Step 1
Student Account Setup
Add student and parent email addresses. Create student records automatically via API integration (CRM, intake form, lead tool) or manually using "Add Student."
CounselMore simultaneously generates the student database record and the Admin-owned Google Drive folder.
Step 2
Begin Time Tracking
Click the Stopwatch to begin tracking time immediately.
Tracked time can later be assigned to a specific billing profile or time category.
Step 3
Files Tab – Document Placement
Upload contracts (Google Signature tool), planning documents, and transcripts into the student's assigned Google Drive folder.
A secure copy is auto-created in the Admin Drive. Students may also upload documents directly into this folder from "shared with me" or via their Student Portal.
Step 4
Assignments Tab – Apply Routine Assignments
Apply the group of Routine Assignments that form the backbone of the service delivery process.
Link assignments directly to assets stored in the student's Google Drive folder for seamless delivery and tracking.
Step 5
Set Assignment Start Dates
Set a Start Date for each assignment so the work appears in the Student Portal at the correct time.
Assignments may follow a uniform cohort schedule or a fully individualized student timeline.
Step 6
Welcome Assignments
Apply the Welcome Assignment sequence (separate from the full curriculum). These assignments introduce the portal, outline first steps, and guide families through contract review and next actions.
Many counselors include a personalized welcome video. The Welcome Assignment links directly to the contract stored in the student's shared folder and outlines the 30-day consideration window before invoice collection.
Step 7
Turn On Automated Sends
Activate automatic Assignment Summary emails.
Choose how often students receive updates showing Active and Overdue Assignments.
Step 8
Counselor College List
Search for schools using filters or Community Lists shared by peers. Build the private Counselor List, then selectively promote schools to the Student List.
Enable student search and self-added schools when appropriate.
Step 9
Counselor Notes to Student Column
Add counselor-only strategic notes explaining why each school is being suggested for the student.
Step 10
Student Research Notes Column
Students record their own impressions of each school.
Mobile app allows students to dictate notes during campus visits, which sync instantly to their profile.
Step 11
College Data Menu
Activate or remove data columns from the 300+ available college data points.
Create private data fields visible only to counselors based on each student's priorities.
Step 12
Stopwatch – Save & Categorize Time
Click the Stopwatch again to submit tracked time. Assign time to a billing category, product, pro bono, or non-billable administrative tracking.
For teams, this step supports counselor performance and internal billing management.
Step 13
Accounting Tab
Logged time now appears automatically as a time line item. Apply the product or service package the family has purchased.
New time entries will attach directly to billing profiles.
Step 14
Invoice
Send invoices manually, schedule automatically, or structure as payment plans.
Stripe integration ensures all payments sync to the Accounting tab in real time. Invoices are always sent to the Parent email address only.
Step 15
Invite Student & Parent to Portals
Send invites manually or through API automation and triggers. Secure login credentials and role-based access are automatically created.
Use "Log in as Student" to preview the student experience. Student and Counselor portals are intentionally similar to support shared-screen advising sessions. Parent Portal access is optional.
Resulting Outcomes
All completed before the first formal advising session even begins:
A legally sound student record
A secure Admin-owned document system
A tracked time and billing structure
A guided assignment-based workflow
A strategic college list structure
A fully activated student and parent portal experience
