Getting started on EmbassyFile takes one short signup form and no card: you get a 30-day free trial on the plan you choose, and a workspace that already holds the reference data a Bangladeshi recruiting agency needs. This guide walks through the first day in the order that saves the most time later.
Step 1: Sign up
The signup form asks for five things you already know:
- your agency's name
- your own name, as the owner
- the email address you will sign in with
- a password
- a mobile number we can reach you on
You also pick a plan — Starter, Business or Enterprise — and accept the terms. That is all. Your trade licence and RL number are not asked for here, because most people do not carry them in their head. They go on the agency profile, later, when the licence is on the desk in front of you.
Step 2: Know what the trial means
Every plan starts with a 30-day free trial. Nothing charges you automatically, because there is no card on file. Near the end of the trial an invoice is raised, and you pay it by bKash, Nagad, bank transfer or cash, then enter the transaction id on the Billing screen inside your panel.
If the trial ends before you pay, your data is not deleted. The next time you sign in you meet the payment form, and submitting a transaction id opens the workspace again while the payment is checked.
Step 3: Fill in the agency profile
Open Administration → Agency Profile. This is who your agency legally is:
- registered name
- trade licence number
- RL number
- BIN
- the contact person, email and phone for invoices
- the office address
None of these fields are required for the software to work, so you can leave a gap and come back. It is still worth doing on day one, while you are setting things up anyway.
The appearance of your workspace — logo, brand colour, and the letterhead used on printed documents — is a separate screen, Site Settings, also under Administration.
Step 4: Check the reference data
Your workspace arrives with Bangladesh's districts and thanas, a list of professions, payment methods, a cash account and expense heads already loaded. Look through Setup and add what is missing for your office:
- Your RL names, as they should appear on embassy paperwork.
- Any profession your workers go out under that is not in the list.
- On Business or Enterprise, your bank accounts and mobile wallets under Account & Report, each with its opening balance.
Ten minutes here prevents months of staff typing around a missing option.
Step 5: Add your staff
Give each person their own login under Administration → Users, and decide through roles what they can reach. The person at the counter does not need the accounts; the accountant does not need to edit passenger files.
Your plan sets how many logins you can have: three on Starter, ten on Business, and unlimited on Enterprise. Resist sharing one login between two people. It saves a seat and costs you the record of who did what.
Step 6: Enter your first passenger
Open the passenger list and create a passenger with a real passport in hand. Enter the passport issue date and its duration, and the expiry is worked out for you. Add the visa, medical and police clearance details you have.
Then open Passenger Status and search for that passport number. It shows where the file is and whether it counts as ready for the embassy, which is the screen your counter staff will use all day.
Step 7: Review the embassy rules
Under Site Settings, the Eligibility Rules and Passenger Readiness tabs decide what a passenger needs before joining an embassy batch. Read them once and set them to match your office's practice, so the first batch you assemble is not refused by your own system for a reason you did not expect.
Key points
- Signup is five answers and a plan choice; no card, no licence number.
- The 30-day trial ends with an invoice you pay by bKash, Nagad, bank or cash.
- Agency Profile holds your legal details; Site Settings holds appearance and rules.
- Give each staff member their own login and set roles before real work starts.
Frequently asked questions
Do I need my RL number to sign up for EmbassyFile?
No. Signup asks only for the agency name, your name, email, password and mobile number. The RL number, trade licence and other legal details go on the Agency Profile screen after you are in.
What happens if my free trial ends before I pay?
Your data stays where it is. When you next sign in you see the payment form, and once you submit a transaction id the workspace opens again while the payment is verified.
How many staff can log in during the trial?
The trial follows the plan you chose: three logins on Starter, ten on Business and unlimited on Enterprise.
Can I change my logo and letterhead?
Yes. Site Settings, under Administration, holds the logo, brand colour and the letterhead used on printed documents.