--- title: Active vs Prospect vs Archived student record status - In process flow description: What status should you set your students? It depends on what they need! --- [Skip to content](https://helpdesk.counselmore.com/archived-vs-prospect#main-content) English Show submenu for translations [![CounselMore College Planning Software Knowledge Base](https://helpdesk.counselmore.com/hs-fs/hubfs/logos/CMLogo_CCS_wide_trans-w2000-1.gif?width=1116&height=125&name=CMLogo_CCS_wide_trans-w2000-1.gif)](https://helpdesk.counselmore.com/?hsLang=en) Open main navigation Close main navigation - English Show submenu for translations Select below, or search by topic - There are no suggestions because the search field is empty. 1. [Knowledge Base : CounselMore Support](https://helpdesk.counselmore.com/?hsLang=en) 2. [CLIENT MANAGEMENT](https://helpdesk.counselmore.com/client-management?hsLang=en) 3. [Clients - Contacts](https://helpdesk.counselmore.com/client-management?hsLang=en#clients-contacts) # Active vs Prospect vs Archived student record status - In process flow ## What status should you set your students? It depends on what they need! We understand the importance of affordability and strive to keep our pricing fair and competitive, giving you the best possible return on your investment. At the same time, we want to ensure that every feature and service we provide continues to meet your needs and enhances your experience. **Can I Invite Non-Active Students to the Portal?** Access to services, resources, and shared technology tools is only available for students in **Active** status. Active status is a paid record status that unlocks full functionality and tools within CounselMore. Here’s an overview of the different student statuses: - **Active Status**: - Fully paid status. - Grants access to all tools, features, services: - Student Portal / Student Search - Parent Portal / Parent Search - Google Drive - Exported Reporting - **Prospective Status**: - Used for record collection and intake of information - Collect information through the Biographical Banners, including interested schools, take Meeting Notes. - All Counselor facing tools accessible - Unlimited Prospective records are allowed at all plan levels. - This status is not charged. [**How do I save schools to a Prospect Student?**](https://www.loom.com/share/5e6bb2190a484a85a63a2fe9a09ad971?sid=57d83853-2240-4622-94aa-7c20eaabaf76)   While in **Prospect status**, counselors can: - - Use **Bio Banners** to collect key student details. - **Add Colleges** to the Admissions Outcomes Banner for future reference. - - **Record Meeting Notes** to document intake conversations (but cannot share/email them). - **Create Assignments** to track intake tasks (but cannot share/email them). - **Archive Status**: - Viewable records that can be reactivated as Active or Prospective to edit. - Archived records remain accessible for reference. If you need further clarification, feel free to get in touch or schedule a meeting with one of our specialists! [get in touch](mailto:support@counselmore.com) or [meet with our specialists](https://www.counselmore.com/demos?utm_campaign=Lead%20generation&utm_source=demo_btn). | | **Active** | **Prospect** | **Archived** | | --- | --- | --- | --- | | Bio Banners | Full Access | Full access - information collection. Counselors can enter key student details, including academic background and personal information, and add colleges through the Admissions Outcomes banner for later use when the student becomes active. | Most banners view only can check assessment banners Can add college in A/D | | Invite | Yes | No invite. If moved from Active to Prospective, S loses access if previously invited. | No invite. S loses access if already invited. | | Has Google Drive folder | Yes | Yes - information collection | Yes - information collection | | Share Google Drive folder | Yes | No auto invite | No auto functions | | Assignments - add meeting notes | Yes | Yes, Counselors can document conversations and intake notes from introductory meetings with the student and family but meeting notes cannot be shared or emailed to them. | Menu Button is disabled, old meeting notes can still be seen. | | Assignments - add New assignment | Yes | Yes, Counselor can add a new assignment but icons to share to student and parent are disabled | Button is disabled, old assignment can still be seen in it. | | Assignments - add routine assignment (R/A) | Yes | Yes, able to share it to student/parent after creating new RA | Button is disabled, old RA’s can still be seen in it. | | Assignments - email assignment summary (ensure email is set) | Yes | Yes, email assignment summary sent to student | Button is disabled | | Assignments - print assignment summary | Yes | Yes | Button is disabled | | Assignments - autosend | Yes | Yes | Button is disabled | | C List - Search | Yes | Button is disabled | Button is disabled | | C List - Add college by name | Yes | Yes | Button is disabled | | C List - College data menu | Yes | Button is disabled | Button is disabled | | C List - Data correction | Yes | Button is disabled | Button is disabled | | C List Download Excel | Yes | Button is disabled | Button is disabled | | S List - Search | Yes | Button is disabled | Button is disabled | | S List - Add college by name | Yes | Button is disabled | Button is disabled | | S List - CDM | Yes | Button is disabled | Button is disabled | | S List - Data correction | Yes | Button is disabled | Button is disabled | | S List - Summary report | Yes | Button is disabled | Button is disabled | | S List - Export | Yes | Button is disabled | Button is disabled | | App - Search | Yes | Button is disabled | Button is disabled | | App - College Data menu | Yes | Button is disabled | Button is disabled | | App - Data correction | Yes | Button is disabled | Button is disabled | | App - Export | Yes | Button is disabled | Button is disabled | | App - Can you edit the blue columns to the far right? | Yes | Button is disabled | Button is disabled | | Files - open student folder | Yes | Files Tab is disabled | Files Tab is disabled | | Files - Create new doc | Yes | Files Tab is disabled | Files Tab is disabled | | Files - Upload file | Yes | Files Tab is disabled | Files Tab is disabled | | Files - Import from google | Yes | Files Tab is disabled | Files Tab is disabled | | Files - Apply master | Yes | Files Tab is disabled | Files Tab is disabled | | Files - List to existing folder | Yes | Files Tab is disabled | Files Tab is disabled | | Files - Delete exising docs? | Yes | Files Tab is disabled | Files Tab is disabled | | Accounting - Add line item | Yes | Button is disabled | Button is disabled | | Accounting - record payment | Yes | Button is disabled | Button is disabled | | Accounting - preview / send invoice | Yes | Button is disabled | Button is disabled | | Accounting - invoice autosend | Yes | Button is disabled | Button is disabled | | Accounting - stopwatch, adds time to Accounting tab? | Yes | Button is disabled | Button is disabled | | Messaging - send email | Yes | Yes | Yes | | Messaging - send text | Yes | Button is disabled | Button is disabled | | Messaging - send chat | Yes | Button is disabled | Button is disabled | | Reporting - Shows up in accepted declined report? | Yes | Yes | Yes | **Here are some related articles for you to review:** [Student Profile - Update Student Status, Inactive/Archive/Prospective](https://helpdesk.counselmore.com/bio-banners-update-student-status-inactive-archive-prospective?hsLang=en) [How to delete a student record - Change the Status of the record](https://helpdesk.counselmore.com/how-to-delete-a-student?hsLang=en) The above capabilities list may be incomplete. 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