracker for every case, with timers, holds, reassignments and a full history.
ExploreDocuments
Required documents per stage, verified or rejected with a reason, and expiry warnings.
ExploreCandidates
Profiles with passport details, duplicate checks at registration, and every case they have.
ExploreEmployers and job orders
Vacancies with headcount and an approved maximum cost. No job order is ever over-filled.
ExploreFees and commission
Payment plans, employer billing, sub-agent commission and profit, worked out for you.
ExploreDashboards and reports
What needs attention today, and exports for a spreadsheet or a regulator.
ExploreProduct tour
See it the way your team will
Pick an area to see the screen your team works in. Names and figures are examples.
What needs attention today
Every role gets a home screen that starts with the work: documents to check, passports about to expire, stuck cases and where every candidate sits in the pipeline.
More about overviewFriday 9 October
Overview
Good morning. You have 2 documents to check.
Open cases16
Deployed this month2
Documents to check2
Passports expiring2
Pipeline16 candidates in progress
Registration3
Documentation3
Language test3
Medical3
Visa4
Deployed2
Needs your attention
2 passports expire within 30 days
2 documents uploaded and awaiting staff review
Every placement, from registration to deployment
Search by name, passport or case number, filter by status or program, and see who handles each case. Open one to find its stage, what is blocking it and the next action.
More about casesCases
Every placement from registration to deployment.
Search by name, passport or case numberEvery statusEvery program
| Candidate | Stage | Status | Handled by |
|---|---|---|---|
| HGHarshani GunawardenaCASE-20 · Gulf domestic worker | Visa and deployment | Matched to a job | Ruwan G. |
| RDRoshan DiasCASE-19 · Korea EPS | Language test | Collecting documents | Sachini R. |
| SKSelvarajah KirushanthCASE-17 · Japan SSW / TITP | Japanese language | On hold | Thilini P. |
| MRMohamed RizwanCASE-16 · Gulf domestic worker | Medical screening | Collecting documents | Sachini R. |
| PLPrasad LiyanageCASE-11 · Korea EPS | Visa and deployment | Deployed | Kasun M. |
Required documents, verified before a case moves
Each stage lists what is needed and where it is accepted from. Staff verify or reject with a reason, and the Documents page shows what is awaiting review or about to expire.
More about documentsDocuments
Uploaded documents that need a decision, or that are about to expire.
AllAwaiting reviewExpiring soonRejected
| Document | Candidate | Expires | Status |
|---|---|---|---|
| Medical reportmedical-report.pdf | Harshani G. | 15 Mar 2027in 5 months | Verified |
| Police clearancepolice-clearance.pdf | Roshan Dias | 2 Feb 2027in 4 months | Awaiting review |
| Passport copypassport-copy.pdf | Mohamed Rizwan | 3 Nov 2026in 25 days | Expiring soon |
| Training certificatenvq-level-3.pdf | Selvarajah K. | — | Rejected |
What you invoiced, what came in, what you owe
Every case splits the agency’s own service charges from costs passed on at cost. The fees page adds it all up, and administrators see profit and margin by month, week and program.
More about feesFees & commissions
What the agency has invoiced, what has been received, and what it owes its sub-agents.
InvoicedLKR 1.88M
−ReceivedLKR 0.77M
=OutstandingLKR 1.11M
41% of invoiced money received
Commission to sub-agentsStill to pay LKR 80,860
- Galle Manpower ServicesOwed LKR 58,800
- Kandy Overseas LinkOwed LKR 10,560
- Negombo Gulf AgentsOwed LKR 6,800
One template per destination or service
A program template holds its stages, the documents each one needs and the fees charged. Every case on that program follows it, and you can retire a template without losing its cases.
More about templatesProgram templates
One template per destination: its stages, the documents needed and the fees charged.
In useAll
Gulf domestic workerDestination code GULF-DW5 stages
Japan SSW / TITPDestination code JPN-SSW4 stages
Korea EPSDestination code KOR-EPS5 stages
Korea EPS · stages
- Registration
- Documentation
- Language test
- Skills test
- Visa
How it works
A case follows the string, stage by stage
You decide the stages. kitehire makes sure each case has what it needs before it moves on, and tells you when one is taking too long.
- 1
Register
Add the applicant once. Duplicate passports are caught.
- 2
Collect documents
Each stage asks for what it needs, and you verify it.
- 3
Clear the checks
Medicals, training or offers from issuers you approve.
- 4
Visa and payments
Milestone payments are billed as each stage is reached.
- 5
Complete
Deploy, enrol or close the case. The history stays.
An example pipeline. You build your own for each country, scheme or service.
Who it’s for
Built for agencies. Flexible enough for consultancies.
If your business moves people through a set of steps, with documents and fees at each one, kitehire fits. You name the stages; kitehire keeps every case moving through them.
Foreign employment agencies
Job orders, employers, sub-agents and the full road from registration to deployment.
Documents → Medical → Registration → Visa → Deployment
Job ordersSub-agent commissionApproved maximum cost
Education and student consultancies
Track each student from enquiry to enrolment, with the documents each university and visa needs.
Profile → Applications → Offer → Visa → Enrolled
Stage checklistsMilestone feesReferral partners
Visa and migration consultancies
Keep every file complete, watch passport and document expiry, and see where each application is stuck.
Assessment → Documents → Lodged → Decision
Expiry watchingStage timersCase history
Recruitment and staffing firms
Match candidates to job orders, keep headcount honest, and bill employers at the stage you choose.
Shortlist → Employer approval → Onboarding → Placed
Headcount controlEmployer billingTeam roles
For your whole team
Each person sees what their job needs
Three roles keep sensitive figures with the people who should see them. Everyone starts the day on a home screen built for their work.
Runs the agency
- Profit and margins by program
- Audit log of who did what
- Team, programs and settings
Margin by program
Keeps cases moving
- Spots stuck and late cases
- Edits charges on a single case
- Reassigns and reopens cases
3 cases running late
Works the cases
- Uploads and checks documents
- Follows up on tasks
- Logs every call and message
Police clearance verified
Team, roles and security
Your agency’s data stays yours
Every organisation’s records are kept apart, every action is logged, and only administrators see profit and margins.
Separate data per organisation
Every organisation’s data is isolated at the database level.
Audit log
A record of who did what, and when, for administrators.
Secure sign-in
First-login password change, password reset and “remember this device”.
Complete history
Every stage change, hold and decision is kept on the case.
We’re a consultancy, not a placement agency. Will it fit?
Usually, yes. Program templates let you set your own stages, durations, required documents and fees, so an education or visa consultancy can track applications the same way an agency tracks placements. A short demo is the quickest way to check against your process.
Can we set up different stages for different countries or services?
Yes. Each program template has its own stages, expected durations, required documents, fees, payment mode and charge ceiling. You can retire a program without losing the cases already on it.
Does kitehire send WhatsApp messages or emails?
No. kitehire records calls, WhatsApp messages and emails against each case so the whole team can see the history. You keep sending them from your usual phone and email.
Does it connect to government systems?
No. kitehire tracks documents and stages, and its reports export to a spreadsheet you can use for regulators.
Can staff use it on a phone?
Yes, in the browser. The screens work on phones and tablets, with keyboard and screen-reader support. There is no separate mobile app.
Who can see profit and margins?
Only administrators. Managers and case handlers see case fees and balances, but not profit.
Pricing
Your first 10 cases are free
Try every feature on real cases, with your whole team. When you’re ready for more, choose the package that fits your workload: Standard, Pro or Enterprise.
Standard
For small teams
Small volume
Price on request
Ask about Standard
- Every feature included
- Email support
- Move up any time
Pro
For a steady flow of cases
Medium volume
Price on request
Ask about Pro
- Everything in Standard
- Help setting up templates
- Priority support
Enterprise
For large agencies
High volume
Price on request
Ask about Enterprise
- Everything in Pro
- Moving your records in
- Training and a named contact
Built by Capstonic
Designed, built and supported by Capstonic
kitehire is a product of Capstonic, a software engineering company that places experienced engineers in product teams and delivers software end to end. The same team builds and supports kitehire.
Get started
See your own process running in kitehire.
Tell us how your cases move today. We’ll set up a program template that matches it and walk you through a case from registration to the final stage.