Counselor quick start
Handle Leads, student profiles, applications, documents, and follow-ups in daily work.
Use this guide if your job is to follow up with students and keep application work moving.
Your daily loop
- Open Tasks and follow-ups and start with your assigned work.
- Review assigned or unassigned Leads that need a decision.
- Search before creating a new student profile.
- Create or update applications from the correct student profile.
- Check documents when an application or checklist depends on a file.
- Add tasks, comments, or notes when another user needs context.
- Complete follow-ups when the work is done.
First day path
| Goal | Guide |
|---|---|
| Understand incoming Leads and decide what to do next. | Leads |
| Find, create, review, or update a student profile. | Student profiles |
| Create an application and move it through configured stages. | Applications |
| Upload, review, or find files connected to student work. | Documents |
| Manage calls, reminders, handoffs, and overdue follow-ups. | Tasks and follow-ups |
Work a new Lead
When a Lead needs review:
- Open the Lead and check name, email, phone, source, and assignment.
- Search for an existing student profile before creating a new one.
- Assign the Lead if another user owns the next step.
- Mark it reviewed if it needs follow-up before conversion.
- Create or connect a student profile only when the Lead is real and the data is ready.
See Leads for the full Lead review workflow.
Work an application
When you create or update an application:
- Start from the correct student profile when possible.
- Choose the pipeline that matches the real work.
- Fill the application fields needed for that pipeline and stage.
- Use checklists, documents, tasks, and comments to keep the work clear.
- Move stages only when the current stage work is complete.
See Applications for stage movement, list view, board view, and application details.
When to ask an admin
| If you see this | Ask an admin to review |
|---|---|
| A field is missing, required at the wrong time, or shown on the wrong form. | Fields and Form templates |
| A document type is missing or rejects the correct file. | Document types and Storage settings |
| An application is in the wrong workflow or cannot move stages as expected. | Pipelines and Pipeline stages |
| A Lead source or mapping looks wrong. | Lead sources, Integrations, and Form templates |
| You cannot see a page or action you need for your work. | Permissions and scope |
Good daily habits
- Search before creating a student profile.
- Keep student profile details separate from application-specific details.
- Assign work when ownership is clear.
- Use tasks for follow-ups instead of relying on memory.
- Add a short note when handing work to another user.
- Do not move an application stage just to clean up a list or report.