This is complete guide to the counselee request process, the allocation workflow, the SharePoint files, the Power Automate flows, and everything in between.

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What’s in this page

Section 1 : How a counselee enters the system

Section 2 : The TNR call: what to ask, what to decide

Section 3 : The SharePoint files

Section 4 : Counselee statuses

Section 5 : The Power Automate flows

Section 6 : Step-by-step allocation checklist

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👨🏻‍🦱 Section 1: How a Counselee Enters the System

1. The Therapy Request Form

• When someone wants therapy through Qare, they fill out the Therapy Request Form, a Microsoft Form accessible via the Centre’s Instagram page and registration links. This is the entry point for every counselee.

As soon as the form is submitted, a Power Automate flow called Form to C&T & R&A Master File runs automatically. You do not need to trigger this. It creates a new row in two places simultaneously, the C&T Master File and the R&A file, assigning the counselee a new UID (e.g. C507) in both.

2. The Two Files That Open Together: C&T Master and R&A

These are the two files you will almost always have open side by side.

📁 01_CT_Master.xlsx : the Counselee & Therapist Master File The complete record. Contains everything the counselee submitted, name, email, full contact details, concerns, everything. This is the source of truth for who the counselee is. Because it contains personal identifiers, it’s treated as sensitive.

📁 02_RA.xlsx: the Review and Allocation File The operational file, the one you work in day to day. Contains the same counselees as the C&T Master but without personal identifiers. You update statuses, fee details, therapist assignments, and session mode here. It’s also the file that triggers most of the Power Automate flows.

📌 Why two files? When a counselee’s case is discussed, or a flow emails a therapist, it pulls from the R&A, which has no name attached. This protects client confidentiality in the automation layer. If you need the counselee’s name or number for a call, that’s the C&T Master.

☎️ Section 2: The TNR Call: Therapy Needs Review

3. What is a TNR Call?

When a new request comes in with status New Request, the next step is to call the counselee. This is the Therapy Needs Review (TNR) Call. Its purpose: understand what the counselee actually needs, whether therapy is the right fit, and what allocation makes sense.