The future of XRM for college counselors.

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  1. 1

    A 12-counselor, 3-admin firm at elite rates: 50–74 hours a week back across the firm (conservative → base), equal to 1.2–1.9 full-time staff at 1,840 hours a year. Assumption-based estimate; see the Instudi Value Report, Part 1, section 5.

  2. 2

    Cost-only value for a 12-counselor, 3-admin firm at elite rates, valuing saved hours at $55 an hour of pay with a 1.15 loaded-cost factor: $144K a year (conservative) to $216K (base). Assumes the firm reduces or redeploys non-billable hours. Excludes resold sessions, retention, intake conversion and revenue leakage. Assumption-based estimate in USD; see the Instudi Value Report, Part 1, sections 5–6.

  3. 3

    Staff time to onboard one new student: intake and documents, folder and record setup, and building the college-bound plan. Modeled against a 180-minute staff baseline, saving 91–122 minutes (51–68%, conservative → base). Elapsed time still depends on how quickly families respond. Assumption-based estimate; see the Instudi Value Report, Part 1, section 4.2.

  4. 4

    Hours back per week across the firm, conservative → base, at elite rates: 4 counselors 16–25, 12 counselors 50–74, 30 counselors 124–186. At regular rates: 15–23, 45–69 and 113–173. Assumption-based estimates; see the Instudi Value Report, Part 1, section 5.

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Customers Counseling firms

Grow the firm,not the headcount.

Instudi gives every counselor the same system for meetings, families and deadlines, and gives the people running the firm one view of all of it.

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BookingIntakeMeeting notesFamily recapsAction itemsShared inboxBillingCounselor hoursApprovalsBookingIntakeMeeting notesFamily recapsAction itemsShared inboxBillingCounselor hoursApprovals

Where the time goes

The admin grows with every counselor you hire.

Booking, intake, recaps, billing and approvals multiply across the team. Instudi runs them as one workflow, the same way for everyone.

01 / 04

One system for every counselor

The same meeting notes, recaps and plans across the team, so quality does not depend on who is on the call.

02 / 04

Intake and onboarding

New families fill in an intake form, and their record, folders and plan are set up from your templates.

03 / 04

A shared inbox with owners

Parent emails land on the right student, with an owner, a snooze and the full timeline beside them.

04 / 04

Billing and counselor hours

Rates, invoices, payments and counselor hours in one place, built from the sessions that happened.

For a 12-counselor firm, that is more than a full-time hire.

Back every week across the firm1
50–74hrs
Full-time staff worth of time1
1.2–1.9
A year in cost value2
$144K–$216K
Staff time saved per new student3
1.5–2hrs

By firm size

The bigger the team, the more comes back4

Conservative Base case

4 counselors

0.4–0.6 full-time staff

16–25hrs/wk

12 counselors

1.2–1.9 full-time staff

50–74hrs/wk

30 counselors

3.1–4.7 full-time staff

124–186hrs/wk

How it starts

From first call to every counselor on Instudi.

  1. 01

    A two-week time study

    Four of your counselors log their week, so our estimate becomes your own number.

  2. 02

    A 30-day pilot

    The same four run on Instudi, and we measure the time around each meeting.

  3. 03

    Roll out in pods

    Plan templates first, then the rest of the team joins in small groups.

Customer storiesRead how teams measure itAlso forIndependent counselorsAlso forSchools

Get started

Switch to Instudi

Import your roster, connect your calendar and inbox, and run your next meeting on Instudi.

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See Instudi on your own students and families. We’ll walk you through it and set it up with you.

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