Saving 20-25 Hours Every Week with Automated J-1 Visa Management

The Challenge

Managing DS-2019 processing involves a complex series of administrative and compliance tasks. Every application moves through multiple stages, requiring accurate documentation, Training Plans, participant communications and ongoing compliance checks.

As program volumes increase, managing these workflows manually becomes increasingly time-consuming, making it difficult for a small team to maintain visibility across every participant while ensuring deadlines and compliance requirements are met.

Without the right systems in place, many of these processes would rely on manual tracking and spreadsheets, reducing the time available for higher-value work.

“Without Hanover, our DS-2019 and visa processing workflow would take much longer and would not be as enjoyable. I imagine our team using a lot of Excel-style spreadsheets instead. Hanover’s functions not only save us so much time, but they give us back the time we need to get other essential tasks finished on time.”

The Solution

Hanover provides IGE with a single platform for managing applications, DS-2019 processing, document workflows, Training Plans, communications and compliance activities. 

The team highlighted Hanover’s search functionality, intuitive visual layouts, Training Plan tools and batching capabilities as some of the biggest contributors to their day-to-day efficiency. Combined with automated notifications and workflow automations, these features allow staff to monitor participant progress without relying on manual processes or constantly checking application statuses.

Instead of spending time tracking participants and managing spreadsheets, the team can focus on progressing applications and supporting participants throughout their program.

“The email notifications from Hanover and the automations help notify me where applications move along so that I can continue moving them along.”

The Result

Hanover has become a core part of IGE’s day-to-day operations, helping the team manage participant applications more efficiently while significantly reducing administrative workload.

Hanover brings applications, DS-2019 processing, communications and compliance workflows together in one platform, making it easier for the team to manage every stage of the process.

IGE estimates Hanover saves their team between 20 and 25 hours every week through automations, notifications, workflow management and streamlined processing. Alongside workflow automations, Hanover’s search functionality, visual layouts, Training Plan management and batching tools help the team complete administrative tasks faster and with greater confidence.

The time saved allows the team to focus on supporting participants, completing essential administrative work and keeping programs moving efficiently, rather than spending valuable time on repetitive manual tasks.

“We’re very satisfied with Hanover. It solves a lot of our issues and workload.”

The Impact

• 20–25 hours saved every week
• Less time spent managing spreadsheets
• Faster DS-2019 processing
• Streamlined Training Plan management
• Automated workflow notifications
•  More time for participant support and essential work

Supporting Future Growth

As IGE continues to grow its programs, the team is looking forward to building on the efficiencies they’ve already achieved. They are particularly interested in expanding automation, improving communication workflows and exploring AI-powered tools to further streamline Training Plan creation and program administration.

With Hanover already playing a central role in their daily operations, the organisation sees significant opportunities to continue improving efficiency as their programs evolve.

Why IGE Recommends Hanover

When asked if they would recommend Hanover to another J-1 sponsor, the team didn’t hesitate:

“I couldn’t imagine working in this industry without using Hanover as my go-to platform.”