More clients reach.
civitas. takes over the administrative part of Einbürgerungsberatung (naturalization counselling) — your advisors focus again on what they are qualified for. Fördertarif (subsidized rate) for recognized organizations: free of charge when BAMF or state funding is in place.
Six structural challenges of migration advisory.
The reform of the Staatsangehörigkeitsgesetz (Citizenship Act) has increased the demand for advisory services — staff, language mediation and IT budgets have not grown proportionally. The figures below are estimates based on publicly available BAMF data and conversations with provider organisations.
Between registration and initial consultation.
Average waiting times at German migration counselling centres range from three to eight weeks, depending on the region. For people with urgent matters — expiring deadlines, threatened loss of Aufenthaltstitel (residence permit) — that is not reasonable.
Administrative share in everyday counselling work.
A substantial share of advisory work goes into helping fill out forms, sorting documents and coordinating translations — activities social workers and lawyers were not trained for.
Costs and availability of Dolmetscher (interpreters).
Professional Sprachmittlung (language mediation) is expensive and not always available at short notice. Smaller Träger (providers) can often only afford a few hours per month — although the need is significantly higher.
Per quarterly report and Verwendungsnachweis (proof of use of funds).
Funders such as BAMF or federal states require differentiated factual reports (Sachberichte) and proof-of-performance documentation. Manual aggregation from various sources consumes several person-days per quarter.
Qualified personnel hard to recruit.
Intercultural social work, specialized migration law advice, multilingualism — the requirements profile is high, the salary level at non-profit organizations limited. Vacancies often remain unfilled for months.
Typical digitization budget of small Träger (sponsoring organizations).
Software licenses, training, and IT support compete with direct advisory resources. Professional Fallmanagement (case management) systems are simply unaffordable for many Träger (providers) — although they would noticeably increase capacity.
How civitas. addresses each of these challenges.
civitas. is not a replacement for counselling work — on the contrary: the wizard takes over the mechanical tasks so that your counsellors are once again available for substantive work. Human counselling, technically relieved.
Wizard in six languages.
Clients fill in the Einbürgerung (naturalisation) application in their native language — German, English, Turkish, Arabic, Russian or Ukrainian. The Behörde-ready output is automatically generated in German.
This significantly reduces the need for interpreters: language mediation is only required for complex topics that need counselling, not for simply filling in the form.
Counsellors become companions.
Instead of filling out forms together, your advisors guide clients through strategic questions: which Unterlagen (documents) are still missing, which documents need to be obtained, how to handle a special case.
Projected capacity increase per full-time employee: approximately doubling the number of clients that can be supported without qualitative losses.
Förderberichte (funding reports) automated.
The system records counselling hours, performance indicators and target-group data in a BAMF-compliant manner. Quarterly reports and proof-of-use documents are generated at the push of a button — compliant with Annex V of the BAMF (Federal Office for Migration and Refugees) guidelines.
Manual report creation typically drops from several days to just a few hours. Anonymisation options for privacy-sensitive analyses are built in.
Multi-user access including volunteers.
Unlimited user accounts for your team: full-time advisors (Berater:innen), specialists, volunteer language mediators, student assistants. Role model with graduated rights — from full access to view restrictions.
This makes volunteer support possible at a low threshold without taking on data-protection risks.
Fördertarif (subsidised tariff) for recognised organisations.
Organizations with active BAMF funding (MBE, JMD), state-financed integration counselling (Integrationsberatung) or comparable grants use civitas. free of charge. Training, support and updates included.
The Fördertarif (subsidised tariff) is financed from the commercial part of our business (private use, authority and law firm cooperations). The non-profit layer is thus directly cross-subsidised.
Förderberichte (funding reports) as a by-product of day-to-day work.
Every documented consultation hour automatically flows into the grant usage reports (Zuwendungsnachweise, proof of fund usage). The following presentation shows a sample scenario with a fictional organization and target values from publicly available BAMF metrics.
Migrationsberatung (migration counselling) for adult immigrants
Landeskomplementärförderung 2026 (state-level co-funding)
Capacity leverage instead of headcount growth.
The figures below are target projections based on comparable digitalisation projects in the social sector. Your concrete values will be measured during the pilot phase together with your organisation.
By shifting administrative tasks to the wizard, the number of cases that can be supported per full-time equivalent can roughly double — without compromising quality.
Higher throughput rates structurally reduce waiting lists. The average waiting time to a first consultation halves in the projection.
Automated capture of BAMF performance indicators reduces manual preparation from days to hours. Several person-days are freed up per quarter.
The wizard handles translation of the form content. Language mediation is now only needed for complex counselling conversations, not for filling things in.
Free for recognised Träger (sponsors/entities).
Non-profit organisations should not have to cover digitisation-related technical expenses from their counselling budgets. That is why the Fördertarif (subsidised tariff) is financed from the commercial part of our business.
Accredited counselling centres with active public funding use civitas. completely free of charge. No hidden costs, no tiered limits on client numbers, no restrictions on functionality.
Fördertarif (subsidised tariff)
For organisations with active BAMF funding (MBE, JMD), state-funded integration counselling or comparable public funding.
- Full functionality without restrictions
- Unlimited user accounts
- Unlimited client files
- BAMF-compliant report templates
- Onboarding and training included
- Email support on business days
Social tariff
For small non-profit organisations without BAMF base funding: associations, initiatives, neighbourhood centres.
- Full functionality
- Up to 5 user accounts
- Up to 100 active client files
- Basic report templates
- 2-hour onboarding included
- Email support on business days
Large-volume tariff
For state and federal associations with multiple locations: welfare associations, municipal alliances, organisation networks.
- Multi-location administration
- Consolidated association evaluations
- Custom report templates
- Single sign-on (SAML)
- Dedicated contact person
- Monthly review meetings
Interfaces to existing Träger (provider) infrastructure.
civitas. does not replace case-management systems that your organization already uses — we complement them. Interfaces to common Fachverfahren (specialist procedures), funding administration and accounting are prepared.
Automated generation of Anlage V (Annex V), narrative reports and performance indicators in a compliant format.
AvailableIntegration with the provider's accounting — for sponsors using the DATEV standard. Bookkeeping allocation to cost centres.
AvailableDirect handover of completed applications to municipal authorities, provided they use civitas. Otherwise, export as PDF.
AvailableStructured referral to Migrationsrecht (migration law) Kanzleien (law firms) in cases requiring Rechtsberatung (legal advice). Aktenübergabe (file handover) is digital.
AvailableSingle sign-on for organisation-wide use with existing identity providers — Microsoft 365, Google Workspace, Keycloak.
AvailableProprietary case management systems or in-house Träger (provider) solutions — adapters configurable during the pilot.
On requestWhat typically comes up in the first conversation.
Answers to the five questions regularly asked in initial conversations with migration counselling organisations. We clarify further topics individually.
Exploratory call for your Träger (provider).
In an initial conversation of around 45 minutes, we clarify whether your organization qualifies for the funding tariff, which integration fits your existing organizational system, and what a pilot would look like. The conversation is non-binding.