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Our Services
VirtuOwl offers a range of features designed to support educational institutions. Students, teachers, parents, administrators, and counselors need extra support, and VirtuOwl's features make support accessible. Each feature focuses on easing the user's load by helping them save time, get organized, stay in communication, and ensure each student is supported by the people and tools involved in their education.The platform is intended to be implemented in a K-12 environment, and we understand that means variance in what types of users will be engaging on VirtuOwl.
What We
Offer
Comprehensive Scheduling System
VirtuOwl’s scheduling system is designed to optimize time management and streamline communication across educational settings. By providing a centralized platform, it allows educators, counselors, students, and parents to easily coordinate and confirm appointments, whether they are virtual or in-person. With intuitive calendar integration, automated reminders, and real-time updates, VirtuOwl ensures that everyone is on the same page, reducing the likelihood of missed meetings or scheduling conflicts. The system also accommodates different time zones, making it especially useful for remote or hybrid learning environments. With its user-friendly interface, VirtuOwl simplifies the scheduling process, empowering users to focus on meaningful interactions instead of logistics.
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Within the respective dashboards for each user type, scheduling is easily accessible. Students are able to see when educators and counselors are available, and request appointments that fit their schedule. Additionally, users are able to write a note when they request an appointment to provide details on what they need help with during that scheduled time. The ease of scheduling and the ability for educators and counselors to be prepared before with no additional back and forth significantly improves educational outcomes because it reemphasizes spending time with students rather than on administrative tasks.
On Demand Support
VirtuOwl’s platform offers a powerful on-demand support feature, allowing students to instantly connect with available counselors and educators for academic and emotional support. This ensures that students can receive assistance at critical moments, enhancing their learning experience and providing a lifeline for emotional wellness when needed. By minimizing response times and offering flexible support options, VirtuOwl fosters a proactive learning environment where students feel supported and engaged, reducing barriers to success and encouraging self-reliance.
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In response to user feedback, VirtuOwl has significantly enhanced the platform’s interface, reducing the number of clicks and streamlining workflows to make it as intuitive as possible. The updated student dashboard consolidates all essential tools and resources in one easily accessible space. Through this dashboard, students can quickly search for educators based on specific criteria, such as subject expertise, availability, and more. This search functionality allows students to connect with the exemplary educator tailored to their unique needs, creating a more efficient, personalized experience. This ability to connect with exemplary educators exactly when they need it will help students immensely.
Centralized Communication Platform
VirtuOwl is designed to enhance communication across all stakeholders—teachers, counselors, administrators, students, and parents—through its unified, centralized platform, which supports seamless collaboration and information sharing. By eliminating communication silos, VirtuOwl ensures that everyone stays informed and engaged, promoting a more connected and supportive educational community.
The platform’s customized communication capabilities go a step further, offering various chat options that are accessible before, during, and after sessions. This ensures that students receive ongoing, targeted support, and educators follow up with students as needed, providing continuity and consistency in academic and emotional guidance. VirtuOwl’s intuitive referral feature enables educators to connect students with specialized staff members based on individual needs, such as academic advisors, mental health counselors, or career guidance experts. This feature ensures that each student receives the appropriate level of support while streamlining resource allocation across educational teams.
VirtuOwl also offers a convenient direct messaging feature within its dashboard, allowing users to send and receive messages directly. With this functionality, students can easily reach out to educators, counselors, or peers, creating an accessible channel for assistance and collaboration. The direct messaging system keeps all communication in one place, reducing the need for external apps or fragmented conversations. This targeted, efficient approach enhances the student experience and allows educators and administrators to optimize their time and resources, focusing on delivering high-quality, impactful support.
With the centralized dashboards, students and educators can seamlessly manage schedules, track assignments, and communicate efficiently, resulting in a truly cohesive educational ecosystem.
Secure and Compliant Data Management
VirtuOwl is built with a commitment to security and privacy at its core, designed to meet the rigorous standards required by educational and healthcare industries. The platform is SOC 2, FERPA, and HIPAA-compliant, ensuring that all sensitive data is managed with the highest levels of security. This comprehensive compliance framework protects data integrity and confidentiality, reassuring institutions, students, and parents that their information is protected and used responsibly. With encrypted communications, secure data storage, and controlled access, VirtuOwl safeguards every interaction, supporting digital education resources' safe and effective use.
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Developed in collaboration with ConcertIDC, VirtuOwl was created over six months by adapting a robust telemedicine platform to meet the specific needs of the educational sector. ConcertIDC's expertise in telemedicine allowed for the integration of healthcare-grade security and workflow systems, while educators provided valuable insights into the academic environment. This unique partnership ensured that VirtuOwl would meet the stringent demands of both healthcare and education—combining telemedicine-grade security with educational accessibility and flexibility.
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The result is a platform that offers unparalleled data protection and streamlines workflows to provide educators, students, and administrators with a seamless, intuitive experience. By leveraging the advanced security protocols used in healthcare, VirtuOwl can provide data protection typically reserved for medical applications, giving institutions peace of mind in an era of increasing digital threats. The platform's thoughtful design ensures that it is both secure and adaptable, equipping schools and universities with the tools they need to deliver quality education while protecting the privacy and safety of all users.
Record Keeping and Historical Tracking
VirtuOwl’s record-keeping capabilities provide institutions with a powerful tool for maintaining organized, comprehensive histories of all meetings, communications, and interactions. By centralizing these records, VirtuOwl supports accountability and transparency, enabling institutions to track student support over time and ensure continuity of care. Educators, counselors, and administrators can access these records as needed, giving them insights into each student’s engagement history and support needs. This level of documentation is invaluable for effective administration, making it easier to monitor progress, address challenges, and maintain consistency in educational support.
To further support data-driven decision-making, VirtuOwl offers expanded weekly reports that present essential user statistics in an easily digestible format. The reports include detailed breakdowns of sessions by type—classroom, on-demand, or scheduled—allowing educators to identify the preferred engagement methods among students. Additionally, these reports track attendance metrics, including missed or completed sessions, helping institutions identify trends, address barriers to attendance, and optimize engagement strategies. This granular data provides educators and administrators with the insights needed to adapt their approach to student support, ensuring that resources are allocated efficiently and that the institution can respond proactively to changes in student engagement.
With these reporting features, VirtuOwl enables administrators to identify patterns, assess program effectiveness, and tailor their support strategies based on real-time data. This empowers institutions to refine their educational offerings continually, respond to emerging needs, and ultimately foster a more effective, supportive learning environment for all students.
Customization and Scalability
VirtuOwl is designed with flexibility and scalability in mind. It allows users to adapt the platform to meet the specific requirements of any educational institution, whether it’s a small school, a large district, or a statewide system. This versatility means that VirtuOwl can be customized to support diverse user needs, ensuring that students, teachers, parents, counselors, and administrators receive the precise support and resources they need to succeed.
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Multi-Level Management: VirtuOwl features a robust multi-level management system, offering three levels of oversight—state, District, and School—each tailored to the unique responsibilities at these different administrative levels. State-level managers can oversee broad performance metrics and trends across all districts. In contrast, district and school administrators can closely monitor their specific areas, addressing localized needs and implementing targeted strategies. This structured approach provides efficient oversight, ensuring each level has the tools and data to manage effectively and respond quickly to evolving educational priorities.
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Customizable Settings: VirtuOwl allows administrators to fine-tune platform settings and permissions according to user roles, ensuring a tailored experience for everyone involved. For example, teachers and counselors can be given access to student progress and communication tools, while parents have visibility into attendance and scheduling information. This customization extends to control over user access, security protocols, and the types of resources available, allowing institutions to meet their specific operational and educational requirements.
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Reporting and Analytics: VirtuOwl’s comprehensive reporting and analytics tools allow administrators to gain valuable insights into platform usage, engagement levels, and overall effectiveness. The platform provides easy-to-read dashboards and reports that allow educational leaders to monitor key performance indicators, such as attendance rates, student engagement trends, and support session outcomes. By tracking these metrics, institutions can identify areas for improvement, adjust programs based on real-time data, and make evidence-based decisions that enhance the educational experience.
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User Management: VirtuOwl simplifies the management of user accounts, roles, and permissions through a centralized user management system. This feature enables administrators to easily add or remove users, assign roles, and adjust permissions as needed, ensuring that every user has the appropriate level of access. With these streamlined controls, institutions can maintain organized and secure access to platform features, enhancing the overall user experience while safeguarding privacy and data integrity.
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Together, these customization and management features make VirtuOwl a versatile and responsive solution for educational institutions of all sizes. By providing multi-level management, customizable settings, detailed reporting, and intuitive user management, VirtuOwl empowers educational leaders to create an optimized learning environment tailored to their community's needs.