When am I charged for student records?
ACTIVE | PROSPECTIVE | ARCHIVE
There are 3 status levels for each student record. This is adjusted per student, in the Student Profile > Student Information > Student Status
- When creating a student, the default status is prospective. A counselor must change the student status to active in order for the charge to generate
- You are charged every for every student that you set to active. A student records' status can be changed any time.
When a record is made active, a $4 charge takes place. This charge is seen on your screen and you are asked to agree to your understanding of the charge.
Use Case: Counselor is on the $35 plan and has hit the 5 student limit, activates the 7th student.
The charge is not tied to the student it is dependent on the Active number of students.
C charges look as follows:
$35: subscription cost covering 5 students
$8 : $4 per student x 2
$35 + $8 = $43
CounselMore's Student Record Status Billing:
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Student Record Statuses:
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Active: These are current students you are actively working with.
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Archive or Prospective: These are students you are no longer actively working with or potential future students.
When a student is in ARCHIVE status the account data is frozen and cannot be edited unless the status is changed.
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Changing Student Record Status:
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When you change a student’s status to “Archive” or “Prospect,” the status change is reflected immediately in the system. You can see the updated status on the screen right away.
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When a student record is archived the student portal automatically closes.
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- The student is not able to access their student portal when the record is in archive status. The parent is not able to access their portal when the record is in archive (or prospective) status. To reactivate, change status and re-invite.
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Billing Impact: Student will not count as active in your next billing cycle.
Example:
Current Month:
Counselor is on the $35 plan and has hit the 5 student limit, activates the 7th student. The charge is not tied to the student it is dependent on the Active number of students.
C charges look as follows:
$35: subscription cost covering 5 students
$8 : $4 per student x 2
$35 + $8 = $43
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Status Change Mid-Month:
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1 student record status is updated from active to archive (or prospect).
- Portals turn off, record freezes, communications close
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Billing Adjustment:
C charges look as follows:
$35: subscription cost covering 5 students
$4 : $4 per student x 1
$35 + $4 = $39
This method provides a clear and predictable billing cycle for both the service provider and the client.