Coordinator Portal
Coordinator Manual
Your complete guide to program-wide oversight — managing students, companies, proposals, announcements, and compliance reporting.
9 ModulesBase Path: /coordinator
Your role in INTRAK
Program Oversight
Monitor all students, instructors, and company placements across the program.
Company Management
Maintain partner company records, MOA agreements, supervisor accounts, and internship capacity.
Announcements
Create and publish announcements to students, instructors, and partners.
Final Decisions
Make final decisions on company proposals forwarded by instructors.
Module Guide
Program Dashboard
High-level program metrics and quick access to all key coordinator functions.
/coordinator/dashboard
Program Metrics
Total students, placements, pending reviews, and compliance rates.
Quick Access
Direct links to students, documents, companies, and announcement tools.
Alerts
Flag items requiring immediate coordinator attention.
Module Guide
Student Management
Monitor all student records, assign or reassign instructors, batch-assign, and track progress across the program.
/coordinator/students
Student list
View every student in the program with search, filters, and sorting.
All Students
View all students enrolled in the program — not limited to assigned instructors.
Instructor Assignment
Assign or reassign instructors to students where authorized.
Progress Tracking
Monitor document completion, placement status, and attendance compliance.
Intervention
Identify students needing support or action based on compliance indicators.
Assigning an instructor
1
Find the student in the list
2
Click Assign next to the student
3
Select an instructor from the dropdown
4
Confirm the assignment
Unassigning an instructor
1
Find the student
2
Click Unassign
3
Confirm the removal
Quick Assign All (batch)
Batch-assign all currently unassigned students to an instructor in one action.
1
Click Quick Assign All at the top of the student list
2
This selects all currently unassigned students automatically
3
Choose an instructor in the mass-assign modal
4
Confirm to assign all selected students at once
Quick Assign All only targets students who are currently unassigned. Students already assigned to an instructor are not affected.
Viewing student details
Click the view (eye) icon on any student to open their details panel.
1
Click the view (eye) icon on a student row
2
A details panel opens showing the student's profile information
3
Company Assignment — select a company from the dropdown and click Save Changes to assign or reassign
4
Scroll down to the Partnership Documents section to view all documents tied to the student's partnership
Company Assignment
Use the dropdown to assign a partner company to the student, then click Save Changes.
Partnership Documents
View all partnership-related documents submitted by or for the student.
Module Guide
Document Review
Centralized document review with final decision authority across all students.
/coordinator/documents
Reviewing documents
1
Access the centralized document queue for all students
2
Review submissions and apply final decision where needed
3
Approve, reject, or request resubmission with clear remarks
As coordinator, you have final review authority. Your decisions override instructor-level decisions where applicable.
Module Guide
Company Management
Maintain partner companies, manage internship capacity, upload and review MOAs, and create supervisor accounts.
/coordinator/companies
Partner companies overview
Browse partner company records with search and filters.
Partner Companies
Full list of registered partner companies available for student placement.
Capacity Tracking
Monitor slot availability and current intern assignments per company.
Company Records
Edit and maintain company information and partnership context.
Adding a company
1
Click Add Company
2
Fill in company details:
Name, Address, Contact Person, Email, Phone
3
Select Company Type (Public or Private)
4
Set Working Days and Maximum Slots for intern capacity
5
Optionally link the company to an approved company proposal
6
Submit to create the company record
Editing a company
1
Click Edit on a company card
2
Update any fields as needed
3
Click Save Changes
Deleting a company
1
Click Delete on a company card
2
Type the company name exactly in the confirmation field to confirm deletion
3
Click Confirm to permanently remove the company
Deleting a company is permanent. You must type the company name exactly to confirm. This safeguard prevents accidental deletions.
Managing MOA (Memorandum of Agreement)
Upload, review, approve, or reject MOA documents for partner companies.
Uploading a MOA
1
Click the MOA action on a company card
2
Fill in the MOA Title and Description
3
Select the Student and Company associated with the agreement
4
Upload the MOA file (PDF or document)
5
Click Submit to save the MOA
Reviewing a MOA
1
View all MOAs for a company from the company detail view
2
Preview — opens the document inline for viewing, or click to download
3
Approve the MOA to confirm the agreement
4
Reject the MOA — provide reasons for the rejection
5
Download the MOA file for offline records
You can view all MOAs per company from the company detail view. Each MOA shows its current status (Pending, Approved, or Rejected).
Creating a Supervisor Account
Create an industry partner (supervisor) account directly from a company card.
1
On a company card, click Create Supervisor Account
2
Fill in the supervisor's details (name, email, contact information)
3
Click Submit — the supervisor receives an email with their temporary password
4
A success confirmation is displayed confirming the account was created
The supervisor will receive an email with login credentials. They can change their temporary password after first login from their Settings page.
Module Guide
Company Proposals
Make final decisions on non-listed company proposals forwarded by instructors.
/coordinator/company-proposals
Your decision role
Proposals reach you only after an instructor has forwarded them. You make the final decision.
Approve
Accept the proposed company — it may be added to the partner list.
Request External Approval
Mark as pending additional institutional or external sign-off.
Reject
Reject the proposal with remarks explaining the decision.
Final status values you set
UNDER_COORDINATOR_REVIEW
PENDING_EXTERNAL_APPROVAL
APPROVED
REJECTED
Module Guide
Program Announcements
Create and publish announcements to specific user groups across the program.
/coordinator/announcements
Creating an announcement
1
Go to /coordinator/announcements and click Create
2
Write your announcement Title and Content
3
Select Audience: All, Students, Coordinators, Instructors, or Partners
4
Choose Type: Info, Warning, Success, or Urgent
5
Optionally toggle Pin to keep the announcement at the top
6
Submit — recipients receive notifications instantly
Pinned Announcements
Pinned items appear at the top of student and instructor dashboards.
Audience Targeting
Target all users or specific roles for focused communication.
Manage Posts
Edit, delete, or refresh the list of existing announcements.
Stats
View total announcements, pinned count, this week's count, and average views.
Module Guide
Partnership Messages
Communicate with students and instructors about partnership assistance through threaded conversations.
/coordinator/messages
Conversation list
View all partnership-related conversations with students and instructors.
Conversations
Browse the list of ongoing partnership conversations sorted by most recent activity.
Role Badges
Each message displays a role badge (Student, Instructor, Coordinator) for clear identification.
Auto-Update
Conversations refresh automatically and mark as read when selected.
Using messages
1
Go to /coordinator/messages from the sidebar
2
View the list of student conversations on the left panel
3
Click a conversation to open the thread view
4
Read the message history — each message shows a role badge (Student, Instructor, Coordinator)
5
Type your reply in the message input and click Send
6
Conversations auto-update and mark as read when you open them
Messages are used for partnership assistance conversations. This is the same messaging flow available to instructors — all participants in a partnership thread can see the full conversation.
Module Guide
Program Reports
Generate program-wide operational reports and compliance exports.
/coordinator/reports
Program Overview
Total placements, pending documents, and completion rates across all students.
Compliance Reports
Identify students with incomplete or rejected required documents.
Attendance Summary
Aggregate attendance and hours data across the program.
Export
Download reports in available formats for institutional submission.
Module Guide
Notifications
/coordinator/notifications
Proposal Forwards
When an instructor forwards a company proposal for your review.
Escalations
Issues escalated by instructors requiring coordinator attention.
Document Actions
Updates on document review activity across the program.
Account
Settings & Preferences
/coordinator/settings
Profile
Update personal and contact details
Password & 2FA
Update password and manage two-factor authentication
Appearance
Theme and display preferences
Notification Preferences
Control which alerts you receive
Help
Troubleshooting Guide
Common coordinator issues and resolution steps.
!
A student is not appearing in my student listCheck if the student is enrolled and their account is active
Verify the student has been assigned to an instructor in your program
!
I cannot see forwarded proposalsCheck that the instructor has actually forwarded (not just reviewed) the proposal
The status must be FORWARDED_TO_COORDINATOR for it to appear in your queue
!
Report export is not workingCheck your browser permissions for file downloads
Try a different browser or contact the Admin team
!
Supervisor did not receive their account emailVerify the email address entered when creating the supervisor account
Ask the supervisor to check their spam/junk folder
Contact the Admin team if the email needs to be resent
!
MOA upload is failingEnsure the file is a supported format (PDF or document)
Check that the file size is within the allowed limit
Try refreshing the page and re-uploading
Escalation path
1
Try the troubleshooting steps above
2
Escalate to the Admin / Technical Team directly