EmbassyFile is recruiting agency software for Bangladeshi manpower agencies, and the quickest way to understand it is to walk through its screens in the order a passenger's file moves through an office. This tour covers ten of them, from the dashboard a manager opens in the morning to the desk where a passport is handed back.
Why the sidebar is in this order
The top of the sidebar reads Dashboard, Passenger List, Embassy File List, ManPower Section, Delivery Section and Cancel Section. That is not alphabetical and it is not an accident. It is the path a file takes, so a new member of staff can learn the business by reading the menu from top to bottom.
1. Dashboard
The first screen after signing in shows where the whole operation stands over a period you choose: how many passengers sit at each stage, a month-by-month trend, and warnings for passports and visas close to expiry and passports that have already expired. A card only links to a screen the person signed in is allowed to open.
2. Passenger List
Every worker's record lives here: passport, visa, personal details and processing dates. Each row is marked green or red. Red means there are boxes on the passenger form that nobody has filled in, and hovering the badge names them. Your agency decides which boxes count before a passenger is ready for the embassy.
A lookup button beside the passport and visa number boxes copies the matching details from a file already on record, so the same person or the same demand is not typed twice.
3. Passenger Status
The passenger list deliberately stops showing people once they are filed into an embassy batch or cancelled. Passenger Status is the lookup that still finds them: type a passport number, a visa number or part of a name, and it says where that passenger went.
4. Embassy File List
An embassy file is a batch, identified by its date and your recruiting licence. You create it, then scan or type passport numbers into it under the headings New Passport, Re-Stamping and Cancel. A passport that fails your eligibility rules is refused at this point rather than at the embassy counter. From here you print the Arabic send list and the four-sheet information set for each passenger.
5. ManPower Section
Passports reach the manpower desk by being sent from an embassy file, and every send is logged with who sent it, when and an optional note. The edit screen opens on the file's fees, then the manpower status and send date.
6. Delivery Section
When the manpower work is done, the passport is sent on to the delivery desk. The dialog will not send it without the name of the person collecting it. A passport sent too early can be rolled back to the manpower desk with a reason.
7. Cancel Section
A passport can be called off from any of four screens, with a reason that is still readable months later. Rolling a cancellation back returns the passport to the desk it came from.
8. Agents and their statements
The agent list shows each agent's files and balance, and can be filtered to separate agents who owe you from agents you owe. Agent transactions ask which file a payment belongs to, and the agent-wise report opens into a full statement for any agent.
9. Accounts and the day book
Accounts are where money actually sits: cash, bank and mobile banking. A payment cannot be recorded out of an account that does not hold enough to cover it. The Daily Transaction report is the office day book, and the Profit Report keeps the cash position and the income-and-expense view side by side without adding them together.
10. Site Settings
This is where the agency sets its own rules: the weekday it submits to the embassy, the eligibility thresholds for passports, age, medicals and police clearances, which passenger fields are required, the logo, the PDF header and footer, and the letterhead for printed letters.
Which plan includes what
The Starter plan covers passengers, embassy files, manpower, delivery and setup. Business adds agents, accounts and reports, and expenses. Enterprise adds directors, payroll and MOFA wallets. Every plan starts with a thirty-day free trial, so the quickest way to judge the screens above is to use them on your own files.
Key points
- The sidebar follows the order the work happens in, from passenger registration to delivery.
- Readiness, eligibility rules and the embassy send day are set by each agency, not fixed in code.
- Every movement between desks is logged with who did it, when and why.
- Passenger Status finds a passenger even after they have left the passenger list.
- Agents, accounts, directors and MOFA wallets are included depending on the plan.
Frequently asked questions
What does recruiting agency software like EmbassyFile actually manage?
It manages the passenger record, the embassy batch, the manpower and delivery desks, cancellations, agent balances, accounts and reports for a Bangladeshi recruiting agency. Each agency works in its own separate workspace.
Can I find a passenger after they have been filed with the embassy?
Yes. The Passenger Status screen searches by passport number, visa number or name and finds passengers even after they have moved off the passenger list, and it shows where they went.
Do all EmbassyFile plans include agent accounts and reports?
No. Agents, accounts and reports start from the Business plan, and directors, payroll and MOFA wallets are in Enterprise. The Starter plan covers the passenger, embassy, manpower and delivery screens.
Can we try EmbassyFile before paying?
Yes. Every plan starts with a thirty-day free trial, with nothing to enter for payment to start it.