School Psych OS / Psych OS Handbook

School Psych OS

How to understand and use the portal / What lives where, what you can do, and what changed recently.

Version1.1
Updated10 Sep 2026

Workspace

Daily work. Everyone uses these.

Dashboard

Live Updated 7 Sep 2026

Use Dashboard as your starting point for today. See Today’s Priorities, check the calendar, and open the tools you need. Nothing is edited here.

What you can do here
  • Today’s Priorities Read the current focus, links, or recording
  • Your priorities Coming soon
  • Calendar Switch between month, week, and day views across all synced calendars for each district
  • Kat Eye Scan inbox and student data, then review suggested tags and routes
  • Quick metrics View in testing, due this week, forms and resources, and active students. These are metrics, not links.
  • Ask AI / Typing Mind Use prompts, SOPs, tools, and saved resources

Your priorities are still coming soon. For now, Dashboard shows Today’s Priorities, the calendar, tools, and read-only metrics; it does not assign work to you personally.

District Hub

Live

The district is the container. Set it once here and the rest of the portal behaves correctly, so nobody has to remember the rules case by case.

YOU SET IT DRIVES State Time zone Google account ClickUp list Report templates Tag vocabulary DISTRICT Compliance countdowns / report law When a scheduled text lands Email / calendar / Drive, kept separate Which tasks sync, and field names Which Doc a new report starts from Which labels KAT Eye may apply

Six settings. Everything downstream reads them.

The nine tabs inside a district
ProfileState, time zone, Google email, calendar URL, ClickUp link, Notion SOPs link. Plus District contacts, a real list anyone on the team can add to and remove from. The ClickUp and Notion links become buttons in the district header.
SchoolsEvery school in the district, with its level. Add one here. Students attach to a school, the school to the district.
StudentsEveryone in this district, with a jump into each profile.
InboxWhat just came in. Scan all new mail, and KAT Eye queues suggested tags and routing. Anything already tagged or cleared stays out.
MailboxesWhich email accounts belong to this district.
TextingText this district's families through the district's own number. Write one now to go out later, timed on their clock. We do not label or tag text conversations, so there is nothing to file.
Google syncConnect the district's Google account. Set cross district calendar blocking: block automatically, ask first, or do nothing.
Calendar blockingEvery ten minutes the hub reads each connected district's calendar and proposes an Unavailable hold on the others. Approve mode parks it in KAT Eye, auto mode writes it straight away. Only the word Unavailable crosses over, never any detail about the appointment.
CalendarThis district's calendar.
ClickUpThe district's ClickUp space in one click.

Adding a district is an admin action. Everything else on this page is open to you.

Students

Live Updated 9 Sep 2026

The student roster and the door into each student profile.

What you can do
  • Search the roster
  • Filter by evaluation stage
  • Sort, group by district, and collapse groups
  • Sync every district from ClickUp
  • Open a student to see their profile
  • Request deletion; an admin reviews and approves it
What you cannot do here
  • Add a student directly
  • Edit a student's name, grade, contacts, or evaluation stage
  • Delete a student directly
Student profile

Each profile brings together the student's ClickUp activity, communication, rating scales, and report.

ClickUp ActivityRead the student's ClickUp comment thread and post a comment back to ClickUp.
Communication CenterSee email and text activity for the student, including KAT Eye-tagged Gmail conversations, portal messages, the parent's Quo text thread, rating scale sends, and scheduled texts.
Rating ScalesKeep each rater's link and due date together, send the unified email, and send Day 1, Day 3, and Day 5 reminders from the Thread Timeline.
ReportSee the report section statuses and open Report Studio.
Rating Scales

Rating scale dates are tracked for you

  • Every rating scale send is date stamped in the portal. You do not need to keep your own list of when things went out.
Where to look

Student profile > Rating Scales tab > the rater's card > Thread Timeline

  • Day 1, Day 3, and Day 5 each show "Sent" with the date and time once it goes out
  • Anything not sent yet shows "Due" with its date
  • Past due shows a red Overdue badge
Same record, second view

Student profile > Communication Center tab

  • Everything for one parent or teacher in order, in one place
  • Rating scale sends are labeled "Rating scale - Day 3" with the date and time, next to the regular emails and texts
Two things to know
  • Day 3 and Day 5 do not send themselves. Send them from the Thread Timeline when they come due.
  • The link itself is not dated. Links are pasted by hand, so only the sends are stamped.

This is saved to the database, so it survives a refresh and everyone sees the same dates.

Time & Activity

Changing now

Where we track time. Hubstaff is the clock. Here you say what the time was for, so it routes to the right district.

What you can do
  • File today's time under the right district and task
  • Add a note, or dictate it instead of typing
  • Review your own week
  • Pull a printout of the record
What you'll see
  • Your clock status pinned in the sidebar, on every page
  • One compact line per day, notes opening on click
  • A color per task
  • Team Hubstaff, for owner and admin only

This area is being rebuilt right now. Expect it to look different soon. Fuller training comes once the changes settle.

Team Chat

Live Updated 8 Sep 2026

Team chat on Mattermost, our own server, built right into the portal.

The desktop app works. Nothing changes for your team, same username and password they already use.

Download: https://mattermost.com/download/ (Mac, Windows, Linux). Phones are on the same page, or search "Mattermost" in the App Store or Google Play.

When it opens it asks for a server address. They enter:
https://chat.kwpsych.team

Then their username and password. That is the only setup step.

  • Talk to the team without switching apps
  • Channels, direct messages, and file sharing
  • Open in a new tab if you want it full screen
  • Reload if it ever looks stale

Your invite is already sent. Look for it at the same email you use to log in to Hubstaff.

Bookmarks & Forms

Live

Every link and electronic form the team reaches for, in one searchable place. What you add, everyone gets.

What you can do
  • Search every link at once
  • Add your own with a label, note, and icon
  • Create and rename your own sections
What's in there
  • Testing portals
  • District sites
  • Consent forms
  • References you keep going back to

Settings

Live

Your own connections, not team wide ones. Everyone sets up their own.

  • Connect your own Hubstaff account. Not a shared one, everyone connects their own. The token is kept on the backend, your browser never holds it
  • Review your submissions, the things you have sent in

Connecting your ClickUp account to School Psych OS

You only do this once. It takes about two minutes.

Why: when you post a comment on a student's ClickUp Activity tab, it currently shows up in ClickUp under Ms. Kimi's name instead of yours. Connecting your own account fixes that, so your comments show your name and your picture, and anyone replying can tag you back.

Part 1: Get your ClickUp API token

  1. Open ClickUp and sign in: https://app.clickup.com
  2. Look at the bottom left corner of the screen. You will see your profile picture or your initials. Click it.
  3. A menu opens. Click Settings.
  4. On the left side of the Settings screen, find and click Apps.
  5. Look for the section called API Token.
  6. If you see a button that says Generate, click it. Your token appears. If a token is already showing, leave it alone and go to the next step. Do not click Regenerate, that breaks the old one.
  7. Click Copy next to the token. It is a long string that starts with pk_.

Keep this tab open until you finish Part 2, in case you need to copy it again.

Part 2: Paste it into School Psych OS

  1. Go to https://kwpsych.team/settings
  2. Find the box at the top called ClickUp (your account).
  3. Click inside the field labeled Your ClickUp API token and paste what you copied. Ctrl+V on Windows, Command+V on a Mac.
  4. Click Connect ClickUp.

How you know it worked

The gray bar changes to a green check that says Connected as followed by your ClickUp username. That is it, you are done.

If it does not work

  • "ClickUp did not accept that token" means the copy did not come through cleanly. Go back to Part 1, copy it again, and make sure you did not grab a space or half the token.
  • Anything else, screenshot it and send it to Ms. Kimi.

Admin Portal

Restricted / TBD

Group admin only, and the owner view is different again. Most of the team will not see this. Training comes separately with the people who have access.

AI Tools

Assistance. None of it acts without you.

Typing Mind / Ask AI

Live Updated 9 Sep 2026

Our private AI chat, loaded with our own context, embedded in the portal.

  • Ask questions and get answers in our context, not generic ones
  • It already knows our SOPs, tools, and saved prompts
  • Nothing you type goes to a public chatbot
  • Use only the two AI models already selected. Do not add models, add or change API keys, or select any other model. The selected keys are the approved HIPAA-compliant keys for this workspace.

Report Writing Studio

Live Updated 9 Sep 2026

The workspace for writing one student's report, with the draft and AI Assist together.

What you can do
  • Start from scratch or from a district Google Doc template
  • Write, rename, reorder, and delete report sections
  • Upload a protocol PDF or photo for AI-assisted extraction and drafting
  • Load a prompt or Assessment Library write-up into AI Assist
  • Attach the report to a student and push it to the shared Google Drive folder
  • See when the Google Doc was last changed and by whom
What to know
  • Score tables appear automatically when the data is there
  • AI Assist can append its output or replace the section you point it at
  • Google Doc sync is one way; changes in Google Docs do not come back into the portal
  • Changes save to the hub as you type; the last save wins if two people edit together

Use the portal for the draft and Google Docs for the finished document. Word and PDF copies come from the Google Doc itself, under File then Download.

Kat Eye

Live Updated 9 Sep 2026

The AI ops layer. It reads the inbox and student data and tells you what it thinks should happen. It never acts on its own. Everything waits for a person to approve.

What it does for you
  • Scans the inbox and suggests tags
  • Approved tags push to Gmail as real labels, and Gmail labels come back the other way
  • Renames and files documents to Dropbox
  • Proposes Unavailable holds on your other district calendars
  • Lists rating scale follow-ups the day they come due
What you check
  • KAT Suggestions, the approval queue. This is the one
  • Pipeline Signals, only work somebody can do today
  • The execution log, everything it did after you said yes
The rest of the tabs
Inbox & FilesIncoming mail and documents.
RouteWhere a signal will one day be handed to a named teammate, so it shows up only for them. Not built yet, and the tab says so. Pipeline Signals is the working queue today.
Ops ActionsWhat it can carry out once approved.
District CommandAsk whether a student is ready for the next stage. The verdict appears under the student you clicked, with the reason, what is missing, and approve or reject.
CalendarReal appointments from every connected district, next to the amber block proposals. Add event puts an appointment straight onto a district's Google Calendar.
Tag & Type LibraryThe strict vocabulary. KAT Eye only applies labels on this list, and they mirror Gmail. Editing it is a settings job, not daily work.

Library

Reference. Look things up, copy things out.

Score & Calculation Tools

Live

Quick utilities so nobody is doing this by hand.

  • Score converter between standard score types
  • Chronological age calculator
  • Reference chart for the types of standard scores
  • Score range tables
  • Copy any result out in long form

Prompts & Templates

Live Updated 9 Sep 2026

One central searchable page for the Assessment Library, Prompt Library, and Other Templates.

  • Assessment Library: redacted assessment write-ups, behavioral observations, and cross-battery method guides
  • Prompt Library: prompts from Notion and the portal, ready to load into Report Studio’s AI Assist
  • Other Templates: shared email and text templates used across the portal
  • In Report Studio, pull a prompt or assessment write-up into AI Assist as you write
  • Search by title, area, tags, and full text; Assessment Library syncs from Notion when someone presses Sync

Workflows & SOPs

Live

How we do each part of an evaluation. Portal workflows plus our Notion pages, in one place.

  • Pick a process from the sidebar and read it in the portal
  • District specific SOPs open from the district header too

Special Ed Law & Parent Rights

Live

A state by state reference. Pick a state, get three tabs.

State IDEAEducation code, evaluation timeline, consent rules, what the state adds beyond federal IDEA, and eligibility categories.
Section 504How 504 works in that state.
Parent RightsProcedural safeguards for families.

This is why the state on a district profile matters. It feeds the right rules into compliance countdowns, reports, and AI prompts.

Georgia and Indiana also carry the eligibility areas. That is on purpose. Those are the two states we have schools in, so the eligibility criteria are built out there and not for all fifty.

The rest

Stepping away, and getting unstuck.

Brain Break

Live

Step away, reset, come back sharper.

  • DSMdle, built into the app
  • 4-7-8 Breathing, built into the app
  • A grid of other short activities, some on trusted outside sites

Help & Support

Live

Tickets are the backstop, not the first stop. During work hours, ask Ms. Kimi first.

If it is during work hours, just ask Ms. Kimi in Messages. She is usually online, and she is the one who troubleshoots most of this anyway. A lot of things get fixed on the spot, in the time it would have taken to write the ticket up.

Ask in Messages when
  • It is during work hours and she is online
  • You are not sure if it is broken or just you
  • It is blocking you right now
Open a ticket when
  • You tried it together and it is still broken
  • It needs a real fix that takes time to build
  • It is a request, not a glitch, so it needs a place in the queue
Once a ticket is open
  • Track your own tickets and where they stand
  • Tech works the queue in order, so nothing gets lost

Recent Updates / Changelogs

The changes worth knowing about.

September 2026

Updated 10 Sep
New
  • Named priorities are still under development. They are not part of the portal yet.
  • Cross district calendar blocking runs on its own. Book in one district and the hub proposes an Unavailable hold on your others within ten minutes. Only the word Unavailable crosses over.
  • Assessment Library. Find redacted write-ups in Prompts & Templates and hand one to AI Assist as the format to write in.
  • Scheduled texts. Write a text today and set it to land later, timed on the district's clock.
Improved
  • Your report saves to the hub as you type. It used to live only in your browser, so a cleared cache lost it and teammates could not see it. A badge tells you where it stands.
  • Templates, prompts, and bookmarks are shared. All three were stuck in each person's browser. What you add now, the whole team gets. Nothing already written was lost in the move.
  • Rating scale reminders really send, through the district's own Gmail and text number, and nothing is marked sent unless it actually went. The due date now lives on the plan.
  • The Dashboard calendar shows real appointments from every connected district, colored and labeled.
  • KAT Eye tags sync with Gmail both ways, and its calendar shows real appointments alongside the holds it is proposing.
Removed
  • The Missing checklist tab on a student profile. Files live in Dropbox and reports in Google Drive, so the app had nothing to check.
  • Text conversation labels. We do not label texts, so the button and the filter are gone.
  • The per-section Draft with AI buttons in the Report Studio. One AI on the page is enough, and the AI Assist panel is the real one.
  • The ClickUp token box in Settings. ClickUp is connected for the team, so there is nothing for you to paste.