Organization Admin Dashboard Help Guide

A complete guide to managing organizations, people, counselor assignments, bulk imports, login associations, and more from the Organization Admin Dashboard.

1. Getting Started

Dashboard Layout

When you log in, you will see the Organization Admin Dashboard with two main areas:

• Sidebar navigation on the left with two sections: My Organizations (your primary workspace) and My Account (your profile settings). You can collapse the sidebar using the hamburger menu icon to give yourself more screen space.
• Main content area on the right, which displays the organization tree, people tables, or account information depending on what you have selected.

Sidebar Navigation

The sidebar includes two navigation sections:

• My Organizations — View and manage your organization hierarchy and the people within each organization. This is the default section when you open the dashboard.
• My Account — View and update your personal profile information.

Click the hamburger menu icon at the top of the sidebar to collapse or expand it, giving you more room to work in the main content area.

Organization & Role Selector

If you belong to multiple organizations or hold multiple roles, use the dropdowns in the welcome banner at the top of the dashboard to switch between them. The dashboard content updates automatically when you change your selection.

2. Managing Organizations

Viewing the Organization Tree

The left panel of the My Organizations view displays your organizations in a hierarchical tree. Parent organizations appear at the top level, with child organizations nested and indented beneath them.

• Organizations with children show a chevron arrow that you can click to expand or collapse the child list.
• Organizations without children show a small circle dot indicator.
• Each organization is shown with a folder icon and its name.
• Hovering over an organization reveals edit (pencil icon) and delete (trash icon) action buttons on the right side.

Searching Organizations

Use the search box at the top of the organization tree panel to quickly find organizations by name.

1. Click the search field and begin typing the organization name.
2. The tree filters in real time, showing only organizations whose name matches your search text.
3. Clear the search field to show all organizations again.

Adding a New Organization

1. Click the Add Organization button at the top of the page.
2. In the modal that appears, fill in the following fields:
   • Organization Name (required) — Enter the name of the new organization.
   • Parent Organization — Select the parent organization from the dropdown. The new organization will be nested under this parent in the tree.
   • Organization Type (required) — Select the type. The available types change based on the parent organization you selected (see Organization Types below).
   • Street Address, City, State (defaults to WA), ZIP Code — Optional location fields for the organization.
3. Click Save to create the organization. It will appear in the tree under its parent.

Editing an Organization

1. Hover over the organization in the tree and click the pencil icon.
2. The same form as “Add Organization” opens, pre-filled with the organization’s current information.
3. Update the fields you need to change.
4. Click Save to apply your changes.

Deleting an Organization

1. Hover over the organization in the tree and click the trash icon.
2. A confirmation dialog will appear asking you to confirm the deletion.
3. Click OK to permanently delete the organization.

Organization Types

Organization types are hierarchical. The types available in the Organization Type dropdown depend on which Parent Organization you select:

• If the parent is a top-level organization type (e.g., School District), you will see its corresponding child types (e.g., High School, Middle School).
• If the parent is a second-level organization type, you will see its specific child types.
• The type dropdown updates automatically when you change the parent selection.

3. Managing People

Selecting an Organization

To manage people, first select an organization from the tree by clicking on its name. The right panel will load with the organization’s details and its people table.

The panel header shows a summary of the selected organization, including:

• Organization Name
• Organization Type (with a landmark icon)
• Address (if available, with a location pin icon)
• District/Region (if available)

The panel header also contains action buttons for Add Person, Reassign Counselor (when available), and Import Students (or Import Job Seekers for workforce organizations).

People Table

The people table displays everyone assigned to the selected organization. It includes the following columns:

People Table Columns

Column	Description
Email	The person’s email address (shown as a clickable mailto link).
Role	The person’s assigned role, shown as a color-coded badge.
Counselors	For Students and Adults Seeking Training, lists the names of the currently assigned counselors (one per line), or shows “None” if no counselors are assigned. For other roles, shows “Not Applicable”. Counselor assignments are managed from the Edit Person modal (see Counselor Assignments).
Status	Active (green badge) or Inactive (yellow badge).
Last Updated	The date the person’s record was last modified.
Edit	A pencil icon to open the person’s edit form.

Sorting: Click any column header to sort the table by that column. Click again to reverse the sort order.

Pagination: If the organization has more than 20 people, the table automatically paginates. Use the navigation controls at the bottom to move between pages.

Role Badges

Each person’s role is displayed as a color-coded badge for quick identification:

• Student — Blue badge
• Adult Seeking Training — Purple badge
• Counselor — Green badge
• Org Admin — Orange badge
• Job Counselor — Indigo badge
• Training Provider — Gold badge
• Training Provider Admin — Pink badge

Adding a Person

To add a new person to an organization:

1. Select the target organization from the tree.
2. Click the Add Person button in the people panel header.
3. In the modal, fill in the following:
   • Select User (optional) — If the person already has a Career Bridge user account, choose them from this dropdown to pre-fill their name and email. Leave it set to “-- Select User --” to create a new person from scratch.
   • First Name (required) — The person’s first name (up to 100 characters).
   • Middle Name (optional) — The person’s middle name.
   • Last Name (required) — The person’s last name (up to 100 characters).
   • Email Address (required) — Enter the person’s email. It must be a valid email format.
   • Role (required) — Select the person’s role from the dropdown. Available roles include Student, Adult Seeking Training, Counselor, Org Admin, and Job Counselor.
   • Organization (required) — Pre-selected to the currently selected organization. You can change it if needed.
   • Grade (School District organizations only) — When the role is Student, a grade dropdown appears. The available grades depend on the organization type: elementary schools show K–6, middle schools show 5–9, and high schools show 9–12. District-level organizations show K–12.
   • Guardian Information (School District organizations only) — When the role is Student, a guardian section appears with optional Guardian Name and Guardian Name 2 fields for recording up to two guardians.
   • Assign Counselors — If the role is Student or Adult Seeking Training, a multi-select counselor dropdown will appear (see Counselor Assignments).
4. Click Assign to add the person.

Editing a Person

1. In the people table, click the pencil icon in the Edit column for the person you want to modify.
2. The Edit Person modal opens with the person’s current information pre-filled.
3. You can update:
   • First Name — Update the person’s first name (required, up to 100 characters).
   • Middle Name — Update the person’s middle name (optional).
   • Last Name — Update the person’s last name (required, up to 100 characters).
   • Email Address — Change the person’s email.
   • Role — Change the person’s role. If you switch to Student or Adult Seeking Training, the counselor assignment dropdown will appear.
   • Organization — Move the person to a different organization.
   • Grade — Update the student’s grade level (school organizations only).
   • Guardian Information — Update guardian names for up to two guardians (school organizations only).
   • Counselors — Update assigned counselors (for eligible roles).
4. Click Save Changes to apply.

The Edit Person modal footer also contains special action buttons:

• Key icon — Opens the Login Association management section (see Managing Login Associations).
• Activate — If the person is Inactive, click this green checkmark button to reactivate them.
• Deactivate — If the person is Active, click this yellow ban button to deactivate them.
• Delete button — Permanently removes the person (see below).

The people table refreshes automatically after a status change.

Deleting a Person

1. Open the Edit Person modal by clicking the pencil icon for the person.
2. Click the red delete button (trash icon) in the modal footer.
3. The system checks whether the person can be safely deleted:
   • If the person is a counselor with assigned students, deletion is blocked. You will see an error message instructing you to reassign students first.
   • If the person has associated tasks, the confirmation dialog will show the task count (e.g., “This will permanently delete jane@example.com and 5 associated task(s)”).
4. Confirm the deletion in the dialog to permanently remove the person.

4. Counselor Assignments

When Counselor Assignment Appears

The Assign Counselors dropdown only appears when the selected role is Student or Adult Seeking Training. For all other roles (Counselor, Org Admin, etc.), the counselor assignment section is hidden.

Assigning Counselors in the Modal

When adding or editing a person with a qualifying role:

1. The Assign Counselors section appears at the bottom of the form.
2. Click the dropdown to see all counselors available in the selected organization.
3. Use the search box within the dropdown to filter counselors by name.
4. Check or uncheck counselors to assign or remove them. You can assign multiple counselors to a single person.
5. Selected counselors appear as pill tags in the dropdown toggle area.

5. Counselor Reassignment (Bulk Transfer)

The Reassign Counselor feature allows you to transfer all students and their associated tasks from one counselor to another in a single operation. This is useful when a counselor leaves, changes roles, or when you need to rebalance caseloads.

When the Reassign Button Appears

The Reassign Counselor button (people-with-arrows icon) appears in the people panel header only when the selected organization has at least one counselor with assigned students and at least one other counselor available to receive students.

How to Reassign

1. Click the Reassign Counselor button in the people panel header.
2. In the Reassign Counselor modal:
   • Select the From Counselor — the counselor whose students and tasks you want to transfer. This list may include inactive counselors who still have assigned students.
   • Once you select a From counselor, the system shows the number of students and number of tasks that will be transferred.
   • Select the To Counselor — the counselor who will receive the students and tasks. This dropdown loads automatically based on your From selection and excludes the From counselor.
   • The system also shows the To counselor’s current student and task counts for reference.
3. Review the transfer counts and click Transfer to execute the reassignment.
4. A success message will confirm how many students and tasks were transferred.

Validation Rules

• You cannot select the same counselor for both From and To.
• The Transfer button remains disabled until both counselors are selected and valid.
• If the From counselor has no students or tasks, a warning message appears and the Transfer button stays disabled.

6. Importing Students in Bulk

The bulk import feature lets you add multiple new students or update existing student records all at once by uploading a spreadsheet file. This is especially useful when onboarding a large group of students at the start of a term or when transferring records from another system.

Overview

• Supported file types: CSV (.csv) and Excel (.xlsx).
• Maximum file size: 5 MB.
• The system uses the email address as the unique identifier. If a student with that email already exists in the selected organization, their record will be updated. If the email is new, a new student record will be created.
• Each row must include a CounselorEmail column specifying which counselor the student should be assigned to. The counselor must be an active counselor in your organization.
• Imports are scoped to the organization you selected in the organization tree before clicking Import. All new student records will be created in that organization.

Downloading the Import Template

Before preparing your file, download the official import template:

1. Select an organization from the tree, then click Import Students (or Import Job Seekers) in the people panel header.
2. Click the import template link in the instructions area.
3. An Excel file will download with the correct column headers for your organization type. Required columns are marked with a red asterisk (*).

The template includes the following columns:

Column	School Orgs	Workforce Orgs	Description
Email	Required	Required	Student’s email address. Used as the unique identifier.
FirstName	Required	Required	Student’s first name (max 100 characters).
LastName	Required	Required	Student’s last name (max 100 characters).
MiddleName	Optional	Optional	Student’s middle name.
Grade	Required	N/A	Grade level: 0 for Kindergarten, 1–12 for grades 1–12. Must be within your organization’s grade range.
GraduationYear	Required	N/A	Four-digit graduation year (e.g., 2027). Must be between 2000 and 2100.
GraduationMonth	Required	N/A	Graduation month as a number: 1 (January) through 12 (December).
CounselorEmail	Required	Required	Email of the counselor to assign the student to. Must match an active counselor in your organization.
GuardianName	Optional	N/A	Guardian 1 full name.
GuardianName2	Optional	N/A	Guardian 2 full name.

Step 1: Upload Your File

1. Select the target organization from the tree.
2. Click the Import Students (or Import Job Seekers) button in the people panel header.
3. On the upload screen, drag and drop your file onto the dashed upload area, or click to browse and select a file.
4. The system begins validating your file automatically — there is no separate “Upload” button to click.

Step 2: Review and Validate

After your file is uploaded, the system checks every row and displays a review screen with the results.

Summary cards at the top show counts for each category:

• Total — the total number of rows in your file.
• Valid — rows that passed all validation checks and are ready to import.
• Invalid — rows with errors that cannot be imported. See the Details column for specific issues.
• New — valid rows that will create new student records.
• Updates — valid rows that match an existing student (by email) and will update their record.
• Skipped (Match Found) — rows that match an existing student but have no changes to make.

Click any summary card to filter the table to just those rows. For example, click “Invalid” to see only the rows with errors.

The results table shows each row from your file with:

• A Status badge: New (green), Update (blue), Skipped (grey), or Invalid (red).
• A Details column explaining what will happen or what went wrong.
• Your file’s data columns, with invalid cells highlighted in red and changed fields highlighted in blue (for updates).

You can sort the table by clicking any column header.

Downloading the Validation Error Report

If any rows failed validation, a Download Error Report button appears in the review screen alongside the Import button. Click it to save a CSV file of every invalid row together with the specific errors that blocked each one. The file is named student-import-validation-errors.csv (or import-validation-errors.csv for workforce organizations) and contains:

• Row — the row number in your original file.
• Email, Name, and (for school organizations) Grade — the values from your file, so you can locate each row quickly.
• Errors — every validation issue for that row, joined with semicolons (for example, “CounselorEmail not found; Grade out of range; Email already in file”).

Use this report as your worksheet: open it alongside your original import file, fix each flagged row, save the updated file, and re-upload it. The system re-validates fresh on every upload — no state carries over between attempts.

Handling Column Mapping

If your file uses column headers that the system does not recognize, a column mapping panel appears between the summary cards and the data table.

• Each unrecognized column is shown with a dropdown menu listing the available system fields.
• The system automatically suggests matches based on similar names — check that the suggestions are correct.
• Once you have mapped the columns, click Save Mappings & Re-validate. The system saves your mappings and re-checks the entire file with the new column assignments.

Missing required columns: If your file is missing one or more required columns entirely, a red error banner will appear listing the missing columns. You must either map unrecognized columns to the required fields or update your file and re-upload it.

Step 3: Import

1. After reviewing the validation results, click the Import N Row(s) button to begin the import. Only valid rows with actual changes are imported — invalid rows and unchanged matches are automatically excluded.
2. A progress bar shows real-time progress as records are created and updated.
3. When the import is complete, you will see the results screen with four summary cards:
   • Created — new student records that were successfully created.
   • Updated — existing student records that were successfully updated.
   • Skipped — rows excluded because there were no changes.
   • Failed — rows that encountered an error during import.

If any rows failed, a table will display the row number, email, name, and specific error for each. These failures are a different class of problem than validation errors — the rows passed validation, but the system could not save them. Import-time errors usually indicate data conflicts (for example, another admin editing the same record at the same time, or a constraint violation from live data) and typically need investigation rather than a simple file fix. If you see many failures, note the row details from the table and contact your system administrator.

Click Import More Students to start a new import, or use the back arrow to return to the people table for the selected organization.

Tips for Successful Imports

7. Managing Login Associations

Every person record in Career Bridge can be linked to a login account (the username and password they use to sign in). The Login Association feature lets you view, add, or change which login account is linked to a person. This is useful when:

• A person was added to the system but has not been linked to a login account yet.
• A person needs to be moved to a different login account (for example, if they created a new account and the old one should no longer be used).
• You need to verify which login account a person is currently using.

Accessing Login Association

1. Open the Edit Person modal by clicking the pencil icon for any person in the people table.
2. In the modal footer, click the key icon button (labeled “Manage Login Association”).
3. The Login Association section expands within the modal, showing the person’s current login information and controls for making changes.

Viewing the Current Login

The Current Login area displays the login account currently linked to this person:

• The account’s email address (in bold) and full name.
• An Active (green) or Inactive (yellow) status badge indicating whether the login account is enabled.
• If no login is associated, the message “No login associated” is shown instead.

Adding a Login (No Existing Login)

If the person does not currently have a login account linked:

1. In the Map To New Account section, use the search box to find the target login account by email, name, or username. You can also click the dropdown arrow to browse all available accounts.
2. Click the account you want to link. A confirmation card appears showing the selected account’s email, name, and status. Click the × button to deselect if needed.
3. Click the Add Login button.
4. A confirmation dialog will appear. Click OK to proceed.
5. The login is linked and the Current Login display updates to show the new association.

Replacing an Existing Login

If the person already has a login account and you need to switch it to a different one:

1. Search for and select the new target account in the Map To New Account section (same as above).
2. Optionally check the Deactivate current login checkbox. When checked, the old login account will be disabled after the transfer, preventing anyone from using it to sign in. Leave it unchecked if the old account should remain active (for example, if it is shared or still needed by others).
3. Click the Add Login button.
4. A confirmation dialog will appear showing the change: FROM (old account email) → TO (new account email). If you checked the deactivate option, the dialog will note that the old account will be deactivated.
5. Click OK to proceed. The login is transferred and the display updates.

After Applying a Change

After a login association is added or replaced:

• A status message confirms the result (e.g., “Login remapped successfully”).
• The Current Login display refreshes to show the new association.
• The user search list updates to exclude the newly linked account (since it is now in use).
• The people table in the background reloads to reflect any changes.

8. My Account

Click My Account in the sidebar to view and manage your personal profile.

Viewing Your Profile

Your account page displays your current information including your name, username, email address, and phone number.

Editing Your Profile

1. Click the Edit button to switch to edit mode.
2. Update your information as needed:
   • First Name and Last Name
   • Username — Must be 3–50 characters, using only letters, numbers, underscores, or hyphens. The system validates uniqueness in real time.
   • Email (optional) — Must be a valid email format if provided. The system checks for duplicates in real time.
   • Phone Number (optional) — US phone format.
3. Click Save to apply your changes, or Cancel to discard them.

9. WTB Admin Features

User Selection When Adding a Person

WTB Admins see an additional Select User dropdown when adding a new person. This allows you to:

• Browse and select from all existing system users.
• When you select a user from the dropdown, their email is automatically populated in the email field.
• This links the new person record to an existing user account in the system.

Regular Org Admins do not see this dropdown and instead enter the email address manually.

Creating Root Organizations

When creating a new organization, WTB Admins have an additional option in the Parent Organization dropdown:

• “No Parent (Root Organization)” — Select this to create a new top-level organization that is not nested under any parent.
• When creating a root organization, the Organization Type dropdown shows parent-level types instead of child types.

Regular Org Admins can only create organizations nested under their existing accessible organizations.

10. Tips & Best Practices

• Set up your organization structure first. Create all parent and child organizations before adding people. This ensures you can assign people to the correct organization from the start.
• Add counselors before students. Counselors need to exist in an organization before they can be assigned to students.
• Reassign before deactivating or deleting counselors. Use the Reassign Counselor feature to transfer students and tasks to another counselor before removing or deactivating one. Deleting a counselor with assigned students is blocked by the system.
• Use the search bar for large organizations. If your organization tree is extensive, the search filter saves time finding specific organizations.
• Check email addresses carefully. The system validates email format, but typos in valid-looking emails (e.g., jsmith@gmial.com) cannot be caught automatically.
• Watch for confirmation dialogs. Destructive actions like deleting organizations or people always require confirmation. Read the dialog message carefully, especially when it mentions associated tasks or students.
• Use the collapsible sidebar. Click the hamburger menu to collapse the sidebar and give yourself more workspace, especially when working with the people table.
• Use bulk import for large groups. Instead of adding students one by one, use the Import Students feature to onboard many students at once. Always download the template first to ensure your columns are correct.
• Verify CounselorEmail in import files. The most common import error is a CounselorEmail that does not match an active counselor in the organization. Double-check counselor emails before uploading.
• Select the right organization before importing. Imports are scoped to the organization selected in the tree. Verify you have the correct organization selected before starting an import.
• Understand login replacement scope. When replacing a login association, the change applies to all person records linked to the old login across all organizations — not just the person you are viewing. Verify you intend this before proceeding.