Compliance Dashboard — Help
Counselor Magazine
How to use your Compliance Dashboard
Everything your organization needs to set training requirements, watch them land, and prove it later, to keep track of your clinical staff’s licenses and certifications, and to keep health checks and records on file — in seven tabs, in plain language. Nothing here needs a manual.
2. Overview — what needs you today
3. People — your roster
4. One person’s record
5. Training — set a requirement once
6. Credentials — licenses and certifications
7. Health & records — the requirements that are not training
8. The compliance board and the audit file
9. Account managers
10. What your staff see
11. Light or dark
12. When something looks wrong
Start here
The seven tabs
The dashboard is divided into seven tabs across the top. Each one answers a different question, so you are never scrolling past things you did not come for.
| Tab | What it answers |
|---|---|
| Overview | Where does my organization stand, and who needs me today? |
| People | Who is on my roster, and how far has each of them got? |
| Training | What must my staff complete, and by when? |
| Credentials | Are my clinical staff’s licenses and certifications current? |
| Health & records | Are health checks, exclusion checks and the papers I keep on file up to date? |
| Compliance board | Everyone against every requirement in one grid — and the audit file. |
| Help | This guide, plus the way to reach a person at CCAPP. |
Your work is saved as you go. Moving between tabs never loses anything.
Tab one
Overview — what needs you today
The first thing you see is a single number: the share of required courses your whole roster has finished. Beside it are the three counts that explain it, and under those, how each of your requirements is tracking.
Sierra Vista Recovery Center CCAPP Program Member
47 of 96 required courses finished.
4 more are awaiting confirmation.
Needs your attention 4 people
Remind everyone →Recent activity
- Joanna Reyes finished Trauma-Informed Care Sep 15, 2026
- Marisol Vega finished Mandated Reporting Sep 14, 2026
- Kwame Osei was invited to the roster Sep 12, 2026
- Darnell Pruitt finished Naloxone Use and Opioid Overdose Response Sep 11, 2026
- 12 courses assigned to Rebecca StroudSep 9, 2026
Quick actions
+ Add an employeeAssign a courseDownload audit CSVYour next renewal is Mar 14, 2027. Everyone on the roster must finish their annual compliance courses before then.
The Overview tab. The ring is your organization’s compliance in one number; the three cards break it down; the bars show each requirement separately.
Needs your attention
This is the part worth reading every time. It lists up to five people who are actually stuck, ranked by how badly — never in alphabetical order. Each row says what is wrong in a sentence, and gives you the one button that fixes it.
Needs your attention 4 people
Remind everyone →The list is ranked, not alphabetical: people who have never signed in come first, then overdue, then stalled, then finished-but-unconfirmed. When there is nothing wrong the whole block is replaced by a single line saying so.
Someone who was invited and never accepted comes first, because nothing else can happen until they do. The outlined button is the one that emails them.
“Awaiting WebcastCloud” is not an error It means the person finished the course and we are waiting for the training platform to confirm the result. It usually clears on its own within a day, and nobody is marked late while a course is waiting on confirmation.
When there is nothing wrong, this whole block is replaced by one line telling you so. An empty list is good news, and the dashboard says it in words rather than leaving you to interpret a blank space.
Tab two
People — your roster
Everyone you have added, with a small progress ring for each so you can see at a glance who is moving and who is not. Type in the search box to narrow by name or email, or use the chips to show only the people who need attention, the ones in progress, or the ones still sitting on an invitation.
People
Each row carries a ring, a count, a status and a way in. The outlined button opens that person’s record.
What the statuses mean
- On track — everything assigned is finished or comfortably ahead of its due date.
- In progress — started, not finished, nothing overdue yet.
- Overdue — at least one course is past its due date.
- Not started — courses are assigned and waiting, and none has been opened.
- Invited — emailed, but they have not accepted yet, so they have no account and no access. Their courses are already waiting and start the moment they accept.
Adding a whole team at once Adding people one at a time is fine for one person. For a group, use the spreadsheet upload on this tab — download the template, fill one row per person, and everyone is invited in a single step. Nothing is sent until you have seen the preview.
Tab two, one level down
One person’s record
View record opens everything about one member of staff on a single page — every course, where each one stands, and a dated history of what has happened. This is the page to open before a supervision meeting, or when somebody asks why they are being reminded about a course they believe they finished.
Courses 8 of 12 done
| Course | Status | Progress | Assigned | Due | Finished |
|---|---|---|---|---|---|
| Mandated Reporting | Done | 100% | Jan 8 | Mar 14, 2027 | Sep 14, 2026 |
| Trauma-Informed Care | Done | 100% | Jan 8 | Mar 14, 2027 | Aug 30, 2026 |
| Naloxone Use and Opioid Overdose Response | Done | 100% | Jan 8 | Mar 14, 2027 | Aug 21, 2026 |
| Co-Occurring Disorders Essentials (TIP 42) | Done | 100% | Jan 8 | Mar 14, 2027 | Aug 12, 2026 |
| Fire Safety and Response | Awaiting confirmation | 100% | Jan 8 | Mar 14, 2027 | — |
| Infection Prevention and Control | Awaiting confirmation | 100% | Jan 8 | Mar 14, 2027 | — |
| Suicide Risk Prevention | In progress | 60% | Jan 8 | Mar 14, 2027 | — |
| Emergency Management Plan | Not started | — | Sep 3 | Oct 3, 2026 | — |
Showing 8 of 12. Show all
Progress
History
- Finished Mandated ReportingSep 14, 2026
- 12 courses assigned — Annual complianceSep 3, 2026
- Finished Trauma-Informed CareAug 30, 2026
- Finished Naloxone Use and Opioid Overdose ResponseAug 21, 2026
- Joined the rosterJan 8, 2026
A full record: status, roster date, whether they are credentialed and when they last signed in, then every course and a dated history.
The four facts across the top
- Status — whether they are an employee you added, or an individual CCAPP member who has connected their own account to your organization.
- On the roster since — the date you added them. Every “within 30 days of joining” requirement counts from here, per person.
- Credentialed — whether they hold a credential with CCAPP or another board. This decides which courses they may be assigned: courses carrying CE credit are only open to credentialed staff with an individual membership. Courses written for clinicians carry CE; facility-staff training (fire safety, infection control, mandated reporting, naloxone and the like) is completion only and can be assigned to anyone. In the course list, CE courses are marked CE: credentialed members only.
- Last signed in — the honest answer to “have they even looked at it?”
From here you can assign a single course to just this person, or send them a reminder, without going back to a list and finding them again.
Tab three
Training — set a requirement once
A timeblock is a training requirement in plain terms: these courses, for these people, by this date. You set it once and the hub does the rest — it grants the access, sends the reminders, and stops the moment somebody finishes.
Training
Your timeblocks
| Annual compliance | 4 courses · by Mar 14, 2027 (renews annually) · all staff | Edit |
| New hire | 1 course · within 30 days of joining the roster · all staff | Edit |
Assign a single course
One person, one course, one due date — for the exception rather than the rule.
Your existing requirements, each summarised in a line. The outlined button starts a new one.
Step 1 — name it and pick the courses
Give it a name your team already uses. “Annual compliance” and “New hire” are the two most programs need. Then tick the courses.
Add a timeblock
Courses in this timeblock
Every course is tagged with its channel. Filter to your program's list so the catalog never looks doubled.
Every course is tagged with its channel. The outlined filter shows only your program’s list, so the catalog never looks doubled.
Two libraries, clearly marked Every course carries a tag — CCAPP SUD or NBHAP Mental Health. Some titles appear in both because both boards require them. Filter to your own channel and the list stops looking duplicated.
Step 2 — say when, and who
Add a timeblock
When must they finish?
Who does it cover?
Create timeblock
Creating this assigns the courses automatically so nobody is ever nagged about a course they cannot open, reminds each person at 14, 7 and 3 days out and on the due day, and stops the moment a course is completed.
Two kinds of deadline and two kinds of coverage. The outlined tick is what makes a requirement renew each year.
- By a set date is for annual requirements. Tick renews annually and next year starts clean on its own — you do not have to remember to rebuild it.
- Within 30 days of joining is for orientation. Every new hire gets their own clock, counted from their own start date.
- All staff — current and future means anyone you add later is covered automatically, without you going back to add them.
- Only the people I pick is for requirements that apply to one group — clinical staff, house managers, whoever.
You can change any of this later. Edit a timeblock’s courses, its dates or who it covers whenever things shift, and the assignments follow.
Outside trainings
Trainings done somewhere other than the CE Hub — first aid and CPR, ASAM criteria, the MATE Act training, program orientation and the like — go in a timeblock next to its courses. Tick them under Outside trainings when you add or edit the timeblock. They take the timeblock’s due date, and you record when each person did them (and the card’s expiration date, for CPR) on that person’s record.
Assigning one course to one person
Underneath the timeblocks there is a short form for the exception: one person, one course, one due date. Use it when somebody needs something the rest of the team does not.
Tab four
Credentials — licenses and certifications
The Credentials tab is the credentialing half of your Compliance Dashboard. It tracks the licenses, registrations and certifications your clinical staff hold, read from the public records of the agencies that issue them — CCAPP and the California Department of Consumer Affairs — through the CCAPP Data Hub. You never type a credential level: when someone advances, the new credential shows up for you to confirm.
Credentials
| Person | Credentials | Status |
|---|---|---|
| Terrence Boyd |
| Expired Sep 27, 2026 |
| Marisol Vega |
| Expires in 40 days |
| Anh Lieu | 1 possible match found by name | 1 possible match |
Who counts as credentialed
Anyone who holds a license, registration or certification — counselors, clinicians, nurses, prescribers. Mark them when you add them on the People tab, from their record, or with Mark credentialed & look up at the bottom of the Credentials tab. Non-clinical staff need nothing here. Marking someone credentialed has the same effect as choosing it when you add them: a person who has not accepted their invitation yet is set up as an individual member when they accept.
Linking a credential: by number, or by confirming a match
By number Open the person’s record, type their license or certification number under Credentials and press Look up. A credential found by its number is linked right away — a number is proof.
By name The hub also searches each credentialed person’s name. Two people can share a name, so anything found that way waits for you: press Yes, this is … if it is your person, or Not … if it is someone else. You only do this once per credential, and a credential you set aside is not suggested again.
People often hold more than one credential with different agencies — an LCSW who also holds a CCAPP SUD credential, for example. Each one is listed separately, with its own agency, number and expiration date.
What the statuses mean
| Status | What it means |
|---|---|
| Current | Every credential on file is current. |
| Expires in N days | A credential expires within 90 days. It is still current; renewals due within 30 days also appear in Needs your attention. |
| Expired | The expiration date on the agency’s record has passed. |
| Check status | The agency’s status for the credential includes a word such as probation, suspended, revoked, surrendered, delinquent, inactive, canceled, denied or lapsed. Read the agency’s record before acting. |
| Not active | The agency lists the credential as not active. |
| Confirm match | A credential was found by name and is waiting for you to confirm it. |
| Not found yet | Nothing was found under the person’s name. Records are often under a legal or earlier name — enter their number instead. |
Expired or flagged credentials go to the top of Needs your attention on both the Credentials tab and the Overview, above overdue training.
Keeping it current
Every linked credential is re-read from its agency each week. Each credentialed person’s name is searched again every month, so a new or higher credential shows up for you to confirm. If you have just marked several people, Look up N not checked yet at the top of the tab checks them five at a time; the hub also finishes them on its own within a few hours.
The audit file
Download as CSV (for audits) gives you one row per credential: the person, the credential, the agency, the number, the agency’s own status, the expiration date, how it was linked, and when it was last checked. People marked credentialed with nothing linked appear too, so an auditor sees the gap.
Where the information comes from
Credential records are public information published by the agencies that issue them, so your staff do not need to approve this. Only medical, substance use disorder and behavioral health credentials are shown; memberships and unrelated licenses are left out.
Tab five
Health & records — the requirements that are not training
Some requirements are not courses at all: a TB test, a monthly exclusion check, a malpractice certificate, a signed attestation. The Health & records tab keeps them, in two sections: Health (TB clearance) and Checks and records (exclusion checks, background, identifiers, insurance, and the papers you keep on file).
Turn on what your program tracks
Nothing is tracked until you turn it on. Open an item, tick Track this for my program, and choose who it applies to: all staff, credentialed staff, or only the people you pick (for example, DEA registration for prescribers). Each item shows how often it renews and where it is checked.
Record each person’s date
Open the person’s record and find the Health & records card. Press Record next to an item and enter the date it was done. For a card or document that expires (CPR, DEA, malpractice insurance), also enter its expiration date. You can attach the document — a PDF, JPG or PNG up to 5 MB. Recording again later keeps the earlier entries as history; Remove the latest entry undoes a mistake.
Your documents stay private
Documents are stored inside the dashboard, not on a public web address. Only your organization’s Voting Representative and account managers, and CCAPP staff, can open them.
What the statuses mean
| Status | What it means |
|---|---|
| Current | Recorded, and still within its renewal period or expiration date. |
| On file | A one-time item that has been recorded. |
| Due in N days | It renews soon (within 30 days; within 7 days for monthly checks). |
| Due since / Expired | The renewal date or the expiration date has passed. |
| Not on file | Nothing has been recorded for this person yet. |
Anyone with an item due since, expired or not on file appears in Needs your attention on this tab and on the Overview, and every item has its own column on the Compliance board and in the audit file.
Tab six
The compliance board and the audit file
Staff down the side, each requirement across the top. Every cell tells you the one thing you need: finished, how many days are left, or how many days it is overdue. The name column stays put as you scroll sideways, so you always know whose row you are reading.
Compliance board
| Staff | Ethics & Boundaries | Confidentiality & 42 CFR | Trauma-Informed Care | Mandated Reporting | Program Orientation |
|---|---|---|---|---|---|
| Marisol Vega | Done | Done | Done | Done | Done |
| Joanna Reyes | Done | Done | Done | Done | Done |
| Darnell Pruitt | Done | 3d left | Done | Done | Done |
| Priya Raghunathan | Done | Done | Done | due Mar 14 | Done |
| Anh Lieu | 5d overdue | Done | Done | Done | Done |
| Terrence Boyd | Done | Done | 5d overdue | due Mar 14 | Done |
| Rebecca Stroud | due Mar 14 | due Mar 14 | due Mar 14 | due Mar 14 | 3d left |
| Kwame Osei | due Mar 14 | due Mar 14 | due Mar 14 | due Mar 14 | due Mar 14 |
Done completed and passed3d left due soon5d overdue past the deadlineA plain date has not been started.
The whole picture in one grid. The outlined button is the audit export.
- Done means completed and passed — not opened, not attempted.
- Amber appears seven days out, while a problem is still fixable.
- Red says exactly how far past due, so you know who to talk to first.
- A plain date has not been started yet.
When somebody asks for proof
Download as CSV (for audits) gives you every staff member against every requirement, with the email address the screen does not show, and with the status spelled out rather than color-coded — Completed, or OVERDUE (was due 2027-03-14) with the date written into the cell so nothing has to be cross-referenced. The filename carries your organization and the date it was pulled, so the file still explains itself a year later.
Transcript (PDF), at the top of a person’s record, downloads their official CE Hub transcript marked EMPLOYER COPY with your organization’s name. It lists only courses they completed and passed, each with its start and finish date and time, the totals by credit type (completion-only courses show their hours, never as CE credit), and the CCAPP and NBHAP CE provider numbers. A QR code and link on every page let a board or auditor confirm it at counselormagazine.com/ce-hub/transcripts/. The button appears once the person has a site account.
Sharing the load
Account managers
You do not have to be the only person who can do this. Account managers can do everything you can — add staff, assign training, open anyone’s record and pull the audit file. Your own access is unchanged, and you are emailed whenever a manager changes the manager list, so oversight never costs you speed.
Account managers
Managers can do everything you can — add staff, assign training, open anyone's record and pull the audit file. Your own access is unchanged, and you are emailed whenever a manager changes this list.
| Name | Status | Added | ||
|---|---|---|---|---|
| Joanna Reyes | jreyes@sierravista.example | Active | Jan 8, 2026 | Remove |
| Elena Rossi | erossi@sierravista.example | Invited | Aug 26, 2026 | Resend invitation |
Managers are invited by email like anyone else.
The other side
What your staff see
It helps to know what you are asking people to do. Their side is one list: what they have been given, what state it is in, and a button that opens it. Reminders point straight here. Above that list sits Required training: everything your timeblocks ask of them, in one table with one row per course. Each row shows the earliest due date, the timeblocks that require it (only the ones that person is in), and whether they have started. A course that more than one timeblock requires is listed once, and finishing it once counts for every timeblock.
My courses
| Course | Status | Progress / credits | Date |
|---|---|---|---|
| Emergency Management Plan assigned by Sierra Vista Recovery Center | To do | — | due Oct 3, 2026 |
| Suicide Risk Prevention | In progress | 60% | due Mar 14, 2027 |
| Mandated Reporting | Done | 2 CE | Sep 14, 2026 |
| Trauma-Informed Care | Done | 2 CE | Aug 30, 2026 |
A staff member’s own view. The outlined filters are how they find what is still outstanding.
People who hold their own CCAPP individual membership keep control of it. They accept your connection, they can disconnect at any time, and removing someone from your dashboard never touches their own courses or certificates.
Comfort
Light or dark
The sun and moon in the top bar switch the whole hub between light and dark. The choice is saved to your account rather than to the browser, so it follows you to any computer or phone you sign in on.
Sierra Vista Recovery Center CCAPP Program Member
47 of 96 required courses finished.
4 more are awaiting confirmation.
Needs your attention 4 people
Remind everyone →Recent activity
- Joanna Reyes finished Trauma-Informed Care Sep 15, 2026
- Marisol Vega finished Mandated Reporting Sep 14, 2026
- Kwame Osei was invited to the roster Sep 12, 2026
- Darnell Pruitt finished Naloxone Use and Opioid Overdose Response Sep 11, 2026
- 12 courses assigned to Rebecca StroudSep 9, 2026
Quick actions
+ Add an employeeAssign a courseDownload audit CSVYour next renewal is Mar 14, 2027. Everyone on the roster must finish their annual compliance courses before then.
The same Overview tab in dark. Nothing moves and nothing is hidden — only the colors change.
If something looks wrong
When something looks wrong
Course progress is not live
Progress is pulled from the platforms that host the training — WebcastCloud and Intuto — and your program membership comes from Certemy, so none of it is live to the second. Every screen that shows this information carries a Last updated line giving the exact date and time for each source, in your own time zone. A time shown in amber is older than usual, so act on it carefully. If somebody tells you they finished a course this morning, believe them and check again tomorrow.
A course would not assign
Courses that carry CE credit can only be assigned to credentialed staff who hold a CCAPP individual membership. If an assignment is refused, the reason says so by name. Mark the person as credentialed staff, or ask CCAPP for a CE-access exception on that person.
Ask us anything
The Support tab opens a ticket that a real person at CCAPP answers — including requests for courses we do not carry yet. Every request is read.
Every dashboard panel on this page is a working simulation built for this guide, drawn with the product’s own stylesheet. The layouts, labels, status wording and behavior are the real product; the organization, the people and all course data are invented, because we do not show one program another program’s information.