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Sales - Add license, add staff, add user, add counselor. add account

Add another user to my account

 

Note for legacy users:
If you are on a legacy CounselMore plan, you may see the “+ License” button, but clicking it will not complete the process. Instead, you will receive a notification prompting you to contact Support to enable this feature.

 

Add License

  1. Log in to your CounselMore account.
  2. Locate the Add License button.
  3. Click “+ license” button 
  4. Fill in the user’s details: name, email, and  phone.


  5. Click "Charge me..." to finalize.
  6. A prompt will appear asking you to confirm your purchase. Type confirm to complete the process.
  7. Click OK
  8. The new user will receive an email invitation to set up their account.

If you have questions, take a screenshot or your entire screen including the URL bar and email to support@counselmore.com

How are staff licenses charged?

 

Adding a Counselor License: Permissions, Visibility & Shared Workflows

Bringing a second counselor into your CounselMore account is a natural step as your practice grows. Whether you are adding a sub-counselor, an essay coach, a school-based colleague, or a seasonal contractor, this article explains what happens when you add a license, how to set up a shared workflow without Manager Suite, and when upgrading to Manager Suite gives you the control you need.

What Happens When You Add a Counselor License

The first additional counselor license is available at $19/month (retail $39/month). There is no separate student tier based on caseload size.

By default, when a new counselor license is added:

  • The new counselor can see all students in the account
  • The new counselor can search, scroll, and open any student record
  • Both accounts share access to the same admissions data, assignments, and platform tools
  • Student data is not siloed between counselors unless Manager Suite is active

Important: You do not need Manager Suite to add a counselor and begin collaborating. Manager Suite is required only when you want to formally restrict which students a counselor can see, assign students exclusively to specific counselors, or access advanced reporting by counselor.

Navigating the Platform with a Second Counselor (No Manager Suite)

Accessing the New Counselor's Profile

Once a second counselor license is active, both counselor profiles appear in the left-hand navigation panel inside the platform.

  • Click the new counselor's name in the left-hand panel to open their profile view
  • From this view you can see the counselor's assigned students, activity, and account details
  • There is a button within the counselor's profile to share your Google Drive with the new counselor — use this to connect their account to your shared Drive folder

Google Drive Setup for New Counselors When you click on the new counselor in the left panel and open their profile, you will see a prompt or button to share the Google Drive. This is a required step to ensure the new counselor can access student documents stored in Google Drive. If you run into any difficulty with Drive setup, book a Tech Support session: https://calendly.com/counselmore-meetups/counselmore-meet-with-tech-mentor

Directing a Counselor to Their Assigned Work

Without Manager Suite, you cannot formally assign students to a specific counselor inside the platform. However, you can guide the new counselor to relevant students and tasks using assignment naming conventions and the dashboard filter.

Method 1 — Name Assignments with a Counselor Identifier

  • When creating an assignment, include the counselor's name or a keyword in the title
    • Example: "Jordan | Personal Statement Draft" or "EssayCoach — Bios Review"
  • The new counselor navigates to their Dashboard and uses the Assignments filter
  • Filter by counselor name, keyword, or assignment title to surface only their relevant tasks
  • Both the admin and the counselor can use this filter from their own dashboard view

Method 2 — Use Tags to Organize Student Visibility

  • Open a student record and navigate to Student Information
  • Add a custom tag such as "EssaySupport2025" or "JordanStudents"
  • The new counselor navigates to QuickList, clicks the search triangle, and filters by tag
  • All students with that tag appear together, creating a working subset without restricting access

Tip: Tags + Assignment Naming = a Lightweight Routing System Used together, tags and titled assignments give a second counselor a clear, organized view of their work — without requiring Manager Suite. This approach works well for essay coaches, seasonal contractors, and school-based colleagues with defined roles.

Use Case Scenarios

Scenario 1 — Growing Practice: Admin Adding a Sub-Counselor

Context: You run an independent practice with 12 active students and are adding a colleague to help carry the caseload during application season.

Without Manager Suite:

  • The sub-counselor can see all 12 students and navigate freely
  • You use tags to identify which 6 students they are primarily responsible for
  • You name assignments with their initials to help them filter their dashboard
  • You share your Google Drive through their profile view so they can access student documents
  • Chat messages and emails in-app do not display the counselor's name on outbound messages

With Manager Suite:

  • You assign 6 students to the sub-counselor; they only see those students
  • The sub-counselor's chat messages display their name
  • You can distribute your purchased curriculum package to the sub-counselor to use with their students
  • Advanced reporting shows time spent per student broken down by counselor

Scenario 2 — Essay Coach or Seasonal Contractor

Context: You hire an essay specialist temporarily during senior application season. They will work with 4 students on personal statement and supplemental essay review.

Without Manager Suite ($19/month for the license):

  • The essay coach can see all students — not just their 4 assigned students
  • Use the tag "EssayCoach2025" on the 4 relevant student records
  • The coach filters their QuickList by tag to work only with those students
  • When the contract ends: remove their license and email support@counselmore.com to release the seat

With Manager Suite ($19/month + Manager Suite add-on):

  • Formally assign the 4 students to the essay coach; they see only those students
  • Coach's invoicing and billing can be separated from the admin account
  • Student portal branding can be customized if the coach operates under their own brand

Scenario 3 — Multi-License Admin: Navigating Between Counselors

Context: You are an admin with two active counselor licenses and log in each session.

  • After login, use the left-hand counselor panel to navigate to the correct counselor's view
  • Click the counselor name to load their student list and profile context
  • If you are routed to the wrong counselor on login, click the correct counselor in the left panel to resume

Known Behavior — Login Routing for Multi-License Accounts If you log in and are directed to a different counselor than the one you were last working with, this is a known platform behavior currently being addressed. You can manually click the correct counselor in the left-hand panel to navigate to your intended context. A fix is in progress to route admins to their last active counselor or student on login.

Feature Comparison: With vs. Without Manager Suite

Feature / Scenario Without Manager Suite With Manager Suite
Student visibility New counselor sees all students Admin assigns students; counselors see only their own
Formal student assignment Not available Assign one student to multiple counselors
Assignment routing Use title/keyword naming convention Pass assignments through counselors to assign to students
Dashboard filter Filter by title, keyword, or counselor name Filter by title, keyword, or counselor name
Curriculum distribution Admin only — not passable to counselors Admin distributes purchased curriculum to counselors
Chat display name No name displayed on messages Counselor name shown in chat
Google Drive sharing Button available in counselor profile view Button available in counselor profile view
Custom tags Admin creates; all users view and search Any user (Admin, Superuser, Counselor) can create
Reporting by counselor Basic time per student Time per student per counselor; average hours reporting
Invoicing Unified company brand Admin or individual counselor branding per invoice
Student portal branding One brand for account Each counselor can display their own brand/logo
Broadcast messages Admin only Admin and counselors can broadcast to assigned students

Pricing Summary

  • Base subscription: $59/month (all new subscribers)
  • First additional counselor license: $19/month (retail $39/month)
  • Manager Suite: Contact support@counselmore.com for current pricing

The $19/month rate for an additional counselor is available regardless of how many students are on your roster. There is no lower tier for smaller caseloads.

Google Drive Setup for a New Counselor

Connecting Google Drive for a new counselor license is a distinct step from the admin's own Drive setup.

  1. Log in to your CounselMore account
  2. Click the new counselor's name in the left-hand navigation panel
  3. Open their profile view
  4. Locate the Google Drive sharing button and follow the prompts to connect their account to the shared Drive
  5. Confirm the counselor logs in and verifies Drive access from their own account

If you encounter any issues with Google Drive setup for a new counselor, book a Tech Support session: https://calendly.com/counselmore-meetups/counselmore-meet-with-tech-mentor

Removing a Counselor License

When a counselor's contract or role ends:

  1. Reassign their students back to your account or another active counselor
  2. Delete the counselor's user account from Settings
  3. Email support@counselmore.com to release the license seat
  4. If Manager Suite was added, request removal at the same time — our team will confirm your anniversary date and schedule the change

Downgrades to subscriptions are scheduled for the account's anniversary date. Upgrades are available at any time.

Get Help

If you have questions about setting up a second counselor, configuring visibility, or connecting Google Drive, we are here to help.