Features
Everything your team needs to keep cases moving
One place for every case, document and payment.
10feature areas
50features, all included
1pipeline, start to finish
Case management
Every placement on a clear stage tracker.
- Pipeline for every caseEach applicant moves through the stages of their program, with a clear stage tracker.
- What to do nextEvery case says what is blocking it and offers the next action.
- Stage timersTime in stage against how long it usually takes, with late cases flagged.
- Move forward or backAdvance when requirements are met, or send a case back a stage with a recorded reason.
- Hold, reject, reassignPause, reject with a reason, or hand a case to a colleague. Managers can reopen closed cases.
- Complete case historyA timeline of every stage change, document, hold, reassignment and decision.
- Tasks and remindersAssign follow-ups to team members against a case.
- Call and message logRecord calls, WhatsApp messages and emails against each case.
- Cases by programSee how many cases each program has and where they stand, filter, and export to a spreadsheet.
Documents
Required documents, verified before a case moves.
- Required documents per stageEach stage lists the documents it needs. A case can’t move on until they’re verified.
- Upload, review, verify or rejectReject with a reason so the team knows what to fix.
- Approved issuersA directory of the clinics, offices and training centres you accept, filtered by kind, country and city.
- Document viewingOpen and review uploaded files in the app.
- Expiry watchingThe overview highlights documents and passports that are about to expire.
Candidates
One profile per person, with every case they have.
- ProfilesPersonal details, passport, contact information and profile photo.
- Quick registrationRegister in a few fields, with checks for duplicate passports.
- Their cases at a glanceEvery case an applicant has, in one place.
- Referral trackingRecord which sub-agent or partner referred each applicant, or mark them as direct.
Employers and job orders
Vacancies with headcount and an approved maximum cost.
- Employer directoryCompanies, contacts and their requests.
- Job ordersVacancies with headcount, descriptions and an approved maximum cost for the applicant.
- MatchingLink a case to a job order once the employer approves. Positions are counted so a job order is never over-filled.
Fees, payments and commission
Who pays what, with every sum shown.
- Fee schedules per programSet charges once in a template, split into your services and costs passed on at cost.
- Per-case chargesA manager can add, edit or remove charges on a single case.
- Payment plansBill everything up front, or in milestone shares as each stage is reached, checked against the approved maximum.
- Employer billingYour own fees to the employer, billed at the stage you choose.
- Who pays whatThe case page separates what the applicant, the employer, the sub-agent and third parties pay or are owed.
- Sub-agent commissionWorked out from the partner’s rate or your default, and added when the first payment arrives.
- Invoices and paymentsRecord invoices, payments received and commission paid, with invoiced, received and outstanding on every case.
- Calculation guideA built-in help page and calculator, so staff don’t need an outside tool.
- Profit, for administratorsProfit per case and in total, by month, week and program, with margins and CSV export.
Sub-agents and partners
The people who refer applicants to you.
- Partner directorySub-agents and referral partners with their commission rates.
- Commission statementsWhat each one is owed and has been paid.
Dashboards and reports
What needs attention today, and the numbers behind it.
- OverviewA role-aware home screen with what needs attention today.
- ReportsCases by stage, program and status, fee summaries, and exports for a spreadsheet or for regulators.
- Fees pageInvoiced, received and outstanding at a glance, a balance per case, and a full ledger with filters.
Program templates
One template per country, scheme or service.
- Configurable pipelinesEach template has its own stages, expected durations, required documents, fees and payment mode.
- Charge ceilingSet the standard maximum charge for a program.
- Active and inactiveRetire a program without losing the cases already on it.
Team, roles and security
Each person sees what their job needs.
- RolesAdministrator, Manager and Case handler, each seeing and doing only what they should.
- Team profilesPhoto, contact details, education and qualifications for each employee.
- Audit logA record of who did what and when, for administrators.
- Secure sign-inFirst-login password change, password reset, session handling and “remember this device”.
- Separate dataEvery organisation’s data is isolated at the database level.
Everyday experience
Small things that save your team time all day.
- Fast searchFind any applicant, case, employer or page from anywhere with Ctrl+K.
- Pins and recent itemsPin the records you use most and return to what you last opened.
- NotificationsAlerts when a case moves, is assigned or is approved.
- Themes and densityLight and dark themes, compact or comfortable layout.
- Print-friendly pagesPlus copy-to-clipboard for references.
- Phones and tabletsResponsive screens with keyboard and screen-reader support.
- Offline noticeThe app tells you when you lose your connection.
What kitehire doesn’t do
It doesn’t send WhatsApp messages or emails, and it doesn’t connect to government systems. It records your communication and tracks your documents, so you always know where a case stands.
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.