Features & capabilities

Everything you need to manage every step of the college admissions journey.

Owned and run by college counselors. One platform for your families, your team, and your business.

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College counselor at her desk reviewing student progress

16 feature categories

1 M+

Applications tracked

Application management

Every school. Every requirement. Every status.

The App Tracker is your live, color-coded view of every application for every student — with the requirements, deadlines, and tasks attached to each one. No more spreadsheets that go stale on November 2nd.

Per-school, per-requirement view — status & strategy columns for every app, not just every student.
Color-coded statuses — Submitted, Accepted, Waitlisted, Declined, Withdrawn, Scholarship. Scan a season at a glance.
Auto-generated tasks from Common App essay prompts, supplemental questions, deadlines, and your own templates.
"Turn every cell green" execution model — you and your students can see exactly what's outstanding.
Outcomes captured automatically — admit, waitlist, defer, deny — feeding back into your data for next year.

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Ava Chen — Class of '26

12 applications · 8 in progress · 4 decided

App Tracker

All apps By deadline By status

School Round Tasks Status

NU Northwestern ED In progress Submitted Accepted

UC UCLA EA Accepted

VU Vanderbilt RD In progress Submitted Waitlisted

BU Boston University EA Scholarship

TU Tufts RD In progress

Live status Cells turn green as students complete each requirement.

Ava's college list — Reach / Target / Safety

Scattergram view

Reach Target Safety

Northwestern Cornell UCLA UVA Vanderbilt Pitt U. Maryland

College search & list building

Build the right list — with the data to back it up.

3,800+ colleges. 300+ data columns per school. Scattergrams, reach/target/safety methodology, side-by-side comparisons, and the largest selection of international schools anywhere. Your recommendations finally have the receipts.

Scattergrams & data visualizations — show families exactly where their student lands.
Reach / Target / Accessible methodology baked in — and customizable per student.
Counselor list → Student list — promote schools to your students with one click.
Custom college tags & Campus Fit Weighting — encode the way you think about fit.
Crowdsourced counselor opinions on programs & campuses, alongside Common Data Set facts.

Explore the College Search & List Builder →

Student & Parent Portals

Give them a Portal they will love to use.

Students see their tasks and deadlines. Parents see progress and billing. Both stay out of your inbox at midnight. Each portal is branded to your practice — your logo, your colors, your voice.

Separate Student & Parent views — one of the only platforms that gives parents their own login, not a borrowed one.
Weekly active-assignments email — parents see what's next without you sending an update.
Embedded scheduling — Calendly & Acuity slot right into the portal, no separate page.
Branded for your practice — custom logo, colors, vocabulary. It looks like your tool, not ours.
Mobile responsive + iOS app — students do it from their phone, parents check in from theirs.

Student portal

Ava Chen

This week's tasks

Northwestern supplement #1 Mon

UCLA — finalize résumé Wed

Counselor meeting prep Fri

Vanderbilt — "Why us" draft Sun

Parent portal

David Chen

Ava's progress

Applications complete 8 / 12

Recent decisions

UCLA — Accepted Mar 21

$ Boston U. — Scholarship Mar 18

April invoice — $450 Pay online

Time tracking & billing

One click to start the clock. One link to get paid.

Stopwatch time tracking, hourly & service packages, prepaid hour countdowns, Stripe for credit cards, and invoicing built around the way counselors actually charge. Your accounting tab lives next to your student record — not in QuickBooks.

● Recording

Ava Chen — College list review

Started 11:42 AM · billable @ $185/hr

00:47:23

College list review 0.8h $148

Common App essay coaching 2.0h $370

Family strategy call 1.0h $185

April total 3.8h $703

Outcomes & insights

The data to back what you've always known.

Capture admit, waitlist, defer, deny — in seconds with AI assist. Build outcome history across cohorts. Run season-over-season analytics, export to Excel or PDF, and back your recommendations with proof your families can see.

Applications 412

Submitted 395

Accepted 293

Waitlisted 74

Scholarship 172

Sample firm-wide outcomes from the 2024–25 season.

Integrations

Plays nicely with the tools you already use.

CounselMore connects to the platforms counselors actually live in — so your work flows in and out without copy-paste.

Common App

Essay prompts

Google Workspace

Drive · Calendar

Microsoft 365

Mail · Calendar

Outlook Calendar

Sync

Cal

Calendly

Scheduling

Acuity

Scheduling

Zoom

Meetings

Stripe

Payments

Naviance

Import

Zapier

3,000+ apps

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Student Management

Team & Client Communications

Task Management

Routines Manager (curriculum templates)
Advance-date curriculum release
Automated active assignment delivery
Assignment reminders (stacked or per-task)
Mobile assignment tracking
Counselor, parent & student audiences
Per-requirement assignment generation
Client task reminders
Done → Counselor review → Reassign loop
App requirement assignments

College List Building

College search & filters
Reach / Target / Accessible methodology
Counselor list & student list
Promote schools (counselor → student list)
Side-by-side school comparison
Scattergrams & data visualizations
Custom college tags
Campus fit weighting
Common Data Set: aspiration vs. preparation
Customize your database

Application Management

App Tracker — every school, every requirement
Status & strategy columns per requirement
Common App essay + supplemental prompts
Deadline strategy & target submit dates
Application status & archive tracking
Application drafting
Counselor notes per school
Activities & résumé builder
Recommendations management
"Turn every cell green" execution model
Early Decision & Early App deadlines

Document Management

Master folder templates per student
Auto-folders by graduation year
Bi-directional Google Drive integration
File upload & storage
Document categories
Revision history (AI copy-paste flagging)
File previews
Permissions & access
Secure sharing
Google eSignature support

Track Meetings

Calendly / Acuity / Google Calendar sync
Online scheduling
Meeting types
Availability management
Reminders & notifications
Next meeting tracking & assignments
Round-robin counselor routing
Auto-populated student records
Embed scheduling in Student Portal
Populate biographicals via transcripts

Tests & Academic Plans

Outcomes & Insights

Outcomes tracking (admit / waitlist / defer / deny)
Initial + final decision two-column system
Deferral → Letter of Continued Interest trigger
Counselor outcome history (across cohorts)
Outcomes IQ → add schools to list
Matriculation tracking
Custom reports & visualizations
Funnel & conversion reports
Export to Excel / PDF
Outcome notes per student

Billing & Payments

Client Portal Experience

Integrations

Team & Role Management

Sub-user architecture (data stays with firm)
Manager Suite (firm-wide reporting)
User roles & permissions
Team management
Activity permissions
Role-based access
Invite team members
Impersonation (view as counselor or student)
Audit logs

Data Privacy & Security First

No data selling. No sharing. No tracking.
Counselor-controlled (counselor as processor)
No ads. No lead sales. No marketplace.
FERPA compliant
Data encryption (in transit & at rest)
Two-factor authentication
IP restrictions
Data privacy controls
Regular backups

Customization & Branding

College Data

300+ data columns per school
Customize your database
Largest selection of international schools
Crowdsourced counselor opinions
Summer program search
Student portal accessible search
Most up-to-date admissions data anywhere

"CounselMore is on the cutting edge of technology and innovation. This software has considered every aspect needed for an IEC."

Stacy La Duke

La Duke College Counseling

"So full of features and easy to use. Customer service has been phenomenal. My students and their parents love it."

Lee Bierer

Bierer Consulting & Publishing

"I was trapped in spreadsheets! Now CounselMore empowers all of my nitty-gritty research on niche programs into retrievable information. And my students love the mobile app over my old spreadsheets."

Mira Simon

Coach Mira

Common questions

About the platform.

Want a guided walkthrough? Book a demo →

Can I migrate my data from a spreadsheet, Naviance, or another tool?

Yes. We import from Naviance directly, and our team will help you bring data over from spreadsheets, other CRMs, or whatever you're using today — including student records, college lists, and historical outcomes. Migration is part of onboarding on the Unlimited plan.

Do students and parents get their own logins?

Yes — and they're separate. Students get a Student Portal with their tasks, college list, and applications. Parents get a Parent Portal with read-only progress, billing, and a weekly active-assignments email. It's one of the only platforms that gives parents their own login rather than a borrowed one — and it means you stop being the middleman.

Is the App Tracker really per-school, per-requirement?

Yes — that's the whole point. Most tools show one row per student. CounselMore shows one row per application , with status & strategy columns for every requirement on each one. So you can see at a glance which essays are written, which recommendations are pending, which scores have been sent, and which decisions have come back — for every school, for every student, at the same time.

Is CounselMore FERPA compliant? Who owns the data?

FERPA compliant, encrypted in transit and at rest, with role-based access available. Your own data — we don't sell it, track it, or use it for ads, lead gen, or AI training.

How does this work for high schools versus private practice?

Same platform, different framing. High schools get role-based access for counseling departments, multi-counselor assignment, branded portals, and Manager Suite reporting; private practices get billing, time tracking, branded portals, and family-friendly payment plans. The platform adapts to the way you run your shop.

Does it work on mobile and iPad?

Yes — there's a native iOS and Android app for students and counselors who want it on their phone. Most students do their assignments from their phone; most counselors live in the web app at their desk. Every portal is also mobile responsive and tablet-friendly.

Can I brand the portals for my practice?

Yes — that's central to how we work. Your logo, your colors, your vocabulary, your domain. Custom intake fields, custom workflows, custom templates. Families experience your practice, not ours.

How long is the free trial — and what's included?

30 days. The full feature set. Bring a real student record in and try it for a planning cycle. If we're not a fit, walk away.

Counselor in conversation with a student

The CounselMore community

You're not doing this alone.

Software is the platform. The community is the practice. 3,000+ counselors learning from each other — with live training, working groups, and a team that picks up the phone.

Live training & workshops
Monthly. Recorded. Free.
Counselor community
Peer-to-peer wisdom on tap.
Dedicated onboarding
Our team trains your whole team.
Bootstrapped since 2016
No VCs. No exit pressure.

Together we know more, together we counsel more.

Better counselors. Better outcomes. Every student.

Become the one they remember.

Start your free trial today. See exactly what your practice looks like when it’s built on a proven process, real data, and the support of 3,000+ peers who have been where you are.

Schedule a demo → Start your free trial

Since 2016 Your data stays yours Cancel anytime