Table of Contents
Hubs is a powerful feature that allows counselors to create, manage, and implement their counseling curriculum with their students and fellow counselors. This guide will walk you through the key functionalities, including how to create, share, and manage Hubs.
How to get started with Hubs?
Navigate to the Hubs menu from the main dashboard.
How to Create Your Own Customized Hub?
Click on Create New Hub.
Enter a hub name and upload an optional icon or cover image.
Select the access level:
Only Me: Private hub visible only to you.
Publish to Counselors: Share with all counselors at your school.
Publish to Students: Share with selected students based on:
Graduation Year
Student Groups
All Students
Click Done to save the hub.
NOTE: When a user creates a new hub, it is set to "Only me" by default.
Sharing Options in Hubs: Personal, Counselor, and Student Access
When Creating Hubs, you have the ability to choose who to share it with:
Personal Hubs (Only Me): These hubs are private and only accessible to you, allowing you to organize and store content for personal reference.
Shared with Counselors: These hubs are shared with other counselors in your school, enabling collaboration and resource sharing among staff.
Shared with Students: These hubs are made available to multiple student grades, groups, or all students as needed, ensuring they receive relevant information and resources.
Access Level | Who Can View the Hub? |
All students | All students and counselors |
Graduation year | Selected graduation year students and all counselors |
Groups | Selected group students and all counselors |
Access Level | Who can see the Hub? | Restrictions |
Only me | Only the creator | No one else can access |
Counselor only | All counselors | Counselors cannot change it to "Only me" |
Note: Counselors cannot change the hub back to "Only me" once it is set to "Counselor only".
Managing Hubs: Organising, Editing, and Enhancing Content
How Do You Add and Organize Files and Folders?
Upload files directly into the hub.
Create folders to organize content (Note: Folders cannot contain subfolders).
Edit, rename, or delete files and folders as needed.
Enables you to upload multiple files simultaneously.
This feature also allow you to add resources directly from your Google drive.
2. How Can You Edit Hub Details?
Click on the options menu (three dots) within a hub.
Modify the hub name, cover image, and access settings.
Allows you to delete Hubs you no longer require.
Clicking "COPY LINK" saves the link to your clipboard, making it easy to share with counselors or students.
Access Rule | What Happens? |
If a hub is set to "Counselor only" or shared with students | Other users cannot change it to "Only me" |
Each folder, file, and link can have its own access setting | Users can set different access for each item |
If hub access changes | Folders, files, and links with the same access will update automatically |
3. How to Switch between Hubs?
Click on the hub name at the top of the screen to quickly navigate between hubs without returning to the main list.
4. How to Sort your files and folders?
The sorting filter enables you to efficiently organize and navigate multiple files, allowing for seamless access. With this feature, you can sort files based on various criteria, making it easier to locate, manage, and retrieve the documents you need quickly.
5. How to Use the Filter Feature?
When adding resources to a hub with other counselors, you can use a filter to sort content by counselor name. This helps you quickly find and organize materials based on who uploaded them, making collaboration more efficient.
6. How to add Cialfo Discovery Center resources to Hub?
The Discovery Center lets you add articles to your hub, making it easy to share valuable resources with counselors and students. This helps centralize information on university applications, career advice, and more.
Key Benefits:
Add articles for quick access.
Share insights with students and counselors.
Keep important resources organized.
7. How to add University Profile to Hub?
The University Profile feature allows you to add multiple university profiles, increasing their visibility for students and counselors. This helps showcase key details like programs and admission requirements.
Key Benefits:
Feature multiple universities in one place.
Improve visibility for students and counselors.
Provide quick access to essential university info.
Click the HUBS icon, select the hubs to add the article to, and click Done
Sharing & Permissions
Customizing Access at Different Levels:
Entire Hub: Set overall hub visibility (Only Me, Counselors, or Students).
Folders: Restrict specific folders within a shared hub (e.g., keep research materials private for counselors while sharing other resources with students).
Files: Individual files can have their own access settings, separate from the hub.
Scenario | What Happens? |
Hub is set to "Only me", but a folder, file, or link is shared with counselors or students | They can only see that specific shared item, not the full hub |
Hub is "Only me", but some items are shared | A "Draft" label appears for others, showing limited access |
Scenario | Can User A Change Access to 'Only Me'? | Reason | Can Other Users Make Changes? |
User A creates a hub with "Only me" access and adds a folder with "Students/Counselors" access, and User B adds a file/link to the folder. | ❌ No | "You cannot change the access to 'Only me' because this folder contains content shared by other users." | ✅ Yes, but only within the shared folder. |
User A creates a hub with "Students/Counselors" access, and User B adds a folder/file/link to it. | ❌ No | "You cannot change the access to 'Only me' because this hub contains content shared by other users." | ✅ Yes, users can modify the added content. |
User A creates a hub with "Only me" access and shares files/links with counselors or students. | ✅ Yes |
| ❌ No, other users cannot make any changes to the hub. |
User A creates a folder with "Only me" access and shares files/links within the folder. | ✅ Yes |
| ❌ No, other users cannot make any changes to the folder. |
Publishing & Unpublishing Hubs
Only the hub owner can unpublish a hub.
Other counselors can publish existing hubs to students but cannot unpublish them.
Community Hubs
Exploring Community Hubs
Browse Cialfo-created hubs, partner school hubs, and your school’s shared hubs.
View likes, comments, and activity on community hubs.
Copying Community Hubs
Click on a hub and select Copy to My Hubs.
Choose to copy contents into an existing hub or create a new hub.
Once the contents are copied to your hub, you can edit it to fit your requirement.
Publishing to the Community
Select a hub from My Hubs and click Publish to Community.
Choose whether to edit the hub before publishing or publish immediately.
Search Bar
A search bar allows users to quickly find specific items, such as files, articles, or profiles, by typing keywords instead of manually browsing through content.
PSHE CURRICULUM
The PSHE (Personal, Social, Health, and Economic) curriculum equips students with essential life skills in three key areas: Health & Well-being (mental health, fitness, nutrition), Relationships (friendships, respect, online safety), and Living in the Wider World (financial literacy, career education, social responsibility). It fosters confidence, informed decision-making, and resilience for real-world challenges.
The file also allows you to view how many people have viewed the curriculum and how many counselors have copied the contents to share with their students allowing you to track the utilization.
You will be required to download the files to your computer to access the lesson plan, questionnaire, and other materials under this curriculum.
Now, users can now open and preview the files without downloading them.
Student Hubs (My Hub)
Each student has a My Hub section where they can upload files and folders.
Counselors can add content to a student’s My Hub.
Students can upload files privately, visible only to them.
Discussion ongoing: Future updates may allow students to share files with counselors.
Frequently Asked Questions (FAQs)
Q1 : Can I create subfolders inside a hub?
A: No, hubs support only one level of folders, but you can organize multiple files within a folder.
Q2: Can students see hubs shared by multiple counselors?
A: Yes, if multiple counselors share hubs with students, they will appear in the student’s Hubs menu.
Q3: Who can un-publish a hub?
A: Only the original creator of a hub can unpublish it, but other counselors can share it with students.
Hubs provide an organized way to store, manage, and share educational resources efficiently. Whether you are a counselor managing resources or a student accessing materials, Hubs enhance collaboration and accessibility within Cialfo.
For additional support, Please feel free to contact Cialfo’s support team via chat with Cialfo.