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.

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.

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.

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.

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.

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.

Turn On Automated Sends

Activate automatic Assignment Summary emails.

Choose how often students receive updates showing Active and Overdue Assignments.

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.

Counselor Notes to Student Column

Add counselor-only strategic notes explaining why each school is being suggested for the student.

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.

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.

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.

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.

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.

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.