Multi License - Teams Manager, Setup for Account Managers / Administrators

Multi License - GETTING STARTED: Setup for Account Managers / Administrators, Admin Portal

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The article below covers these topics:

 

 

MANAGER/OWNER:

 

Scaling CounselMore for Large Agencies

At CounselMore, we understand the unique needs of agencies managing multiple counselors and large student caseloads. Over the past decade, we’ve studied the workflows of independent educational consultants and agency teams — from startups to organizations with 200+ counselors — and built our platform to grow with you.

Unlike a traditional CRM, CounselMore is designed specifically for educational service delivery: college, high school, and graduate program preparation and placement. We also provide white-label branding options and customizable workflows to meet enterprise needs.

Most importantly, our pricing and onboarding model are built to support low-cost pilots with gradual growth, so your team can scale confidently and efficiently without upfront risk. Our expert mentors uniquely understand educational services and will guide your workflow for efficiency.

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Pilot Cost Progression - here is an Example:

Here’s how a controlled rollout might look as your team expands:

Month 1 example – $35

• One counselor license + up to 5 active students

• Onboarding begins: Your designated point-person from your program will act as the counselor-manager and meet weekly with a dedicated CounselMore Peer Mentor for planned onboarding.

• Together, they will adjust account settings specific to your needs and goals.

Month 2 example – $93

• As your point-person is comfortable, they will invite other members of your team to join sessions.

  • Add 2 more counselor licenses: First license discounted to $19 (50% off retail $39)

• "Practice Student" records are created for team training, student tier remains at 5 active students to control costs while training continues.

• Weekly team onboarding sessions.

Month 3 example – $195

• Upgrade to 15 active student tier ($59)

• One discounted counselor license ($19)

• Add 3 more counselor licenses at $39 each

• Supports 5 counselors + 15 active students

By this time, your team is growing comfortable with how CounselMore fits into your workflow. Because Manager Suite is not yet added to the account, all team members can easily view all accounts. Once comfort is established, the point-person decide if adding Manager Suite is right for your account. Manager Suite provides level of permissions, allowing the manager to choose different account roles for each license. It is optional to add Manager Suite.

Month 3 example (with expanded account options) – $245

• Same as above, with Management Suite ($50)

• Adds hierarchical reporting, counselor-specific permissions, and advanced visibility controls

By this stage, your team is actively using the platform. From here, we regroup to review tailored features and discuss annual contracts that reflect your usage and customization needs.

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Cost Progression Table

Month	Student Tier	Licenses	Add-ons	Total
1	$35 (5 students)	1 included	—	$35
2	$35 (5 students)	+1 discounted $19, +1 license $39	—	$93
3	$59 (15 students)	+1 discounted $19, +3 licenses $39	—	$195
3 (Expanded)	$59 (15 students)	+1 discounted $19, +3 licenses $39	+$50 Manager Suite	$245
4	evaluate annual	team plans for discounted rates

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Why This Model Works

• Low-Risk Entry: Start at just $35/month and expand only as your team grows comfortable with the platform.

• Included Training: Weekly onboarding sessions at no extra cost, covering both software and best practices in IEC business delivery.

• Predictable Scaling: Add students and counselors gradually, with costs clearly defined at each step.

• Informed Annual Contracts: Once your team has clarity on workflows and customization needs, we move to annual planning for predictable budgeting. We will also discuss white-label options, and various integration needs.

• Proven Reliability: CounselMore maintains an exceptionally low churn rate, particularly with large clients, because we understand how to support scaling educational enterprises. CounselMore is an niche industry leader for over 10 years.

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👉 CounselMore is not just a platform — we’re your long-term partner in scaling educational services. Start small, grow smart, and let us help you build the infrastructure that matches your mission. Custom Solutions from your Educational Technology Partners at CounselMore

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IMPORTANT - HOW TO REGISTER THE PRIMARY ACCOUNT, FOR YOUR MULTI LICENSE ACCOUNT:

 

FIRST CHARGES:

GATHER THESE ITEMS -

GET READY FOR YOUR COMPLIMENTARY TECH MENTOR ACCOUNT  IMPLEMENTATION MEETING

Google Drive Connection: 

YOU HAVE OPTIONS - Review & decide your Google drive options. Have credentials for the company's appropriate Google drive accounts. Manager's suite required to engage options.

Google Drive options

Historical Client Migration:

Prepare .csv files (client name, email, etc.) for upload. Do you need our help with this? Just email support@counselmore.com

Student Data Migration.

Scheduling/Calendar Credentials:

Have your login details for Calendly or Acuity. We will help you connect your accounts.

Integration during implementation. 

Hubspot Integration:

If you are a paid Hubspot member and would like integration from your sales team to your counseling team - just let us know.

Zapier Integration:

CounselMore integrates with Zapier tools at different levels. Just ask and your mentor can fill you in on how.

Data Shopping for Default Columns:

Choose initial default data columns; 

shop data the glossary.

College Readiness Assignments:

Productivity

Most multi license customers come to CounselMore because they are looking to smooth the delivery of educational services from sales to customer satisfaction. Often they tell us they need:

Visibility of Counselor Capacity

Repeatable process that lends itself to being measured through service delivery

Systemizing Client Communications

Client Service Equity

Congruence of Practice

Student Portal Gamification

As part of our custom development we perform a productivity audit with you and your office stakeholders. Tell us where the friction is and we will provide a solution.

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Client -Ready Curriculum:

Build a repeatable process or purchase CounselMore's client-ready college-readiness assignments package. Edit and add your own to the mix. This is the core routine for every college counseling practice. The Assignments package is the insta-solution for consultants looking for a product map for their services. After purchase, 30+ assignments will  will automatically populate in your Settings >> Routine Assignments.

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Welcoming Clients into the Portal:

Write portal invitations; Review how to invite students. 

Tech Mentor will discuss custom intake forms.

First Welcome Assignment:

Write copy; have welcome-docs folder ready if your process will include attaching files through Google folders

Master Folders through Google Drive:

Organize materials into folders for auto-copying into student folders. Review: Master Folders.

Company Branding:

Find unique client-portal URL in Settings >> Webmaster. 

Prepare a logo in 300 x 300 format. Tech Mentor will discuss customization options.

Build a Menu of Resources:

Prepare a hyper-list of resources, in the order you prefer, and paste them into your custom menu.

Products & Services Billing Profiles:

Gather details; product names, services, costs, payment plans & descriptions if applicable. Review Accounting, Basics

Adding Team Members:

Choose each license level of permissions (requires manager's suite); interact with all files or only their assigned students. Test views during implementation.

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Schedule Implementation Meeting

GOALS FOR A STANDARD IMPLEMENTATION CALL

• Setup Google Drive and connect welcome documents
• Link Calendly / Acuity 
• Checkup on completed / pending migrations
• Upload Logo
• Populate welcome assignment 
• Complete customizations 
• Add counselors 
• Test invite a student

 

Now that you've read through the onboarding its time to hit the Schedule Implementation Meeting button. 

_SCHEDULE IMPLEMENTATION MEETING_

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 If you have any questions:

1. Email us: Support@CounselMore.com

2. Not sure? You don't have to be, that's what colleagues are for, let's meet again 

3. for a Q & A to discuss how we can best fit your program needs.

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How to upgrade your account:

While logged into your CounselMore software account

Click the Settings Menu in top right hand corner

Select My Account from the left side menu

When there, click the "See Other Plans" button

A new screen will open asking you how many students you serve in a calendar year. Enter a number.

Recommended plans will be shown below.

Follow the on screen instructions for the Unlimited Student plan.