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Applicants choose a consultation type and a time in their own language, or request one when the calendar is full.
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A Booking and Intake Website Built Around Immigration Cases
A booking and intake website for immigration law firms lets an applicant pick a consultation time, name the visa category and share the key deadline before the first call. SIZ Group builds the calendar, the intake form and the reminders so your office sees a clear picture before anyone dials.
01
A visa applicant's walk through the booking flow, step by step
An applicant whose H-1B extension is due in a few months finds the consultation page from a search on her phone. The page opens in the language she chose, lists the consultation types in plain words and shows that a transfer case and an extension are booked as separate meetings.
She picks a weekday slot. The intake form then asks for her visa category, her current status expiration date and the name of her employer's HR contact if that person is helping. It does not ask for a passport number or an alien registration number, and a notice explains that those details will be requested through the firm's secure system.
The office coordinator sees the booking tagged to the employment team, checks whether the employer already has an open matter and sends a reminder listing the documents to bring, such as a passport copy, the current approval notice and recent pay statements.
- Consultation types written in plain words, such as extension, transfer, green card and family petition
- A language selector that carries through the booking, the form and the confirmation
- A reminder with the document list, sent the day before the meeting
- A form field for the status expiration date, so the coordinator can flag urgent cases
02
Fitting the booking calendar around the software immigration offices use
Immigration offices often rely on case management software such as Clio, plus a calendar the attorneys check every morning. Some teams also keep deadlines in a separate tracker, because a missed date can affect a client's status. The booking site should write to the calendar the attorneys already use, and deadlines should stay in the system that already protects them.
If the office cannot connect the booking calendar directly, we would keep a manual step with a clear owner. The coordinator copies confirmed meetings into the calendar each morning, and the form tells applicants that the office will confirm within the stated window. We agree on that rule in writing before launch.
03
Mistakes we would steer immigration offices away from on a booking site
The first mistake is translating the booking page but not the confirmation. An applicant who books in Spanish and receives a reminder in English may miss the meeting altogether. Every message in the chain needs the same language choice.
The second is asking for too much before the first meeting. Immigration intake can involve long histories, and a public form is the wrong place to collect them. The third is a calendar that offers slots during a filing deadline week, when the attorneys are fully occupied.
What you get
Key features
Visa category intake
The short form captures the visa category and the status expiration date, and nothing that belongs in a secure system.
Multilingual confirmations
Each message in the chain carries the language the applicant selected.
Reminders with documents
A day-before reminder lists the documents to bring, so meetings start with the file in hand.
Urgent flags
Requests with an approaching expiration date are tagged for the coordinator to review first.
Reschedule handling
Applicants change a meeting through the confirmation link, and the office is notified at once.
04
Cost and timing of a booking and intake website for immigration law firms
The cost depends on the number of consultation types, the number of languages, the calendar connections and the reminder logic. For a website, the scope sets a price somewhere between $300 and $2,200, and we confirm it in writing after the free scoping call.
Timing depends on translation review and on the office's decisions about which consultation types exist. We collect those lists during scoping, so the build can move without waiting on a meeting that never gets scheduled.
To keep scope under control, launch the booking flow in the languages your office can staff, and add others once native reviewers have checked them.
05
Rolling it out so the office and applicants actually use the booking site
Coordinators switch to a new booking system only when it removes a job, not when it adds one. We would retire the phone-and-spreadsheet routine on a fixed date, move upcoming meetings into the calendar before launch and show the team how a reschedule works.
Applicants need a clear first step. Place the booking button at the top of each practice page, and make the phone number tap-to-call on mobile. A short line near the form should explain that a consultation does not create an attorney-client relationship until the firm agrees to represent the applicant in writing.
In the first month, we would review reschedule requests and form drop-offs with the office lead and adjust the wording. Support after launch covers those changes.
- A fixed switch-over date after which the old spreadsheet is retired
- Upcoming meetings moved into the calendar before go-live
- A written reschedule and cancellation rule that the coordinator follows
- A monthly read of drop-offs and reschedule requests, reviewed with the office lead
06
How to measure whether the immigration booking calendar is working
Measure the flow from booking to consultation. Count requests by consultation type, the share kept and the share missed, and the gap between a request and the first meeting. A high missed rate can point to reminders that arrive too late or to a form that asks for too much.
Track which language versions produce bookings and which produce drop-offs as well. A language that starts many bookings but few confirmations usually signals a translation or wording problem rather than a lack of interest.
What should a booking and intake website for immigration law firms do first?+
It should let applicants book the right consultation type, in the language they choose, and capture the visa category and key dates in a short form. Document uploads and payments can follow once the booking flow runs reliably.
Can someone book on behalf of a family member?+
Yes, through a field that identifies who is booking and how they know the applicant. The office confirms with the applicant directly before sharing details, which protects privacy on both sides.
Can urgent cases move to the top of the queue?+
They can. Requests with a near expiration date are tagged so the coordinator reviews them first, and the office can set a rule that places them at the top. The office chooses the threshold that counts as urgent.
Are the details an applicant enters in the form confidential?+
Information shared in an inquiry is often treated as confidential under prospective-client rules, even when the applicant never retains the firm. Your attorneys should set the wording of that promise, and the site should describe it accurately without overstating its reach.
What does a booking site cost to build?+
Scope sets the price, which falls between $300 and $2,200 for a website. The number of consultation types, languages and calendar connections are the main drivers, and the figure is confirmed in writing after the free scoping call.
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Let's make it happen
Put immigration consultations on a calendar your office controls
Write to info@sizgroup.com or call +1 254 323 2698 to arrange a free scoping call, where the scope and the price come in writing.