EuroCan Education Platform — Discovery Kickoff & Client Requirements
Author: Mahabeer, Clousor Technologies
Date: October 11, 2026
About This Document
This document records what was agreed at the Discovery kickoff for the EuroCan Education platform (Phase 1). It covers:
- What Phase 1 includes and excludes.
- The legal rules the platform must follow.
- The information and files we need from EuroCan.
- Standard values for Phase 1.
- Decisions and blockers.
- Next steps.
1. Phase 1 Scope
- Country: Canada only. Phase 1 covers Canadian Designated Learning Institutions (DLIs).
- Quebec: Not included in Phase 1. Quebec has its own study permit step (CAQ) and French-language requirements. It is planned for a later phase.
- Target intake: The pilot will run for one Canadian intake, which EuroCan confirms before development starts. Until then, the prototypes use a sample intake.
- Student website and app: Students create an account and explore programmes on the EuroCan website. Once a counsellor is assigned, they use the mobile app (iOS and Android). Clousor builds the EuroCan landing page and student website in Phase 1.
- Staff back-office: EuroCan staff use a web app. Each person only sees what their role allows.
- Recruitment partners: In Phase 1, partners send student details to EuroCan. Staff create the account, record the partner and send partner statements. A self-service partner portal is planned for Phase 2A.
- WhatsApp inbox: All WhatsApp chats on EuroCan's company number are handled inside the staff back-office. Staff no longer use WhatsApp Web or the company phone. WhatsApp calling comes in Phase 2A.
- Payments: EuroCan never holds student money. Students pay fees, deposits and tuition directly to the institution.
2. Rules the Platform Must Follow
Caution
1. No Immigration Advice
Under Canadian law (IRPA, Section 91), only licensed immigration consultants (RCICs) and lawyers may give immigration advice or prepare visa applications for a fee.
- EuroCan staff and the platform never give immigration advice or prepare study permit applications.
- The platform only records the student's visa status:
PAL Received,Permit Applied,Biometrics Done, thenVisa ApprovedorVisa Refused. - If a student asks for visa help, EuroCan refers them, with their consent, to the licensed consultants at AYS Immigration, EuroCan's sister company. AYS will join the platform in a later phase.
Important
2. EuroCan Never Holds Student Money
Holding or passing on student payments would bring EuroCan under Canada's retail payment rules (RPAA) and anti-money-laundering rules (PCMLTFA).
- Students or their sponsors pay application fees, deposits and tuition directly to the institution, for example through Flywire, Convera, CIBC International Student Pay or the institution's own payment page.
- The platform only stores payment receipts and references, to confirm payment and support commission claims.
Note
3. Privacy and Consent
Under Canada's anti-spam law (CASL) and privacy law (PIPEDA):
- The platform records when and how each student agreed to be contacted. Every student gives their own consent, when they sign up or first sign in.
- Students can unsubscribe or choose their channels (app notifications, WhatsApp, email) in their account settings, on the website or in the app.
- Passports, transcripts and financial documents are encrypted, and every staff access is logged.
3. What We Need from EuroCan
Please send the following items so the work can continue without delays. The dates for each deliverable will be set in the Delivery Roadmap, which Clousor will share later.
| Ref | Item | Details | Owner | Needed Before | Status |
|---|---|---|---|---|---|
| AST-01 | Priority institution list | Spreadsheet of the top 25–50 Canadian institutions: name, DLI number, campuses, and for each programme its study level, field of study, intakes and deadlines, tuition (CAD), application fee, co-op and refund policy. | Catalogue Lead | Student Journey Prototype | Pending |
| AST-02 | Entry requirements | Minimum requirements for each priority programme: Grade 12 or Bachelor's marks, required subjects, IELTS/PTE/TOEFL scores, whether Duolingo is accepted, the longest study gap allowed, and how many backlogs are allowed. | Admissions Lead | Student Journey Prototype | Pending |
| AST-03 | Sample student documents | 5–10 anonymised samples: school transcripts (CBSE, ICSE, Punjab Board, etc.), degree marks cards, IELTS/PTE score sheets, SOPs and reference letters. | Operations Lead | Application & Staff Journey Prototype | Pending |
| AST-04 | Sample offer and payment documents | Redacted samples of conditional and unconditional LOAs, a PAL, a tuition payment receipt (Flywire/Convera) and an enrolment confirmation letter. | Admissions Lead | Application & Staff Journey Prototype | Pending |
| AST-05 | Commission agreements | Commission terms with each institution, or the application platform that pays the commission: rates (e.g. 10–20% of first-year tuition), bonus tiers, when commission is earned and an invoice can be raised, payment terms, and when commission can be taken back (clawback). | Finance Lead | Technical, Data & Integration Plan | Pending |
| AST-06 | Partner split rules | Partner revenue splits (e.g. 50/50, 70/30). | Finance Lead | Technical, Data & Integration Plan | Pending |
| AST-07 | WhatsApp Business setup | Access to EuroCan's Meta Business Manager, the business phone number for WhatsApp, proof of business registration, a recent utility bill in the company's name (both needed for Meta's business verification), and a payment method in Meta's billing for WhatsApp message charges. | IT Lead | Technical, Data & Integration Plan | Pending |
| AST-08 | Domain access | Access to the DNS settings for EuroCan's email domain, so platform emails are sent from EuroCan's domain and don't land in spam. | IT Lead | Technical, Data & Integration Plan | Pending |
| AST-09 | Brand assets | Logo files (SVG/AI), brand colours, fonts, letterhead and standard disclaimer text. | Marketing Lead | Student Journey Prototype | Pending |
| AST-10 | Existing student records | An anonymised sample of current leads and past placements, so we can plan the import. Before launch, the active students for the pilot intake, filled into Clousor's spreadsheet template. | Operations Lead | Technical, Data & Integration Plan | Pending |
| AST-11 | App store accounts | EuroCan's own Apple Developer and Google Play Console accounts (in the company's name), so the student app is published under EuroCan. | IT Lead | Technical, Data & Integration Plan | Pending |
| AST-12 | Service agreement and DocuSign | EuroCan's service agreement text, with a co-signing section for a parent or guardian when the student is under 18, and a DocuSign account in EuroCan's name. | Operations Lead | Application & Staff Journey Prototype | Pending |
| AST-13 | Website content | The words and images for the EuroCan landing page, about and contact pages, plus the privacy policy and terms. | Marketing Lead | Student Journey Prototype | Pending |
4. Standard Values for Phase 1
Clousor uses these standard values in Phase 1. EuroCan can ask for any of them to change before development starts.
| Topic | Standard Value |
|---|---|
| Consultations | Counsellors book consultations in the platform calendar. No separate booking tool is used. |
| Entry requirements and marks | Each programme's requirements are recorded as the institution publishes them for the student's country, including the number of backlogs allowed. No grade conversion is used. |
| Where applications are submitted | The counsellor records whether each application went through the institution's agent website or an application platform. Both are supported. |
| Document watermark | Documents sent to institutions are not watermarked. |
| Students who can't use the app | The student signs a programme confirmation form, and the counsellor uploads it. It counts as the student's confirmation. |
| Application fee during submission | If an institution's agent website asks for payment during submission, the student enters their own payment details on that page. Staff never enter or see them. |
| No news from an institution | The counsellor gets a reminder 14 days after submission. An admin can change the number of days. |
| Proof of deposit | The payment provider's confirmation (for example, from Flywire or Convera) or the institution's official receipt. |
| Enrolled | A student counts as enrolled when the institution confirms it, usually after its add/drop (census) date. |
| Other applications after an offer | Once the deposit is confirmed, the counsellor withdraws the student's other applications for that intake. |
| EuroCan service fees | Not handled in the platform in Phase 1. |
| Partner statements | Sent monthly, in CAD. Finance pays partners outside the platform and records each payment. |
| Commission taken back | If an institution takes commission back after a partner's share was paid, the amount is deducted from that partner's next statement. |
| Accounting | Finance exports invoices and payments as a spreadsheet (CSV), which works with any accounting system. |
| Tax on invoices | Finance sets the tax rate on each institution agreement. It can be zero. |
| WhatsApp reply alerts | The counsellor is alerted when a chat has waited 2 working hours for a reply, and the manager after 4 working hours. An admin can change both. |
| Reminders to students | The day before a consultation. Every 3 days while the agreement is unsigned or a programme confirmation is unanswered. 7 days before a condition deadline, a deposit deadline or the PAL expiry date. |
| Programme details re-check | Named staff get a reminder when a programme hasn't been checked for 6 months. |
| WhatsApp chat history | Kept in the platform for 2 years after the student's file is closed, then deleted. |
| Past WhatsApp chats | Not brought into the platform. Old chats stay on the company phone, and new chats start in the platform. |
| Deleting an account | Personal details are deleted within 30 days of the request. Invoices and commission records are kept for 6 years, as Canadian tax rules require. |
5. Decisions and Blockers
5.1 Decisions
| Ref | Date | Decision | Reason |
|---|---|---|---|
| DEC-01 | 2026-10-09 | Phase 1 covers Canada only. | Get Canadian institutions and processes right before adding the UK, Australia or the US. |
| DEC-02 | 2026-10-09 | Quebec institutions are excluded from Phase 1. | Quebec has an extra study permit step (CAQ) and French-language rules. Planned for a later phase. |
| DEC-03 | 2026-10-09 | EuroCan never holds student money. | Avoids payment licensing and anti-money-laundering obligations. |
| DEC-04 | 2026-10-09 | Visa tracking is status-only. | Required by IRPA Section 91. EuroCan does not give immigration advice. |
| DEC-05 | 2026-10-11 | Students sign up and explore programmes on the website, then use the mobile app once a counsellor is assigned. Staff use a web back-office. | Students can start easily on the web, and use the app for their applications. |
| DEC-06 | 2026-10-09 | Every document is checked by someone other than the person who uploaded it before an application is submitted. | Reduces the risk of fraudulent documents. |
| DEC-07 | 2026-10-10 | EuroCan staff manage recruitment partners in Phase 1. | Partners send student details to EuroCan, and staff create the account and record the partner. Partners receive statements from staff. A self-service partner portal is planned for Phase 2A. |
| DEC-08 | 2026-10-10 | Parents and guardians don't get their own login in Phase 1. | Keeps Phase 1 simple. |
| DEC-09 | 2026-10-10 | EuroCan staff update institution fees and intakes directly in the system. | Keeps Phase 1 simple. No bulk upload tool is needed in Phase 1. |
| DEC-10 | 2026-10-10 | The counsellor gives final approval before an application is submitted. | Keeps Phase 1 simple. No separate processing officer is needed. |
| DEC-11 | 2026-10-10 | Students who ask for visa help are referred, with their consent, to AYS Immigration, EuroCan's sister company. | Only licensed consultants may give visa help. AYS will join the platform in a later phase; students will then use their existing account, and AYS will update their visa status. |
| DEC-12 | 2026-10-11 | Managers assign new enquiries to counsellors manually. | Keeps Phase 1 simple. |
| DEC-13 | 2026-10-11 | Counsellors mark a student as Lost manually. | Keeps Phase 1 simple. There is no automatic rule; the counsellor decides. |
| DEC-14 | 2026-10-11 | The EuroCan landing page and student website are built in Phase 1. | Every student starts there before moving to the app. |
| DEC-15 | 2026-10-11 | The platform doesn't block programmes a student doesn't qualify for. | Students can still enquire about them with their counsellor. |
| DEC-16 | 2026-10-11 | A student can apply to up to 3 programmes per intake. | Keeps applications focused. An admin can change the limit in the platform settings. |
| DEC-17 | 2026-10-11 | A conditional offer is accepted only after all its conditions are met. | No deposit is paid for an offer that may not become final. |
| DEC-18 | 2026-10-11 | WhatsApp chats are handled inside the staff back-office. Staff no longer use WhatsApp Web or the company phone. | Keeps student contacts with EuroCan and lets managers see every follow-up. |
| DEC-19 | 2026-10-11 | Staff can create accounts for students who come through partners, walk-in visits, word of mouth or WhatsApp. | Every student is in the platform, whatever the channel. The student gets an email to set their password. |
| DEC-20 | 2026-10-11 | No SMS messages in Phase 1. | Sending SMS to Indian numbers needs DLT registration, which adds too much setup. Students get app notifications, email and WhatsApp instead. |
| DEC-21 | 2026-10-11 | Students sent by a partner give their own consent. | The partner can't consent for them. Every student agrees to be contacted themselves, when they sign up or first sign in. |
| DEC-22 | 2026-10-11 | No AI or automatic document reading (OCR) in Phase 1. | Keeps Phase 1 simple. Staff type in details from documents. |
5.2 Blockers
| Ref | What Is Needed | Why It Matters | Owner | Needed Before |
|---|---|---|---|---|
| BLK-01 | Complete Meta (WhatsApp Business) verification by submitting company registration documents and a utility bill. | High — WhatsApp enquiries and messages can't go live until Meta verifies the business. | IT Lead | Technical, Data & Integration Plan |
| BLK-02 | Send the priority institution list (AST-01), starting with at least the top 25 institutions and their programmes. | High — Search and eligibility checks can't be set up or tested without real institution data. | Catalogue Lead | Student Journey Prototype |
| BLK-03 | Send the institution commission agreements and partner split rules (AST-05, AST-06). | Medium — Commission workflows can't be finalised without confirmed rates and trigger dates. | Finance Lead | Technical, Data & Integration Plan |
6. Next Steps
This kickoff is complete when:
- EuroCan leadership agrees the scope and rules in this document.
- Each EuroCan owner has received the checklist in Section 3.
- EuroCan has reviewed the standard values in Section 4.
- The decisions and blockers in Section 5 are recorded.