We all have different ways of working and managing information. Cialfo empowers clients to customize certain features on the platform. Account Configure is your control tower, it impacts how your students, staff, and parent/guardian community experience Cialfo. To select which Application Regions and countries are available for your student's university search, please see this helpful article.
Note: Only Administrators have access to this page. Any changes made in Account Configure apply to all users associated with your account.
To start, click the chevron in the upper right corner and select 'Configuration'.
Pro Tip: Remember to press save within each section for changes to apply.
My School/ Org
School Details
This section displays all your organization's details, including the logo, email, phone number, CEEB code, country, address, and more.
If the Save button stays greyed out when you try to change your school's graduation date in Configurations > My School/Org, this may be due to special characters in your school's Province/State field. This issue has been resolved. If you still experience this, contact Cialfo Support via Chat with Cialfo for assistance.
Grades Naming
The Grades Naming section lets you assign custom names to each graduation year according to your school's conventions (e.g., "Grade 10," "Class 123"). These names are visible system-wide and apply to all users.
Click the Edit button to modify the naming for any graduation year directly.
When you assign or edit a grade name, the system uses carry forward and carry backward logic:
Carry forward: The name you assign to a graduation year will automatically apply to the years that follow until a new name is set.
Carry backward: Similarly, the system can backfill earlier years with the same naming convention if no unique names are defined for them.
Student Profile
All settings can be updated using the respective Edit buttons.
🧑🎓 Allow Students to Add
All these changes will be reflected in the student's profile
Guardian contacts (with further configuration option)
Test scores
Personal information
Education details
Grades
👨👩👧 Guardian Contacts
Enable/disable guardian account for a contact
Enable/disable notifications sent to a guardian
📝 Application Details
Select their enrollment year
Select their application year
View their assigned group
Edit their own application details
🔧 Grades Section (All Users)
Accessible via the Configurations > My school/org tab.
You can configure what types of scores are available when adding grades. At least one type is required. All options are currently turned ON:
Estimated GPA
GPA
Weighted GPA
School's scoring system
👁️ Display Grades Section
Option to show/hide the Grades section on the Student Profile.
Currently enabled (ON).
When the Display Grades Section setting is turned off, the Grades section shows an empty state with a message indicating grades are currently disabled by the school's counselors.
📚 Academic Details
Academic System: IB Integrated Program (1 to 7)
Terms per Grade: 4
University Section Features Overview
The University section in the platform allows schools to customize and control how university-related information is presented to students, guardians, and counselors. Below is a breakdown of the features:
🌍 Regions
Tailor which university regions are visible and recommended to students and guardians based on selected preferences.
Regions Available: Oceania, Americas, Europe, Asia, Middle East, and Africa.
Each region can be toggled ON/OFF and further customized by selecting specific countries.
These preferences affect university search and personalized recommendations.
🧑🎓 Visibility Settings
Control who can view university-related data:
Application History: Toggle ON to show past application trends.
University Representatives: Show rep details for student reference.
Prompts: Display any writing prompts associated with universities.
🔗 Connections
Empower students to receive updates directly from universities.
Allow opt-in for direct updates: Currently OFF by default.
When enabled, students can choose to connect with universities for updates.
🏅 Rankings
Provide credible university data to users:
QS Rankings: Display global rankings to all users.
Uni-Fit Score: Show the match score between student profiles and universities.
📊 Scattergram
Visualize admissions trends and student compatibility:
Default Axes Options: ACT, SAT, GPA, School GPA, Weighted GPA, IELTS.
Default X-axis: School GPA
Default Y-axis: ACT
Data Years:
Counselors: 2022–2027
Students/Guardians: 2022–2027
Scattergrams are only shown when 3 or more data points are available.
Cialfo Network Data (CND)
Uses anonymized data from participating schools for richer insights.
Enable Scattergram with CND: ON
Visibility:
Counselors: ON
Students/Guardians: OFF by default
Note: Enabling this shares your school's data anonymously with Cialfo's network.
🧮 Score Mapping
Standardize academic data for consistency in scattergrams:
Set minimum and maximum scores for your school.
Use uniform mapping to align your school's grading scale (1–5) to Cialfo's 0–4.0 GPA scale.
🔑 List Permissions
Students
Students have the ability to manage their university lists with the following permissions:
Add to longlist – ON
Rearrange and remove from longlist – ON
Add to shortlist – ON
Rearrange and remove from shortlist – ON
Add to applying list – ON
Rearrange and remove from applying list – ON
✅ All student permissions are currently enabled.
Guardians
Guardian permissions can be viewed by clicking "See guardian permissions".
⚙️ Miscellaneous Settings
Students
Max. number of applications per student: 10
Show "Cialfo likelihood" in lists: ON
This displays the likelihood of student admission to each university.Feature: My top choices – OFF
When enabled, this feature allows students to mark their top choice universities within the Applying list based on their preferences.Applications — DA & cDocs: Configuration Overview
This section allows school administrators to manage application pathways, counselor and teacher involvement, document handling, and integration with platforms like Direct Apply (DA), Common App, and Parchment.
📝 Direct Apply (DA)
With DA enabled, students can apply to over 124,000+ programs directly via Cialfo using a single form. Admission decisions can arrive in as little as 2 weeks.
DA Configuration Options
Enable DA for regions:
All regions
United States
United Kingdom
Australia & New Zealand
Europe
Canada
India
Rest of the regions
Enable DA Pathway Programs
Counselor Approval for DA Applications:
UK applications
Non-UK applications
Counselor Support for DA Applications
📄 Parchment Integration
Status: ✅ Active
Activation Date
Parchment allows secure electronic delivery of academic credentials. Once activated, your school can send transcripts and other documents through Parchment directly from Cialfo.
📝 Common App Integration
Status: ✅ Active
Activation Date
Common App sync settings and features streamline application tracking and management for both students and counselors.
When a counselor configures this section for the first time, the information is saved under Admin Panel > Integration > Parchment and Common App.
After entering all the required details, the counselor can initiate activation by selecting "Activate Parchment Request" and "Activate CommonApp Request" from the Applications – DA & cDocs section in the navigation menu.
Once activated, any updates to school information will automatically sync with the Admin Panel > Integration > Parchment and Common App. CX team members will also gain edit access to these details within the Admin Panel.
🔄 Sync Settings (All Users)
Enable counselors to sync student Common App lists with Cialfo applying list
Automatically remove universities from applying list when removed from Common App list
Allow syncing of Common App round and deadline with Cialfo application record
These settings help maintain alignment between students' Common App activity and their records on Cialfo.
🏫 School Report Forms (Teachers)
Allow teachers to create school report forms
Allow teachers to create optional report forms
Allow teachers to create mid-year report forms
Allow teachers to create final year report forms
These permissions ensure that teachers can efficiently manage and upload all necessary student reports required for university applications.
🧾 Recommendations
Students can request letters of recommendation
Max number of teachers students can request from
Counselors can add/view teacher recommendations
Teachers receive a "needed-by" date in notifications
📚 Transcripts
Students can request transcripts
Transcript request status auto-updates
Counselors can preview student transcripts
📌 Application Portal Order
Application portals appear in the following order for students:
Others
UK DA
Common App
UCAS
Direct Apply
🏷️ Custom Application Flags
Used by counselors to organize and track applications:
Flags can be created and assigned
Example:
Flag name:
bnmvjhbvhjbm– 1 applicationFlag name
kbdfvjn– 0 applications
🗂️ Other cDocs Settings
Teachers can view student applying lists
Notify counselor if a document fails to send – ON
Counselors can download all student documents in a bundle – ON
Notifications Settings Overview
The Notifications section in Cialfo allows schools to manage how users are informed about events and important updates via email.
📧 Emails from Cialfo
Applies to: All Users
Sender Name
Reply-To Email
These details appear in email communications sent from the Cialfo platform.
📅 Cialfo Event Notifications
Applies to: Students & Guardians
Cialfo partners with top universities and organizations to host events. Notifications for these events can be enabled to keep users informed.Notify students about upcoming events: ON
Notify guardians about upcoming events: ON
🔔 Other Notifications
Applies to: Counselors
Notify counselors when a new student is assigned: ON
This ensures counselors stay updated when new students are linked to their caseload.
Others: Configuration Settings Overview
The Others tab in Cialfo's configuration panel manages user defaults, login options, task permissions, and various visibility and access settings for students, counselors, and guardians.
🌐 User Default Settings
Timezone: Mumbai (UTC +05:30)
Default Residence: Spain
These are the default values applied to new users unless customized individually.
🔐 Login Settings
Applies to: Students
Allow login with Google: ON
Enables students to sign in using their Google account credentials.
✅ Tasks Permissions
Applies to: Students
View archived tasks: ON
Archive tasks: ON
View approved tasks: ON
These settings allow students to manage and review past and approved tasks effectively.
👩🎓 Miscellaneous Student Permissions
View counselor's email: ON
View counselor's mobile number: ON
Schedule meetings: OFF
View application flags: ON
Students can access key contact details and flag information, but scheduling meetings is currently disabled.
👩🏫 Miscellaneous Counselor Permissions
View reports: ON
Access people page: ON
Counselors can analyze data and manage users efficiently.
👨👩👧 Miscellaneous Guardian Permissions
See group assigned to them: ON
Guardians are able to view the student group(s) they are associated with.
🎉 Congratulations! 🎉
You have completed the Account Configure setup!
Please use the Chat with Cialfo function if you have any immediate questions or reach out to your Customer Success Manager directly for additional support.
Troubleshooting& FAQ's
Why is the Grades section not visible on a student profile?
Why is the Grades section not visible on a student profile?
If the Display Grades Section setting is turned off from the Configurations, the Grades section will now remain visible on the student profile with an empty state message explaining that grades have been disabled by the school’s counselors.
This is expected behaviour and helps clarify that the section is intentionally disabled, rather than making it appear as though there is a technical issue.
Why can’t I save the Graduation Date under Configurations > My School/Org?
Why can’t I save the Graduation Date under Configurations > My School/Org?
If the Save button remains greyed out after selecting a graduation date, this may be caused by special characters in the saved Province/State field, which can prevent the form from validating correctly.
The form validates School Details when the page loads, so any issues with the existing school information may prevent you from saving changes.
What should I do?
If you’re unable to save the graduation date:
Go to Configurations > My School/Org.
Review the Province/State field for any special characters.
Remove or update any special characters, if applicable.
Select the graduation date and try saving again.
If the Save button still remains disabled, please contact Cialfo Support via Chat with Cialfo so we can investigate further.
Our Client Support team is available via Live Chat 24 hours a day, Monday through Friday, so you can get help anytime during the work week through Chat with Cialfo.
If you're unable to find a solution in our help articles or need further assistance, you can contact the Cialfo Support team via Live Chat or email us at [email protected].