Counseling Management
Schedule and manage student counseling sessions, record session time,
share customised surveys — and let parents request & join meetings via mobile.
How Counseling Management Works
The Counseling module allows faculty to create counseling sessions for students, record the time spent, attach a custom survey link, and track the full session lifecycle — from Not Started through On Going and Paused to Completed.
Counselors build and share surveys using the integrated Survey module. A unique survey link is generated per survey and pasted into the counseling session form. The student opens the link, completes the survey, submits it, and returns to the counseling form to stop the timer — the total time is automatically recorded and the session moves to Completed.
Parents can also request meetings with faculty directly from the mobile app and join approved meetings through Google Meet.
Counseling Menu — List View & Session Form
The Counseling menu (accessed under the Counseling tab in the top navigation) shows all student counseling sessions in a list view with:
- Student— name of the student being counseled
- Faculty— the assigned counselor
- Timer State— live status badge:Not Started On Going Paused Completed
The Counseling Form captures:
- Student— linked from enrolled students
- Faculty— the counselor managing the session
- Survey Link— paste the survey URL; clickOpento launch it in browser
- Total Time (in hours)— auto-recorded when session ends
- Status workflow:Not Started → On Going → Paused → Completed
- PauseandStoptimer buttons with live countdown display (e.g. 00:04:03)
This screen allows users to manage and create counseling of students. User can provide a survey link and can record the time of counseling. It also includes sending messages and viewing related activities and adding notes.
Survey — Student Fills Out the Form
When the counselor clicks Open on the Survey Link, the student sees the Survey Start Page — a clean, simple form with the survey title, description and a Start Survey button.
Once started, the survey presents questions one by one with answer choices. The student selects answers and clicks Submit (or presses CTRL+Enter) to complete. Example survey questions:
- Are you vegetarian? — Yes / No / It depends
- Choose your green meal — Vegetarian pizza / Vegetarian burger
- Any text, multiple choice or rating question type supported
Surveys are fully customisable — create any topic with any question type. The example shows 'Food Preferences' but counselors create subject-specific surveys like 'Academic Goals', 'Mental Wellness Check' or 'Career Preferences'.
Survey Completion & Session Recorded
After submitting the survey, the student sees the Survey End Page — a thank you screen with Take Again and Return View buttons.
When the student clicks Return View, they go back to the counseling session form. The counselor (or student) stops the timer — the Total Time is recorded and the status moves to Completed.
The Surveys tab at the bottom of the completed counseling form shows:
- Created on— date and time of survey completion
- Survey— survey name (e.g. Food Preferences)
- Contact— who completed it
- Email— contact email
- Attempt no.— number of attempts
- Score (%)andStatus: Completed
After returning to this page the student can stop the timer manually and the time will be recorded in the total time field and the status will change to completed state. All the surveys given by the student are displayed under the 'Surveys' page.
Key Features
Session Timer
Live Pause/Stop timer records exact counseling session duration in hours — auto-saved on completion.
Survey Tracking
All surveys completed by a student are listed under the Surveys tab with attempt count, score and status.
Survey Link Integration
Paste any survey URL into the session form — opens directly in the browser for the student.
4-Stage Workflow
Clear Not Started → On Going → Paused → Completed status keeps sessions organised.
Mobile Meetings
Parents request meetings with faculty from the mobile app and join via Google Meet.
Messages & Notes
Send messages and add log notes directly from the counseling session record.
Meetings on Mobile
Parents request and join counseling-related meetings directly from the mobile app — with Google Meet integration for approved sessions.
Request a Meeting
Parents tap 'Request a Meeting' from the Meetings screen, select the student, enter a Topic/Reason (e.g. 'Exam syllabus'), choose a preferred faculty (optional), and set a Start and End Date & Time. The meeting request is submitted and tracked.
- Select student from dropdown
- Enter topic / reason for the meeting
- Choose preferred faculty (optional)
- Set Start Date & Time and End Date & Time
- Submit Request — status starts as New
Meetings List — New & ApprovedDashboard — Attendance & Reports
My Children & Request a Meeting
Tap 'My Children' to see all enrolled children with their Standard, Division and Academic Year. Tap any child to view their details. Parents can also request meetings — select the child, enter topic, choose preferred faculty, set date and time.
- All enrolled children listed with Standard, Division & Year
- Tap any child to view full academic details
- Request a Meeting: select student, topic/reason, preferred faculty
- Set Start Date & Time and End Date & Time
- Status: New → Approved
- Approved meetings show 'Join Meeting' button → opens Google Meet
My Children & Request a Meeting
Tap 'My Children' to see all enrolled children with their Standard, Division and Academic Year. Tap any child to view their details. Parents can also request meetings — select the child, enter topic, choose preferred faculty, set date and time.
- All enrolled children listed with Standard, Division & Year
- Tap any child to view full academic details
- Request a Meeting: select student, topic/reason, preferred faculty
- Set Start Date & Time and End Date & Time
- Status: New → Approved
- Approved meetings show 'Join Meeting' button → opens Google Meet
Request a Meeting Form
Join Meeting via Google Meet
Once the school approves the meeting request, its status changes to Approved. A Join Meeting button appears at the bottom of the meeting detail screen — tapping it opens Google Meet directly in the browser for the parent and faculty to connect.
- Status changes: New → Approved
- Meeting detail shows: Reference ID, Topic, Student, Standard, Faculty
- Date, Start Time and End Time confirmed
- TapJoin Meeting→ opens Google Meet
- Opens google.meet link in mobile browser
Parent Dashboard — Meetings Count
