How to Schedule a US Visa Appointment Through CGI Federal

CGI Federal runs the appointment system for most US visa interviews

CGI Federal is the contractor that manages the online appointment scheduling system for US visa interviews at most American embassies and consulates worldwide. When you need to book a visa interview — whether for a tourist visa, work visa, student visa, or any other category — you will use CGI Federal's website to check available dates and reserve your slot.

The system is called the Consular Appointment Scheduling Service, or CASS. It is the same platform used across nearly all US diplomatic posts, though a few locations still use older systems. Understanding how CGI Federal's system works, what documents you need before you book, and what happens after you schedule will save you time and prevent missed appointments.

Key Takeaways

• CGI Federal's appointment system requires you to create an account, enter your visa case number, and select from available dates at your nearest embassy or consulate.
• You cannot book an appointment until you have paid your visa fee and received a confirmation number from the State Department.
• Appointment availability varies by location and visa type — some posts have openings within weeks, while others show waits of several months.
• You must bring your appointment confirmation email, passport, and all supporting documents to your interview on the exact date and time you booked.
• If you miss your appointment or need to reschedule, you must return to the CGI Federal system and book a new date; there is no phone line to change appointments.

What you need before you can book through CGI Federal

Before you log into the CGI Federal system, you must have completed the visa application form (DS-160 for most visa types) and paid your visa fee. The fee payment generates a confirmation number — this is what the system asks for when you create your account. Without it, you cannot proceed.

You will also need to know which embassy or consulate you want to visit. This is usually the one in your country of residence, though some countries have multiple locations. If you are unsure which post serves your area, the State Department website lists all embassies and consulates by country.

Have your passport number and the email address you used on your DS-160 form ready. The system will ask for both. If your email address has changed since you submitted the form, you may need to contact the embassy directly to update it before you can schedule.

How to create an account and schedule your appointment

Go to the CGI Federal appointment website (the exact URL appears on the State Department's visa page for your country). Click "Sign Up" and enter your confirmation number from your fee payment, your passport number, and your surname as it appears in your passport. The system will send a verification code to your email.

After you verify your email, log in and select your visa type and the embassy or consulate where you want to interview. The system will show you available appointment dates. These dates change as other applicants cancel or book, so if you do not see an opening that works for you, check back in a few days.

Once you select a date and time, the system generates a confirmation email. Print this email or save it to your phone — you must bring it to your interview. The confirmation includes your appointment number, the date, time, location, and a list of documents you should bring.

Understanding wait times and availability at different locations

How long you wait for an appointment depends entirely on where you are applying. Some embassies and consulates have openings within two to four weeks. Others, particularly in high-demand countries or cities, show waits of three to six months or longer. A few locations have temporary closures or limited scheduling due to staffing or security issues.

The CGI Federal system shows you the actual available dates for your chosen location — you are not guessing. If the earliest opening is four months away and you cannot wait that long, you have limited options. Some applicants travel to a different country to interview at a different embassy, though this requires a valid reason and is not always possible.

Check the State Department's visa wait times page alongside the CGI Federal system. The State Department publishes typical interview wait times by location and visa type, updated regularly. This gives you a sense of whether the dates you are seeing are normal for that post or unusually long.

What to bring and what to expect on your interview day

Bring your appointment confirmation email, your valid passport, and all documents listed on the confirmation. The list varies by visa type — a tourist visa requires different documents than a work visa or student visa — but typically includes your DS-160 confirmation, proof of financial support, and any letters or certificates relevant to your visa category.

Arrive at least 15 minutes before your scheduled time. Security screening at the embassy or consulate can take time, and arriving late may result in your appointment being cancelled. Bring only what is on the document list; many posts do not allow phones, bags, or other items inside the interview area.

The consular officer will review your documents, ask questions about your travel plans or work, and make a decision on the spot in most cases. You will be told whether your visa is approved, denied, or pending additional review. If approved, the post will mail your passport with the visa to you or to a designated address.

If you need to reschedule or cancel your appointment

Log back into the CGI Federal system using the same confirmation number and email address. You can cancel your current appointment and book a new date if one is available. There is no phone number to call for rescheduling — the system is the only way to change your appointment.

If you cancel and then cannot find a new date that works, you may need to wait for new openings to appear. Some posts release additional slots periodically. Check back every few days if you are flexible on dates.

If you miss your appointment without cancelling, you will lose your fee and must pay again and reschedule through the CGI Federal system. Some posts may flag repeated no-shows, which can affect future visa decisions.

Troubleshooting common problems with the CGI Federal system

If you cannot log in, check that you are using the correct confirmation number from your fee payment, not your DS-160 confirmation number. These are different. If you have forgotten your confirmation number, contact the embassy or consulate directly — they can look it up using your passport number and name.

If the system says your case number is invalid, your fee payment may not have processed. Check your payment confirmation email to confirm the payment went through. If it did not, you will need to pay again before you can schedule.

If you see no available dates at your preferred location, this means the post is fully booked for the foreseeable future. You can check back regularly for cancellations, or you can contact the embassy to ask whether additional appointments will be released. Some posts add dates seasonally or after staffing changes.

Frequently Asked Questions

Can I schedule an appointment at a different embassy than the one in my country?

Yes, but you must have a valid reason — typically that you are traveling to that country anyway. You cannot simply choose a post with shorter wait times. The embassy may ask why you are not applying at your home country's post, and refusing to answer honestly can result in denial.

What happens if I book an appointment but then my plans change?

Log into the CGI Federal system and cancel your appointment. This frees up the slot for another applicant. If you cancel and then need to reschedule later, you will book a new appointment through the same system. Cancelling does not cost you anything beyond the original visa fee.

Do I need to print my appointment confirmation, or can I show it on my phone?

Most posts accept the confirmation on your phone, but printing it is safer. Some embassy security systems have inconsistent phone policies, and a printed copy ensures you can show proof of your appointment regardless. Bring both if possible.

How far in advance should I book my appointment?

Book as soon as you have paid your visa fee and received your confirmation number. The earlier you book, the more date options you will have. Waiting until the last minute often means the only available appointments are months away.

What if the CGI Federal system is down or not working?

Contact the embassy or consulate directly. They can tell you whether the system is temporarily offline and when it will be back up. Do not wait until the last minute to schedule — technical issues can happen, and you need time to book an alternative date.