What Are Block of Hours?
Block hours allow you to pre-purchase or allocate a specific number of hours for a student or client, which are then deducted as time is logged for meetings, tasks, or other activities. This feature helps ensure transparency in time usage and simplifies billing. Your client is gently reminded how many of the hours they've used already and how many are left in their pre-purchased credits.
How Block Hours Are Calculated
Block hours are calculated in the order line items are added for a student or client. Each new line item deducts its time from the remaining block balance.
To keep the balance accurate, line items must be added in date order. The first line item for a student can use any date. After that, the date picker only allows dates on or after the most recent line item.
Adding a New Block of Hours
Go to Settings > Accounting Setup > Add Billing Profile
Add Title, Description, Type (Block of Hours), # of Hours, Currency, and Rate.
Click Submit.
Go to Accounting Tab in the student’s profile.
Click Menu > Add Line Item.
Enter the time and details 
❗For the first line item, you can select any date. After that, you can only select a date on or after the most recent line item for this student. Earlier dates are grayed out in the calendar.
Editing Past Blocks
Missed a Meeting Date Entry? 📆
📆 A meeting took place but you forgot to "add a line item" to the block of hours and you cannot back date. Resolve this by adding a line item for todays date and using the notation field to indicate the date the meeting actually took place. 👍
Add a note in the description field explaining the adjustment.
Deleting Block Items
Only the most recent line item in a block can be deleted.
Earlier entries are locked to protect the billing history.
Key Points to Remember
- Adding Hours in Order: To ensure accurate calculations, try to log hours in the correct chronological order whenever possible.
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if you need to edit a past block, create a new item with today’s date and make notation in the description.
- Monitoring Remaining Hours: You can always check the remaining block hours in the accounting tab for each student.
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You may only delete the most recently added line item to preserve the integrity of the calculations.
Troubleshooting Common Issues
Unexpected Balance Changes: If you notice an unexpected change in the block hours balance, review the sequence of your time entries. The system prioritizes the last input rather than the date of service.
TIPS:
- Log time entries consistently to avoid confusion.
- Regularly review time entries and block hour balances to ensure accuracy.
By understanding how block hours work, you can make the most of this feature and maintain precise records for both your practice and your clients. For further assistance or questions, feel free to contact our support team at support@counselmore.com
CounselMore is always improving. To do that, we value your input. Please collaborate with our support team. Email your feedback and suggestions to support@counselmore.com