How to record student counselling?

Counselling in NextOS is where staff log one-on-one counselling sessions with a student and schedule a follow-up if the situation needs to be revisited — alongside Incident and Rewards, as part of Behaviour Management. Available on Web only — not on the Mobile App.

Where to find it
Go to Student > Behaviour Management > Counselling.

Counselling list — Student, Date of Counselling, Entered By, Remarks / Counselling Notes, and Follow-up columns, with a followed-up entry, a pending follow-up, and a follow-up entry itself

The Counselling list — a followed-up entry (green), a pending follow-up (date pill), and a follow-up entry (tagged “Follow-up of…”)

Contents

What you can do in Counselling

  • Add a log — Record a counselling session against a student, with remarks and an optional recommended action
  • Add a follow-up — Log the actual follow-up conversation against an existing entry; the student and original session details carry over automatically
  • Filter and search — Narrow the list by Class, Section, Counselling Date, Entered By, or follow-up status, or search for a student
  • Download report — Export the list to Excel

How to add a counselling log

  1. Go to Student > Behaviour Management > Counselling.
  2. Click + Add Log (top right). This opens a dedicated Add Log page.
  3. Student (required) — search for and select the student.
  4. Date of Counselling (required) — defaults to today.
  5. Follow-up Date (optional) — leave blank if no follow-up is needed.
  6. Remarks / Counselling Notes (required, up to 1500 characters) — what was discussed, observed behaviour, the student’s response, and any context from teachers or parents.
  7. Action Required / Recommended (optional) — type recommended next steps, or click one of the quick-select chips (Parent meeting scheduled, Weekly check-in with class teacher, Mentor assigned, Referred to external counsellor, No action needed — monitor) to fill it in. Tick Save this note for quick reuse next time to add whatever you typed as a new chip for future logs.
  8. Click Save.
Add Log page — Student, Date of Counselling, Follow-up Date, Remarks / Counselling Notes, and Action Required fields

The Add Log page

How to add a follow-up

A log’s Follow-up Date shows as a badge in the Follow-up column: a coloured pill with just the date if it hasn’t been actioned yet, or a green ✓ Followed up on [date] pill once it has. Each entry can have only one follow-up recorded against it.

  1. On the Counselling list, find the entry with a pending follow-up (or filter by Follow-up status).
  2. Click the Add Follow-up icon in that row (or the date pill itself — both open the same page).
  3. The Add Follow-up page opens with the student and a summary of the original session (who logged it and their remarks) shown on the right, plus any past follow-up sessions. The student can’t be changed — it’s carried over from the original entry.
  4. Fill in Date of Counselling (defaults to today), an optional new Follow-up Date if another round is needed, Remarks / Counselling Notes, and an optional Action Required / Recommended note, same as adding a log.
  5. Click Save. The new entry appears in the list tagged ↪ Follow-up of [original date], and the original entry’s badge switches to Followed up on [date].

Note: the counsellor gets an automatic alert the day before a Follow-up Date is due. Once the follow-up is filed, the reminder stops.

Add Follow-up page — student carried over from the original entry, with Original Session and Past Sessions summaries on the right

The Add Follow-up page, with the original session’s details alongside

  • Class / Section — narrow by class
  • Counselling Date — filter by date range
  • Entered By — filter by counsellor
  • Follow-up — All, None, Pending, Overdue, or Followed Up
  • Search Student — find a specific student by name

How to download the counselling report

  1. (Optional) Apply filters — Class, Section, Counselling Date, Entered By, or Follow-up status — to narrow the list first.
  2. Click Download Excel.
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