Reporting — Manager Report

Access Requirements

The Management Suite add-on must be enabled on your account.
Access is limited to Admin users.

See the Use Cases below

Accessing the Manager Report

• Log in to your Counselor (Admin) Portal

• Navigate to Reporting

• Click the Manager Report tab

Using This Report to Support Your Team 

The Manager Report is designed to help you understand your counselors' workloads and identify opportunities to provide support. Use these insights to recognize strong performance, balance caseloads, and have meaningful conversations about resources your counselors may need to better serve their students.

Student Load Metrics

Helps you evaluate counselor workload distribution and ensure caseloads are balanced.

Use Case: Proactive Workload Rebalancing You notice that Counselor A has 45 active students while Counselor B has 25. Review the distribution monthly and reassign 5-10 prospect students from A to B before they become active, preventing burnout and ensuring quality attention for each student.

Use Case: Seasonal Capacity Planning Track the ratio of Prospect to Active students in September. If Counselor C has 30 prospects but only 20 active students, they have capacity to take on early action students or lead a college fair initiative, while Counselor D with 40 active students should be protected from additional commitments.

Use Case: Identifying Hidden Workload Counselor E shows only 20 active students but has 75 recently archived students. Recognize that they're likely fielding questions from alumni about gap years, transfers, or deferrals—workload that doesn't show in active counts but still requires support time.

Use Case: New Hire Onboarding Calibration Use these metrics to gradually ramp up a new counselor's caseload. Start them with 15 active students in month one, compare their prospect conversion rate to experienced counselors, and adjust their pipeline accordingly rather than overwhelming them immediately.

# Students Active
# Students Prospect
# Students Archive

College List & App Tracker Metrics

Shows how counselors are guiding students through research and applications. These metrics can help you identify counselors who may benefit from additional resources or professional development.

Use Case: Identifying Research Coaching Gaps Counselor F's students have only 4 schools per app tracker on average while Counselor G's students average 22. This signals F may need training on expanding student horizons or helping families develop balanced lists with reach, target, and safety schools.

Use Case: Application Completion Bottleneck Detection Notice that Counselor H has 50 total schools on student lists but only 8 in the App Tracker. Depending on the time of the season, this 84% drop-off could suggest students are struggling to convert research into applications. Schedule a coaching session with H about breaking down application barriers or time management strategies.

Use Case: Best Practice Sharing Counselor I maintains a robust counselor list of 50+ schools and their students consistently add 50+% of those recommendations to their application lists. Share I's college suggestion strategies in your next team meeting—they're clearly building trust and providing relevant recommendations.

Use Case: Early Intervention for Under-Researched Students Run this report in October and find that Counselor J's juniors have an average of 2 schools on their application trackers. Flag this early so J can host college research workshops or assign exploration homework before senior year begins, rather than scrambling in the fall.

Total # Schools on Counselor List
Total # Schools on Student List
Total # Schools on App Tracker

Performance Metrics

Use these metrics to celebrate successes and support continuous improvement across your team.

Use Case: Celebrating Success with Data Counselor K achieves a 78% acceptance rate (above your 65% average) while spending 12 hours per student versus the team average of 15 hours. Publicly recognize K's efficiency in staff meetings and ask them to mentor newer counselors on their time management and student matching strategies.

Use Case: Resource Allocation for High-Touch Counselors Counselor L spends 22 hours per student (well above average) but maintains a 81% acceptance rate. Rather than criticize the time investment, explore whether L is working with students who have unique challenges (first-gen, learning differences, financial constraints) and needs a reduced caseload or additional support resources.

Use Case: Professional Development Targeting Counselor M has a 52% acceptance rate despite spending average hours per student. Rather than assume poor performance, investigate: Are their students applying to highly selective schools? Do they need training on helping students craft more realistic lists or stronger applications? Use this data to customize their PD plan.

Use Case: Time Tracking Adoption Incentive Only 40 of 80 counselors are using time tracking, so you're missing efficiency data on half your team. Show the counselors who do track that you're using their data to justify hiring an additional counselor based on documented workload—this demonstrates the value of participation and encourages adoption.

Use Case: Equity Audit Compare acceptance rates across counselors serving different student populations. If the counselor working with your scholarship students has a 58% rate while those with full-pay families average 72%, this signals a need for additional application fee waivers, essay support, or college access programming rather than a counselor performance issue.

Counselor Acceptance Rate – Calculated from App Tracker data
Avg. Hours Spent per Student – Displayed when time tracking is used

Refreshing the Data

If you suspect your numbers are different from what you see in the table then click Refresh Data to load the most recent information.