Counselling Management Software for Schools.
Explore the features and functionalities of our software.
Our software was intentionally built with a school-specific environment in mind.
Initially developed in direct collaboration with school counsellors and ultimately driven by the needs they identified, all ongoing software improvement involves a carefully considered and curated process to ensure we continue to speak to that narrative.
Explore the features and functionalities of our software below.
Notes.
Student Profiles: Create and categorise case note entries, upload external files, and add backdated entries to build a full student history. Flag a student as ‘active’, and set a ‘severity’ risk level for reporting purposes. Build a set of custom fields to store additional data points for user quick reference, such as referral source and reason and if an LSP or Court Order is in place. Our ‘Export’ function produces a PDF case note history suitable for a subpoena response with a single click.
Track and Review: Utilise case note #hashtags to inform insights reporting, and record student appointment non-attendances and unscheduled drop-ins with a single click. Our ‘My Caseload’ tab provides our users with a summary of their own current student allocations, and a running chronological log of all case note entries made by the user.
Access and Transparency: Restrict access to and visibility of individual case note entries between users, and partition students and users between school campuses. Our ‘History’ function provide our users with a timestamped event log, recording as each individual case note entry is created, drafted, saved, edited or viewed by any user.
Time Management: Digitise frequently used session note templates to allow for the quick append directly into draft entries - such as a DAP, MSE and RAK templates. Bulk distribute a single case note entry to multiple student profiles. Our ‘Actions’ tab provides our users with a real-time digital ‘to do’ list of form submissions, form referrals, incomplete case note entries and reminders.
Reports.
Track and Explore: View a snapshot of the total number of individual students seen by Counsellors within a date range. Explore trends via a week-by-week summary of the total number of entries made by entry type and user, case note #hashtags added by users, and form submissions received by the school FocusCS account. Our sidebar modals allows our users to filter data by additional student data points, and to review and update student ‘status’ and ‘severity’ settings from directly within the reporting dashboard.
Generate and Export: export de-identified Student activity reports suitable for leadership teams, and Counsellor activity reports for internal team meetings and reviews.
Updates.
Continuous Improvement: Live software updates enhance security and improve user experience, and planned out-of-hours large scale rollouts prevent interruption to our users. Perpetual security upgrades increase protection and provide peace of mind for our users, and our Development pipeline of planned new feature rollouts fosters ongoing improvement.
End User Driven: Our modern, intuitive software interface decreases cognitive load for users, and the introduction of new features demonstrate our teams true understanding of the end user and informed consideration of all security, privacy, operational and compliance related aspects of a working school environment.
Support.
Service Desk: Secure Jira customer accounts provide each user with direct access our dedicated online Service Desk function. Hosting our full suite of knowledge base articles, helpful video guides and support ticketing desk, our Service Desk enables 24/7 monitoring and triage of user support tickets by our team of Australian-based FocusCS support staff.
Personal Approach: We place company-wide emphasis on timely support ticket response and status updates for users. Our independent software design incorporates an intentional, conscious minimisation of the need for school ICT department involvement by encouraging direct communication from our users for support matters. User support tickets are managed personally by our team of Australian-based FocusCS support staff, in lieu of AI chat bots or outsourced user support hotlines.
Forms.
Digitise Processes: Digitise frequently used form templates, such as consent, referral, developmental history, DASS-Y and RCADS templates. Distribute form links to recipients electronically, and receive form submissions direct to FocusCS in real-time via the ‘Actions’ tab. Append form submissions directly to student profiles, and prioritise and refer form submissions between users.
Time Management: Quickly create duplicate versions of a form template for modification to suit specific audiences, and set ‘required’ fields to ensure each form is always received to FocusCS fully competed upon first submission. Our ‘Forms’ functions allows users to update form templates live without any interruption to the process, whilst preserving all past form submission data.
Promote Accessibility: Distribute a form link electronically via an email, or embed form links into student, staff and parent portals to promote ease of access. Our ‘Forms’ function generates a unique URL for each individual form template, allowing our users to bookmark forms on school devices and convert links into QR codes for posters in staff areas and around the school grounds.
Schedule.
Schedule Appointments: Create and manage student appointments from within the calendar interface, and align appointments to school timetables. As each student appointment is created in FocusCS, a ‘draft’ case note entry placeholder is automatically created in the respective student profile in readiness.
Event Options: Additional to student appointments, our ‘Calendar’ function allows our users to set task-based reminders for themselves, and to apportion time blocks to indirect or whole-of-school support related ‘other’ events for reporting purposes.
Integrate Outlook Calendar: Enable a one-way (ie: read only) sync to overlay a preview of the users Outlook calendar in FocusCS, or enable a two-way (ie: writeback) sync to also overlay a preview of the users FocusCS calendar in Outlook.
Secure.
Data Protection: Our entirely cloud-based software is hosted by dedicated AWS servers located in Singapore. Cutting-edge encryption technologies ensure data and privacy are maintained, and daily local data backups and storage facilitate increased data security, reliability and accessibility. Microsoft Azure SSO authentication technology strengthens digital security for our users, and RBAC governed by PoLP underpins our access principles.
Software Integrity: Our Agile model security patching supports security, compliance and software efficiency. Regular penetration testing is undertaken to conduct scheduled deep scans and randomised light scans, and active load testing and diagnostic log monitoring ensures smooth operation for our users.
Strict Compliance: Policies and procedures informed by a cybersecurity qualified team, and underpinned by the NIST risk-based framework and OWASP guidelines, ensure ongoing compliance with the highest level of International data security standards.
Integrate.
SIS Integration: Sync student data to FocusCS via direct TASS API integration, or leverage existing Wonde API integrations with SIS platforms including Compass, iSams, KAMAR and Veracross. Our school Student Information System (SIS) sync functionality enables the automatic creation and ongoing management of student profiles for our users.
Secure and Simple: Minimise risk with our secure one-way, read only SIS sync format. Our software is intentionally designed to run independently of a schools own ICT department, from initial onboarding through to ongoing user support.
Focus CJM Pty Ltd ABN 52 673 738 219 trading as FocusCS.
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