When an appointment is scheduled through Acuity or Calendly, CounselMore will check the email address of the individual. If the email address is already registered in a CounselMore portal, a meeting will be added to the assignments tab.
If you notice that the student meetings are not syncing with the assignments tab, try the following steps:
- Disconnect and Reconnect Calendly: Try disconnecting your Calendly account and reconnecting it within the CounselMore App.
- Clear Browser Cookies: If reconnecting doesn't resolve the issue, clearing your browser's cookies may help restore the functionality.
However, if a meeting is booked with someone not yet in the system, a new prospect student will be created. This feature is particularly useful for consultation calls or scheduled consultations, as CounselMore will automatically schedule the prospect student for you.
There may be instances where individuals use Calendly to schedule meetings with various people like their accountant and/ or website person, and they may not want these additional events linked to CounselMore.
Here's what you need to do.
1. Head to Settings > Integrations > Calendly Integration > Scroll down
2. Navigate to Create Prospect Student Records
If you do not select certain meetings, it indicates that those meetings will not generate a new prospect student in CounselMore. Only the meetings that you have selected will create a new prospect student.
Calendly Integration - Prospect Student Record Creation
By default, CounselMore will create Prospect Student Records from all meeting types in your Calendly account.
If you want to limit which meeting types create Prospect Student Records, click the "Update Prospect Creation Settings" button to select only the meeting types you want to trigger new Prospect records.
⚠️ Important Notes:
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Unchecking a meeting type prevents new Prospects from being created.
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If an existing student schedules a meeting using a meeting type that has been unchecked, the meeting will not automatically connect to their student record.
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If a student or parent uses an email that does not match an existing student record, a new Prospect Student Record will be created.
🔄 If you update your meeting types in Calendly, click "Fetch Meeting Types" to sync the changes. Your current selections will not be overwritten.