Approving is the one action in Counselor OS that costs money. Everything else on your roster is reversible; this one commits a place on your plan. Read the next section before you click it the first time — how long that place stays committed depends on what kind of organisation you are.
What approving commits you to
Your plan buys a number of places. Approving somebody puts them in one.
How a place is released depends on what kind of organisation you are, and the difference is large enough to check which one applies to you before you read on.
Practices, agencies and services
A place is committed for 12 months from the day you approve.
Archiving the person does not release it early. The place stays occupied until the 12 months are up, and only then does it come back.
Two numbers therefore drift apart, and both are shown to you:
- Active — the people you are currently working with.
- Billed clients — active people plus anyone archived who is still inside their 12 months. This is the figure that counts against your plan.
One thing that works in your favour: if you archive somebody and re-approve them inside those 12 months, it reuses the original commitment. No second place, no second charge.
Schools and education organisations
Your plan buys an annual capacity — a number of students you can guide per year — and what occupies it is simply who is active right now.
Archiving a student here does free their place, immediately.
Places also reset by themselves at your subscription renewal: active students are lapsed and the count returns to zero for the new year. You do not need to clear last year's cohort by hand.
If the capacity card and the billed number disagree, the section above explains why. See Participant statuses.
Not approving is free
People appear on your roster as Pending as soon as they take your assessment. Anyone with the link can take it, so people who are not your clients will appear there. That is expected.
Leaving someone pending costs nothing, forever. There is no deadline on the decision and no charge for people you never approve. If somebody took your assessment who is not your client, the correct action is to leave them alone.
Approve somebody
- Open My Students / My Clients / My Employees in the sidebar. (Your organisation type decides which word you see — they are the same screen.)
- Filter to Pending Approvals.
- Find the person and choose Accept on their row.
- Read the dialog. It tells you how many billed clients you currently have against your limit.
- Choose Approve & take a place.
The row action says Accept and the dialog it opens says Approve. They are the same action.
What changes for them
Before approval, a person has taken your assessment and has their own results. Approving is what connects them to you — it puts them on your active roster and opens the counseling surfaces you work in together.
Approving several people at once
Select the rows and use the bulk Approve button. The cost is the same as approving them one at a time: each person takes a place.
If you have no places left
Approving fails when you are at your limit — the check runs on every approval, so you cannot go over by accident.
What to do depends on your organisation type:
- Practice or agency — archiving somebody today will not free a place today. You need a commitment that has already run its 12 months, or a larger plan.
- School — archiving a student you have finished with frees their place straight away.
Your plan's limits are on the Billing page.
Related
- Participant statuses — pending, active, archived, and the separate pipeline stages
- What you cannot do — including why there is no "add client" button
- Sharing an assessment — how people arrive in the first place