Training for school Admins

Login with your School Administrator account and follow these steps:

Step 1: Click " Upload Account Data" in the side menu. You will to see the following screen. Here you can upload data of students, school administrators, counselors and secretaries in CSV format.

Step 2: To upload students data, look in the section labeled “Upload Students to School”and select your school name in the drop down menu. Then choose CSV file by clicking on “Choose a file” button. You can also get a sample format of CSV from the link given for Demo & Sample Data . The format of the file you want to upload should match the Sample download File.
Step1: Click on "Manage Accounts" in the left hand menu. You will see the following screen and these two tabs : “Manage Students Account” and “Manage Other Accounts” .
Step 2: In this screen you'll see options to have Edit( ), Delete ( ) or Send Mail ( ) for related accounts type .

Step 3 : To add a new student, first click “Manage Student Account” then click the “Add new Account” button in the upper right corner of the screen. Once you click on it you will see a new popup screen.Simply fill out the required fields and click the “Add Student” button and you'll see the new student added in the “Student Account” list.
Step 4: Similarly for adding other account like counselor or School administrators, First click on “Manage other account” tab then click on “Add new Account” button in the right upper corner in the screen fill the required fields and click on “Add Other Account” button you will see the new account added in “Other Account” list.
Step1: Click on "Assign Students to Counselor" in the left hand menu. You will see the following screen. Here, school administrators can assign counselors to students by selecting multiple or single students from the list. School administrators can also see students assigned to particular counselor by selecting "counselor" and checking the "Show Assigned Students Only " box then click the Search button. This will bring up all the students assigned to that counselor.

Step2: In this step, first select the counselor's name then i you want to assign all the students to this counselor, click on select all and then Click “Save Selections Below” button.
Step1: Click "Manage Reasons For Cancelling" in the left hand menu. You will see the screen below with a few suggested reasons. If you don't see your reason,you can edit ( ) or Delete ( ) the existing reasons.
Step2: In the screen below you have the option to add a new reason by clicking the “ADD NEW REASON” button in the upper right corner of the screen once you do fill in the required fields and click on “Add Reason For Cancelling” and it will add the new reason to “Manage Reasons For Cancelling” list.
School administrators can manage reasons for unavailability by clicking "Manage Reasons for Unavailability" in the left hand menu.It will take you to the screen below where you will see some common reasons already added .Here you can edit ( ) or Delete ( ) reasons.You can also add news reason on this screen.
You can manage a counselor’s availability by clicking "Manage Counselors Unavailability" in the left hand menu. Here school administrators can manage the availability of counselors and if need be, can edit ( )and Delete ( ) as well.
Step 1 : To add unavailability click the "ADD UNAVAILABLE TIME" button,and the screen below will appears.Select the counselors name,add a valid reason, then select time of unavailability using "From Date" and "To Date".Select id counselor will be unavailable all the day or during a particular time slot then click “ADD UNAVAILABLE TIME” button.
You can manage appointment types for counselors by navigating to the "Manage Appointment Types" link in the left hand menu. Here ,school administrators can edit ( ) or Delete ( ) appointment types and also assign colors to each appointment type
Step 1: To add a new appointment type click the "ADD NEW APPOINTMENT" button and the screen below will open. Fill out the form then Click “ADD Appointment Type” . You will see the new appointment type added in the “MANAGE APPONITMENT TYPES” screen.
You can manage appointment calendars of all the counselors by navigating to the "Manage Calendar" screen. Here school administrators can see appointments of any counselor.

Step1: To see a counselor's appointments,select the counselor's name from the dropdown menu next to the counselor's name, then click “Show Appointments”.

Step2: Administrators can also add appointments by clicking the"Schedule An Appointment" button ,which will open a new screen. In this screen ,select the student,the counselor , the type of appointment and the time slot from time list , then click the “Schedule” button.
Schedule Appointment :
A student's request for an appointment goes to the counselor but school administrators can also manage these requests on behalf of counselors. To manage requests go to the " Manage Requests" link in the left hand menu. It will take you to the following screen where administrators can see all the requests from students.
School administrator can update email templates that are sent by the system. These emails can be customized by navigating to " Manage Email Templates" and logging in clicking on this link brings up a screen containing a list of all the email templates in the system .Any email template can be edited by clicking the Edit ( )action button on the far right side of the list . You can also add a new email template by clicking the "Add Email Template" button.
Updating or adding a new email template is easy. Clicking the "edit button" or "Add Email Template" button brings up a pop-up screen that lets you select your school (in case you have multiple schools), enter the subject of your email,the body of the email and the template name. In body of the email you can enter data as well as data related to the student, counselor or appointment. To enter data in the email, simply set your cursor to the line where you want to enter this data, and select the field from the dropdown menu as shown below. This will enter the selected field into the body of the email. For example, if you have selected "Appointment Date", it will appear like <#%AppointmentDate%#> in email body. Do not change this specially formatted string
There are seven pre defined email templates in the system. These are following.
1. Counselor - Email when student schedules an appointment: - This template will be used when student schedules an appointment with counselor.
2. Counselor - Email when student cancels appointment: - This template will be used when student cancels an appointment with counselor.
3. Counselor - Daily Report Email: - This template will be used for daily report of counselor.
4. Student - Account Created: - This template will be used when student account is created.
5. All - Forgot Password – This template will be used when user requests for the password.
6. Student - Appointment is scheduled: - This template will be used when an appointment is scheduled by student, counselor or organization administrators.
7. Counselor - Day Of Appointment: - This template will be used for the day of appointment.
Navigate to "Settings " link in left hand menu after logging in as school administrator. There you can see all the options to change school related setting like counselor's start time and end time . Verify Check-in and Counselor Accepted Requests by clicking "Yes" or "No".
You can navigate to "Manage SMS Templates" link in the left hand menu when you login as a school administrator. This is similar to managing email templates. Belows are the default SMS templates in the systems .
1. Student - Appointment is scheduled: This template will be used when an appointment is scheduled.
2. Counselor - Day Of Appointment : This template will be used on the day of an appointment.
3. Counselor - SMS when a student schedules an appointment: This template will be used when a student schedules an appointment with a counselor.
4. Counselor - SMS when a student cancels an appointment: This template will be used when a student cancels an appointment with a counselor.
5. Counselor - Daily Report SMS: This template will be used for a counselor's daily report.
When logged in as a school administrators, navigate to “Print Slips” in the left hand menu. On this screen administrators can see all appointments for a particular date and print the list of appointments. administrators can also view an appointment by clicking on the view icon.

Counselor

You can manage a counselor’s availability by clicking the "Manage Unavailable Counselors" link in left hand menu. Here counselor's can manage their availability and edit ( ) and delete ( ) as well.
Step 1 : To add unavailability click the "ADD UNAVAILABLE TIME" button and the screen below will open.First,select the councelor's name and add a valid reason for their unavailability. Then select the time they will be unavailable in the From Date/To Date section and add whether they will be unavailable for a full day or for a particular time slot.Once that's done, click the “ADD UNAVAILABLE TIME” button .
A counselor can schedule an appointment with a student by navigating to the “Schedule An Appointments” link in the left hand menu.

Step 1: Once there, select the Student's name from the drop down menu. By default,only students assigned to a logged in counselor are shown. Checking the “Show All Students” button will display every student in the school in a dropdown menu. Select the type of appointment from the list. Then choose the day and time of an appointment. By default only future dates and times will be displayed. Checking “Show Past Dates” will let you select a past date as well. You also have the option of entering notes for the meeting. Clicking the Schedule button will schedule the appointment.
Step 2 :If you want to schedule a group meeting with multiple students then Click the "+" sign under the time slots list. That will show list of students and you can select multiple students there. After selecting multiple students click the “Schedule Group Meeting” button to schedule a group meeting.
A counselor can cancel an appointment with a particular student by clicking “Cancel This Appointment”. Once there, navigate to the “See all appointments” link in the left hand menu.

Step 1: On this screen, select the appointment date. This will bring up a list of appointments for that particular date. Every appointment will have a “Cancel This Appointment” button in front of it. Once the button is clicked, a popup will apper asking for valid reason for canceling the appointment. Select a reason from the list then click the “Cancel meeting” button.
Navigate to the “See All Group Meetings” link in the left hand menu.Once there, select a date. You will get a list of all the students that are scheduled for that meeting.
Step 1: If you want to remove any student from the list or cancel a meeting with any student then click the "Cancel This Meeting"and a popup will appear. Just select a valid reason for canceling the appointment and click the “Cancel Meeting” Button.
Navigate to the “Manage Requests” link in the left hand menu. Once there you will see a list of all the metting requests from students .
Step 1 : By clicking “Accept Request” in the right hand, you can accept the requests.
Navigate to the“Verify Check-In” link in left hand menu. You will see a list of the all the students who met with a Counsellor during their scheduled times.
Step 1 : If you want to verify that a student checked in, click the “Verify Check In” button. It will verify that the student met with you during the scheduled. After clicking the "Verify Check In” button, the screen below will appear.

Students

For this students need to login to their account. Once they do, the screen below will appear.
This screen will show the student's appointments for that day. Navigate to “Schedule Appointment” link in the left hand menu.

Step 1: Here, student's will select their counselor's name,the type of appointment and a time slot from a list of available time. Once done click the “Schedule” button.
Navigate to the “Schedule Appointment” link in left hand menu once logged in. The screen below will appear.
Click the “Request” button and the screen below will appear. Select the Type of Appointment from list, date from the date box and a time slot Once done click the “Request” button and it will place a request.
Navigate to “See All Appointments” in the left hand menu.The screen below will appear. Here student's can see all their appointments. Students can also see their appointments by date by selecting a date from the date box. Students can also cancel their appointments by clicking “Cancel This Appointment”.
Navigate to “See All Group meetings” in the left hand menu and the screen below will appear. Here students can see all their group meetings. Students can also see their meetings by date by selecting a date from the date box. Students can also cancel their meeting by clicking the “Cancel This Meeting” button
Navigate to “See All Group Meetings” in the left hand menu and the screen below will appear. Here students can verify their check-ins.
If the student hasn't checked in, they can click the “Check-In Here” button and the screen below will appear.