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.

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 or meet with our specialists.

	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

How to delete a student record - Change the Status of the record

The above capabilities list may be incomplete. Ask a specific question at support@counselmore.com