Counseling firms
The whole firm’s work, on one screen. Every counselor’s students, every application in your order, every hour counted.
You run a firm: several counselors, a hundred students or more, packages you price by feel. Via shows the firm’s week on one page, keeps every application in the order your firm follows, adds up the hours per student and counselor, and gives the families a portal with your name on it.
A firm today
Three things your tools keep apart. The hours, the caseload, the steps.
Hours nobody counts
Packages are priced by feel. Nobody knows which one pays and which counselor gives away the twentieth hour of a fifteen-hour package.
A caseload nobody sees whole
Each counselor keeps their own list. What is overdue across the firm comes out in the Monday meeting, or when a parent calls.
Steps in a spreadsheet
Every counselor follows the firm’s steps a little differently, in a sheet of their own, and an application is submitted before its review once a season.
The caseload
What is due, across every counselor. Overdue, this week, the submissions ahead, and who has gone quiet.
An admin sees the whole firm; a counselor their own students. Overdue stands under its students, Due soon under its days, Submissions ahead by deadline. On the right the students nobody has heard from in 30 days and the load per counselor, so the Monday meeting starts with the answer instead of the question.
One click reminds
On an overdue row the bell reminds the student, and the guardians where they see the item, in the firm’s name. The record shows who reminded whom.
The load per counselor
Students, open items and overdue items per counselor, on the same page. A counselor who is drowning shows before the season does it for them.
The Monday email
Every Monday the student gets “Your week”, the parents “Alex’s week at Bright Path”, and every counselor theirs.
The steps
Your steps, once for the firm. Every application starts from them.
The firm keeps one template of application steps: who does each, how many days before the deadline, how it is completed, which steps it waits for. Every counselor’s applications start from it and are adjusted where a college asks for more. Exactly one step submits, and it waits for the final review, whoever clicks.
An owner and a date on every step
The student drafts, the counselor reviews, the student submits. Dates follow the deadline of the plan the student chose, so a changed deadline moves them all.
Completed the way the firm means it
A tick, a file, or a counselor’s confirmation. A file step is done when the file is attached; a confirm step waits for the counselor.
Nothing out of order
A step that waits for another shows a lock until that one is done. The order your firm set is the order that happens, for every counselor.
The hours
Hours per student, so a package is priced on facts. The report per counselor and month.
A call or a meeting is logged on its note with a start and a duration; anything else on the student’s Time tab. The report adds the hours up per student, counselor and month, against the package the family bought. The package that costs more than it sells shows itself, and next year’s price list is written from numbers.
Billable, billed, unbilled
Every entry carries its billing state. What is unbilled stands at the top, this month and overall, and one click marks it billed.
Per counselor
Logged, billable and unbilled hours per counselor beside their students, so the firm sees where the time goes.
The firm’s record
The hours belong to the student, not to the counselor who logged them. When a counselor leaves, the record stays whole.
The family portal
Your logo on every family’s phone. The firm the families see.
Every student and every parent logs in to a page headed by your logo and your company’s name; Via stands in the small print. The student sees what is next, uploads the draft and writes to the counselor; the parents see the week, what changed and how your firm does it. Nothing to install: a web page on any phone.
The student does the task there
“Mark as completed”, “Attach the file”, or “Your counselor completes this task.” The draft lands on the record, and the counselor sees it in the feed.
How we do it at your firm
The parents read your template of steps with each step’s owner, so they know what the firm does and what their child does.
A category when the counselor says so
The portal computes no chance. A college’s category appears to the family once the counselor set it, after the conversation.
The switch
The import, done for you. Included in the price.
Firms stay on a tool they dislike because moving is the hard part. We take that part. Your data comes with you, your team checks it before the switch, and the pilot starts with your students already in Via.
- We look at the system your firm uses today and build the import against it: students, guardians, notes, lists, test results, files.
- It lands on a staging tenant first. Your lead counselor checks it before anyone logs in for real.
- You choose the switch date. Most firms switch between February and August, when the seniors are done.
The price for a firm
300 students, $7,500 a year. Every seat included, however many counselors.
$25 per active student and year, paid once a year by card. No seat fee for counselors or admins, no fee for the families. An archived student costs nothing from the next renewal.
A firm of 300 students
$7,500
a year, for the whole firm
- Per student
- $25 per active student and year.
- Seats
- Every counselor, every admin, every student and parent. Nothing per seat.
How it adds up
| Students | A year | Note |
|---|---|---|
| 100 | $2,500 | |
| 200 | $5,000 | |
| 300 | $7,500 | a firm of six to eight counselors |
| 400 | $10,000 |
Included
- Every counselor and admin seat, however many
- The portal for every student and their guardians, with your logo and name
- The template of steps, the caseload, the reminders and the Monday email
- The hours report per student, counselor and month
- The migration from your current system, built against it
- A 60-day pilot with two counselors on real students before you sign
Two questions
Asked by firm owners. The rest are on the FAQ page.
What does a switch cost?
Nothing beyond your credentials for one run. The migration is included in the price: we look at the system your firm comes from and build the import against it, so the pilot starts with your students already in Via.
Where is the data, and who sees it?
In Microsoft’s Azure cloud in the EU, run by a Swiss company under Swiss and EU privacy law, with a data processing agreement in which your firm is the controller. Counselors see their students; admins see the firm; a student and their guardians see what you share with them, and nothing else.
See Via with your own students in it.
A 30-minute demo in your afternoon, then a 60-day pilot with your data imported. No card, nothing to install.