Tutorial for Scheduling Group Appointments

On this page:

Overview

This information will help you schedule your appointments online. It is important to read carefully all of the instructions to avoid any problems.

Remember:

  1. Your group has a limited time to schedule its appointments. Check the expiration date on the notification you received by e-mail. In case your request expires, you will have to follow the same steps again to solicit a new one.
  2. Call Center agents cannot schedule group appointments, but they can help you with questions.

How to Apply

Step 1

Pay a visa application fee. For more information about visa application fee payments (MRV fee), visit Step 3 at Group Appointments.


Step 2


As group coordinator, enter your profile at APPLY FOR A U.S. VISA. You should have at hand the following information for each group member:

  1. The passport with the full name, passport number, date of birth, passport expiration date and other important data located on the passport’s biographical page.
  2. The visa application fee receipt number. Click here for help locating this number.
  3. The 10-digit barcode number from the DS-160 confirmation page.

Step 3


Select “Update Profile” from the left-side menu and complete the profile information such as passport number or mailing address. Please note that even if the group coordinator is not included in the group, the profile must be completed in order to schedule a group appointment.

Step 4


Select “Schedule Group Appointment” from the left-side menu and the Approved Group Appointment Requests, as shown in the example above and continue.

Step 5


Add each group member by selecting “Add By Name” or “Add applicant By UID”.

If the group coordinator also wishes to apply for a visa at the same time, check the “Include yourself in the group appointment” box.

Step 6


Enter all of the applicants’ data exactly as it appears on their passports. Please scroll down the screen to fill out telephone numbers and an e-mail address. Please note all fields must be completed: the applicant’s data will not be saved with any fields left blank.

Step 7


Click continue when all the applicants information have been entered.


If you exit the scheduling process before all the applicants information have been entered and return to it later, please click the link “Unfinished request started: XXXX” to continue entering

the rest of the group member’s information. Please do NOT choose the link “Appointments Remaining: X”. If you choose this link to enter the rest of the group’s information, you will not be able to schedule a group appointment at the end.

Step 8


Select the location where the applicants will collect their passports.

If you select "Pick Up" option, the representative or travel agent of a group should pick up the applicants’ passports at the CGI Federal Delivery Service Center in Tokyo.

Step 9


Enter the receipt number corresponding to the application fee payment for each applicant. The applicants must pay the correct amount according to their visa category before entering the receipt number.

Note: Please do not pay the fee using the “Click Here For All Payments” link on the dashboard. If you make a payment by clicking “Click Here For All Payments”, a payment will be automatically associated with the group coordinator regardless whether the group coordinator is travelling with the group or not. Please follow the instructions on the on the Group Appointment Page to pay the fee for the group.

For more information about visa application fee payments, visit the Visa Fees page.

Step 10


Select a date and time according to the instructions that you received by e-mail. Group appointment confirmation will be displayed. Print out the confirmation page.

Note for group applications at the U.S. Embassy Tokyo: Applications must be submitted to the Embassy at least five working days in advance of the interview date. Please read the instructions on application submission at the U.S. Embassy Tokyo.

Note for group applications at the U.S. Consulate Osaka: Applications must be submitted to the Embassy at least ten working days in advance of the interview date. Please read the instructions on application submission.

Note for group applications at the U.S. Consulate Sapporo and Fukuoka: Applications must be submitted to the Embassy at least five working days in advance of the interview date. Please read the instructions on application submission.

For more information about the call center, visit the Contact Us page