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.
You can speed up the video using the gear icon, located on the video. Write down any questions you have, and if needed, meet with a Tech Mentor to supplement your self-guided setup.
Return to the previous section in your Training Path,
5) Building Routine Assignments
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. See tip.
- 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. See tip.
- 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 Pro Calendly account.
- You can take payment directly through Calendly (transaction fees may apply)
Even if you already have a Calendly account, it's required that you create a separate account dedicated solely to CounselMore. Both Calendly accounts will be linked to your calendar so you will still see everything bookings in one place.
Do I need to create a separate Calendly account for CounselMore?
You will want to create a Calendly account that is focused on your program's needs. You will want to employ some conveniences. Calendly allows you to create different types of events. Certain events can trigger certain happenings in your counselor portal. For instance, counselors often offer a variety of services, including tutoring, essay reviews, and college counseling sessions.
If a student books a tutoring session through a counselor's connected Calendly, the current setup automatically adds them to the counselor's portal. The tutor-student will appear at the top the counselor's quicklist in CounselMore.
This can be problematic if the counselor wishes to reserve the CounselMore portal exclusively for students seeking college counseling services. To avoid this, create different event types to ensure that your Calendly account is specifically tailored for college counseling-related events to connect to the Quicklist and other types do not.
See tip below.
Using Calendly with CounselMore
Click here to create a Calendly account.
How to create a Calendly Event
How to manipulate Calendly to become a student intake form
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.
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 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?
Write down any questions you have, and if needed, meet with a Tech Mentor to supplement your self-guided setup.
👍 Now that you've complete the Self Study, make a list of your questions and reserve a seat at a live training session. You will find a complete schedule here.