One Client, Multiple Visa Matters: How to Keep Every Case Separate
Keep each visa matter distinct while retaining one reliable client record, linked contacts, documents, tasks, communications, and financial history.
The short answer
Keep one client record for the person, but create a separate case for each immigration matter. The client record preserves contact details and relationships; each case preserves its own scope, category, status, documents, communications, notes, forms, agreement, tasks, deadlines, invoices and outcome.
What to check
Do not create a new client record for every new matter
Do not combine distinct services into one never-ending case
Use a separate case when scope, agreement, evidence, timeline or billing differs
Link partners, family members, employers and other contacts where relevant
Attach every email, file, task and invoice to the matter it actually belongs to
Separate the relationship from the matter
A client may return for a new visa, a variation of conditions, a residence pathway or a family member’s application. Their identity and contact details still belong to one client record, but the new service has its own scope and history.
Creating another case keeps the current matter clean without losing the relationship to the client’s earlier work.
Use a simple case-opening rule
Open a new case when the practice would issue a separate agreement, charge separately, track a different outcome, use a different evidence set or explain the work as a distinct matter to a reviewer.
Name and categorise the case clearly, assign ownership and record the next deadline before adding documents or correspondence.
Link people without mixing their files
Family and employer matters often involve more than one person. Link the relevant contacts to the case and record their role, while keeping each person’s own client record and each matter’s own working file.
During weekly review, check that messages, forms and supporting documents have not been attached to a related but different case merely because the same people appear in both.
Sources and detailed guidance
See this workflow in AdviserAide
Review the feature guide, then test the workflow against the way your immigration practice works.
Explore immigration case managementOfficial guidance can change. Check the linked source before relying on a form version or professional-practice requirement.