Digitizing Refugee Sponsorship Applications for a National Program - RSTP
The Challenge
A Canadian refugee sponsorship support program processed thousands of applications through outdated and inefficient methods, mostly as scanned PDFs sent via email. This led to:
Key pain points included:
- Technical challenges with document size, formats, and email limits
- Increased burden on both applicants and administrative staff
- No real-time application tracking or status visibility
- Frequent delays due to manual validation and document handling
With growing demand and limited resources, the organization needed a better way to serve sponsors and streamline the intake process.
Frequent Delays
Technical Issues with Documents
Low Process Visibility
The Solution
Konverge designed and developed a custom web-based application system modelled after user-friendly tax software (like TurboTax), allowing sponsors to:
- Digitally complete forms: Users were guided step-by-step through dynamic questions tailored to their sponsorship type
- Upload required documents: Built-in validation and checks ensured completeness before submission
- Track status: Sponsors could receive updates and correspondence directly from within the portal
- Manage accounts: Authorized representatives could access and edit applications on behalf of clients
Key Features:
- Multi-language support (English and French)
- Guided forms for multiple sponsorship types
- eSignature integration for key documents
- Completeness checks and validation logic
- Integration with government systems for secure document transmission and updates
Multi-Language Support
E-Signature Support
Integration with Government Systems
Business Outcomes
- Dramatically reduced processing delays and application errors
- Improved sponsor satisfaction and engagement
- Freed up internal resources previously tied to document troubleshooting
- Laid the groundwork for more robust digital government services in the future
Why It Matters
Custom software isn’t just for business; it’s a critical enabler for mission-driven organizations. In this case, modern technology helped streamline a vital service that directly impacts lives.
Konverge’s ability to understand policy, compliance, and usability needs made this platform successful for administrators and users.
“We saw an opportunity not just to digitize a form, but to reimagine the entire application experience. The result was a platform that empowers both sponsors and the staff supporting them.”
— Sonia Couto, Managing Director, Konverge Digital Solutions
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