How do I provide clients with case status updates?

Upload case procedure documents, typical timelines, and FAQs into Chatref. The knowledge base grounds the AI agent in accurate immigration case updates, so clients get trustworthy answers straight from your firm's resources. Include PDF checklists, policy memos, and internal status-tracking guides to cover everything from USCIS processing times to document requirements. This one-time setup ensures every client query about case progress gets a consistent, accurate response.

Activate your Chatref agent on your website or client portal. The AI agent pulls from the knowledge base to resolve common client communication scenarios: "What is my case status?", "How long does this stage take?", "Is my document approved?" No more delayed email replies - the agent handles these instantly, in your firm's voice, freeing staff for high-value work.

Go beyond generic answers. Custom actions can connect to your case management system, allowing the agent to check a client's unique immigration case status updates on the fly. When a verified client asks for a status, the custom action calls your internal API or database and returns personalized data. This transforms the widget into a true status tracking tool that handles thousands of specific inquiries without manual effort.

Combine knowledge base training, AI agents, and custom actions to create a self-service channel that clients trust. They get immediate immigration case updates at any hour. Your team escapes the inbox drain while maintaining high-touch service. Use Chatref's insights to see what clients ask most, and refine your resources to improve clarity and reduce repeat questions.

How often should I update clients on their case status?
As often as meaningful changes occur. With Chatref, you don't have to schedule manual updates; clients can ask anytime and get the latest information from your knowledge base and custom actions. Encourage clients to check through the widget instead of emailing, ensuring they always have current data without your team having to push notifications.

What's the best way to deliver case updates?
A self-service AI agent on your website or client portal is the most efficient method. Chatref's widget provides instant, grounded answers from your documents, and custom actions deliver personalized status tracking. This meets client expectations for immediacy and reduces your firm's administrative load.

Can I automate case status notifications?
Yes. Chatref automates responses to status inquiries, so when a client asks, the agent provides a real-time answer without staff involvement. To send proactive notifications, you can configure custom actions to trigger emails or SMS through your existing tools when specific case milestones are reached, creating a seamless, automated client communication loop.