Save time & cost
Repetitive procedures disappear – significant time and cost reduction in application intake, appointment scheduling and information services.
Digital consular worker · Worker
Consulate Assistant
The digital consular worker supports missions with visa and passport applications, appointment scheduling and citizen services – structured, legally sound and AI-powered.
What the Consulate Assistant handles:
- Process visa & passport applications
- Coordinate appointments
- Check documents & legalisations
- Provide information
- up to 58 % Automation
- 24/7 Available
- BPMN 2.0 auditable
Benefits
Benefits for diplomatic missions
Why a digital worker noticeably relieves consulates and embassies – from application intake to the audit-proof file.
Fewer errors, more legal certainty
Guided checks of documents and legalisations lower the error rate and raise the legal certainty of consular procedures.
Scales at application peaks
Whether visa or travel season – the Consulate Assistant scales by configuration, without recruiting or onboarding.
Retain knowledge during staff changes
Expertise is secured as a process – rotations and postings no longer lead to knowledge loss at the mission.
Areas of use
Typical tasks at the mission
From application intake to legalisation – the Consulate Assistant automates the services that arise daily in consulates and embassies.
Visa & passport services
- Receive & process visa applications
- Passport matters & identity documents
- Citizenship & register enquiries
- Check application completeness automatically
- Status updates for applicants
- Routing to the responsible mission
Appointments & citizen services
- Appointment scheduling & coordination
- Check documents & evidence
- Prepare legalisations & certifications
- Information on opening hours & accessibility
- Capture consular concerns digitally
- Citizen services around the clock
Standards & integrations
Specialist procedures, registers & audit-proof records
The Consulate Assistant connects authority systems, consular requirements and daily application processing – without media breaks.
Specialist procedures & authorities
Connects register, specialist-procedure and authority systems (e.g. the foreign office) via open standards, APIs and connectors – without media breaks.
Appointment & application portals
Captures online applications and appointment bookings electronically, checks completeness and routes concerns to the responsible mission.
Data protection & audit-proof records
Applications and processes are recorded in an audit-proof way – GDPR-compliant, AI-neutral and auditable (BPMN 2.0).
Automation levels
Assistant · Agent · Worker
Three automation levels – matched to the task.
Digital Assistant
BPMN rule-based
Works strictly according to compliance and process rules (BPMN 2.0 & process engine) – perfect for structured rule sets and guided case handling, even in high-security areas.
Digital Agent
AI-powered
Understands unstructured data, emails and contracts via LLMs, takes over complex checks and decisions – autonomous tasks complementing existing systems.
Digital Worker
Autonomous AI orchestration
Solves whole processes autonomously and connects individual AI agents into teams – autonomous data transfer between legacy systems and web APIs, without media breaks.
Process
How it works
Job profile
Analyse tasks & workflows.
Configure
Model persona & processes (BPMN 2.0).
Connect
Integrate systems & data.
Operate
Cloud or on-premise, GDPR-compliant.
Optimise
Monitoring & governance.
Target groups
For which missions & authorities?
The Consulate Assistant is tailored to diplomatic and consular services – from the embassy to the honorary consulate.
Foreign missions
- Embassies
- Consulates & consulates-general
- Honorary consulates
- Liaison offices
Consular services
- Visa offices
- Passport & identity services
- Legalisations & certifications
- Citizen services & information
Authorities & ministries
- Foreign office
- Multilateral missions
- Interior & migration authorities
- Citizen offices abroad
Frequently asked questions
The most common questions about the Consulate Assistant.
What does the Consulate Assistant do exactly?
The Consulate Assistant supports missions with visa & passport applications, appointment scheduling, document & legalisation checks and consular information – structured, legally sound and IT-supported.
How high is the automation level of the Consulate Assistant?
For the Consulate Assistant's typical tasks, around 58 % automation is achievable – we determine the exact figure from your job profile.
Which consular procedures can the Consulate Assistant handle?
It handles visa applications, passport matters and register enquiries, checks documents and legalisations and routes citizens' concerns to the responsible mission.
Can the Consulate Assistant coordinate appointments and applications automatically?
Yes. The Consulate Assistant handles appointment scheduling and coordination, checks the completeness of applications and informs applicants automatically about status and the accessibility of the visa office.
Can the Consulate Assistant integrate with existing systems?
Yes. The Consulate Assistant connects seamlessly to existing register, specialist-procedure and authority systems as well as ERP and CRM systems via open standards, APIs and connectors.
How does the Consulate Assistant help with changing regulations?
Legal requirements and changed consular procedures can be translated into processes and digital assistants – so missions react quickly to new requirements.
Is the Consulate Assistant GDPR-compliant?
Yes. The Consulate Assistant is GDPR-compliant, AI-neutral and fully auditable (BPMN 2.0). It runs either as a high-security SaaS cloud or on-premise in your own data centre.
Is case processing audit-proof?
Yes. Applications and processes are documented in an audit-proof way and can be traced end to end – based on the open standard BPMN 2.0.