Can the system chase my customers for passport copies and visa documents instead of my staff asking again and again?
Yes, in most setups this can be handled automatically. Once a booking is confirmed, the system can look at the trip and ask the customer for the papers that trip needs, usually through a link where the traveller uploads a passport copy, a photo or a signed form themselves, so your team is not writing the same email over and over.
You decide when the asking starts and how often it repeats, for example a first request soon after the booking and gentle reminders as the departure date gets closer. The reminders stop on their own once the file arrives, and your staff get one screen showing which travellers are still missing something, which is far quicker than opening each file to check.
Where it gets less automatic is the thinking part. The system only asks for what you have told it to ask for, so somebody in your office has to set the rules for each destination or visa type first, and those rules need updating when a country changes its requirements. Someone still has to open the uploaded file and confirm it is readable, in date and for the right person, and a few suppliers and embassies insist on documents being submitted in their own portal, which no system can do on your behalf. Sending the requests by WhatsApp also depends on that channel being connected and approved.
Before you rely on it, write down the documents you ask for on your three or four most common trip types, check the system can be set up to request exactly those, and then test one booking from start to finish yourself.
