> For clean Markdown of any page, append .md to the page URL. > For a complete documentation index, see https://docs.studyhq.com/llms.txt. > For AI client integration (Claude Code, Cursor, etc.), connect to the MCP server at https://docs.studyhq.com/_mcp/server. # Agency Flow — Overview > How an agency — a school guiding its own students, or a counselling agency serving external students — runs StudyHQ's Career Guidance journey, from intake to a locked career plan. > **Info** > > **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. > **Note** > > 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](/documentation/institution/overview) instead. --- ## The two products #### [StudyHQ Portal — Your team](/documentation/agency/portal-guide-team/getting-started) 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](/documentation/agency/student-guide/logging-in) 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 `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. #### Project Admin `project_admin` — **runs** one project: students, cases, all counsellors' sessions, and project settings. #### Counsellor `counsellor` — works their **own caseload**: a personal dashboard, their calendar and availability, student profiles, SWOT, action items, notes, and the career-plan lock. Sees only their assigned students. #### Member `member` — coordinators and back-office team members. **Sees** the whole project (read-all). **Can** add and import students and write notes; the counselling work itself is read-only. > **Tip** > > 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](/documentation/agency/portal-guide-team/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. > **Note** > > 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](/documentation/agency/portal-guide-team/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. #### Lock the career plan **Portal · counsellor** — agree the direction with the student and **lock the career plan**. The student's **roadmap** appears in their app. --- ## Browse the guide **For your team — the Portal** #### [Getting started](/documentation/agency/portal-guide-team/getting-started) Sign in, pick your project, find your way around. #### [Organisation & team](/documentation/agency/portal-guide-team/organisation-team) Projects, settings, inviting your team. #### [Billing, plans & credits](/documentation/agency/portal-guide-team/billing-plans-credits) Plans, top-ups, pathway costs, invoices. #### [Project settings](/documentation/agency/portal-guide-team/project-settings) Student form, workflow, session names, grades. #### [Dashboard](/documentation/agency/portal-guide-team/dashboard) Cohort, assessments, report results, sessions. #### [Students](/documentation/agency/portal-guide-team/students) Add & import students, the student profile. #### [Cases](/documentation/agency/portal-guide-team/cases) Every journey in one list; assign counsellors. #### [Sessions & counselling](/documentation/agency/portal-guide-team/sessions-counselling) Calendar, availability, running sessions. #### [Career plans & roadmaps](/documentation/agency/portal-guide-team/career-plans-roadmaps) SWOT, action items, the plan lock, roadmaps. #### [Working as a member or counsellor](/documentation/agency/portal-guide-team/working-as-a-member-or-counsellor) The day-to-day guide for the two everyday team roles — what each sees, does, and can't do. **For students — Bixa** #### [Logging in](/documentation/agency/student-guide/logging-in) Invitation email, code login, your details. #### [Dashboard & questionnaire](/documentation/agency/student-guide/your-dashboard-questionnaire) Your journey and the need-analysis questionnaire. #### [Taking the assessment](/documentation/agency/student-guide/taking-the-assessment) Timer, autosave, the review panel. #### [Your career report](/documentation/agency/student-guide/your-career-report) Streams or courses, fit scores, PDF download. #### [Sessions & your roadmap](/documentation/agency/student-guide/sessions-your-roadmap) Book sessions, join calls, follow your roadmap. --- ## Support For onboarding or questions about the Agency flow, contact the StudyHQ team at [support@studyhq.com](mailto:support@studyhq.com).