Calendly & Acuity - What Each Meeting Type Creates

How bookings connect to CounselMore

• The email matches a student in your account: the meeting is added to that student's Assignments tab. Their status doesn't change.
• The email is new: CounselMore follows the setting for that meeting type (see below).

Choose what each meeting type does: Calendly 

1. Click your account name in the top right corner and select Settings.
2. In the left menu, click Integrations > Connect Calendly Account.
   
3. The first time you set this up, click Set Up Meeting Types. CounselMore fetches the meeting types from your Calendly account. 
   
4. Each meeting type is now listed by name. Next to a meeting type, open the dropdown and choose Do nothing, Create a Prospect, or Create an Active student.
5. Repeat for each meeting type. 
   

In this example, the 30 Minute Meeting does nothing, the College Counseling Package creates an Active student and sends a portal invite, and the Introduction call creates a Prospect.

Choose what each meeting type does: Acuity

1. Click your account name in the top right corner and select Settings.
2. In the left menu, click Integrations > Acuity Integration.
3. Click Set Up Meeting Types. CounselMore fetches the appointment types from your Acuity account.
4. Next to each appointment type, open the dropdown and choose Do nothing, Create a Prospect, or Create an Active student.
5. Repeat for each appointment type.

Acuity works the same way as Calendly. The options, paid-seat setting, portal invite checkbox and Fetch Meeting Types below apply to both.

What each option does

Let bookings add paid student seats

Above your list of meeting types is the checkbox Let Calendly bookings add paid student seats automatically (on the Acuity Integration page, the same checkbox applies to Acuity bookings). 

• Checked: When a booking takes you past the active students included in your plan, an additional student is added to your subscription and charged to your account.
• Unchecked: The student is saved as a Prospect instead, and nothing is charged.

Bookings follow whatever you choose here for meeting types set to Create an Active student. It's separate from the paid seats setting for Zapier in Account Setup > Counselor Portal Options > Zapier Settings.

Send a portal invite

Next to each dropdown is a Send portal invite checkbox. When it's checked, the student gets an email inviting them to their portal when the booking creates their record. It's only available for meeting types set to Create an Active student.

Add new meeting types

If you add or change meeting types in Calendly or Acuity, click Fetch Meeting Types at the bottom of the list to pull them in. Your current settings are never overwritten.

Meetings not showing on the Assignments tab?

1. Check the meeting type. If it's set to Do nothing, meetings of that type are never added to a student's record.
2. Check the email. The email used to book must match the student's email in CounselMore.
3. Disconnect and reconnect. Click Disconnect at the bottom of the integration page, then connect your account again.
4. Clear your browser cookies. If reconnecting doesn't help, clearing cookies may restore the sync.

A record was created under the parent's name — what now?

If a parent books with their own name and email first, CounselMore creates a new record under the parent's details, and it shows up in your QuickList as a duplicate. To stop it happening again, follow the tip at the top of this article.

Student records can't be deleted. To clean up the extra record, rename it, then archive it:

1. Open the record created under the parent's name and click the pencil icon next to the name.
2. In Student Information, rename the record so it's easy to recognize later (for example, "Jane Smith – parent booking, do not use").
3. Archive the record. See Student Profile - Update Student Status, Active/Prospect/Archive for the steps.
4. Check that the real student record has the correct student and parent emails in Contacts.

Archived records don't count toward your active students. If you need the parent's email freed up from the archived record, email support@counselmore.com.

Duplicate student names in your QuickList?

If a parent books with their own name and email first, CounselMore creates a new record under the parent's details, and it shows up in your QuickList as a duplicate. To stop it happening again, follow the tip at the top of this article.

Student records can't be deleted. To clean up a record that was already created:

1. Open the duplicate record and click the pencil icon next to the name.
2. In Student Information, rename the record so it's easy to recognize later (for example, "Jane Smith – parent booking, do not use").
3. Click Change Record Status at the top of the profile and choose Archived.
4. Check that the real student record has the correct student and parent emails in Contacts.

Archived records don't count toward your active students. If you need the parent's email freed up from the archived record, email support@counselmore.com.

FAQs

Do I need to change anything after this update? No. Every meeting type starts as Create a Prospect, which is how bookings already worked. 

I'm already over my plan limit. What happens when someone books a meeting type set to Create an Active student? If the Let bookings add paid student seats automatically checkbox for your Calendly or Acuity account is checked , each new Active student adds a paid seat. If it's unchecked, the student is saved as a Prospect and nothing is charged.

A student booked using their parent's email. What happens? CounselMore can't match the parent's email to the student, so a new record is created for that email (unless the meeting type is set to Do nothing). Ask families to enter the student's email first on the booking form. If a duplicate was already created, see Duplicate student names in your QuickList? above.