Psych OS Handbook

Start here

Signing in

Live Updated 30 Oct 2026

School Psych OS uses an account created by an admin. The first sign-in replaces the temporary password before the portal opens.

First sign-in

The account email and temporary password come directly from the admin.

Open kwpsych.teamEnter the assigned email and temporary password. There is no self-serve signup.

Choose a permanent passwordA temporary password must be replaced before the portal opens.

Land on DashboardIf Pending Approval appears instead, an admin still needs to assign the account role.

Forgot the password? Ask an owner, tech, or admin for a replacement temporary password. School Psych OS does not send password-reset or new-device verification email.

There are three sign-ins. School Psych OS uses the account email and password above. Team Chat uses the first-name Rocket.Chat username and its own password. Hubstaff uses the teammate's own Hubstaff account and connects under Settings.

Switching to another window does not reload the portal. Work typed but not yet saved stays on screen when the School Psych OS tab comes back into view. A real browser refresh or a closed tab can still discard unsaved work.

Finding everything

Live Updated 4 Nov 2026

The same sidebar and top bar stay available throughout the portal. This frame is the fastest way to move, search, check assigned work, and log activity.

The frame around every page

Sidebar on the left. Search, notifications, and daily tools across the top.

Dashboard

The page itself opens below the frame.

SearchCmd+K or Ctrl+K finds students, email, library items, SOPs, and tools. Names that begin with the typed words appear first. An empty box shows only Tools and Workflows.

BellShows decisions, @mentions, routed work, approvals, timesheet problems, and automatic calendar blocks that need attention.

Quick logPress T or the timer button to jot what is being worked on. Hubstaff keeps the time.

Mocked training view. The controls identify where tools live; they do not connect to the portal.

Sidebar signals

Hubstaff card: Checking, Not connected, Clocked in with the task name, or Not clocked in.
Team Chat badge: purple for unread messages; rose for mentions. Direct messages count as mentions.
KAT Eye badge: rose when an owner or admin has sends waiting for review.

Top bar tools

People: who is online and which page each person has open.
Bell: submissions, routed work, @mentions, rating follow-ups, timesheet problems, weekly billing checks, and automatic cross-district calendar blocks waiting for an owner or admin. A weekly billing line opens that district and month in Reports & Printouts. Clear all clears notifications, not unfinished work. The X closes one automatic-calendar notice for that account only; the pending block remains in KAT Eye.
Route to [name]: on an owner or admin's team-timesheet problem, sends all of that teammate's listed corrections as one Timesheet note to their bell and Route, then clears those lines from the manager's bell. It does not fix the entries.
Quick log: press T to save a note against the current Hubstaff task; four tags are optional.
Theme and sign out: remain available from every page.

Admin Portal can still appear in the sidebar without access. A team account that opens it returns to Dashboard. That is a permission redirect, not a broken link.

Workspace

Daily work. Everyone uses these.

Dashboard

Live Updated 2 Nov 2026

Use Dashboard as the starting point for today. Review Today’s Priorities, work routed priorities, check the calendar, and open the tools needed for the shift.

Need the short walkthrough? Select How it works on the live Dashboard for the numbered guide to Today’s Priorities, Your priorities, the calendar, KAT Eye, metrics, and Ask AI.

SchoolPsych OSWorkspace · Dashboard

Open activity log

Mocked training view. Sample Student, all appointments, and all numbers below are invented. Nothing shown here is live.

Today’s Priorities

Review before the shift: focus, links, and the daily recording.

09.28.2026 Priorities Monday, Sep 28

Yellow Regular day Red + URGENT Urgent day *Asterisk Finish by end of day

1Review the district schedule and today’s testing blocks
2Complete open testing notesBefore shift ends

Recent briefings

Friday, Sep 2509.25.2026 Priorities

Your priorities 2 open

Sample District A Sample District B Sample District C

SUN

MON

TUE

WED

THU

FRI

SAT

1Sample Student · Testing

3Eligibility meeting

9Observation block

15Sample Student · Follow-up

22Team consultation

29Unavailable

KAT EyeReview inbox suggestions, tags, and routes

Open

3In testing

2Due this week

14Active students

Ask AI · Typing MindSOPs, tools, and saved prompts in one chat Open

Available here

Today’s Priorities Read the current focus, links, or recording. A gold card is regular. A red card marked URGENT is urgent. A priority entered with an asterisk receives a Before shift ends tag and must be finished by end of day. Mark as Reviewed saves the review so the manager can see who reviewed it and when; the page shows only the newest briefing and three recent ones.
Your priorities Open work routed through KAT Eye, rating-scale follow-ups, and team-note mentions. Select Open to work it, then Done when it is finished.
Calendar Switch between day, week, month, year, and agenda views across districts with Google connected. Select an event to open its details; +N more opens that whole day. Add event writes directly to the chosen district's Google Calendar.
KAT Eye Scan inbox and student data, then review suggested tags and routes
Quick metrics View In testing, Due this week, and Active students. These are live metrics, not links.
Ask AI / Typing Mind Use prompts, SOPs, tools, and saved resources

Routed work stays visible until it is finished. Dismissing a notification does not remove the item from Your priorities. Select Done after the work is complete. The Management page shows a manager's personal queue under On your plate, where each item can be opened, routed, or marked done.

District Hub

Live Updated 2 Nov 2026

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.

District Hub overview Live portal layout · sample labels substituted

Select a district card to open its profile. The selected district's settings and eight working tabs fill the page below the cards. No student information appears in this training capture.

Six settings. Everything downstream reads them.

The eight tabs inside a district

ProfileState, time zone, deadline method, Google email, calendar URL, ClickUp link, Notion SOPs link, and District contacts. Multi-state is available for a contract company serving more than one state; no single state's special education law is applied. The district's configured deadline method determines whether dates count school days or calendar days.

SchoolsOpen a school to see its assigned staff from the Notion directory. Sync from Notion refreshes the list, and those staff members become available in email recipient lists. An owner can give each school its own time zone; District means the school follows the district time zone. Scheduled texts still use the district time zone.

StudentsEveryone in this district, with a jump into each profile.

MailboxesRead Inbox, Starred, Sent, and Drafts; search mail; and compose a new email with a saved template. Each message also shows its KAT Eye tags and current status. Mailboxes cannot attach, reply in a thread, forward, delete, star, or move mail; use KAT Eye to reply in the original thread.

TextingText parents on students in this district through the district's own number. Write one now or schedule it on the family's clock, read from the phone number's area code with the district time zone as fallback. We do not label or tag text conversations. A new sent bubble appears before Quo confirms it, so an error message means it did not go.

Google syncConnect the district's Google account or choose the connected account another district shares. Set cross district calendar blocking: block automatically, ask first, or do nothing.

CalendarA district with a loaded school calendar opens on Year: the whole July-to-June school year on one screen, headed with the district name and school year. Breaks, holidays, and closed days are colored in and listed under each month. Day, Week, Month, and Agenda are one click away. When the district's published calendar PDF is loaded, switch between Full year and PDF or select Open PDF for a new tab. Calendar blocking runs from Google sync, not from a separate tab.

ClickUpMap the district's ClickUp columns and run a sync. This is an admin setup area because an incorrect mapping can overwrite student information on the next sync.

District setup is an admin responsibility. The team can use the district's students, mail, texts, and calendar. Column mapping and connection changes stay with an owner or admin.

Students

Live Updated 7 Nov 2026

The student roster, the compliance dashboard, and the door into each student profile.

The roster begins with a compact working view. One statistics row, tighter compliance cards, and a Due in next 2 weeks list keep each student's name, stage, due date, and days remaining on one line.

Portal overview · Students

Students

The roster is the starting point for finding a student and opening the full profile.

Mocked training view.
Sample Student, Practice Student, Demo Student, Sample District, and Sample School are invented. Nothing here is live.

All evaluation stages⌄All districts⌄Sort: Evaluation Stage⌄

Total students5

Overdue1

Due in 14 days2

In report stage1

No due date0

Consent Pending1

Sample StudentGrade 4 · Sample District

Consent PendingDue Oct 25

Consent Signed1

Practice StudentGrade 7 · Sample District

Consent SignedDue Oct 18

Test Administered (Cog/Ach)1

Demo StudentGrade 2 · Sample District

TestingDue Nov 04

Report For Review1

Training StudentGrade 5 · Sample District

Report ReviewDue Nov 12

Complete1

Example StudentGrade 6 · Sample District

CompleteNo open due date

Open a student to see the profileCommunication Center · Rating Scales · Report · ClickUp Activity

RosterProfileCommunication

Evaluation-stage names come from each district's connected ClickUp list, so the exact groups can differ by district.

Available on a student profile

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

Not available here

Add a student directly
Edit a student's name, grade, contacts, or a typed ClickUp field
Delete a student directly

The compliance dashboard uses the real student dates. Initial and reevaluation come from Evaluation Type, expedited comes from the student's tag, and a student without a due date is counted as No due date. Complete and Discontinued cases keep their saved due date but stop counting days, showing overdue colors, or appearing on the compliance board.

Student profile

Each profile brings together communication, rating scales, the report, and ClickUp activity. It opens on Communication Center. The compact header keeps the student facts and daily actions together so the working tabs begin higher on the page.

How it works is also available on every student profile. It walks through the header, Quick Actions, ClickUp Details, Communication Center, Rating Scales, and Report using the student already open.

Header: student name, evaluation stage, and tags, followed by one facts line: School, District, Grade, DOB with age, Staff when assigned, Due, and Days left. Days left uses the district's configured due date and counting method; a closed case shows its stage instead of a day count.
Tags sync both ways with ClickUp. A tag changed here updates the ClickUp task. A ClickUp tag returns during sync.
Header actions: Retrieve Gen Ed Data and Rating Scale Links & Plan are buttons beside How it works. Retrieve Gen Ed Data starts the same ClickUp bot the team already uses. The files go to Dropbox and the result appears in ClickUp's PsyBot Run column. The portal confirms that the run started; it does not report a file count.
Request deletion lives in the profile header and goes to an admin for approval.
Pinned name bar: once the full header scrolls away, the student's name, stage, school, and the parent's name and phone remain under the portal top bar.
Quick Actions card: it appears only when a ClickUp change is waiting for review. It is not the home of the two everyday header actions.

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 ScalesUse one card per person for their scales, links, language, sends, received marks, and Day 1, Day 3, and Day 5 timeline.

ReportOne card holds the student’s PsychOS report, linked Google Doc, peer-review assignment, and latest review result. Open the report in Studio, open the Doc, find or link a different report, or assign the peer reviewer from this card. A team member can assign themselves when needed.

ClickUp ActivityRead the student's ClickUp comment thread and post a comment back to ClickUp.

Tabs removed on purpose: Missing, Files, and Tagged Email are not student-profile tabs. Communication belongs in Communication Center, reports belong under Report, and files remain in the connected storage tools.

ClickUp Details

At a glance · violetStatus, Evaluation Stage, Evaluation Type, Category, Grade, DOB, School District, Reason For Referral

Consent & dates · blueConsent Form, Consent Signed, Consent Received, Eligibility Due Date or Due Date for Anderson, Consent Link, Link to Signed Consent, Meeting Date, Report Due Date

Testing · amberObservation, COGNITIVE, ACHIEVEMENT, Parent Rating Scales, Teacher Rating Scales, Recommendations

People · tealCase Manager, Case Manager Email, Teacher Name, Teacher Email, Parent's Name, Parent's Email, Parent Phone

Report & files · roseReport Link, Requested Copy of Report, Feedback, Google Drive Folder, Student Folder Link, Gen Ed Files, PsyBot

Fields follow the order a case is worked. Each of the five sections is a tinted color block with a thick colored edge and a darker heading. Blank dropdowns use a darker gray pill so they remain readable.
Find a field searches all five bands. Use it instead of scanning when the needed ClickUp column is not visible yet.
Older profile screenshots are out of date. Use the five-band map above and the live profile as the current layout.
Change dropdown fields here. Evaluation Stage, Task Status, testing, rating scales, consent, social/developmental history, report-writing status, Observation, and the other dropdowns write directly to ClickUp. Their values appear as solid ClickUp-color pills.
Category is different. It is a ClickUp labels field, so each Category value has its own ClickUp-color pill. Change Category in ClickUp, not in the portal.
Change typed text, dates, numbers, links, emails, and phone numbers here too. Select the value itself; there is no pencil. Pressing Enter or clicking away saves to ClickUp; Escape cancels. A link inside the value still opens the link. Clearing the box clears that ClickUp column. Dates use a calendar, links must begin with http:// or https://, and ClickUp shows a message when it refuses a value.
Keep using ClickUp for people, labels, files, and formulas. Those field types remain visible but are not editable in the portal.
A personal ClickUp connection is required. The same Settings connection used for dropdowns records who changed typed columns. Hover over an editable field to see who last changed it and when.
Links say where they open: Dropbox, Google Doc, Google Sheet, Google Drive, or ClickUp.
Due-date fields follow the district configuration. At Consent Pending the date answers whether the student will be tested. From Consent Signed it follows the configured evaluation timeline, including the expedited timeline when applicable. At Consent Generated it may be blank.
ClickUp dates match ClickUp on US Eastern. Every ClickUp date and time in the portal reads on the practice owner's Eastern clock, regardless of the district's time zone. Scheduled texts use the family's clock instead.
ClickUp Details scrolls inside its card. Its field area is capped at 40% of the screen height. ClickUp Activity uses its own scroll area capped at 60%.

Communication Center

Interactive working guide

Communication Center for Sample Student

Pick a person, read the conversation, and watch the composer point to the same contact.

Mocked training example. Sample Student, Parent Walker, Ms. Taylor, Mr. Reed, every message, address, phone number, and date below are invented. Nothing sends or saves.

Sample StudentSample School · Parent Walker · (555) 010-1420

Communication Center

Every email and text about Sample Student, in and out, by person.

Last contactToday · parent

Sent4 · 3 email, 1 text

Replies2 · from 2 people

Waiting on reply1 · Mr. Reed

Parent Walkerparent.walker@example.test · (555) 010-1420

Today

Re: Evaluation paperwork
Thanks, I can complete the forms tonight.

Parent Walker · Email · 8:42 AM · Replied

The meeting is scheduled for Friday at 10:00 AM. The same link still works.

Email · 9:05 AM · Sent

Reminder: Sample Student's meeting begins in one hour.

Text · Sep 30, 9:00 AM ET · Scheduled · ·

Re: Observation schedule
The observation time works for me.

Ms. Taylor · Email · Tuesday · Replied

Records request
Please send the current intervention records when available.

Email · Monday · Sent · Waiting

Write to Parent Walker below:

Replying in Evaluation paperwork. This stays in the same Gmail conversation.

This practice copy does not send.

Communication Center: How To Use It

Every email and text about one student, in and out, in one place. It lives on the student's profile.

Five sources, one timeline

KAT Eye tagged email: the tagged message and the full Gmail thread once that person is opened.
Portal sends: emails and texts sent from the portal.
Quo texts: the parent's conversation, both directions, read from the district number.
Scheduled texts: messages waiting to go, with Edit and Cancel available until they send.
Rating scale sends: Day 1, Day 3, Day 5, and the standalone rating-scale text recorded from the Rating Scales tab.

Getting there

Students > open the student > Communication Center tab. That is the only door.

What is on the screen

Where	What it is
Across the top	One slim summary bar: Last contact, Sent, Replies, Waiting on reply
Left pane	Filters, a search box, and one row per person
Middle pane	The conversation with whoever is selected, oldest to newest
Right pane	The reply box. On a narrower screen it moves under the conversation.

Everyone sits at the top of the people list and shows the whole flow in order, every person mixed together.

The people list

One row for the parent, the teacher, and the case manager on the record, plus anyone who wrote in who is not on it. The recipient picker also includes a Staff at [school] group from the district directory.
Each row shows the contact's last message, when it was, and whether the team is waiting on a reply.
Two filter rows work together. The first has All, Email, Text, and Waiting on reply. The second has Sent & received, Sent, Received, and Scheduled. For example, Email + Sent shows only emails sent for that student. The search box searches the messages themselves.
Click a person and the conversation and reply box point at them.

Reading the conversation

Yours sit on the right. Theirs sit on the left. Grouped by day.
Each one carries an email or text icon and a status: Sent, Delivered, or Replied.
Long email bodies fold behind Show full message, including quoted history.
Rating scale sends are labeled Rating scale, Day 3 and so on, right alongside regular mail.
A scheduled text shows with a dashed outline and a Scheduled tag, with Edit and Cancel beside it, until it goes.

Waiting on reply

This is a rule, not a signal from anywhere. The last message to that person went out and nothing has come back in two days. That is all it means.

Sending an email

Pick the person on the left.
In the strip under the conversation, press Reply by email to answer their most recent conversation, or Email to start a new one.
The composer opens below with Email selected and To filled in. The Template list contains the shared library grouped by type, with Email Templates first. It also includes the eleven built-in rating-scale wordings: English and Spanish email sequences plus the unified text in both languages, with the student's name, initials, due date, and district filled in.
Start a draft drops in a greeting and the practice signature block, regardless of which teammate is writing. Write the rest.
Use the paperclip to add one or more email attachments, up to 20 MB total. The files stay attached if the message goes through approval.
Press Send email, or Send reply when answering.

If the bar reads Replying in [subject], it lands in the same Gmail conversation the family already has. Start a new subject instead breaks it out into a fresh one.

Email goes out from that district's connected Google account. If the district has no account connected, the send button is off and explains why. Copy the draft and send it from Gmail.

Sending a text

Press Text. The To box shows the parent only.
Choose the From number.
Choose a template if needed; the shared library is grouped by type, with Text Templates first. Then write or edit the message. The limit is 1600 characters and the counter sits under the box.
Press Send text.

Texts go only to the parent's phone. Staff and Someone else are available for Email, not Text, so the visible text thread and the Text To box both belong to the parent.

Scheduling a text

Press Schedule instead of sending.
Pick the date and time. The field uses the family's time zone, not the teammate's time zone.
Press Schedule text.
It appears in the conversation above with Edit and Cancel until it goes out.

Scheduling is only available to accounts with no sending restriction.

Approved does not always mean sent

An owner or admin can approve a text and choose Send later. It is approved, but it remains scheduled until the selected time on the family's clock. The portal uses the phone number's area code first and the district time zone only as a fallback. Emails do not have Send later.

Rating scale sends in Communication Center

Manual and automatic rating scale sends appear beside regular email and text, labeled by step, such as Rating scale, Day 3. Rating Scales and Communication Center both read send dates and times on US Eastern.

Writing to someone who is not on the record

In Email mode, press Someone else beside the To box. Give a name, pick parent or teacher, add an email, then press Add. Use it for a second teacher or another guardian. Someone else is not available in Text mode.

If an account is restricted

Your setting	What the button says	What happens
No restriction	Send email / Send text	It goes out
Submit for approval	Submit for approval	It waits in KAT Eye, Pipeline Signals. An owner or admin approves it. A reply keeps its conversation through approval, and a text may be approved for a later scheduled time.
View only	View only	You can read everything and write a draft. You cannot send.

Email and text are set separately, so one channel can be unrestricted while the other requires approval.

What it cannot do

A file cannot be attached to a text. Attachments are available on email only.
Texts send to and show for the parent only.
Email cannot be scheduled for later. Scheduling is for texts only.
It cannot run the Day 1, Day 3, and Day 5 rating-scale sequence. The template list can help write one message, but the rater card and reminder timeline live in Rating Scales.
There is no Purpose picker. It was removed on purpose.
A reply only appears once the portal knows that conversation. It knows it if KAT Eye tagged a message in it, or if the portal sent the first email. Emails the portal sent before 9 September 2026 need a KAT Eye tag before their reply shows up.

If something does not work

What appears	What it means
The send button is off, with a note about Google	That district has no Google account connected. Copy the draft, send it from Gmail, and notify an owner or admin.
Quo is not connected	Texting is not set up for the workspace yet. Notify an owner or admin.
An empty conversation	Nothing has been tagged and nothing has been sent from the portal yet.
A known reply is missing	The portal does not know that conversation. Tag it in KAT Eye and it will appear.
That time has already passed	The scheduled time is in the past in the family's time zone.

Rating Scales

Select How it works on the live Rating Scales tab for the numbered guide to rater cards, links, sends, received marks, due dates, reminders, and the Thread Timeline.

Interactive working guide

Rating Scales for Sample Student

One person has one card. Their scales, links, language, sends, received marks, and reminder timeline stay together.

Reading this example as

Mocked training example. Sample Student, Parent Walker, every link, message, address, and date below are invented. Nothing sends or saves.

Assessment plan

Scales and directions the whole team sees.

BASC-3 · Q-globalBRIEF-2 · PAR

No due date yet · sending today would make it Oct 2

Who is rating

Parent WalkerParent · parent.walker@example.test

Not sent

Scales and links

BASC-3 Q-global

Ready

BRIEF-2 PAR

Ready

Teacher/Counselor Report Jotform

Not generated

Both links are ready.

Thread timeline

Day 1Not sent yet

Day 3No due date yet

Day 5No due date yet

Message review

Day 1 invitation to Parent Walker

Every send opens here first. Edit exactly what will go out or enter the approval queue.

Ready to review

Due

Subject

Message

This exact edited copy goes to the approval queue.

No separate wizard or Build emails step. Add the person, paste each vendor link, and use Generate link for each set-up Jotform. Then press Save links.

The actual Day 1 send starts the five-business-day clock. Opening or saving the plan does not start it. Weekends are skipped; holidays and school breaks are not. This rating-scale date is never the student's evaluation due date. Before Day 1 leaves the portal or an approved Day 1 is sent, the card says No due date yet. A typed alternate date stays fixed.

The subject writes itself. English names PARENT or TEACHER, Invitation to Complete Questionnaire for, the student's short name, and the rating-scale due date. A Spanish parent subject begins PADRES and uses the Spanish invitation and due-date wording. Day 3 and Day 5 add Re:.

Language is set once per rater. English or Español controls every message to that person. Q-global links shorten automatically when pasted.

Returns take two paths. Q-global, WPS, PAR, MHS, and Pearson links are checked nightly at 2:00 a.m. Eastern and marked back only when the page clearly says the form is complete. A set-up Jotform marks its own row back when that form is submitted. The row tick and Everything is back remain available.

A send on record never reads Not sent. The invitation is not offered twice. Reopen this person returns a closed rater to Waiting without removing a received mark.

Day 3 and Day 5 can send automatically or manually. The active weekday schedule runs at 8:30 a.m. Eastern and sends eligible reminders from the district Gmail. Review and send remains available for a person to inspect and edit a reminder first. The timeline reads Sent by the system when automation sent it.

Approval uses the same timeline. Submitting for approval does not stamp the step. When an owner or admin approves and the email actually sends, Day 1, Day 3, or Day 5 is recorded exactly like a direct send.

Add and remove one whole person at a time. Add another person always creates a separate card and keeps the order added. Remove this person clears that card, links, sends, and timeline; anything already sent requires confirmation first.

A newer save is protected. If another person, a generated link, an automatic reminder, or the overnight check saved after the tab opened, the portal keeps that newer change, reloads it, and asks for the last edit again.

Follow-ups appear in KAT Eye. Pipeline Signals shows due Day 3 and Day 5 reminders with Route to and Route all. A routed follow-up closes on Route as Reminder sent or Not sent.

Send times use US Eastern. Rating Scales and Communication Center read the same send date and time on the practice owner's Eastern clock.

The first email waits for every Jotform link. Email the links names any set-up Jotform still missing a personal link and stays blocked until each one reads Ready.

A broken saved Jotform link is not Ready. The row shows Generate link again, and the first email remains blocked until a clean personal link is saved.

Invitation copies stay out of KAT Eye. Replies from raters still arrive there and still need tagging.

Rating Scales: What This Tab Can and Cannot Do

Use Rating Scales for the plan, links, sends, and return tracking. Use Communication Center for the complete communication history and replies.

What it can do

Control	What it does
Assessment plan	Select the scales, assign each one to a rater, and leave directions the whole team can see.
Save links	Saves each scale link on that person's card and makes the person sendable. A vendor row reads Link needed or Ready. A set-up Jotform uses Generate link and then reads Ready with View link. Saving again keeps earlier sends and received marks.
Email the links / Review and send	Opens the exact subject and message before Day 1, Day 3, or Day 5 leaves the portal or enters approval.
More menu	Text the links, record They were sent by hand, mark Everything is back, reopen the person, set English or Español, or remove the whole person card. Removing a card with a send requires confirmation.
Scale-row check	Marks one form back with the date and who recorded it. Press it again to undo a mistake. Supported vendor links can receive the Overnight link check mark, and a submitted Jotform marks its own row back automatically.
Change due date	Uses an alternate date instead of the five-business-day date. A typed date stays fixed when the message sends. Use the automatic date instead returns to five business days from the first send, or from today before anything has gone.

Personalized Jotform links

For a set-up Jotform, press Generate link. If one person has two or more, Generate all Jotform links makes them together.
The row reads Generating..., then Ready with View link. If it fails, use Retry. A broken saved link shows Generate link again.
Email the links waits until every Jotform link for that person is Ready and names the form still missing.
When a Jotform is submitted, that scale marks itself back. No manual click is needed.

The eleven set-up questionnaires: Teacher/Counselor Report; SDH Form; SDH Form (Spanish); Systematic Observation Checklist; Early Childhood Systematic Observation Checklist; Basic Psychological Processes Checklist | Parent; Basic Psychological Processes Checklist | Teacher; Teacher Input; Informal Autism Behavior Checklist | Parent; Informal Autism Behavior Checklist | Teacher; and Functional Behavior Assessment Questionnaire | Parent.

What it cannot do

Q-global, WPS, PAR, MHS, Pearson, and other vendor links are still created on the vendor platform and pasted by hand. Only the eleven set-up Jotform questionnaires generate personal links in the portal.
It cannot use a battery marked Coming soon.
It cannot show a rater's answers. It tracks who was asked and which forms came back.
It cannot read a rater's answers. The overnight check recognizes only a clearly completed supported-vendor page; a set-up Jotform reports only that its own submission arrived.
It cannot send Day 1, Day 3, or Day 5 texts. Text the links is one standalone text and never advances the email timeline.
Day 1 is never automatic. Day 3 and Day 5 may be sent by the active weekday schedule or by a person through Review and send.
It cannot reply in an existing Gmail conversation. Rating-scale emails start a new conversation, even when Day 3 or Day 5 begins with Re:.
It does not date the moment a link was pasted. Sends and received marks are the dated records.

Where the two tabs meet

Every direct, approved, or automatic rating-scale email appears in Communication Center with its step, such as Rating scale, Day 3. The send timestamp is the actual send time, not the day the plan was opened.
A standalone rating-scale text appears there as an ordinary text message.
Both tabs use the same email and text permission settings. A restricted account submits for approval in either place.
When Day 3 or Day 5 is due, KAT Eye can show a follow-up and route it. The follow-up is a nudge; it does not send the reminder.
Reply to a rater from Communication Center when the response must stay in the existing Gmail thread.

Time & Activity

LiveUpdated 31 Oct 2026

Hubstaff records the hours. Classify records what the work was so the right district sheet can be printed later. Use How to log time in the page banner, or See an example inside Classify, before logging a real block. The practice tool below is safe to use: it never saves or sends anything.

Portal overview · My Time

Time & Activity

Hubstaff supplies the hours; the portal records what the work was for.

Mocked training view.
Sample District and Sample Student are invented. The overview shows the page structure; the practice guide below shows Classify.

Clocked in9:00 AMSample District · Writing

Today3h 20m2 blocks

Classified2 / 2Everything filed

Week12h 40mMon–Sun history

Today’s Hubstaff blocksMy Time · Classify on every line

9:00–11:30

Report WritingSample Student · Sample District

Indirect

12:30–1:20

Meeting follow-upSample District · team work

Direct

Indirect supportDirect serviceNotes stay internal; selected boxes and initials print.

Time historyDate range · district · person

Oct 1Sample District · Report Writing2h 30m

Sep 30Sample District · Follow-Ups1h 15m

How to log time

Practice the filled-in Classify screen before using a real Hubstaff block.

Practice only

Sample DistrictHubstaff block · 9:00 AM–11:30 AM

Service type

Indirect supports student work before or after a live service.

Check every box that fits

Every selected box prints as a checkmark on the district sheet.

Students · initials only

Use the first initial of the first and last name, with commas between people: SS, JD. Three names use three initials, periods are fine, and matching initials use the second letter of the first name: JaD, JiD. Do not add a second letter to both names. This prints.

Note · full detail

This note is for the team and the manager. It does not print on the district sheet.

What the district sees

The weekly Activity Log gets checkmarks and initials. It does not get the note.

Service	Checked work	Students
In-Direct Time		SS, JD

Prints: service type, selected boxes, and initials.

Does not print: the detailed note.

Open the blockOn My Time, select Classify on the Hubstaff block. The district comes from that task.

Choose Direct or IndirectDirect is live work with or for a student, family, or team. Indirect is everything supporting it.

Select every kind of workA block can cover more than one activity. Toggle the boxes above to see the print line change.

Use initials onlyInitials go on the district sheet; full names and narrative detail stay out of that field.

Write the full noteRecord what was done, what remains, and any helpful context. The note stays internal.

Log itThe real portal saves the classification. Reports & Printouts turns the selected fields into the weekly sheet.

Sample data only. This handbook tool never connects to Hubstaff, a district, or a student record.

More of My Time: Classify is available on every task line, including earlier days, and adds a classification instead of replacing one already saved. The history can be filtered by date range, district, and person; My Time uses Monday through Sunday, while Team Hubstaff uses the Friday through Thursday work week. Dictation works in Chrome, Safari, and Edge. The bell links the teammate to a flagged day; clearing the bell does not clear the owner's Needs attention list. If Hubstaff stops reporting during a live timer, the portal changes it to Clocked out after 45 minutes of silence. Team Hubstaff and Reports & Printouts are available to owners, admins, and Billing. Reports & Printouts includes Download spreadsheet, Export to Google Sheet, and Print or save PDF. Print or save PDF opens a menu for Weekly activity logs, Monthly summary, Invoice, or Everything checked; each document can print alone, and the summary and invoice use upright letter paper. It opens on the billing month, but any From and To dates can be selected, and choosing a Month fills both dates. A period can stop mid-week: the screen, printout, and tracker include only the selected period's own days. In Team Hubstaff, Send back sends a correction from any Needs attention line; its Fix button opens the exact day and entry in edit mode. After a line has been sent, Nudge places a Reminder at the top of that teammate’s bell and shows a one-time pop-up.

Talk this period through: the AI named at the top right of the box is the one answering; the owner sets it separately under Billing (Talk this period through) in Admin Portal. The assistant can suggest changing the period dates, moving or leaving off hours, editing one tracker day, swapping two tracker days, changing the daily maximum or rates, and marking on-site days. It understands that a billing period can stop mid-week and can work toward a stated total while keeping weekdays at or below the daily maximum. Type the request or use the microphone beside Send, then review every suggestion. Nothing changes until Apply is selected or a clear yes is typed or dictated in the conversation. Skip or a clear no leaves it alone. Every applied change keeps an Undo. The assistant cannot send the bill or directly change the invoice total.

Owners, admins, and Billing: select How billing works on the live page for the full path from Hubstaff time through Team Hubstaff, Needs attention, Reports & Printouts, and the district invoice. In invoice settings, save the district's Activity tracker Sheet (this school year). Export to Google Sheet can add the selected weeks to that ongoing tracker as new tabs, newest first; a week already present gets a numbered second tab and nothing is overwritten. A separate Activity tracker, Monthly summary, or Invoice Sheet can still be created in the Psych Billing shared drive. Run weekly billing check now adds the applicable week to the saved tracker and places any billing issues in the owner, admin, and Billing bells; Mark week reviewed on that week's sheet clears it from the bell. The automatic weekly schedule is not set up yet, no district tracker link has been saved yet, and a real tracker append has not been verified. Invoice from (remit to) selects the mailing address for that district; Save for [district] keeps the choice. Mailing addresses are added and named under Admin Portal, Billing addresses. If a time flag is wrong, use Not accurate to remove that flag from Needs attention and both bells. Use Route to [name] in the manager bell to send one teammate all of their listed corrections as one Timesheet note.

Team Chat

Live Updated 2 Oct 2026

Team Chat runs on Rocket.Chat at chat.kwpsych.team and is embedded directly in the portal. The desktop and mobile apps use the same server address.

First sign-in: The admin provides each person with a capitalized first-name username and a temporary password. Rocket.Chat requires a new personal password at first sign-in.

Download: Rocket.Chat desktop and mobile apps, or search “Rocket.Chat” in the App Store or Google Play.

Server address:
https://chat.kwpsych.team

Important: The old chat history did not move into Rocket.Chat. Phone app notifications are not part of the team setup.

Talk to the team without switching apps
Use channels, direct messages, file sharing, and voice messages
See unread and mention counts in the School Psych OS sidebar: purple is unread, rose is a mention, and direct messages count as mentions
Use the channel icons to tell channel types apart at a glance
Open in a new tab when the embedded page is blocked or a full-screen view is easier
Reload if the embedded chat looks stale

No invitation email is sent. The admin provides the first-name username and temporary password directly. Change that password when Rocket.Chat asks at first sign-in.

Bookmarks & Forms

Live Updated 7 Nov 2026

Every link and electronic form the team reaches for, in one searchable place. Anything added here is shared with the whole team.

School Psych OS Bookmarks and Forms page showing the page header, New section and Add bookmark buttons, search field, colored tag filters, General section, and a grid of shared resource cards. — The live page layout is shown with sample resource names and safe example domains. Cards now wrap the full title and can show several differently colored tag chips. No student, district, school, or contact information appears in this capture.

Functional Behavior Assessment Questionnaire | ParentJotform Parent Questionnaire
The full title wraps, and each tag keeps its own color.

What the team can do

Search titles, URLs, tags, and descriptions at once
Select a colored tag to narrow the card grid
Select a card to open the resource in a new tab
Add bookmark saves a URL, full title, tags, description, optional icon, and section for the whole team
Add several tags by separating them with commas, or select existing tag chips in the add/edit box
Each tag in use has its own color, so tag chips stay easy to tell apart
Edit or delete a bookmark from the controls that appear on its card

How it is organized

General holds shared resources that do not belong to one district
Each district has its own section below General
New section creates another shared section
Deleting a custom section moves its bookmarks back to General

Settings

Live Updated 30 Oct 2026

The account setup page. Add a profile picture, connect personal work accounts, and track submitted messages.

Profile picture Add a photo or 3D avatar. A square image under 5 MB works best. It appears anywhere the portal shows who is assigned to work.
ClickUp Connect a personal ClickUp token so comments on the student Activity tab carry the correct name and picture.
Hubstaff Connect or reconnect a personal Hubstaff account. Hubstaff remains the clock for Time & Activity.
My submissions Follow every email and text submitted for approval, its status, the reviewer's note, and the current sending permission for each channel. A bell link to a submitted message opens Settings and scrolls directly to this list.

Connecting a personal ClickUp account to School Psych OS

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

Why: without a personal connection, a comment on a student's ClickUp Activity tab appears under the shared portal connection. Connecting a personal account makes comments show the correct teammate name and picture so replies can tag that teammate.

Part 1: Get the personal ClickUp API token

Open ClickUp and sign in: https://app.clickup.com
At the bottom left corner of the screen, select the profile picture or initials.
A menu opens. Click Settings.
On the left side of the Settings screen, find and click Apps.
Look for the section called API Token.
If the button says Generate, select it to show the token. If a token already appears, leave it alone and continue. Do not select Regenerate, because that breaks the old token.
Click Copy next to the token. It is a long string that starts with pk_.

Keep this tab open through Part 2 in case the token needs to be copied again.

Part 2: Paste it into School Psych OS

Go to https://kwpsych.team/settings
Find ClickUp (your account), directly below the Profile picture card.
Click inside the field labeled Your ClickUp API token and paste what you copied. Ctrl+V on Windows, Command+V on a Mac.
Click Connect ClickUp.

How to confirm the connection

The gray bar changes to a green check that says Connected as followed by the ClickUp username. The connection is complete.

If it does not work

"ClickUp did not accept that token" means the copy did not come through cleanly. Return to Part 1, copy it again, and check that no extra space or partial token was selected.
For any other error, take a screenshot and send it to Psych Tech.

If Hubstaff disconnects: Settings shows Reconnect Hubstaff and the sidebar reads Not connected. Press Reconnect Hubstaff; the portal stops retrying until the account is connected again.

Admin Portal

Live Updated 2 Nov 2026

The setup and approval area for owners, admins, and tech. Billing accounts open directly to Billing addresses, and Assistant accounts open directly to Rating Sheet.

Select How it works in Admin Portal for the numbered map of access, districts, integrations, templates, Notion pages, the Rating Sheet, and deletion requests.

User AccessCreate accounts, issue or replace temporary passwords, assign roles, and set email and text permissions separately. Copy invite message and Copy reset message copy the full ready-to-send note: the sign-in link, account email, temporary password, and the instruction to set a permanent password at first sign-in.

DistrictsAdd, rename, or archive a district. Multi-state is available for a contract company serving schools in more than one state.

Billing addressesKeep the invoice phone and named mailing addresses, plus every district's bill-to address. Reports & Printouts picks one Invoice from address per district.

IntegrationsConnect portal apps through Composio, connect texting, register automation webhooks, send test pings, and see whether scheduled jobs are healthy, late, degraded, failed, or manual. The owner-facing Dropbox setup stays visible after connection: App key, redirect URL, granted token permissions, Report Studio linked-folder access, KAT Eye upload access, and Reconnect Dropbox. The owner-only AI keys card tests OpenAI, Gemini, or BastionGPT keys and assigns one AI to each supported area, including Billing (Talk this period through). The OpenAI model is selected on the OpenAI key row.

Report TemplatesMaintain the rating-scale battery library and each district's report template. Jotform batteries include link-setup fields, but the team continues pasting Jotform links until the link service and form setup are complete.

Notion PagesChoose which Notion pages are available in the portal reader.

Rating SheetTrack every open rater with links, Day 1, Day 3, Day 5, forms back, and any problem. The status line says whether automatic sending and nightly received marking are on. Send handles one due reminder; Send all due handles every due row after confirmation. Pending Eval Results Meeting, Complete, and Discontinued cases are excluded. Assistant accounts see only this tab.

Deletion RequestsApprove or reject student deletion requests. Approval permanently deletes the student record.

Admin path from setup to billing

Admin Portal: manage accounts, roles, district setup, integrations, reference libraries, and deletion requests.
Time & Activity, Team Hubstaff: review the Friday-through-Thursday week and open Needs attention.
Bell or Needs attention: use Route to [name] to send one teammate all of their listed corrections, or Not accurate when the flag itself is wrong.
Reports & Printouts: choose the district and date range, confirm the classified time, then download the spreadsheet, add weeks to the district's ongoing tracker or export a separate Sheet, or print/save the PDF.
How billing works: use the live eight-step guide whenever the complete billing sequence is needed.

Access is role-based. Most team members use Settings, not Admin Portal. Owner, admin, and tech accounts use the full portal; Billing accounts see only Billing addresses; Assistant accounts see only Rating Sheet.

Dropbox remains inspectable after it connects. Owners can confirm the visible App key and redirect URL, read the granted permissions, and verify that Report Studio can read selected linked-folder files and KAT Eye can file approved Gmail attachments. Use Reconnect Dropbox after the App key or permissions change.

AI keys are owner-only. Save and test checks a pasted key before storing it. Each supported area selects one AI; Billing (Talk this period through) has its own choice instead of borrowing Report Studio's. The selected AI is named on the billing box and becomes a menu when BastionGPT offers more than one choice. OpenAI's model is chosen once on the OpenAI key row. When Report Studio uses BastionGPT, its own picker starts on BastionGPT and can use Claude, Gemini, or GPT. BastionGPT accepts typed text and Word text, but attached PDFs and images need OpenAI or Gemini. Feature choices switch within about a minute.

Psych Biz

Overview, priorities, and the five module doors.

Psych Biz

Live Updated 2 Nov 2026

The business-production home for the team members assigned to this work. Start with current priorities, open the matching module, and finish the approval or linked-platform step there.

From priority to finished work

One overview keeps business work connected across Marketing, Projects, and Planning.

Access: Business > Psych Biz appears when the Biz Ops access switch is on. The owner and designated manager always have access.

Marketing

Projects

Planning

1Current Psych Biz Priorities

2Team Production Plan

3Matching module

4Approval or linked platform

Psych Hubs

The live review space for the School Psych hubs and their assigned work.

Open Psych Hubs

Psych Blog

Drafting, SEO, assets, related content, approval, and WordPress publishing.

Open Psych Blog

Psych Podcast

Episode planning, script and audio links, production status, and launch package.

Open Psych Podcast

Behavior and Burnout Toolkit Guide module artwork

Behavior & Burnout Toolkit Guide

The highest-priority production plan, guide, and Drafts & Templates work.

Open the guide

BrightRoots Studio

The project studio for BrightRoots production and its current assignments.

Open BrightRoots Studio

Psych Blog

Move work through Draft, Needs approval, Approved, Scheduled, and Published.
Build the full package in Content, SEO, Assets, Related, and History.
Team members draft and send for approval. An owner or designated manager returns, approves, schedules, or publishes.
Publishing works only through a working WordPress connection.

Psych Podcast

Move episodes from Planned through Scripting, Recording, Production, Scheduled, and Published.
Keep the planning Doc, approved script, finished audio, Captivate link, and matching Psych Blog post connected.
A complete launch package has nine checks, including core SEO and two Pinterest pins.
The module tracks external production work; it does not automate ElevenLabs, Canva, recording, or Captivate.

Psych Hubs

Open the live hub-review record from the module.
Continue assigned implementation through the linked ClickUp task.

Behavior & Burnout and BrightRoots

Behavior & Burnout carries the urgent production plan plus its guide and Drafts & Templates folder.
BrightRoots work continues in BrightRoots Studio from its current Psych Biz plan and assignments.

How Biz Ops works

The live visual guide shows the annotated sequence for selecting a priority, completing module work, sending approval, and finishing on the correct external platform.

Open the visual guide

Scope: this handbook section covers Psych Biz. Management is not documented here while that workspace and its workflow are being revised.

AI Tools

Assistance. A person reviews and applies the result.

Typing Mind — Ask AI

Live Updated 28 Oct 2026

The team's private AI chat, loaded with the School Psych OS knowledge base and embedded in the portal. Open it from the sidebar under AI Tools; the floating sparkle button was removed.

Ask questions and get answers in our context, not generic ones
Search the team's full workflows, SOPs, tutorials, tools, and saved prompts
District-specific references stay in each district portal or hub; Typing Mind holds the full shared knowledge base
If the embedded view is blocked, use the Open in a new tab option and stay on its kwpsych.team address so sign-in survives a refresh
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 8 Nov 2026

Work on one report section or school psychology task at a time. Use Report Writing, AI Workspace, Split View, or Proofread without starting a whole-report AI draft.

Select How it works in the live Studio for the compact five-step loop: open the student and choose only the needed files, choose one task, review the loaded guidance, check and copy the result, then proofread.

Sample StudentSample School · Grade 4 · report due Nov 20

Report WritingAI WorkspaceSplit ViewProofread Files

Conversations+ New

Behavioral ObservationToday

BASC-3 InterpretationYesterday

Record ReviewOct 27

Comprehensive SummaryOct 25

What would you like to work on?

Choose one focused task. Review the guidance before Send.

FavoritesRecent

Assessment Write-up

Behavioral Observation

Record Review

Referral & Background

Interview Summary

Comprehensive Summary

Eligibility & Recommendations

Proofread Report

Browse All Tools

Student Files3 selected

BASC-3 Parent.pdfDropbox · readable

BASC-3 Teacher.pdfDropbox · readable

Referral Form.docxDropbox · readable

Observation Notes.pdfDropbox · readable

Mocked AI Workspace training view. Sample Student and Sample School are invented. Nothing shown here saves, sends, or opens Dropbox.

01Start or reopen

Use New report for a blank report or district template. Open report searches both saved PsychOS reports and linked Google Doc reports.

02Choose the student

The Student selector can open any student, even before a report exists. The profile’s Report card also opens Studio with that student selected.

03Choose one focused task

Use the task grid in AI Workspace, work directly in Report Writing, review in Proofread, or use Split View when the report and AI must sit side by side.

How the focused Studio works

Report Writing keeps the document as the main workspace. AI Workspace keeps saved student conversations on the left, focused task choices in the center, and Dropbox-backed Student Files on the right. Split View places the report and AI side by side; drag the divider, use its Left and Right arrow keys, or press Home or double-click to reset it. The width is remembered in that browser. Moving between modes keeps the active chat and checked files available.

Open the right report

Student searches by student name or district from the Studio start page and from an open report. Choosing a student opens the saved PsychOS report or linked Google Doc. If neither exists, Studio opens a clean workspace for that student.
Open report searches the saved report list. It includes students whose report exists only as a linked Google Doc, not only reports drafted in PsychOS.
Scan Drive reports is for finding and matching reports that have not been linked to a student yet.
Assign student connects an unassigned report to a student. When a student is already connected, the control reads Change student.

Choose the report lane first

Report type	Where the report is written	What to know
District template copy	Google Docs	The copied Doc is the report. Keep writing in Google Docs so the district logo, tables, and formatting remain intact. PsychOS does not overwrite it.
PsychOS report	Report Writing Studio	The report saves in the portal. Save to Drive creates the Google Doc; Update in Drive replaces that Doc's entire body.

Direct paths and Studio Tools

Group	Tools	What they do
AI Workspace start	Assessment Write-up, Behavioral Observation, Record Review, Referral & Background, Interview Summary, Comprehensive Summary, Eligibility & Recommendations, Proofread Report	Start one focused task without searching through the library. The guidance loads into the message box for review and never sends by itself. Favorites and Recent stay in that browser.
Browse All Tools	FBA Summary, BIP Support, MDR Summary, ABC & Interval Data, Present Levels Review, IEP Goal Review, Eligibility Criteria Check, Parent-Friendly Summary, Validity Paragraph, Jargon Explainer, Strength-Based Rewrite	Open less-frequent school psychology supports. Present Levels and IEP Goal tools help review team documents; they do not mean the school psychologist owns or must write IEP goals.
Write & plan	Prompts & Templates, Version Gallery	Use shared writing material or return to a saved report version. Whole-report Draft report and ReportCrafter are not offered in Studio Tools.
Data & scores	Battery Write-up, Score & Calculation Tools	Turn a selected battery of protocols into a write-up and summary, or use the score converter, age calculator, reference tables, and score ranges without leaving the report. Assessment Workspace has been removed.
Collaborate	Proofread the Report	Keep the report open while Scan, Guide, and Sign-off open in the Studio Tools panel. The report must be assigned to a student first.

AI Workspace and Split View

Keep AI work section-specific. Select only the student documents needed for the current assessment or report section, review that output, then move to the next section. There is no whole-report Draft report action.
Student Files begin unchecked. Only files checked for the current request are sent. Checked files stay selected while moving between Studio modes. Use the compact blue Files control whenever the file panel is closed.
Dropbox reads the Student Folder Link already stored in ClickUp. It browses that linked folder without downloading the folder into the browser or copying its files into Psych OS. Use Open full Dropbox when the whole folder needs to open in Dropbox.
KAT Eye files appear through the same Dropbox folder. KAT Eye saves an attachment only after its filing suggestion is approved. Return to Student Files and browse Dropbox to select it for a Studio task.
BastionGPT can use several selected documents in one focused request. Psych OS reuses each unchanged provider document ID during BastionGPT's 30-day window instead of uploading the same file again for every request.
The current report is sent as context with every request. AI text never enters the report automatically. Review the formatted reply, use Edit when needed, press Copy, and paste it into the Google Doc or PsychOS report.
Focused task prompts and Prompts use the live Prompts & Templates library. Selecting one places its approved wording in the message box unchanged for review; it does not send automatically.
The paperclip adds up to five direct files to one message, up to 10 MB each. PDFs and photos are sent as files; Word and text files are read as text. Direct message attachments must be attached again for a later message. Student Files are separate and can remain checked across Studio modes. BastionGPT can read the selected PDFs, images, and text files.
History lists chats saved on the selected student. The team can reopen and continue them; only the person who started a chat can delete it. File names remain in history, but the attached files do not.
A report must be assigned to a student before chat history can save. If History says it is not switched on, the conversation still works but is not saved.
In Split View, drag the vertical divider or use its keyboard controls to resize the report and AI panes. The size stays in that browser.
Summary asks AI Assist to write a summary paragraph from the report content already available.

Battery Write-up

Choose a student when the write-up should use that student's Dropbox folder. A student is optional when adding a protocol from the computer.
Use Dropbox to select protocols from the student's linked folder without downloading and uploading them again, or use From computer for a file that is not in Dropbox.
Check how each file is being used. A rating form is written up; a multirater comparison is read for the comparison and is not treated as another form.
Choose the closest write-up from the Assessment Library. Suggested matches appear first, and the full library remains searchable.
Optionally add a prompt from Prompts & Templates and turn on the summary paragraph. The summary can use the built-in guidance or a saved summary prompt.
Generate, review, and edit the write-up and tables. Multiple forms keep separate score and percentile columns for each rater. Copy table copies one grid; the larger Copy controls include the full write-up and optional summary. Blank score rows are left out, and copied tables paste as tables.

Copying from the shared writing libraries

Assessment Library, Prompt Detail, and Studio Writing Library preserve headings, lists, and tables in the reader.
Copy keeps that formatting when the destination supports rich text and also includes a plain-text fallback. Tables paste as tables instead of rows of typed bars.
AI Workspace replies use the same formatted preview and rich Copy path. Always check the pasted Google Doc section before moving on.

Writing and saving

Rename a heading, type in the body, upload a protocol to a section, or add a section at the bottom.
Cognitive, achievement, and rating-scale sections display score tables as real grids when the data is available. Each cell can be edited directly in the grid.
When a PsychOS report is pushed to Google Docs, those score grids become real Google Docs tables instead of rows of typed bars.
A district-template report opens the real Google Doc in the main Studio canvas, preserving its header, tables, fonts, and page layout. Split View keeps the report beside AI; Write only returns to the report by itself. Open Google Doc opens that same file in its own browser tab.
Insert a template opens a centered picker over the report. Studio Tool panels use the back arrow to return to Studio Tools without losing the report; inside Battery Write-up, the Assessment Library picker opens assessment write-ups.
Watch Saved to PsychOS before leaving. The peer-review page reads the saved hub report, so unsaved words are not visible there.
Google Docs sync is one way. PsychOS does not pull later Google Docs edits back into the portal.
One person should edit a PsychOS report at a time. The last save wins.

Proofread the Report stays inside the Studio. Open the student’s report, then use Studio Tools > Collaborate > Proofread the Report. The saved report remains in the main canvas while Scan, Guide, and Sign-off open one at a time. The October 12 repair restored this tool after it had been opening an error screen. Save portal text before reviewing.

Proofreading in Report Studio

Live Updated 19 Oct 2026

Peer review is part of Report Writing Studio. Open the student’s report in Studio, then use Studio Tools > Collaborate > Proofread the Report.

Use this workflow now. Open Scan for the mechanical first pass, then use Guide to give every report area its own call: Reviewed, Needs changes, or Changes made by me. Cognitive, academic, adaptive or developmental, social-emotional, and specialty-scale areas also allow Not applicable. The note box stays open on every area.

Sign-off follows the area calls. Any Needs changes area makes that the suggested report outcome; otherwise Changes made by me is suggested when used, and Reviewed is suggested when every area is clear or not applicable. Needs changes sends the area notes and any final note to the selected teammate’s bell and Route. Changes made by me records the reviewer’s fixes and routes nothing.

Proofread the report: Sample Student

Practice the same scan, guide, notes, and sign-off flow used inside Report Writing Studio.

Practice only · nothing saves

Peer reviewer: Practice Reviewer · assigned reviewOpen assignment

The reportRead from the saved PsychOS report

Referral Information

Sample Student was referred after the team reviewed current learning concerns and classroom supports.

Background Information

Parent Walker shared developmental and educational history. The report writer reviewed prior records and current services.

Cognitive Assessment

Results are described with the score table, testing observations, and patterns relevant to classroom learning.

Summary and Integration of Findings

The summary connects the record review, observations, assessment results, and team input.

Recommendations and Next Steps

Recommendations follow the findings and identify supports for the educational team to consider.

Mechanical scanNothing flagged

Sections and template textExpected sections found in order; no leftover text found

Name, pronouns, dates, and agesOne spelling and pronoun set; dates agree with the record

Instruments, spacing, and punctuationNo mechanical mismatch found

Make a call on all 12 guide areas

Referral Information

Background Information

School Information

Observations

Cognitive Assessment

Academic Achievement Assessment

Adaptive or Developmental Behavior

Social, Emotional, and Behavioral Assessment

Specialty Scales

Summary and Integration of Findings

Recommendations and Next Steps

Clean copy

Sign off

12 review areas still need a call.

Select a practice outcome after reviewing the report.

Open the report
Choose the student’s report in Report Writing Studio.

Open Proofread
Use Studio Tools under Collaborate.

Review
Read the scan and report, make a call on each area, and add notes where they help.

Sign off
Confirm the suggested report outcome and pick a teammate when changes need routing.

History stays
The reviewer, date, outcome, notes, marks, and scan stay in Review history.

The scan is a first pass, not the peer reviewer. It checks sections, name spelling, pronouns, dates and ages, leftover template text, instrument spellings, spacing, and punctuation. The reviewer still reads the report and chooses the sign-off. Needs changes requires a note and teammate, then sends the work to that person’s bell and Route. Changes made by me requires the reviewer to record what changed, but routes nothing.

KAT Eye

Live Updated 2 Nov 2026

The district inbox for School Psych OS. KAT Eye reads mail, suggests tags, and queues work for a person. For inbox work, it never sends, files, routes, or tags on its own. Calendar blocking follows the district's separate Google sync setting.

KAT Eye: How To Use It

It reads the district inboxes, tags what it finds, and lines up work for a person to approve.

Inbox work stays person-approved. KAT Eye pulls email and scans it on a timer, but it files, sends, and tags nothing until a person approves it. Cross-district calendar blocking is separate and can place an Unavailable event automatically when that district is set to Block automatically.

Current daily controls: one district picker controls the whole KAT Eye page and remembers the last district. How it works opens the built-in guide. On an open email, use the arrows or J and K for the next or previous message and Esc to return to the list. Done tagging and Not relevant move directly to the next email.

Student matching uses open cases only. Complete and Discontinued students are excluded from KAT Eye's automatic matches and student picker so old cases are not attached to new mail.

Pipeline Signals is ordered for work. Pending approvals appear first only when something is waiting. Tag-driven work follows, then stage suggestions. Recently decided stays folded at the bottom as a record of completed decisions.

Routing can name the work. What needs doing is optional and accepts more than one checkbox. Each selected choice creates its own Route item and applies its finished tag when Done is selected. Other, or no selected choice, travels as a note and adds no finished tag.

KAT Eye practice workspace

Move through the same six work areas the live portal uses.

Mocked training view. Sample Student, every contact, district, school, message, date, and count are invented. Nothing sends, changes, routes, or saves.

2 sends waiting for review 1 item routed to Jordan Lee

Shared inbox practice

Find, open, and route an email

Use the district row and shared-inbox folders, open a message, then practice the assignment and team-note tools beside it.

Mocked training view. Sample Student and every person, district, email, date, and count below are invented. Nothing sends, routes, or saves.

Inbox & Files

This is the daily work area. The district tabs narrow the list. Open, Unassigned, Mine, Assigned, Done tagging, Not relevant, Everything, Coded, Sent, and the school folders show where each email sits.

Open an email: the list is replaced by the full message. The action bar holds Reply, Route, Open student, Done tagging, Not relevant, and Scan.
Use the right-hand panel: Assigned to, Student and tags, KAT Eye coding, Team notes, and Activity stay together. An @mention reaches the named teammate's bell and Route queue.
Search all mail: the search box ignores the open folder and checks every stored message. Cmd+K or Ctrl+K searches KAT Eye from anywhere in the portal.
Reply in the Gmail thread: KAT Eye answers the original conversation. It cannot forward, delete, or attach a file to a reply.

What files itself on arrival

Mail	Where it goes
The district account's own rating scale invitation	It is not pulled into KAT Eye.
A reply on that invitation thread	Done tagging, connected to the student.
A “Read:” receipt	Not relevant.
Reopen	Brings a filed email back into active work.

How an email gets coded

1. Mail pulls every 30 minutes2. Student matched by sender or name3. Matching Gmail labels become tags4. AI suggests 1–3 tags5. A person applies the right tags6. Done tagging closes the inbox work

A tag can come from the right-hand panel, an accepted suggestion chip, a matching Gmail label, or Route's Done action. A KAT Eye tag also becomes the matching Gmail label. Matching ignores emoji, dash style, spacing, and capitalization. A Gmail label with no matching KAT Eye tag is ignored.

Tag guide

What every KAT Eye email tag means

These are the tags KAT Eye can use across districts. The state shows whether the tag is information, open work, work waiting outside the team, or finished work.

	Tag	Means	State
📌	Noted Information	Read and recorded. Nothing to do.	info
👥	Staff/Admin	Staff or admin matters, not a student task.	info
📥	Messages - For Review	Someone here needs to read and decide.	open task
📥	Messages - Reviewed	That review is done.	closed
📤	Messages - Sent	A message went out.	closed
📝	Rating Scales - For Review	Completed scale arrived, needs checking.	open task
📝	Rating Scales - Pending	Sent out, waiting on a parent or teacher.	waiting outside
📝	Rating Scales - Received	Back and checked.	closed
📝	Stamped Consent - Pending	Waiting on the district for signed consent.	waiting outside
📝	Stamped Consent - Received	Signed consent is in.	closed
🗂️	Records Pending	Waiting on whoever holds the records.	waiting outside
🗂️	Records Received	Records are in.	closed
📎	ClickUp - To Be Added	Needs entering in ClickUp.	open task
📎	ClickUp - Added	Entered in ClickUp.	closed
📦	Dropbox - To Be Added	Attachment needs saving to the student's Dropbox.	open task
📦	Dropbox - Uploaded	Saved to Dropbox.	closed
🤝	Meeting - Invitation	An invitation to a meeting.	info
🤝	Meeting - Scheduling	Back-and-forth to set a time.	info

📝 marks both Rating Scales and Stamped Consent; only the words tell them apart.

Pipeline Signals

Four kinds of work are stacked here: approvals, rating scale follow-ups, tag-driven work, and stage suggestions. Emails and texts wait for an owner or admin; the visible To, Subject, and message are the copy that sends. Text approvals can use Send later. A rejected send is either Resolved or routed to a named person for correction.

Route all hands a whole tag-driven block or rating-scale follow-up block to one person. Approvals and stage suggestions are handled one at a time.

Route

Yours is the signed-in person's work. On the team keeps the rest visible. When one email is routed with several What needs doing choices, each choice appears as a separate Route item. Closing rules depend on what was routed:

Routed work	How it closes
Tagged email	Done applies its finished tag in KAT Eye, the student record, and Gmail.
Rating scale follow-up	Reminder sent stamps the rater's timeline. Not sent closes the route and returns the follow-up to Pipeline Signals.
Team note or @mention	Mark done closes only that note. Route moves it to one or more teammates without marking it done; an optional note travels with it.
Rejected send	The correction stays here until the assigned person finishes it.

The four open-to-finished tag pairs

Open work	Finished tag
Messages - For Review	Messages - Reviewed
Rating Scales - For Review	Rating Scales - Received
ClickUp - To Be Added	ClickUp - Added
Dropbox - To Be Added	Dropbox - Uploaded

District Command, Calendar, and the library

District Command: students are grouped by evaluation stage. The readiness check suggests whether a case appears ready to move; a person approves or rejects it.
Calendar: connected-district events and cross-district Unavailable blocks share one view. Only “Unavailable” crosses to another district. When Google sync is set to Block automatically, the block is placed immediately and the bell tells an owner or admin to Keep or Remove it. Dismissing that bell notice does not decide the pending block. Ask first leaves a proposal for a decision. The queue checks every ten minutes.
Tag & Type Library: this is settings work, not the daily inbox. It maintains the email tags and the six types: Consent, Rating Scales, Records Request, Meeting, Report, and General Communication.

Student tags and emoji

Student tags can flag Priority, Expedited, Overdue, 60 Day, Consent Missing, Translation Needed, Record Review, FBA, Self-Contained, Private School, Homeschool/Online School, Low/Nonverbal, DD-Age Out, Withdrew, and Removed from Caseload. The retired names “online school” and “needs translator” are not used.

The emoji belongs to the tag itself and appears with that tag in KAT Eye and Gmail. Changing a tag's emoji changes how that tag appears; it does not create another tag.

Rules

KAT Eye inbox suggestions require a person to approve them. Calendar blocking follows the chosen Google sync mode: Block automatically, Ask first, or Do nothing.
Tagging in KAT Eye changes Gmail. Treat it as the real thing.
Upload it to Dropbox always requires approval. After approval, KAT Eye retrieves the named Gmail attachment, uses the student's ClickUp-linked Student Folder Link, and files it in the approved subfolder. A success names the real destination and changes Dropbox - To Be Added to Dropbox - Uploaded.
Nothing is silently overwritten. An existing file with the same name reports the conflict and leaves the existing file alone. A missing Student Folder Link, a folder outside the connected Dropbox, or missing upload permission shows the reason. Reconnect Dropbox when prompted; failed attempts remain under Auto-filed documents as Needs retry with the retry message.

If something does not work

What appears	What it means
No new mail	It normally pulls on the hour and half hour. Press Pull email to check immediately.
No suggested tags appear on an email	Scanning normally runs five minutes after a pull. Press Scan inbox to check immediately.
A removed tag came back	Labels move both ways. If it is still on the message in Gmail, the next label sync brings it back.
An approval will not send	The card says why: usually the district's Google account is not connected, or no sending number was attached when it was submitted.

Library

Reference. Look things up, copy things out.

Prompts & Templates

Live Updated 2 Nov 2026

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

The Prompts and Templates portal page showing the search field, content type filters, Assessment Library, Prompt Library, Other Templates and Inserts, and score builders using safe sample labels — The three libraries stay separate so the right kind of material is easy to recognize. This guide preserves the real portal layout while replacing the visible library titles with invented training labels.

Search once across all three libraries. Search looks at titles, tags, categories, and the content inside each item. Use All, Prompts, Templates, or Other to narrow the page.
Assessment Library holds redacted assessment write-ups and related material. Open the closest sample and load it into Report Writing Studio’s AI Assist when the report needs that structure. The working score builders (BASC-3, BRIEF-2, and Conners-4) sit on this row too.
Loading library material does not select student documents. In Report Writing Studio, student documents begin unchecked. Select only what the current assessment or report section needs; linked Dropbox files stay in the Student Folder Link and are read only when selected.
Library formatting is preserved. Assessment Library, Prompt Detail, and the Studio Writing Library render headings, lists, and tables. Copy keeps rich formatting when the destination supports it, includes a plain-text fallback, and pastes tables as tables.
Prompt Library holds the AI prompts used in Report Writing Studio. Quick add can add a prompt without leaving the portal; the save confirmation can open the new Notion page.
Other Templates & Inserts holds Email Templates, Text Templates, Calendar Language, Observation Language, Report Inserts, and Other Templates. Email and text templates also appear in the matching portal message pickers.
Built-in Rating Scale wording includes the read-only Day 1, Day 3, and Day 5 messages used by the rating-scale workflow in English and Spanish.
Quick add accepts a pasted prompt, template, blurb, or assessment write-up. Sort it with AI suggests the library, title, and tags without rewriting or shortening the pasted content; Fill in myself skips sorting. Review every field before Add to Notion. An unfinished entry stays in that browser, and a possible duplicate appears before saving.
Sync from Notion refreshes all three libraries immediately after a Notion change. Quick add refreshes the library it wrote to after saving.
Assessment Library items can show Open in Notion. Prompt Library and Other Templates & Inserts do not show Notion links or source labels.

Workflows & SOPs

Live Updated 28 Oct 2026

The Evaluation Stage view is a reference checklist in the portal's ClickUp stage order. Each stage has three clickable checks for the current visit; it does not show live student case counts.

School districtAll districts appears first. Selecting one district changes the deadline method, ClickUp link, and portal or hub link when configured. It does not filter the checklist or show a student count.

Evaluation StageThe rows follow the portal and ClickUp order from Consent Pending through Discontinued. Each row says 3 checks. Select one row to open its workflow checks, or use Open all and Close all. Select a check to cross it off for the current visit; the check marks reset when the page is reopened.

Full knowledge baseTyping Mind carries the full workflows, SOPs, tutorials, and shared knowledge base. District-specific references stay in each district portal or hub.

Initial Evaluation Timeline (IDEA) stays separate. Open it from Evaluation in the Workflows & SOPs sidebar when the static timeline reference is needed.

Special Ed Law & Parent Rights

Live Updated 2 Oct 2026

A state-by-state reference. Select any state or DC for the summary, then use the three tabs for implementation, Section 504, and family rights.

State IDEA ImplementationEducation code, citation, evaluation timeline, consent rules, what the state adds beyond federal IDEA, and the state's procedural-safeguards link.

Section 504How 504 works in that state.

Parent Rights & Procedural SafeguardsThe family rights and procedural-safeguards reference for that state.

This is why the state on a district profile matters. It feeds the correct law into reports and AI prompts. Student countdowns use the district's separate school-days or calendar-days setting.

Georgia and Indiana also carry the eligibility areas. Indiana also carries Required Components and the Evaluation Requirement Chart. That is on purpose. Those are the two states the practice serves, so the detailed eligibility criteria are built out there and not for all fifty.

The rest

Stepping away, and getting unstuck.

Brain Break

Live Updated 2 Oct 2026

Step away, reset, come back sharper.

DSMdle opens the external game in a new page.
4-7-8 Breathing is the guided breathing activity built into School Psych OS.
These are the two Brain Break choices currently available.

Help & Support

Live Updated 15 Oct 2026

Start in Team Chat with Psych Tech during work hours. Use Tech Tickets when the problem needs a tracked fix or a request needs a place in the queue.

Portal walkthrough

Where support lives

Look at the bottom of the School Psych OS sidebar under Help & Support.

Mocked portal view

Support

Tech Tickets

Report a problem, request a change, and follow the response.

New ticketMy tickets (0)Tech queue

What needs help?

Give tech enough detail to reproduce the problem.

Title

Calendar event will not save

Where in the portal

Calendar

Urgency

Urgent

What happened

I selected Add event, completed the form, and pressed Save. The event did not appear on the calendar.

Screenshot or link · Optional

Paste a Google Drive or Loom link

Send to tech

Sample only. The form above does not submit anything. In the live portal, My tickets shows the status and comments for tickets already sent.

Ask in Team Chat first

The question comes up during work hours
The team is not sure whether something is broken
The problem is blocking work right now

Open Tech Tickets

The problem still exists after troubleshooting together
The fix needs development time
A new request needs a tracked place in the queue

After sending: open My tickets to filter by status and continue the conversation on the ticket thread. Replies and tech notes are visible to the person who opened it. Tech queue appears only for tech accounts.

Psych OS Handbook opens this page from the portal sidebar. If the handbook and the live screen disagree, follow the live screen and notify Psych Tech so the handbook can be corrected.

System monitoring

The team does not need a separate monitoring dashboard. Report a visible problem through Tech Tickets; admins and tech accounts handle the system-monitoring view and follow-up.

Recent Updates / Changelogs

The changes worth knowing about.

November and October 2026

Updated 8 Nov

8 Nov 2026

New

AI Workspace now starts with focused school psychology tasks. Saved student conversations stay on the left, task choices fill the center, and Dropbox-backed Student Files stay on the right. Use Favorites, Recent, or Browse All Tools for assessment, observation, record review, behavior, IEP review, eligibility, family-facing, and editing support.
Battery Write-up reads protocols directly from Dropbox. Choose a student to browse the linked folder, or work without a student when the protocol comes from the computer.

Improved

Dropbox is visible without taking over the workspace. The blue Files control opens the shared Student Files panel. Only checked files are used, and an approved KAT Eye filing can be selected there after it reaches Dropbox.
Studio output is easier to move into Google Docs. AI replies preview headings, lists, and tables, allow editing, and use rich Copy. Focused tasks load the live approved Prompt Library wording for review and never send automatically.
How it works no longer occupies the working screen. The five-step section-by-section loop lives in the guide. Whole-report AI generation remains removed for quality and cost control.

7 Nov 2026

New

Eleven Jotform questionnaires generate personal links in Rating Scales. Use Generate link or Generate all Jotform links, wait for Ready, and use Retry after a failure. The first email stays blocked until every Jotform link for that person is ready, and a submitted Jotform marks its own scale back.
Communication Center filters can be combined. Sent & received, Sent, Received, and Scheduled work with All, Email, Text, and Waiting on reply.

Improved

ClickUp Details is easier to scan. The five sections are tinted color blocks with thick edges; Category shows one ClickUp-color pill per label and remains editable only in ClickUp; unset dropdowns use a darker gray pill.
ClickUp dates match ClickUp on US Eastern. Portal dates and times use the practice owner's Eastern clock, regardless of district time zone. Scheduled texts continue to use the family's clock.
Bookmarks can carry several tags. Separate tags with commas or choose existing chips. Each tag has its own color, and full card titles wrap instead of being cut off.

4 Nov 2026

Improved

Student profiles open where communication happens. Communication Center is first, followed by Rating Scales, Report, and ClickUp Activity. The compact header keeps student facts and the two daily actions together, and the pinned name bar now keeps the parent's name and phone visible.
Communication Center is a three-pane workspace. People are on the left, the conversation is in the middle, and the reply box has its own pane on the right. On narrower screens, the reply box moves under the conversation.
ClickUp work takes less page space. ClickUp Details and ClickUp Activity scroll inside fixed-height areas, ClickUp pills use their solid colors, and editable typed values open when the value itself is selected.
Top-bar search puts the strongest name matches first. Names that start with what was typed rank first. An empty search box shows only Tools and Workflows.

Removed

The student status strip and pencil icons are gone. Current status remains in ClickUp Details, and a typed ClickUp field is edited by selecting its value.
Text recipients are limited to the parent. Staff and Someone else remain available for Email only.

2 Nov 2026

New

District calendars open on the whole school year. Year shows July through June on one screen, with breaks, holidays, and closed days colored and listed under each month. A Full year / PDF switch and Open PDF appear after the district's published PDF is loaded.
Student ClickUp Details now follows the work. Every field sits in one of five color bands: At a glance, Consent & dates, Testing, People, and Report & files. Find a field searches all five.
KAT Eye can file an approved Gmail attachment in Dropbox. Upload it to Dropbox still requires a person to approve it, then reports the real destination or the exact conflict, missing-link, reconnect, or retry state.

Improved

Dashboard matches the current calendar and counters. Year joins Day, Week, Month, and Agenda; Forms & resources is gone, leaving In testing, Due this week, and Active students.
Retrieve Gen Ed Data names the real workflow. The portal starts the existing ClickUp bot, files go to Dropbox, and the outcome appears in the PsyBot Run column.
Report Studio keeps AI work section-specific. Student documents begin unchecked, linked Dropbox folders are referenced without copying their contents into Psych OS, and Split View places the report and AI side by side with a remembered, accessible divider.
Psych Biz is the sidebar and page name. Biz Ops remains the name of the Admin Portal access switch and an area inside Psych Biz.
Owners can inspect the Dropbox connection after setup. Admin Portal continues to show the App key, redirect URL, granted permissions, Report Studio access, KAT Eye upload access, and Reconnect action.

31 Oct 2026

New

Each district can use one ongoing activity tracker Sheet for the school year. Save its link in invoice settings, then add selected weeks as new tabs. Newest tabs go first; a repeated week receives a numbered tab and nothing is overwritten.
The portal half of the weekly billing check is available. Run weekly billing check now adds the applicable week to the saved tracker and places issues in the owner, admin, and Billing bells. Mark week reviewed clears that district and week from the bell. The automatic schedule is not set up yet.

Improved

Billing periods can stop mid-week. The on-screen weekly log, printed log, and exported tracker include only days inside the selected period.
Billing has its own named AI choice. Admin Portal assigns the AI for Billing (Talk this period through), the billing box names the AI answering, and the assistant can suggest new period dates or balance toward a stated total.
Billing printouts are separated and oriented correctly. Weekly activity logs, Monthly summary, Invoice, and Everything checked are explicit print choices; the summary and invoice use upright letter paper.

30 Oct 2026

New

KAT Eye routing can create several clearly named tasks from one email. What needs doing is optional, accepts multiple choices, and includes Other. Each selected choice becomes its own Route item; Other or no choice travels as a note without adding a finished tag.
Shared writing libraries preserve useful formatting. Assessment Library, Prompt Detail, and Studio Writing Library show headings, lists, and tables. Copy keeps rich formatting where supported, includes a plain-text fallback, and pastes tables as tables.

Improved

The rating-scale clock now uses the actual Day 1 send. Opening or saving an assessment plan no longer looks like an invitation was sent. Direct sends, approved sends, and automatic reminders write the correct step when the email actually leaves the portal.
The rating-scale automation schedule is explicit. Eligible Day 3 and Day 5 reminders run weekdays at 8:30 a.m. Eastern. Supported vendor links are checked nightly at 2:00 a.m. Eastern and are marked only when the page explicitly reports completion.
Bell links land on the work they describe. Any bell link closes the bell. Submitted-message links open Settings at My submissions. Dismissing an automatic-calendar notice removes it for that account without deciding the pending KAT Eye block.

29 Oct 2026

New

Report Studio uses a dedicated Dropbox App folder. The + menu can select up to five files from the Psych OS app folder under Dropbox Apps. It does not expose the rest of the connected Dropbox.

Improved

Dropbox setup is a one-time owner connection. Admin Portal uses Connect Dropbox and the Dropbox approval screen; no team-facing app key is pasted, and the connection renews automatically.
AI selection matches the current owner controls. Each supported area selects one AI. OpenAI's model is set on its key row, while Report Studio on BastionGPT starts with BastionGPT and can choose Claude, Gemini, or GPT. BastionGPT remains text-only for attachments.

28 Oct 2026

New

ReportCrafter drafts a full report by component. Each component can use a prompt, instructions, files, and an optional Assessment Library write-up template; whole-report documents feed editable Document notes.
Admin Portal can manage AI providers per feature. The owner-only AI keys card tests OpenAI, Gemini, and BastionGPT keys and shows which provider and model each supported feature is using.
Multi-state districts and school time zones are available. A contract company can use Multi-state, and an owner can set a school to its own time zone or leave it following the district.

Improved

Rating-scale follow-up now includes active automation. Eligible Day 3 and Day 5 email reminders can send on the weekday schedule, and supported vendor links are checked overnight for a clearly completed form.
Rating Scales protects newer team changes. A stale tab reloads instead of overwriting a save made by another person, a generated link, an automatic reminder, or the overnight check.
ClickUp Details edits more column types. Typed text, dates, numbers, links, emails, and phone numbers can be changed in place with the same personal ClickUp connection used for dropdowns.
Studio Tools match the current writing lanes. ReportCrafter is under Write & plan; Battery Write-up is under Data & scores; Assessment Workspace has been removed.
Automatic calendar blocks have a decision trail. The bell tells an owner or admin when an Unavailable block was placed, and KAT Eye Calendar provides Keep and Remove.

Fixed

Changing windows no longer wipes unfinished work. Returning to the same signed-in portal tab no longer reloads the page just because the login token refreshed.
Rating-scale person cards and due dates behave predictably. Add another person creates a separate ordered card, Remove this person clears the whole card after confirmation when needed, and Use the automatic date instead restores the real five-business-day date.
Evaluation Stage is labeled as a reference checklist. Each stage shows its three checks instead of a live case count; selecting a district changes only the deadline and reference links.

20 Oct 2026

Improved

The billing assistant can handle the tracker changes needed before invoicing. It can suggest editing one day or swapping two days, take a dictated request, and apply reviewed suggestions after Apply or a clear yes in the conversation.
Evaluation Stage checks are interactive. Each stage's three checks can be crossed off during the current visit, and the workflow follows the portal's Light or Dark appearance.

19 Oct 2026

New

Psych Biz now has one central handbook section. The overview connects current priorities and the Team Production Plan to Psych Hubs, Psych Blog, Psych Podcast, the Behavior & Burnout Toolkit Guide, and BrightRoots Studio.
Reports & Printouts exports editable Google Sheets. Activity tracker, Monthly summary, and Invoice each become their own Sheet in the Psych Billing shared drive.
Prompts & Templates has Quick add. Paste an item, let AI suggest its library and fields, review it, then add it to Notion without leaving the portal.
Admin Portal has a Composio connection home. The Integrations tab shows active portal-app connections and starts a new service connection by app name.

Improved

Psych Blog and Psych Podcast show the actual production path. The guide names the stages, approvals, package checks, linked platforms, and the difference between portal tracking and external production work.
Invoices can use different sender addresses by district. Billing addresses keeps named mailing addresses, and Reports & Printouts saves the selected Invoice from address with that district.
Report Studio has distinct Theater and Full screen views. Theater keeps Studio Tools and AI beside the report; Full screen is for a Google Docs report without the side tools.
Proofreading decisions are made area by area. Every guide area has Reviewed, Needs changes, or Changes made by me, with Not applicable on the five assessment areas that may not have been administered.

18 Oct 2026

Improved

Workflows & SOPs now opens on the live Evaluation Stage workflow. Select a school district to narrow the current case counts, open a stage for its three checks, and use the district's ClickUp and portal or hub links when they are available.
Typing Mind is the full shared knowledge base. Full workflows, SOPs, tutorials, tools, and saved prompts stay there; district-specific references stay in each district portal or hub.

Removed

Workflows & SOPs no longer loads or refreshes Notion pages. The page no longer waits for a Notion scan or shows the old Notion library fallback.

15 Oct 2026

New

Five portal pages now carry their own How it works guide. Dashboard, Student profile, Rating Scales, Report Writing Studio, and Admin Portal each open a numbered walkthrough in the live portal.
Time & Activity now explains the billing path. How billing works walks owners, admins, and Billing from Hubstaff time through Team Hubstaff, Needs attention, Reports & Printouts, and the district invoice.
Managers can route a teammate all of their timesheet fixes at once. Route to [name] sends one Timesheet note to that person's bell and Route, then clears those lines from the manager's bell without changing the time entries.

Improved

Route is now named consistently. A routed email or team note can be sent onward to one or more teammates with an optional note; each copy closes independently.
Time flags have a correction for the correction. Not accurate removes a wrong flag from Needs attention and both bells.
Student and KAT Eye guidance matches the current working screens. The Students top is compact, and KAT Eye's matching and student picker use open cases only.
Manager work has a named home. On your plate on the Management page is the manager's own routed queue, with Open, Route, and Done.

Removed

The team handbook no longer sends staff to the technical monitoring board. Tech Tickets remains the team path for reporting a portal problem.

13 Oct 2026

New

Guided Write-up brings the full assessment draft into one workflow. Select the student, add every protocol, choose an Assessment Library write-up, optionally add a saved prompt and summary, then copy the reviewed result into the report.
AI conversation keeps student chat history. History reopens saved team conversations for the selected student. New chat starts a separate thread, and the person who started a chat can delete it.

Improved

Report Studio can start with any student. The Student selector opens a clean workspace even when the student has no saved report or linked Google Doc.
AI conversation now accepts files and saved prompts. Attach PDFs, photos, Word files, or text files to a message, or use Prompts to search the shared library and place a prompt in the message box before sending.
AI text is copy-and-paste only. Add and Replace were removed. Review the response, press Copy, and paste it into the working Google Doc or PsychOS report.
The AI workspace can be resized. Drag the top bar to change its height; the browser remembers the setting.
Admin password messages are ready to send. Copy invite message and Copy reset message include the sign-in link, account email, temporary password, and first-sign-in instruction.

12 Oct 2026

Improved

Report Writing Studio can reopen every current report. Open report now searches saved PsychOS reports and students whose report exists only as a linked Google Doc.
Google Doc reports have a full-size writing view. Expand opens the Doc in a large Studio window with the full Google Docs toolbar; the smaller inline copy pauses until that window closes.
The student Report tab is one complete card. The PsychOS report, linked Google Doc, peer-review assignment, latest review result, and report links now stay together. A staff member can assign themselves as the reviewer.
Proofread the Report opens correctly again. The Studio tool was repaired, and the handbook now separates the live report-level sign-off from the section-by-section redesign that is not live yet.
Assessment Workspace keeps the path clear. Protocol PDFs are passed to the reader as documents, and the Samples view has a back arrow to the protocol workspace.

11 Oct 2026

Improved

Peer review now stays inside Report Writing Studio. The Students guide no longer carries the proofreading workspace. Opening report review continues in Studio, where Scan, Guide, and Sign-off replace the regular Studio Tools panel one at a time. AI Assist hides during review, and Done returns to the normal Studio.
District templates keep their real Google Docs layout. Choosing one copies and opens the actual Doc in Studio, preserving its header, tables, fonts, and page layout.
Drive reports are easier to connect. Scan Drive reports is available in Studio, and a student without a linked report shows Find or link a report on the Report tab.
KAT Eye Route can route work to another teammate. Route moves a routed email or note off the current person's Route and into the selected teammate's bell and Route without marking it done.
School Psych OS no longer sends authentication email. An owner, tech, or admin provides sign-in credentials and replacement temporary passwords directly.

10 Oct 2026

Improved

Report Writing Studio has one saved-report door. Saved Reports is gone; use Open report to return to saved work.
Score tables are editable grids. Edit the cells in the Studio, then push the report to Google Docs to create real tables instead of typed bar rows.

7 Oct 2026

Improved

Report Writing Studio is now a focused workbench. The report fills the main workspace, Studio Tools can collapse, and the AI conversation stays directly below the report with Copy, Edit, Append, Replace, and New chat controls.
Peer review now has assignment, three sign-offs, area notes, and history. Owners and admins assign a reviewer. Reviewed, no changes closes cleanly; Needs changes routes a required note; Changes made by me records what the reviewer fixed without routing.
KAT Eye moves through daily work faster. One remembered district picker controls the page, How it works opens the guide, J/K and the arrows move between emails, and Done tagging or Not relevant opens the next message.
Pipeline Signals is ordered by action. Waiting approvals appear first only when needed, tag work and stage suggestions follow, and Recently decided stays folded at the bottom.
Reports & Printouts accepts any From and To dates. Month fills both dates. Sent-back timesheet corrections now open the exact entry through Fix.
Typing Mind — Ask AI lives in the sidebar. The floating sparkle button was removed.

5 Oct 2026

Improved

KAT Eye now carries the complete field guide. The six real work areas remain in the practice workspace, and all 18 email tags now appear in a visible emoji table with the exact meaning and state of each one.
Rating scale mail files itself more cleanly. The district account's own invitations stay out of KAT Eye, replies on those threads arrive in Done tagging with the student attached, and “Read:” receipts go to Not relevant. Reopen brings a filed message back.
Peer review now starts from the student's Report tab. Proofread the report opens the report beside the scan and review guide, saves the reviewer and decision, and sends a Needs changes note to the selected teammate's bell and Route.
The handbook is focused on the team-facing portal. Restricted work areas that need their own guide are no longer mixed into this page.

4 Oct 2026

Improved

Rating-scale timelines now say what is actually happening. An upcoming reminder reads Due, a reminder whose date has arrived reads Not sent, due, and a sent reminder keeps Not back yet visible while any form remains outstanding.

3 Oct 2026

Improved

Prompts & Templates now shows the real three-library portal layout. Search, content filters, Assessment Library, Prompt Library, Other Templates & Inserts, and score builders are visible together with safe sample library labels.
Bookmarks & Forms now shows the real portal layout in its guide. The searchable card grid, tag filters, General section, and page controls are visible together with safe sample resource labels.

2 Oct 2026

Improved

District Hub now shows the real portal layout in its guide. The overview uses an anonymized live capture with the district cards, search, eight tabs, profile settings, connection links, and contacts area visible together.
Time & Activity puts How to log time in the top banner. The worked example and what-goes-where key are easier to find before classifying a block.
Reports & Printouts downloads weekly logs as a spreadsheet. The file is named as a weekly log and opens cleanly in Google Sheets.
Team Chat channels are easier to scan. Channel types now carry their matching icons.

Removed

Send a note left the top bar. Team Chat is the place for team notes and messages.

1 Oct 2026

Improved

Classify now explains what goes where. Activity checkboxes and student initials print on the district sheet; the detailed note stays internal.
Reports & Printouts opens on the month being billed. District Hubstaff time is counted even when an older entry did not save the district field, and days outside the selected month stay out.
Report Studio uses a chosen prompt and sample write-up when reading a protocol. Score Tools moved into Report Writing Studio and left the sidebar.
Complete and Discontinued cases stop counting days. They no longer show overdue colors or appear on the compliance board, while the due date remains on the record.

September 2026

Updated 30 Sep

30 Sep 2026

New

Your priorities is live on Dashboard. Work routed through KAT Eye, team notes, @mentions, and rating-scale follow-ups stays there until it is marked Done.
Profile pictures are available in Settings. The picture appears wherever the portal shows who owns work; without one, the person's first name appears.
Reports & Printouts is working. Owners and admins can build weekly activity logs, a monthly summary, and an invoice.

Improved

KAT Eye is a shared inbox. Unassigned, Mine, and Assigned folders show ownership. An open email has assignment, team notes, @mentions, activity, student, tags, and coding in the right-side panel.
Communication Center fits the conversation and composer on one screen. Email attachments support up to 20 MB, and long emails fold behind Show full message.
District Hub schools show assigned staff. Sync from Notion refreshes the directory, and those contacts appear in the email recipient list.
Team Chat now runs on Rocket.Chat. Each teammate receives a first-name account and temporary password from the admin, then chooses a permanent password at first sign-in.
Prompts are created in Notion. New prompt opens the Notion Prompt Library, and the evening sync brings the prompt into the portal.

Removed

KAT Suggestions and Ops Actions left KAT Eye. Suggested tags stay with each email in Inbox & Files, and routed work stays on Route.

28 Sep 2026

Improved

KAT Eye uses district tabs and a single action bar. Reply, Route, Open student, Done tagging, Not relevant, and Scan stay at the top of an open email.
Gmail labels catch up automatically. Every 30-minute mail pull now checks matching labels on older mail too. Sync Gmail labels remains available for an immediate run.
Student tags sync with ClickUp both ways. Tags added or removed on the profile update ClickUp, and ClickUp tags return to the profile during sync.
Timesheet flags open the bell the next morning. An earlier-day problem can take the teammate directly to the day that needs correction.

27 Sep 2026

Improved

Student profiles are tighter and clearer. The header, facts, status strips, and Quick Actions take less space. ClickUp Details now uses one-line rows; hover over a dropdown to see who changed it and when.
District-specific due-date behavior is explained correctly. The handbook describes the testing-decision deadline at Consent Pending, then the configured timeline after consent, including the expedited timeline when applicable.
Rating Scales is one card per person. Each card now holds that person's scales, links, language, status, sends, received ticks, and Thread Timeline. Every email and text opens for review before it goes out or enters approval.
Due dates explain themselves. Before the first send the card says No due date yet. After the send it shows the five-business-day date and its source; Change opens the plan editor.

Removed

The separate Add Rating Scale Links wizard and Build emails step are gone. Add each person and scale link on their card, then press Save links. Copy for team and the dead auto-generate button are gone too.

26 Sep 2026

Improved

Days Remaining follows the district's deadline method. The count uses calendar, school, or business days as configured and says which unit it is showing.
State and deadline settings have separate jobs. State drives report law and AI prompts; the district's deadline method drives countdowns.

24 Sep 2026

Improved

Prompts & Templates now shows eleven built-in Rating Scale wordings. The set includes the English email sequence, the Spanish parent sequence, and the unified text in English and Spanish.
The Tech Hub is the reliability destination. Portal failures are shown there. The legacy Ops Alerts push is off.

Removed

The District Hub Inbox tab was removed. KAT Eye is the one place for incoming mail, tagging, routing, and folders.

17 Sep 2026

Improved

Student status dropdowns can be changed from the profile. ClickUp Details writes the listed dropdown fields back to ClickUp. Typed text, dates, and numbers still belong in ClickUp.
Communication Center templates clarified. Email and text composers now show the shared template library grouped by type, with the channel's templates first. The student composer also includes the built-in rating-scale wordings with student details filled in.
KAT Eye mail stays current on its own. Email pulls on the hour and half hour, then scans five minutes later. The inbox search and Cmd+K or Ctrl+K now search mail across the whole inbox, not just the folder on screen.

16 Sep 2026

New

Search finds students. Cmd+K or Ctrl+K matches name, grade, school, and district and opens the profile.
KAT Eye names what is waiting. The bar above the tabs shows approval and routed-work queues in words while either queue has work.

Improved

Approved texts can use Send later. The reviewer can schedule the text instead of sending immediately. As of 5 November, the selected time uses the family's clock.
Route all hands over a whole signal block. Rating-scale follow-ups can be routed too, then closed as Reminder sent or Not sent.
Rating-scale due dates start with the first send. Before then, the card says No due date yet and shows what sending today would make it.

15 Sep 2026

New

Tech Hub monitoring view. The Agency OS Tech Hub became the primary visual monitoring board for School Psych OS. Uptime Kuma still monitors the system; the legacy Ops Alerts push was later turned off.

14 Sep 2026

Improved

Rating Scales now records received forms. Mark a scale received and the portal stamps the date and person who recorded it. All Forms Received marks the rater's scales together.
Recording an outside-portal contact no longer requires email-send permission. It is bookkeeping, not a send.
Rating scale timing became clearer. The five-business-day clock starts with the first send. As of 7 November, both Rating Scales and Communication Center display send times on US Eastern.
Student profile status is live. The strip now shows Rating Scales, Testing, and Report. Documents and Observations were removed.

11 Sep 2026

New

Indiana law reference. Indiana now carries its Required Components section alongside the evaluation flowchart.

Improved

Handbook documentation. Communication Center, KAT Eye, and Report Writing Studio now have detailed guides in their matching sections.

10 Sep 2026

New

Notification bell. See submission decisions, reviewer notes, and links to routed work or KAT Eye approvals from the top bar.
Student profile header stays visible. The student's name, stage, and school remain available while the profile scrolls.

Improved

KAT Eye approvals can be corrected before sending. Owners and admins can edit To and Subject, then route a rejected item to the person who needs to fix it.
Report Writing Studio tools are visible from the start. Template, Prompts, Score Tools, Assessment Write-Ups, Upload Protocol, and AI Assist are available before a report is open.
Dashboard briefings are safer. Review status waits for a real save, titles can fill from the date, and ClickUp links have their own field.

9 Sep 2026

New

Cross district calendar blocking runs on its own. An event in one district can produce an Unavailable hold in the other connected districts 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. As of 5 November, the selected time uses the family's clock.
ClickUp (your account) integration. A personal connection in Settings makes ClickUp comments show the correct teammate name and picture.

Improved

Reports save to the hub while a teammate types. They used to live only in one browser, so a cleared cache lost the work and teammates could not see it. A badge shows the current save state.
Templates, prompts, and bookmarks are shared. All three used to stay in each person's browser. New items now reach the whole team. 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.

Earlier September 2026 (exact date not recorded)

New

Search. Press Cmd+K or Ctrl+K to search students, email, assessment write-ups, prompts, templates, SOPs, and tools. It does not search reports or chat.