CNCounselNote

Guide

Everything needed to install, run and use CounselNote — installation, first run, the main screens, safeguarding workflow, backups, and troubleshooting.

1. Installation

System requirements

  • Windows 10 or 11, 64-bit
  • No internet connection required after download
  • A modern browser to display CounselNote (Edge or Chrome, already included with Windows)

Steps

  1. Download CounselNote-Windows.zip from the download page.
  2. Right-click the zip and choose Extract All. Choose a permanent location such as Documents\CounselNote — don't run it from inside Downloads.
  3. Open the extracted folder and double-click Launch-CounselNote.bat.
  4. Windows may show "Windows protected your PC" — this is expected for new, unsigned software. Click More info, then Run anyway.
  5. A small window will open showing CounselNote is running at http://127.0.0.1:8790, and your browser will open automatically.

Keep that small window open in the background while you use CounselNote — it can be minimised, but closing it ends your session.

2. First run: creating your vault

  1. On first launch, create a vault passphrase of at least 10 characters.
  2. Choose something you'll remember reliably — there is no password reset. No copy of your passphrase is stored anywhere, including by us, so a forgotten passphrase cannot be recovered.
  3. Write it down and store it securely and separately from the computer (a password manager, or a locked drawer).

3. Screens

ScreenWhat it's for
OverviewActive pupil count, sessions this term, open follow-up actions, safeguarding flags, and your configured emergency contacts.
PupilsSearch and open pupil profiles; each shows referral context, status, and the chronological list of sessions.
Session recordsThe core working screen: attendance, consent, presenting issue, pupil voice, intervention, risk level, decision and action ownership. "Prepare DSL summary" generates a minimum-necessary summary to share.
Outcome measuresLog GAD-7, PHQ-9/PHQ-A, SDQ or WEMWBS scores with range checks and general guidance.
ReportsDe-identified totals by month, presenting issue and referral route, with CSV export.
Settings & safetySchool details, your name, licence key, and your local DSL/MASH/CAMHS contacts.

MASH and CAMHS contact details differ by local authority — CounselNote doesn't pre-fill these; enter your own local numbers in Settings before relying on the dashboard's contact card.

4. Safeguarding workflow

CounselNote is a private counselling workspace, not a replacement for your school's statutory child-protection system. When a concern arises:

  1. Select the appropriate risk level and record the evidence behind it.
  2. Record the immediate safety action taken.
  3. Record the decision reached and your rationale.
  4. Use Prepare DSL summary to generate a minimum-necessary summary.
  5. Share that summary with your DSL, and record the concern in your school's approved child-protection system without delay — CounselNote does not do this automatically.

5. Backup and restore

Backup: click Encrypted backup in the sidebar. A single encrypted file downloads; store it somewhere secure and separate from the computer. Back up at least weekly, and always before reinstalling Windows or changing computers.

Restore: on a fresh installation, choose Restore an encrypted vault on the lock screen, select your backup file, and enter the original passphrase that was active when it was made.

6. Licensing

CounselNote starts as a 30-day free evaluation. After purchase, you'll receive a licence key by email — paste it into Settings & safety → Licence key. CounselNote is offline software and doesn't check this against a server; it's a record of your purchase, not a copy-protection mechanism.

7. Troubleshooting

IssueWhat to do
"Windows protected your PC" appearsExpected for new, unsigned software. Click More info, then Run anyway.
The launcher window opens then closes immediatelyCounselNote may already be running. End any existing CounselNote.exe process in Task Manager and try again. From v1.0.1, a second launch simply opens your existing session instead.
I forgot my passphraseIt cannot be recovered. Start a new vault and restore your most recent encrypted backup.
The app looks blank or brokenMake sure the small CounselNote window is still open in the background, then reopen http://127.0.0.1:8790.
Moving to a new computerTake an encrypted backup on the old machine, install CounselNote on the new one, create a new vault, then restore the backup.

Still stuck? Email support@counselnote.uk.