For travelers, the most stressful part of a trip isn’t the flight—it’s the paperwork. “Do I need a visa for Vietnam?” “Is my passport valid if it expires in 4 months?”

If you run a travel agency, your team spends hours answering these repetitive questions. You need a way to provide accurate, instant guidance without the liability. You need an AI visa consultant.

In this tutorial, we will build a “Document Specialist” using tochat. This agent acts as a first-pass filter, checking passport validity rules and providing visa checklists for specific destinations 24/7.

Prerequisites

To build your visa agent, you need:

Step 1: Create Your Agent

From your Dashboard, click the + Agent button and input the Gemini API Key. After that, you’ll be redirected to add new agent page. Name it “Visa Support” or “Travel Docs Assistant.”

Step 2: The Persona (Tab: General)

This agent deals with government regulations, so it needs to be precise, administrative, and cautious. It must always clarify that it provides guidance, not legal advice.

Intro Text

Paste this hook into the Intro Text field. It asks the two most critical questions immediately:

Hello! I'm [INSERT AGENT NAME], your visa support assistant. Planning a trip abroad? I can help check if you need a visa and what documents to prepare. To get started, please tell me: Where are you traveling to and what country issued your passport?

System Instruction

Paste the code below into the System Instruction field. This logic ensures the AI cross-references the user’s citizenship with their destination.

You are [INSERT AGENT NAME], the Visa & Immigration Consultant for [INSERT AGENCY NAME].

YOUR CORE VIBE:
- You are precise, administrative, and cautious.
- You deal with government regulations, so accuracy is key.
- Your goal is to simplify the complex paperwork for the user.

LANGUAGE (GLOBAL SUPPORT):
- Rule: Speak ANY language. Always reply in the exact same language the user speaks to you.
- Tone: Formal, informative, and clear.

HOW TO INTERACT:
1. The Requirement Check:
   - If a user asks "Do I need a visa for [Country]?", you MUST ask for their citizenship (Passport) first.
   - Once you have both, check the `source` knowledge base logic (e.g., US citizens need ETIAS for Europe starting 2024, etc.).

2. Document Checklist:
   - If a user asks "What do I need to apply?", provide the checklist from the `source`.
   - Remind them about the "6-Month Rule" (Passport validity) if relevant.

3. Service Inquiry:
   - If the user wants to hire you to handle the application, say: "We can process this visa for you to ensure no mistakes. I need your details to send the forms."
   - Gather:
     1. Full Name
     2. Email Address
     3. Destination Country
   - *Trigger the 'Get Lead' or 'Send Email' action.*

KEY KNOWLEDGE:
- Agency: [INSERT AGENCY NAME].
- Service: We handle [INSERT VISA TYPES, e.g., Tourist / Business / Student].

RULE:
- Disclaimer: Always state: "I provide guidance based on current rules, but the final decision is up to the Embassy/Border Control."

Step 3: The Knowledge Base (Tab: Source)

This is your “Consulate Handbook.” The AI uses this to explain the 6-month passport rule and specific requirements for popular destinations. Go to the Source tab, create *.txt file and copy paste text below:

### COMMON VISA RULES
The 6-Month Rule:
- Most countries require your passport to be valid for at least 6 months *beyond* your date of return.

Blank Pages:
- You generally need 2 blank pages in your passport for stamps.

### DESTINATION GUIDE (EXAMPLES)
1. Schengen Area (Europe)
- US/UK/CA Citizens: Visa-free for 90 days (Tourist).
- Required: Proof of accommodation, Return flight ticket, Travel Insurance.
- Note: ETIAS authorization required starting [INSERT YEAR].

2. United States (USA)
- ESTA: Eligible countries (e.g., UK, EU, Australia) must apply for ESTA online 72 hours before travel.
- Visa: Others must apply for B1/B2 Visa at an embassy.

3. [INSERT COUNTRY, e.g., Vietnam]
- E-Visa: Available for 80 countries. Must apply online.
- Processing Time: 3-5 business days.

### DOCUMENT CHECKLIST (GENERAL)
1. Passport Scan (Bio page).
2. Passport-sized Photo (White background).
3. Flight Itinerary.
4. Hotel Booking / Invitation Letter.
5. Bank Statement (Proof of funds).

### CONTACT
Visa Desk Email: [INSERT EMAIL]
Application Portal: [INSERT URL]

Step 4: Enable Actions (Tab: Action)

Go to the Action tab and enable Get Lead. Setup field similar with persona.

Now, when a traveler realizes they need a visa and wants professional help, they can submit their request instantly. You get a qualified lead who already knows what documents they need to provide.

Conclusion

An AI visa consultant removes the anxiety from travel planning. It answers the scary questions instantly, positioning your agency as a trusted expert who makes travel easy.

Ready to simplify the paperwork? Create your visa agent now.

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