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      2. SETTINGS MENU & CUSTOMIZATIONS

      Ensuring Student Accounts Are Created Correctly from Acuity Appointments

      When a new client books a meeting through Acuity Scheduling, the information they enter is passed into CounselMore to generate a student record.

      When a new client books a meeting through Acuity Scheduling, the information they enter is passed into CounselMore to generate a student record. If parents enter only their own name and email during scheduling, CounselMore will mistakenly create the student account under the parent’s details instead of the student’s.

      To avoid this, you’ll need to adjust your Acuity intake form so that it clearly collects both student and parent information in the correct order.

      Why This Happens

      • CounselMore reads the first contact field in the Acuity form as the student’s record.

      • If a parent enters their name and email first, CounselMore assumes that person is the student.

      • This can result in duplicate or incorrect student accounts.

      Solution: Update Your Acuity Intake Form

      Step 1: Edit Your Acuity Appointment Form

      1. Log into your Acuity account.

      2. Navigate to your Appointment Types.

      3. Select the event type(s) where prospective clients book sessions.

      4. Find the section titled Intake Questions (this is where clients fill in details during booking).

      Step 2: Add Clear Instructions for Clients

      In the intake questions, make sure the student’s name and email are entered first. For example:

      • Student Name (first position)

      • Student Email (first position)

      • Parent Name (second position)

      • Parent Email (second position)

      Suggested instruction to add below the Student Name/Email fields:

      “Please enter the student’s name and email first. Add the parent’s name and email in the boxes below.”

      Step 3: Add Additional Intake Questions

      Use Acuity’s Add Question feature to create a dedicated field for parent information. This ensures:

      • Student info is always captured first.

      • Parent info is still collected, but won’t overwrite the student record.


      Result

      • CounselMore will always generate the student record under the correct student details.

      • Parents remain listed in the account, but no longer risk replacing the student record.

      • Future appointments also follow this structure, reducing errors.