Agency Flow — Overview | StudyHQ

Flow type: Agency · Project type: Career Guidance

This guide documents the Agency flow. It spans two products: the StudyHQ Portal (where your team works) and Bixa, the student app (where students answer the questionnaire, take the assessment, attend sessions, and follow their roadmap).

The Agency flow runs a complete career-guidance journey: bring students in, understand them through a need-analysis questionnaire, assess them, counsel them through one-to-one sessions, and finish by locking a career plan that becomes the student’s personal roadmap.

“Agency” is the platform term for the organisation running the journey. Two kinds of organisations use it:

Schools & academies

Running internal career guidance for their own students — the school’s counselling cell manages the whole journey for each cohort, class by class.

Counselling agencies

Providing career counselling to external students — students (and their parents) who sign up with the agency for guidance, assessments, and counselling sessions.

Both use the same portal, same journey, and same plans — the difference is only who the students are. Everything in this guide applies to both.

Agency vs Institution — which flow am I in?

	Agency (this guide)	Institution
Goal	Guide each student to a locked career plan	Convert assessed students into enrolments
Project type	`Career Guidance`	`Assessment Funnel`
Journey	Onboarding → need analysis → assessment → counselling sessions → career plan	Invited → Assessing → Assessed → Enrolled
Assessments	Stream selection · course recommendation · Learning Assessment (grades 7–10)	One per project — stream selection or course recommendation
Counselling sessions	Built in (plan-dependent) — calendar, availability, meeting links	Not part of the funnel
Everyday team roles	Member · Counsellor	Member · Partner (the sourcing role)
Outcome for the student	A career roadmap in their app	A career report
Commercials	Self-served plans & credits on the Billing page	Same plans-&-credits model, with institution plans

If your project tracks Leads · Assessed · Enrolled, you’re in the Institution flow instead.

The two products

StudyHQ Portal — Your team

Where your team works: manage the plan and credits, invite your team, add students, run counselling sessions, and lock each student’s career plan.

Bixa — Students

Where students complete the questionnaire, take the timed assessment, view their report, book sessions, and follow their roadmap.

Key concepts

Organisation

Your school or agency — its Type is Agency.

Project

A guidance programme inside the org — its type is Career Guidance.

Case

One student’s journey through the programme — what your team manages.

Assessment

The timed test — stream selection for class 10 & below, course recommendation for classes 11–12.

Learning Assessment

An additional study-skills battery for grades 7–10 — popular with schools. It can run alongside the career assessment on one student’s case.

Session

A one-to-one counselling meeting, booked on a counsellor’s calendar.

Career plan & roadmap

The agreed direction a counsellor locks, which becomes the student’s roadmap.

Plan

Your subscription — decides which capabilities exist (assessment, counselling, advanced counselling).

Credits

The currency of your plan — assessments and sessions each draw on your balance.

Need analysis

The intake questionnaire (student — and optionally parent) that grounds the counselling.

Roles

Organisation Admin

Project Admin

Counsellor

Member

org_admin — sees everything in the organisation. Can manage billing, plans and credits, invite and manage the team, create projects, and do everything a project admin can.

Roles are per project — the same person can be a counsellor in one project and a member in another. The counsellor role exists only when the plan includes counselling. See Working as a member or counsellor for the full comparison.

The journey stages

Each student’s case moves through the programme’s phases:

Onboarding

The student is added (singly or via import), receives their login link, and completes their details in Bixa.

Need analysis

The student — and optionally a parent — answers the intake questionnaire. (Project admins can switch this phase on or off.)

Assessment

The student takes the timed assessment for their class — plus the Learning Assessment when the programme includes it — and each produces its own report.

Counselling sessions

Sessions run in your configured order — for example Report interpretation, then Parent discussion. Each completed session advances the journey.

Execution

The counsellor locks the career plan with the student, and the student’s roadmap appears in their app.

Session phases are configurable per project — rename them, and the new names apply everywhere at once. An assessment-only plan simply has no session phases: students finish at a green Completed stage after their report.

How your plan shapes the portal

Your organisation’s plan decides which parts of the portal exist — for every role:

Plan	What it enables
Assessment-only	Students, cases, assessments and reports. No Sessions page, no counsellor role.
Counselling	Everything above, plus the sessions calendar, availability, bookings, notes, SWOT, action items, and career-plan locks.
Advanced counselling	Everything above, plus AI session summaries, speaker-identified transcripts, and suggested questions for the next session.

Each assessment battery is its own plan item — stream selection, course recommendation, and the Learning Assessment, a study-skills profiler for grades 7–10 that schools often add. A plan carrying both a career battery and the Learning Assessment runs both on one student’s case, each with its own time limit and its own report.

Every assessment and session draws credits from your balance — see Billing, plans & credits. Students never see anything about plans, credits, or payments.

End-to-end at a glance

Activate a plan

Portal · org admin — choose a plan on the Billing page. Until a plan is active, students can’t be added.

Invite your team

Portal · org admin — invite project admins, counsellors, and members from the Team page.

Add students

Portal · team — add students one by one or import a spreadsheet; each student is emailed a login link.

Student completes intake & assessment

Bixa — the student logs in with an email code, completes their details and the need-analysis questionnaire, then takes the timed assessment and receives their career report.

Counsellor runs the sessions

Portal + Bixa — sessions are booked into the counsellor’s availability (by your team or by the student), run over video, and marked complete — advancing the journey each time.