Appearance
Better Without It™ Program Guide
Intake: From New Student to Active
In this guide: creating a new student, reaching out, scheduling the intake visit, sending documents for signature, the visit itself, and getting the student ready to join a group.
This guide walks you through a student's intake journey in the Better Without It™ portal — from the moment a new student comes in, all the way to marking them active and ready for a group. Follow the steps in order; each one shows you exactly which button to click and which status the case will show afterward.
Good to know
The button you click and the status badge it creates sometimes read differently. For example, you click Documents Received and the case then shows the status Document Review. Throughout this guide, button names and status names are both spelled out so nothing gets lost.
Step 1 · Add a brand-new student
On the intake board, make sure the pipeline picker at the top-left reads Better Without It. Click the blue + button to add student information. Their case is created right away and marked New Student — that's your starting line.
Step 2 · Use the helper panel to focus on what needs you
The panel on the left is your helper. The filter at the top lets you focus on what needs your attention. When it's set to Action Required, you only see the cases waiting on something from your side — so nothing slips through the cracks.
Step 3 · Reach out on the Contact tab
When it's time to reach out, open the Contact tab. This is where you record every attempt — a call, a text, or an email — and how it went.
Step 4 · Mark the case as Contacted once you connect
When you successfully connect, open the Update Status menu and choose Mark as Contacted. The badge turns blue and reads Contacted. You're talking now, and you can help them book their first visit.
Step 5 · Send the scheduling link
Now it's time to help the family book their intake visit. Neffico Point doesn't handle the scheduling itself, so send the family your scheduling link the way you normally do — through whatever scheduling app your team already uses.
Once you've sent it, come back to the Contacted case and choose Send Scheduling Link from the Update Status menu. This marks the case Schedule Pending (with a small clock icon), so the whole team can see you're waiting on the family to pick a time. The case waits there until you hear back.
Step 6 · Send documents with E-Sign
When they select an appointment time, the case becomes Intake Scheduled, and the visit appears on the Appointments tab so the whole team can see what's coming up. (This step takes some extra setup — it can't happen automatically just yet, so once that automation is available you'll need to adjust a few settings in your scheduling app to connect it.)
With the visit booked, it's time for paperwork — the easy way. Open the E-Sign tab and send the consent forms out for signature by choosing Send for Signature. Once they're on their way, the case reads Documents Sent.
Step 7 · Handle the documents when they come back
When the family signs their part, choose Documents Received. The case moves to Document Review, where your team adds its own signature. When you're done, choose Approve Documents and everything is marked Consent Form Complete.
Shortcut
If everyone has already signed, you can jump straight to Consent Form Complete.
Step 8 · Know where things stand on the day of the visit
On the day of the visit, a case can be in one of three spots: Documents Sent, Document Review, or Consent Form Complete.
Whatever the case, the E-Sign tab lets you finish any remaining signatures right there in the office — for everyone, or just for your side — before you begin.
Step 9 · Run the intake appointment
Now for the visit itself. On the Appointments tab, mark the appointment Complete. Walk through the intake questionnaire together, and when you're done, upload the finished file on the Attachments tab so it's saved safely with the case.
Step 10 · Begin sessions — the student is now Active
With everything wrapped up, choose Complete Intake, and the student is officially Active in the program. This is the exciting part — they're ready to start their weekly sessions.
Step 11 · If something doesn't go to plan
You're covered if things stall.
Can't reach the family? Mark the case Contact Failed, then check with the school and use Restart Intake when you're ready.
No time booked? Mark it Not Scheduled (the case becomes Schedule Failed), then use Restart Outreach to send it back to Contacted and try again.
Quick reference
The main flow (each badge you will see through the process):
New Student → Contacted → Schedule Pending → Intake Scheduled → Documents Sent → Document Review → Consent Form Complete → Active
Button you click → resulting status
| You click… | The badge then shows… |
|---|---|
| Mark as Contacted | Contacted |
| Send Scheduling Link | Schedule Pending |
| Confirm Schedule | Intake Scheduled |
| Send Intake Documents | Documents Sent |
| Documents Received | Document Review |
| Approve Documents | Consent Form Complete |
| Complete Intake | Active |
| Not Scheduled | Schedule Failed |
Case tabs: Overview · Contact · Attachments · E-Sign · Appointments · Timeline
TIP
Status changes are made from the Update Status menu (top-right of the case), or from the Next: prompt on each case card in the left panel.