Quickstart: your first 30 minutes
Set up your workspace, invite your team, import a client, and open your first case — end to end in about half an hour.
This guide walks a new administrator through the essentials of setting up ImmPilot for a working immigration practice. It assumes you have received your workspace URL and admin credentials, and that you have a small starter set of client data ready to import.
1. Configure your workspace
From Settings → Workspace, set your firm name, primary language, timezone, and default currency. These values are used across every generated document, invoice, and client communication. Upload your firm's logo — it appears on client-facing PDFs and the client portal.
2. Invite your team
Under Settings → Team, add each team member with the appropriate role. RCICs receive full case authority, paralegals receive case operations access, and administrative staff receive intake and billing access. Each invited user receives a secure invitation email with instructions to set their password and enable multi-factor authentication.
3. Import your first clients
Use Clients → Import to upload a CSV of your existing client records. A template is provided. The importer validates each row, previews the resulting client records, and reports any issues before committing. Nothing is written to your workspace until you confirm the import.
4. Open your first case
From any client record, click Open Case, select the immigration program, and complete the short case setup. The case is created with the default stage, default document requirements, and default deadlines drawn from the program's built-in template — which you can override at any time.
5. Invite the client to their portal
From the case, click Invite Client. The client receives a secure invitation to their portal, where they can view their case status, upload documents, sign forms, and message your team. Portal activity is logged against the case automatically.