Counsellor Role: Run Admissions as a Team, Not Just the Owner

Every growing tuition centre hits the same wall: the owner can't personally call back every enquiry anymore. You hire someone for admissions — a counsellor, a front-desk coordinator, an admissions executive — and now you need them to work leads without handing them your fee ledger, your payroll, or your other staff's data.

That's exactly what TuitionDesk's Counsellor role is built for.

What a counsellor can and can't do

A counsellor is a separate login type — not an owner, not a teacher — scoped specifically to admissions:

Can do	Cannot do
View and manage enquiries assigned to them	See other counsellors' leads (unless the owner reassigns)
Update lead status (New → Contacted → Demo → Admitted/Lost)	Access fee records, payroll, or financial reports
Schedule and log demo classes	Manage teachers, batches, or attendance
Log calls and follow-up notes	Change organisation-wide settings
Convert an admitted lead to a student	View enquiries not assigned to them

This scoping isn't cosmetic — it's enforced at the API level. A counsellor's token literally cannot fetch an enquiry that isn't assigned to them, so there's no accidental data exposure between team members handling different leads.

Inviting a counsellor

Adding someone to your admissions team takes two steps:

Owner sends an invite — Admissions → Team → Invite Counsellor, with their name and email
They accept — the invite lands in their inbox with a link; they set a password and they're in

No manual account creation, no shared logins. Each counsellor has their own credentials and their own audit trail of what they did and when.

When a new enquiry comes in without being manually assigned, TuitionDesk assigns it to the counsellor who creates it by default — so nothing sits in limbo waiting for someone to claim it.

How many counsellors you can add

Counsellor seats scale with your plan:

Plan	Counsellor seats
Free	1
Starter	3
Growth	5
Pro	10
Enterprise	Unlimited

A solo tutor doesn't need this — you are the counsellor. It starts mattering the moment you hire your first front-desk person to handle enquiries, and it scales as your admissions team grows.

Demo scheduling, from the counsellor's chair

A counsellor scheduling a demo picks in-person or online, sets the date, time, subject, and teacher — and if your centre has Google Calendar connected, an online demo gets a real Google Meet link generated automatically, no manual meeting-room link to copy and paste. The parent gets the confirmation email with everything they need.

When the demo happens, the counsellor logs the outcome — Attended, No-show, or Cancelled — which feeds directly into your centre's demo-rate and conversion-rate statistics.

Measuring counsellor performance

On Pro and above, owners get access to counsellor performance metrics — conversion rate (enquiry → admission) broken down per counsellor, not just centre-wide. This answers the question every owner with more than one admissions person eventually asks: is everyone converting leads at the same rate, or is one person carrying the team?

Performance metrics are about coaching, not surveillance — the same conversion-rate math your centre-wide dashboard already shows, just sliced by who owned each lead. Use it to spot who needs help with follow-up technique, not to punish slow weeks.

Why scoped access matters more than it seems

The temptation for a small centre is to just create a second owner login, or share the one owner login with front-desk staff. Both create real problems:

A second owner account sees fees, payroll, and every other staff member's data — far more access than an admissions role needs
A shared login means you can't tell which team member actually spoke to a given parent, and if someone leaves, you're changing a password everyone else also has to relearn

The Counsellor role exists precisely to avoid this trade-off: real, individual accountability for your admissions team, with a blast radius limited to exactly what admissions work requires.

Getting started

Confirm your plan includes the counsellor seats you need (see table above)
Go to Admissions → Team → Invite Counsellor
Send the invite — they're managing leads within minutes of accepting

Stop being the bottleneck for every enquiry. Add your first counsellor on TuitionDesk and let your admissions team own their own pipeline.