Follow Articles 1-7 to guide your account setup. Open your account and watch the video, pausing as needed to make changes in your account.
🛠️ Setup & Configure your CounselMore Portal
⚙️ 1. The videos below will walk you through step-by-step account set up.
⚙️ 2. Watch the videos and pause the video, to make changes in your own account.
⚙️ 3. Keep a list of questions.
⚙️ 4. Reserve your 30 minute complimentary Reserve session
We work with both Calendly and Acuity for scheduling, but we highly recommend using Calendly.
Calendly Integration
Recorded Training
For simplicity, this article will go over calendar connections using Calendly. If you're looking to setup/connect Acuity, please see this article.
Why use Calendly?
- When an existing student books a meeting through a Calendly event, it will automatically be added to that student's Assignments and they can be reminded of it in their weekly assignments summary.
- When a prospective student books a meeting through Calendly, CounselMore will automatically create a new student record with a status of Prospect (vs Active) at the top of your QuickList of students.
- You can add your Calendly booking link to your existing website and your Custom Menu in CounselMore for easy student/parent access.
- Everything mentioned above can be done with a Standard Calendly account.
- You can take payment directly through Calendly (transaction fees may apply)
Using Calendly with CounselMore
- Click here to get an overview on Calendly.
- Click here for info on pricing. All you need is standard.
- Click here to create a Calendly account. (your account creation may walk you through the steps below. Follow through all steps to confirm or complete).
- Click here to connect your Zoom to Calendly. This will automatically create a meeting link every time a client books a meet. It will include the Zoom link in the event description and it will be included in the followup email Calendly sends 24hrs prior to the event.
- Click here to connect your calendar to calendly. This will automatically add any meeting booked to your Gcal, Outlook, or iCal automatically.
- Click here to create a default weekly schedule. You'll be able to change availability for each event type later on but it's good to start with something general.
- Click here to create your first event. Common event types are: Consultation Call, Senior Recurring Meeting, Essay Review.
- Click here to learn more about Calendly automation. Calendly sends out an email notification to a client when they book a meeting and a reminder 24hrs prior to the event. Calendly has other tools we can use to create workflows and automate followup.
- Click here to install Calendly's Chrome extension.
- Click here to review a glossary of terms if any of them confused you.
When creating your event in Calendly, there is a section for questions to be asked of the meeting maker. READ CLOSELY in the image below.
👁️ PLEASE READ 👁️
When a parent books a meeting we want to make sure the student's name and the student's email is entered for the Name & Email fields in the Invitee Questions section. These are the fields we use to populate your New Student. Please see below for an example of a client intake form from Calendly.
Every question after name & email is a custom question created by the Counselor
Answers to these questions will auto-populate into the Confidential Notes section of your prospect Student's Profile (Bio Banner).
Read Closely: Calendly is integrated with your CounselMore account. It has the capability to auto generate Prospective Clients to the top of your Quicklist. You will adjust your Calendly-CounselMore connection in your Settings menu
1) When setting up your events ask for the Student's Email address to be in the First Position and the Parent Email to be in the Second Position.
2) By putting the student email address in First Position, the students record will populate most effectively into your CounselMore account.
3) You will create different types of meetings in your Calendly account. You may not wish for all meeting types to auto-generate prospective students to the top of your quicklist. Choose which meeting types you would like this to occur with in your Settings menu.
Settings > Scheduling, and update your prospect creation settings.
Whatever event types are checked will produce a prospect student in your counselor portal.
Onto the next section in your Training Program, Accounting Setup & Invoicing.
Still have questions or need additional support?
👍 Now that you've complete the Self Study, make a list of your questions and reserve a seat at a live training checkup. You will find a complete schedule here.
Return to the previous section in your Training Program
1) Account Settings & Customization
👉 Continue your learning journey: Proceed with the next Training Program below.