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AgencyPortal Guide (Team)

Students

Flow type: Agency · Product: StudyHQ Portal (team)

Admins and members see every student in the project; counsellors see their assigned students only. Everything else on the page works the same for all roles.

The students list

Open a project and go to Students:

ControlWhat it does
SearchFind a student by name or email
Stage chipsFilter by journey stage — on an assessment-only plan a green Completed chip marks students who have finished
All / Active / InactiveTabs by student status
Onboarded dateToday, This month, This year, or a custom range
Grade columnEach student’s class
Assigned to (admins)Filter by counsellor
Export CSVDownload whatever you’ve filtered

Adding one student

1

Add student

Click Add student. (Greyed out? The organisation is awaiting approval, has no active plan, or the plan is in view-only mode — hover the button for the reason.)

2

Student details

Fill in the form. You only see the fields your project actually collects; the grade list only offers the grades your project serves, and stream only appears for classes 11–12.

3

Review & send

Check the details. Leave “Email the student their login link” ticked so the student receives their invitation right away (recommended).

4

Finish

The student is created and, if ticked, immediately emailed a link to log in and begin.

A student added by a counsellor is automatically assigned to that counsellor. A student added by a member starts out on the member’s name until an admin assigns a counsellor.

Good to know:

  • If the student is already active in this project, you’ll see “An active case already exists for this student in this project” — there’s nothing to add; work with their existing record.
  • If the student was with you before and their journey was closed, adding them again starts a fresh journey from the beginning.

Importing many students (spreadsheet)

1

Download the template

Click Import students and download the template — its columns match your project’s form, and each column heading tells you what values are allowed.

2

Fill it in

Only the email column is required — anything you leave blank, the student fills in themselves when they first log in.

3

Upload & preview

Upload the file. A preview shows every row — scroll through and check it.

4

Send invitations

Tick “Email each student their login link” if you want invitations sent.

5

Import

You get a summary — how many were created, updated, and any rows that failed, with the reason next to each.

The student profile page

Click any student in the list to open their page. It’s organised in tabs:

Profile

Their details as configured for your project — plus education, per-term academic results, marksheets and documents, family members, achievements, and the full intake summary. Counsellors and admins edit; members view.

Overview

The heart of the page — the assessment’s top matches, SWOT, action items, and the Lock career plan button. Covered in Career plans & roadmaps.

Cases

The student’s journey history with you, including earlier closed journeys.

Assessments

Every attempt with its status and scores. View report opens each attempt’s own report in a new tab — the career report for a career attempt, the learning report for a Learning Assessment attempt (with its family view for parent conversations and school view with the scores).

Sessions

Every counselling session for this student, with its name and status. Rescheduled sessions show as replaced; cancellations and no-shows are labelled clearly. (Counselling plans only.)

Notes

Counselling notes — quick, pre/post-session, or family notes, each private or shared. You can edit or delete your own; colleagues’ notes are read-only. (Counselling plans only.)

Next: Cases.