> 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. # Working as a member or counsellor > The day-to-day guide for the two everyday team roles — what members and counsellors each see, do, and hand over to admins. > **Info** > > **Flow type:** `Agency` · **Product:** StudyHQ Portal (team) > > **Members** are coordinators and back-office team members who keep the roster up to > date and follow progress. **Counsellors** work directly with students — > sessions, reports, career plans. This page covers what each role experiences; > organisation and project admins should read the rest of the Portal Guide. ## The two roles at a glance | | **Member** | **Counsellor** | | ----------------------------------------------------------------- | --------------------------- | --------------------------------------- | | Sidebar pages | Students · Cases | Dashboard · Students · Cases · Sessions | | Students you see | **Everyone** in the project | **Your assigned students** | | Add / import students | ✓ | ✓ | | Edit student details | — (view only) | ✓ | | Book & run sessions | — | ✓ | | Set availability | — | ✓ | | SWOT & action items | View only | ✓ | | Notes | ✓ add & manage your own | ✓ | | Lock the career plan | — | ✓ | | View reports & roadmaps | ✓ | ✓ | | Assign counsellors, export cases, project settings, billing, team | — | — (admins only) | > **Note** > > Roles are **per project** — the same person can be a counsellor in one > project and a member in another; the portal follows the project you're in. > The **counsellor role exists only when the plan includes counselling** — on > an assessment-only plan, colleagues join as members. --- ## The member role As a member you have **full visibility** of the project — every student, every case, every report — plus two ways to contribute: **building the roster** (adding students one by one or [importing them in bulk](/documentation/agency/portal-guide-team/students)) and **writing notes** on a student. Think of it as: *you can see everything, bring students in, and note what you observe; the counselling work itself is read-only for you.* * **Students** is your home page (members have no Dashboard). The full list, stage chips, filters, and **Export CSV** are all yours. * On a **student's profile** you can read everything — details, documents (downloadable), reports, sessions — and the **Notes** tab is the one place you can write: private or shared notes, editable and deletable for your own. * A student you add starts out **assigned to you** on their case until an admin assigns a counsellor. * After adding a student, their details are **view-only for you** — if something needs correcting, ask the case's counsellor or a project admin. * To check who's handling a case, open the **Cases** page — each case shows its counsellor. **Intentionally not part of the member role:** editing student details, academics, documents or family; anything on sessions or availability; SWOT and action items; locking or unlocking career plans; closing, reopening, or assigning cases; exporting the Cases list; project settings, billing, and team management. If your work needs any of these, ask your organisation admin about the counsellor or project-admin role. --- ## The counsellor role The portal is built around **your caseload** — the students assigned to you. Your Students list, dashboard, and sidebar counts all follow it. The **Cases** page is the exception: it shows every case in the project, so you always have context on the whole cohort. ### How students reach you * A **project admin assigns you** to a case (or moves one to you). * **You add a student yourself** — a student you create (singly or via import) is automatically assigned to you. * **A first session is booked with you** on a case that had no counsellor yet. ### Your dashboard — your day * **Today's sessions** — your next sessions, each one click away. * **Follow-ups due** — action items due today across your students. * **Your impact** — cases assigned, sessions delivered, students added, your average rating. * **Where they are in the journey** — your caseload across the stages; click a bar to jump to those students. * **What changed recently** — a live activity feed from your caseload. > **Tip** > > New here with no students yet? The dashboard points you to **Set your > availability →** — do that first, so sessions can be booked with you. ### Your working surfaces * **The student profile** — edit details, education and per-term academic results, upload documents, record family and achievements; work SWOT, action items, and notes; and lock the plan — see [Career plans & roadmaps](/documentation/agency/portal-guide-team/career-plans-roadmaps). * **Sessions** — your personal calendar, availability, booking and running sessions — see [Sessions & counselling](/documentation/agency/portal-guide-team/sessions-counselling). * **Cases** — from a student's case menu you can **close** a case (with a reason) or **reopen** it. **Left to admins:** assigning or changing the counsellor on a case (adding a student yourself is the exception), exporting the Cases list, other counsellors' calendars, the project-wide analytics dashboard, project settings, billing, and team management. --- ## Common questions **Why don't I have a Dashboard or Sessions page?** *(member)* That's the member role — you work from Students and Cases. Dashboards and calendars belong to counsellors and admins. **The Add student button is greyed out.** Hover it — the tooltip says why: the organisation is awaiting approval, has no active plan, or the plan is in view-only mode. Your organisation admin can resolve all three. **I can't see all the project's students.** *(counsellor)* By design — your Students list is your caseload. For the whole project, use the **Cases** page. **A student says they can't start their assessment.** Usually the organisation's credits have run out, or the plan doesn't cover that student's assessment type. Your organisation admin can check the Billing page. **Booking fails with "Insufficient credits".** Same cause — ask your organisation admin to add credits. **No slots are showing for me.** *(counsellor)* Set your availability first (**Sessions → My availability**) — and remember only future dates can be edited. **Where are the session summary and transcript?** They exist on **advanced counselling** plans only, and appear on the session page after the session is completed. **I need to do more than my role allows.** Your organisation admin can change your role per project from the Team page.