Management Suite in CounselMore: An Essential Upgrade for Multi-License Accounts. What capabilities are available in the Management Suite?
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How do I add the Management Suite?
Every account has the capability to add both staff & students
The Management Suite is an add-on. A manager would want to add this to their account because they want more control over their staff's visibility and account access.
In instances where staff are added to an account without the Management Suite, all users gain access to the same shared information, streamlining collaboration seamlessly.
For programs and agencies where a hierarchical reporting structure is essential for effective organization, client management, and maintaining confidentiality, opting for the Management Suite is the ideal choice.
MANAGEMENT SUITE for HIERARCHICAL REPORTING STRUCTURE
This upgrade unlocks enhanced features, enabling you to customize visibility permissions for individual staff members, and expands your toolkit with advanced reporting and communication options.
Why Opt for the Management Suite?
Enhanced Control and Customization
The Management Suite allows managers to customize visibility permissions for individual staff members, ensuring that sensitive information is accessible only to those who need it. This level of control is crucial for maintaining confidentiality and effective client management. Below is a list of functions to consider.
CAPABILITIES OF MANAGEMENT SUITE
GOOGLE DRIVE OPTIONS
Google Drive Option 1 - Multi License - Managers, Part I, Google drive Options Explained
Google Drive Option 2 - Multi License - Managers, Part II, Google Drive Setup & Connect
Student Management
- With Management Suite: Admins can assign students to specific staff members and control permissions levels so a counselor can only see students they are assigned to. They can also create routine assignments and/ or purchased curriculum packages and make these visible to counselors.
- Without Management Suite: Admins cannot assign students to other staff or control permissions. Routine assignments and purchased curriculums are only visible to the admin. Admin cannot pass assignments to counselors.
Assignment Management
- With Management Suite: Admins can distribute routine assignments and/ or purchased curriculum packages to counselors, providing consistency of service and brand to all your families.
- Without Management Suite: Counselor cannot create Routine Assignments or Meeting Notes. Counselors create and use their own set of Assignments and Meeting notes.
Advanced Reporting and Communication
With the Management Suite, managers can access advanced reporting features and enhanced communication tools, enabling better oversight and streamlined operations. This includes visual analytics and custom reporting, set to release in 2024, offering deeper insights into student progress and counselor performance.
Custom Tags and Student Information
- With Management Suite: The administrative account owner or manager can generate custom tags for each student within the student information section. These tags are visible to all users and can be used for searching.
- Without Management Suite: Counselor or superuser accounts cannot create new tags; they can only view and utilize existing tags created by the admin.
- With Management Suite: The account owner (Admin) can appoint a "Superuser" with privileges to upload student client information.
Communication Tools
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Chat:
- With Management Suite: Each counselor can communicate directly with students via the Messages tab, with messages including the respective staff member's name.
- Without Management Suite: Only the admin can control in-app chat features, and messages do not display the sender's name.
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Email:
- With Management Suite: Admins and counselors can draft and send email messages directly from the Messages tab. The admin can also determine contacts that should not be copied on external messages.
- Without Management Suite: All users can email all students from the Messages tab, but there will be no signature or differentiation in communications. Both send and receive is only through the administrative account.
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Texting:
- With Management Suite: Counselors can send automated text messages when an assignment summary email has been sent, and they can also send one-time text messages directly to students, with the counselor's name included.
- Without Management Suite: All texts are routed through the admin's account phone number.
Reporting and Analytics
- With Management Suite: Managers can view advanced visual analytics and some level of custom reporting. Each staff member can view their students separately from those assigned to other counselors.
- With Management Suite: The manager (Admin) can see a total hours spent per student and the average number of hours each counselor spends with students in total.
- Without Management Suite: Basic reporting is available, showing time spent per student, but without advanced analytics or separation of data by counselor.
Financial Management and Invoicing
- With Management Suite: Managers can set accounting privileges, create accounting profiles, and generate invoices. This includes options for branding invoices with either the company or the individual counselor's information. Managers can control the extent of financial visibility each staff member has.
- Without Management Suite: All staff can log time, apply accounting profiles, and add notes within the Accounting tab, under a unified company branding, but cannot customize financial visibility or invoicing.
SP Branding
Discover the power of personalized branding with our Management Suite. For administrators without the Management Suite, the Student & Parent Portal reflects your company's brand, ensuring a unified and professional appearance.
Upgrade to the Management Suite, and the realm of customization expands, allowing the login portal to be tailored with your company's details for consistent branding. Regardless of your choice, the default setting showcases your administrative company's branding, providing a seamless experience across your services. Elevate your brand with the Management Suite and offer a bespoke experience to your clients.
Without Management Suite: One brand for company
With Management Suite: Each Superuser may display their own brand/logo. Ideal for companies with scale.
Broadcast Messages
Unlock the full potential of communication with our Broadcast Messages feature, exclusively enhanced by the Management Suite. While counselor accounts are equipped with a robust set of tools for individualized communication, the ability to send Broadcast Messages is reserved for those with the Management Suite. This premium feature allows both administrators and counselors to disseminate important announcements, updates, and reminders efficiently to all stakeholders, or only their assigned students, ensuring that everyone stays informed and engaged. Elevate your communication strategy with the Management Suite and keep your community connected with just a click.
Comparison: With vs. Without Management Suite
| Feature | With Management Suite | Without Management Suite |
|---|---|---|
| Visibility Control | Customize staff visibility permissions | Shared information for all users |
| Custom Tags | Admins create; all can view and use | Only admin can create; all can view and use |
| Chat | Direct counselor-student chat with names | Admin controls chat; no names on messages |
| Differentiated emails with signatures | All emails routed through admin, no signatures | |
| Texting | Counselor-specific texts with names | Texts routed through admin's phone number |
| Reporting | Advanced analytics and custom reports | Basic reporting, no separation by counselor |
| Financial Management | Custom accounting profiles and invoicing options | Unified company branding, no customization |
| Student Management | Assign students and control permissions | No assignment of students or permissions control |
| Routine Assignments | Visible to counselors, includes purchased packages | Only visible to admin |
USE CASE SCENARIOS
Student Information Tags
- The administrative account owner or manager has the exclusive ability to generate custom tags for each student within the student information section, visible to all users.
- Counselor accounts or superuser accounts do not have the privilege to create new tags within the student profile >> student information section.
- However, non-administrative accounts are able to view and utilize these tags for searching, provided they were established by the administrative account owner or manager.
Time Spent per Student
- Without Management Suite: All staff can engage in basic reporting demonstrating how much time was spent per student, dependent on accurate time tracking by the counselor.
- With Management Suite: Each counselor and manager can view average times per student, per product, per counselor, enabling better business strategies.
Accounting Set Up
- With Management Suite: Managers have the authority to set specific accounting privileges for each user. This encompasses the creation of accounting profiles and the generation of invoices. Managers can choose to brand all invoices as the admin or let each counselor brand their invoice (typical for 1099 counselors).
- Without Management Suite: All staff members are empowered to log time, apply accounting profiles, and add notes within the Accounting tab, all under the unified company branding. The Management Suite elevates this functionality by allowing individual staff members to manage their invoicing independently, while giving managers the discretion to adjust the extent of financial visibility each staff member has.
Invoicing
- With Management Suite: Administrators can customize invoices with either the company's or the counselor's information, catering to diverse business needs. This powerful feature allows for a more personalized touch or a consistent company brand.
- Without Management Suite: Invoices are standardized, featuring only the company's brand for a consistent, professional look across all documentation.
Tip:
Admin account controls added license permissions. 2 options for Accounting permissions: Full accounting or limited accounting.
Here's a resource that could help:
Financials View
- With Management Suite: Managers can customize the financial oversight of each user. Staff members can manage their invoicing autonomously, but their access to view the financial reporting for the company can be restricted based on management preferences.
- Without Management Suite: Staff members have access to all accounting functionality, and invoices are standardized under the company branding.
Routine Assignments
- With Management Suite: Admins can make routine assignments, including purchased readiness curriculum packages, visible to their counselors. Admins can assign assignments to counselors who can then edit and assign them to students.
- Without Management Suite: Admins can only assign assignments directly to students, without the ability to pass assignments through counselors for editing and assigning.
HOW TO PURCHASE MANAGEMENT SUITE
Purchasing the Management Suite
To purchase the Management Suite, navigate to Settings >> My Account. You will see the option to add additional features. For assistance, contact support@counselmore.com.
Removing the Management Suite
The Management Suite is part of your annual tier subscription. You can modify your account once per year, with upgrades available anytime and downgrades scheduled for your subscription's anniversary.
To turn off the manager suite - email support@counselmore.com
We will tell you when your anniversary date is and we will set an event to turn off your management suite.
Legacy Plan Holders
If you have not yet migrated to the new platform, please contact support@counselmore.com. If you are already on the new platform (as of Jan 2024), you may "add account" to add additional staff accounts.
SP Branding - Add as charm for anyone with multi Link to Student Portal Branding article
The Management Suite is purchased in combination with your annual tier subscription
Recent Improvements
- Management Suite Improvements - Added functionality for managers: Ability to show time spent per student, adding average amount of time spent per student per counselor. Resulting in better counselor capacity management.
- Management Suite Improvements - The Administrator, Superuser can see all students assigned and not assigned to their respective roles, additionally only these roles will see Archived students. When a student record is archived the counselor role will not have access to the record.
- Archived Students Improvements - Archived student records are hidden unless a Superuser or Admin role designation.