Agency Flow — Overview
Agency Flow — Overview
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:
Running internal career guidance for their own students — the school’s counselling cell manages the whole journey for each cohort, class by class.
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?
If your project tracks Leads · Assessed · Enrolled, you’re in the Institution flow instead.
The two products
Where your team works: manage the plan and credits, invite your team, add students, run counselling sessions, and lock each student’s career plan.
Where students complete the questionnaire, take the timed assessment, view their report, book sessions, and follow their roadmap.
Key concepts
Your school or agency — its Type is Agency.
A guidance programme inside the org — its type is Career Guidance.
One student’s journey through the programme — what your team manages.
The timed test — stream selection for class 10 & below, course recommendation for classes 11–12.
An additional study-skills battery for grades 7–10 — popular with schools. It can run alongside the career assessment on one student’s case.
A one-to-one counselling meeting, booked on a counsellor’s calendar.
The agreed direction a counsellor locks, which becomes the student’s roadmap.
Your subscription — decides which capabilities exist (assessment, counselling, advanced counselling).
The currency of your plan — assessments and sessions each draw on your balance.
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.
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:
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.
Browse the guide
For your team — the Portal
Sign in, pick your project, find your way around.
Projects, settings, inviting your team.
Plans, top-ups, pathway costs, invoices.
Student form, workflow, session names, grades.
Cohort, assessments, report results, sessions.
Add & import students, the student profile.
Every journey in one list; assign counsellors.
Calendar, availability, running sessions.
SWOT, action items, the plan lock, roadmaps.
For students — Bixa
Invitation email, code login, your details.
Your journey and the need-analysis questionnaire.
Timer, autosave, the review panel.
Streams or courses, fit scores, PDF download.
Book sessions, join calls, follow your roadmap.
Support
For onboarding or questions about the Agency flow, contact the StudyHQ team at support@studyhq.com.