Travel Coordinator

On this page:

Overview

If you are a travel coordinator repeatedly booking appointments for other travelers, you can create a travel coordinator profile in our online system. Instead of creating a new profile for each applicant, this feature allows you to manage and track all your clients under your profile. From this central location you can schedule, reschedule, cancel or confirm multiple client appointments from one screen. This eliminates the need for multiple profile names, passwords and external tracking of your client appointments. This feature is not intended to replace either the group appointment or other programs listed under "Local Visa Programs".

Instructions to Access the Travel Coordinator Profile and Manage Multiple Appointments

Step 1
Log in and create a profile in our online applicant system. If you already have a profile, skip to step 2.

Step 2
Send an email to travel-coordinator@ustraveldocs.com with your UID number in the subject line. This will grant you access to schedule applicants as a travel coordinator. Your UID number can be found on the right-hand side of the screen next to your user name. You do not need to put any text in the body of this email.

Below is a screenshot showing where to find your UID after logging into your profile:
UID Location


Step 3
Wait 5 minutes for your email to be processed and click on the Home link in the upper left hand corner. You will see that your dashboard and menu items have changed. The left-side menu will include Search Appointments and Appointment History options.
UID Location


Step 4
If you are ready to schedule an appointment, click on Schedule Appointment. You will complete the information for visa type, post, visa category, visa class and applicant information. The system will then prompt you to pick a specific date for your client's visa interview and provide confirmation details.

Step 5
You can continue to add other clients to your profile and schedule more appointments. If you need to view your previously scheduled appointments, you can click on the Search Appointments or view Appointment History.

Appointment History
Allows you to view all your reservation record. Click the green plus sign on the screen of the page, you can see the date of appointment of the customers you are responsible, visa category, the applicant's e-mail, UID and other information. You can also use your customer list, by the date of appointment, the type of visa or status order.

Note: Please note that the Appointment History option has limitations in terms of the maximum number of appointment records stored in the system. Therefore the information in it should not be used as a point of reference to your own database records.

UID Location


Search Appointments allows you to perform an action for your client. As seen in the screenshot below, you can confirm, cancel or reschedule the interview.
UID Location


More Information

NOTE: If you change your individual access to a travel coordinator profile you cannot schedule an appointment for yourself. To schedule your own appointment, send another email to travel-coordinator@ustraveldocs.com with your UID number in the subject line. This will disable your travel coordinator profile. When you schedule your appointment you will need to remove all previously scheduled appointments on the Dependents screen. After you've scheduled your appointment, send the email again and your access will be reinstated.