Staff Onboarding Guide

Use the search bar (name, email, or phone) or filter by program, cohort, or status. The list updates instantly as you type.

Click any student row. A panel slides in from the right with all their information organized into tabs: Overview, Notes, Milestones, Payments, Attendance, Externship, Graduation.

Program, cohort, contact info, demographics, background check status, financial aid type, computer loan status, and government ID on file.

Enrollment Checklist (6 checkboxes): Agreement Signed, Confirmed for Start, Scrubs Issued, Deposit Paid, Invoice Sent, Systems Access Sent. Click any to toggle.

In the Overview tab, scroll to Portal Access. Enter the student's last 4 SSN digits and click Save. This is the "password" the student uses to log into the Student Portal. Without this, they cannot log in.

Select a note type: Note, Status Change, Milestone, Payment, Contact, System. Type your note and save. All notes are timestamped and permanent — they form the student's activity history.

Every note card displays: the note type badge (color-coded), a staff avatar circle with your initials, your full name, and the date and time the note was saved. This creates a clear, accountable record of who wrote what and when.

To change a student's status (e.g., Enrolled → Active → Completed), use the status dropdown in this tab and add a reason note.

Track key dates: orientation, first day of class, NHA exam registration, exam passed/failed, externship start and end, certification number, graduation date, and post-graduation employer placement.

See the student's full payment plan — deposit, installments, and due dates. Click Collect Installment to charge the next scheduled payment via Stripe. A receipt email is sent to the student automatically.

Overdue installments are highlighted in red. You can also manually record a cash or check payment here.

See this student's attendance record across all sessions — present, late, excused, absent. You can override any individual record with an admin note if there was an error.

Each cohort card shows its label (e.g., Cohort #40), program, start date, enrollment count, and status (Active, Upcoming, Completed). Click a card to drill into the full roster.

Click + New Cohort. Fill in the cohort label, program, start date, end date, and format (Hybrid or Online). The cohort is created immediately and appears in the Students tab filter.

Inside a cohort, you can see all enrolled students, their attendance rate, and payment status at a glance. Click any student to open their full drawer.

This tab shows two lists: Due Today (installments scheduled for today) and Overdue (missed payments from prior dates). Both are sorted by amount.

Click Collect next to any installment. This charges the student's card on file via Stripe and marks the installment as paid. A receipt is emailed to the student automatically.

If a student paid by cash or check, use Mark as Paid (Manual) and enter the payment method and reference number. This keeps the payment plan accurate without charging Stripe.

The Externships tab lists all students currently in or pending an externship. Each row shows the student, site name, city, hours completed vs. required, and status (Pending, Active, Completed).

Click any row to see the full placement record: site details, supervisor name, start and expected completion dates, and the hour log entries the student has submitted.

New placements submitted by students arrive with a Pending status. Review the site and supervisor information, then change the status to Active to confirm the placement. You can also edit the site details or required hours if needed.

When a student has logged all required hours and the site supervisor has confirmed completion, change the status to Completed. This unlocks the Graduation Application in the student's portal.

The Graduation tab lists all students who have submitted a graduation application through the portal. Each row shows the student, program, submission date, and current clearance status.

Before a certificate number can be issued, staff must manually sign off on all three gates:

• Curriculum Complete — Confirm the student has finished all coursework
• Tuition Account Cleared — Confirm no outstanding balance
• Computer Return Confirmed — Confirm any loaned equipment has been returned

Click each gate to toggle it green. All three must be green before the certificate field unlocks.

Once all three gates are cleared, enter the certificate number in the field provided and click Save. This number appears in the student's portal immediately.

The Calendar tab shows all school events in Month, Week, or List view. Switch views using the buttons at the top right. Click any event to see its details.

Use the Seed H1 2026 and Seed H2 2026 buttons to populate the calendar with standard school events (cohort start dates, holidays, orientation days). This is safe to run multiple times — it won't create duplicates.

Click + Add Event, enter the title, date, and event type (Holiday, Cohort Start, Orientation, Campus Closure, Other), and save. The event appears on the calendar immediately.

Scroll to Roster Import. Click Load & Preview — the system reads the historical CSV and shows you all rows before importing anything. Review for conflicts, then click Import. This is a one-time operation that loads all historical student data.

Click Create / Reset Test Students. This creates (or resets) three test accounts you can use to log into the Student Portal and see exactly what students see. See the Test Logins section below for credentials and a full walkthrough.

The student goes to /portal and sees a login form asking for their enrollment email and last 4 SSN digits. After 5 failed attempts from the same device, the login is locked for 15 minutes (brute-force protection).

After login, the student sees their name, program name, cohort label, and enrollment status badge (Enrolled, Active, Completed, etc.) at the top of the page.

A visual progress bar shows where the student is in their journey: Enrolled → Deposit Paid → Coursework → Externship → Graduation Application → Certified. Steps light up as they are completed.

Students can view their monthly attendance record — a calendar showing each class session color-coded as Present (green), Late (yellow), Excused (blue), or Absent (red). They can also see their overall attendance rate.

Students click Report Absence / Tardy to submit a notification. They enter the date, whether it was an absence or tardy, and their reason. The submission lands in Admin → Attendance → Absence Reports as Pending. Staff then determine whether it is excused or unexcused — the student does not make that determination.

For CMA, Pharmacy Tech, EKG, and other NHA-certified programs, students see an NHA Student Portal button that links directly to certportal.nhanow.com — the NHA platform where they access practice exams, study materials, and register for their certification exam.

RNA and Pharmacology students see a dedicated Access Your Curriculum card with a clear explanation that their coursework is on a separate platform (LearnDash/WordPress at wmtc.info/wp-login.php). The card explains the difference between this portal and LearnDash so students are not confused by having two logins.

Eligible students see an Externship card. They fill out: site name, city, supervisor name, start date, expected completion date, and total hours required. After submitting, the placement appears in Admin → Externships as Pending for staff review.

Once staff approves the placement (changes status to Active), the student can begin logging hours. They log each visit with: date, hours worked, supervisor name, and notes. Their progress bar updates in real time.

When a student is ready to graduate, they click Apply for Graduation. The wizard collects: updated contact info, employment status, program completion attestation, and final acknowledgments.

After submission, the application appears in Admin → Graduation. Staff must clear all three gates (Curriculum Complete, Tuition Cleared, Computer Returned) before the certificate number is issued. The certificate number then appears in the student's portal automatically.

Students click Log Out in the top right. The session is also cleared automatically after 30 minutes of inactivity — this protects students who forget to log out on a shared computer.

Go to /portal. You'll see the login screen with two fields: Email and Last 4 SSN.

Enter [email protected] as the email and 1234 as the last 4 SSN. Click Log In.

You'll see the student's name, program (Clinical Medical Assistant), cohort label, and status badge. This is the first thing every student sees when they log in.

Scroll down slightly to see the progress bar. For the test CMA student, Enrolled and Deposit Paid should be checked. This gives you a sense of how students track their journey.

The attendance section shows a monthly calendar. Test students have seeded attendance records so you can see what the calendar looks like with real data — green for present, yellow for late, red for absent.

Click Report Absence / Tardy. Fill in a date, select Absence or Tardy, and enter a reason. Click Submit. Then go to Admin → Attendance → Absence Reports in another tab — you'll see the submission arrive as Pending.

Scroll to the NHA card. Click the button — it opens certportal.nhanow.com in a new tab. This is where CMA students access their NHA study materials and register for the CCMA exam.

The Externship card shows the student's placement status. For the test student, there is a seeded externship placement so you can see what an active externship looks like — site name, hours completed vs. required, and the progress bar.

Click Log Out in the top right corner. You're returned to the login screen. The session is also cleared automatically after 30 minutes of inactivity.

Log in with [email protected] / 1234 to see the LearnDash curriculum card — the amber notice box explaining the two-system distinction and the "Log In to LearnDash Curriculum" button.

Go to /admin/qr-codes (also accessible from Admin → Settings). You'll see a printable sheet of QR codes — one for each classroom location (e.g., Room A, Room B, Lab, Online/Remote, Other).

Click Print or use your browser's print function. Post the printed codes at each check-in station in the classroom.

When students arrive, they open their phone camera and scan the QR code posted in the room. This opens the WMTC check-in page (wmtc.info/attend) in their browser.

The check-in page asks the student to confirm their identity (name and last 4 SSN). Once confirmed, their attendance is recorded for the current session as Present.

After class, go to Admin → Attendance and open the session. You'll see which students checked in via QR and which did not. Students who did not scan can be manually marked Present, Late, or Excused by staff.