INTRAK is the Internship and OJT Tracking and Management System. This manual covers every feature, workflow, and setting available to all five user roles — students, instructors, coordinators, industry partners, and administrators.
What INTRAK Does
Documents
Submit, review, and track required internship documents by phase.
Company Placement
Browse, apply, and track student placement at partner companies.
Attendance
Log and verify daily attendance with total hours tracking.
Evaluations
Partners submit evaluations; students view their performance results.
Reports
Compliance and operational reporting at instructor and coordinator level.
Notifications
Role-based alerts for all workflow actions and announcements.
Authentication
Access & Login
All users access INTRAK through the same login page. The system automatically routes you to the correct portal based on your assigned role.
Login Process
1
Open the official INTRAK system URL in your browser
2
Enter your registered email address and password
3
If Two-Factor Authentication is enabled, enter the one-time code sent to your email, or use a backup code
4
The system redirects you to your role-specific dashboard automatically
Public Authentication Routes
/login
/forgot-password
/reset-password
/verify-email
Password Recovery
1
Go to /forgot-password and submit your registered email
2
Check your inbox (including spam folder) for the reset link
3
Follow the link to /reset-password and set a new password
If you do not receive the reset email after a few minutes, check your spam folder, then contact your instructor or admin.
Interface
Navigation & Interface
All role portals share the same layout pattern — a sidebar navigation, header shortcuts, and a responsive main content area.
Common Interface Elements
Sidebar Navigation
Role-specific module links organized into groups. Highlights the active section.
Header
Notifications icon with unread indicator, profile/settings access, and logout.
Notification Panel
Slide-out panel with all system and workflow alerts. Click to jump to related module.
Theme Toggle
Light, dark, or system mode — configured under Settings → Appearance.
Session Protection
Automatic logout after inactivity. Role-based route guards prevent unauthorized access.
Maintenance Mode
When enabled by Admin, non-admin users see a maintenance page instead of the portal.
Permissions
Role Access Matrix
INTRAK has five user roles. Each role has a dedicated base path and a specific set of modules accessible to that role only.
After placement, students log attendance and industry partners verify hours and submit evaluations.
1
Student logs attendance entry (manual entry or QR-supported method)
Student
2
Industry Partner reviews and verifies or rejects the attendance entry
Industry Partner
3
Industry Partner submits a structured performance evaluation with ratings and comments
Industry Partner
4
Student views evaluation results in their Evaluations module
Student
Attendance and Evaluation modules are only accessible after a student has an approved placement with a company and supervisor assigned.
Portal Guide
Student Portal
Student
Submit documents, apply to companies, log attendance, and view your evaluations.
Base path: /student · 9 modules available
The Student Portal is your primary workspace throughout the internship program. Every document you submit, every application you make, and every attendance entry you log is managed here.
Dashboard
Your dashboard gives you an instant overview of where you are in the internship program. Path:/student/dashboard
Progress Summary
See your current internship stage and overall completion indicators.
Document Status
Quick view of pending, approved, and rejected documents needing action.
Company Context
Your assigned company and supervisor once placement is confirmed.
Announcements
Latest announcements published by your coordinator.
Check your dashboard at the start of every session. Pending document actions and new announcements appear here first.
Documents
The Documents module is where you submit all required internship requirements. Path:/student/documents
Submitting a Document
1
Go to /student/documents and view your requirement checklist by phase
2
Click the document item you need to submit
3
Upload a file (verify type and size) or fill out the structured form if required
4
Submit — status changes to PENDING and your reviewer is notified
Document Statuses
PENDING— submitted, awaiting review
APPROVED— accepted, no action needed
REJECTED— read remarks and correct
RESUBMISSION_REQUESTED— correction required
Dynamic Document Forms
Some documents require filling an online form instead of uploading a file. Navigate to /student/documents/form/:type, fill in all fields, preview the generated document, then submit directly into the review workflow.
Templates
Path:/student/templates Download official document templates published by authorized personnel. Always use the latest template version — using outdated templates may result in document rejection. Download the template, fill it in, then upload the completed file under Documents.
Companies
Browse and apply to available partner companies for your internship placement. Path:/student/companies
1
Browse available partner companies and review details and available slots
2
Click Apply on your preferred company and confirm
3
Monitor your application status from the same page
Application Statuses
PENDING— awaiting review
APPROVED— placement confirmed
REJECTED
WITHDRAWN— cancelled by you
If your preferred company is not listed, use Partnership Assistance to propose it before applying.
Partnership Assistance
Propose a company that is not yet listed as a partner. Your proposal will go through instructor and coordinator review. Path:/student/partnership-assistance
1
Fill in the company proposal details and upload supporting documents (e.g., company profile, MOA)
2
Submit — status becomes SUBMITTED_TO_INSTRUCTOR
3
Monitor progress in the proposal timeline and respond to instructor messages
4
Once approved by coordinator, the company may be added to the partner list
Attendance
Log your daily internship attendance and track your total verified hours. Path:/student/attendance
This module is only available after you have been assigned to a company and supervisor. Check your application status if attendance is unavailable.
1
Log your attendance entry for the day (manual or QR-supported method)
2
Entry status becomes PENDING — your industry partner will verify it
3
Once verified and approved, hours are counted toward your total
You can view your full attendance log, total completed hours, verification status per entry, and export attendance records where available.
Evaluations
View the performance evaluation submitted by your industry partner supervisor. Path:/student/evaluations You will receive a notification when a new evaluation is submitted. Evaluations include criteria ratings and qualitative comments. You cannot edit evaluations — contact your instructor or coordinator if you have concerns.
Student Settings
Path:/student/settings
Profile
Update personal details and emergency contacts
Profile Photo
Upload, replace, or remove your avatar
Password
Change your password with strength guidance
Email Verification
Send or resend verification and check status
Two-Factor Authentication
Enable/disable 2FA and manage backup codes
Appearance
Light, dark, or system theme preference
Notification Preferences
Control notification channels and types
Preferences
Language, date, and time format settings
Portal Guide
Instructor Portal
Instructor
Review documents, manage applications and proposals, and monitor your assigned students.
Base path: /instructor · 7 modules available
As an instructor, you are the first reviewer in the document compliance and company proposal workflows. You are responsible for your assigned students' progress and placement readiness.
Student Documents
Path:/instructor/documents Review all document submissions from your assigned students. For every submission you can Approve, Reject, or Request Resubmission. Always include clear, actionable remarks when rejecting or requesting resubmission so students know exactly what to correct.
1
Open a PENDING document submission from your student list
2
Review the uploaded file or form content
3
Choose Approve, Reject, or Request Resubmission and add a remark
4
Submit your decision — the student is notified automatically
Company Applications
Path:/instructor/applications Review company placement applications submitted by your assigned students. Approve or reject based on eligibility and pre-deployment document completion. Once approved, the student gains access to Attendance and Evaluation modules.
Before approving a placement, ensure the student has completed all required pre-deployment documents.
Company Proposals
Path:/instructor/company-proposals You are the first reviewer for non-listed company proposals. You have three actions available:
Return for Correction
Send back to the student with remarks. Status becomes RETURNED_BY_INSTRUCTOR.
Reject
Reject the proposal outright. Status becomes REJECTED_BY_INSTRUCTOR.
Forward to Coordinator
Approve for coordinator final review. Status becomes FORWARDED_TO_COORDINATOR.
Students
Path:/instructor/students View profiles, activity timelines, document completion rates, and placement information for all students assigned to you. Use this view to monitor progress and identify students who need follow-up.
Reports
Path:/instructor/reports Generate monitoring and compliance reports for your assigned students. Available reports include attendance summaries, document completion rates, and placement status overviews. Export is available where enabled in the UI.
Portal Guide
Coordinator Portal
Coordinator
Program-wide oversight — students, companies, proposals, announcements, and reporting.
Base path: /coordinator · 8 modules available
Coordinators have the highest level of program oversight. You make final decisions on proposals, manage the partner company list, publish announcements, and generate program-wide reports.
Students
Path:/coordinator/students Monitor all students enrolled in the program — not limited to a single instructor's assignment. You can assign or reassign instructors to students, track document compliance, and identify students needing intervention.
Companies
Path:/coordinator/companies Manage the partner company records visible to students for placement applications. Track internship slot capacity and current assignments per company. Add new companies or update existing records as needed.
Company Proposals
Path:/coordinator/company-proposals You make the final decision on all company proposals forwarded by instructors. Proposals appear in your queue only after an instructor has reviewed and forwarded them.
Approve
Accept the company. May be added to the partner list for future student applications.
Pending External Approval
Mark as awaiting additional institutional or external sign-off before final decision.
Reject
Reject with remarks explaining the decision to the student and instructor.
Announcements
Path:/coordinator/announcements Create, publish, and manage program announcements targeted to specific user groups. Pinned announcements appear prominently on student and instructor dashboards.
1
Click Create and write the announcement title and body
2
Select the target audience (all users, students only, instructors, etc.)
3
Optionally pin the announcement for prominent display
Path:/coordinator/reports Generate program-wide operational reports including total placements, pending document counts, compliance rates, and aggregate attendance data. Export to available formats for institutional submission and administration.
Portal Guide
Industry Partner Portal
Industry Partner
Verify intern attendance and submit structured performance evaluations.
Base path: /industry-partner · 5 modules available
As an industry partner, you supervise interns from the institution at your company. Your two primary responsibilities are verifying their daily attendance and submitting performance evaluations.
Interns are assigned to you by the institution's coordinator. You will only see the interns under your direct supervision. Contact the coordinator if an expected intern does not appear in your portal.
Attendance Verification
Path:/industry-partner/attendance Review and verify daily attendance entries submitted by your interns. Only approved entries count toward the intern's total completed hours.
1
Open a PENDING attendance entry and review the date, time, and intern details
2
Approve if the entry is accurate, or Reject with a remark explaining why it is invalid
3
Submit your verification — the intern is notified of the result
Please verify attendance entries promptly and accurately. Delayed verification prevents interns from tracking their progress.
Evaluations
Path:/industry-partner/evaluations Submit structured performance evaluations for your assigned interns. Evaluations are visible to the intern and their instructor once submitted.
1
Go to Evaluations and select the intern to evaluate
2
Fill in ratings for each defined performance criterion
3
Add qualitative comments — be specific, professional, and constructive
4
Submit — the intern and instructor are notified immediately
Your comments are the most valuable part of the evaluation for the intern's development. Be specific about both strengths and areas for improvement.
Portal Guide
Admin Portal
Admin
Platform-level controls: users, companies, system settings, and maintenance mode.
Base path: /admin · 5 modules available
Administrators manage the platform infrastructure. Admin actions often affect all users — proceed carefully, especially for user deletion and maintenance mode.
Many admin actions are irreversible. Deleting users may remove associated records. Enabling maintenance mode immediately locks out all non-admin users.
User Management
Path:/admin/users Create, update, deactivate, and remove user accounts for all five roles. When creating a user, assign the appropriate role — the user will be redirected to the correct portal upon login.
Prefer deactivating over deleting users. Deactivation suspends access without removing any associated data or records.
Path:/admin/companies Maintain the master company database. Companies added here become available for student placement applications. Ensure all company details are accurate before saving — students rely on this information when choosing where to apply.
Admin Settings
Path:/admin/settings
System Configuration
Platform-level settings affecting all users and modules
Maintenance Mode
When enabled, non-admin users see a maintenance page — disable promptly after work
Export Settings
Export current admin configuration to a backup file
Import Settings
Restore or apply a previously exported configuration file
NAS / Storage Options
Manage infrastructure storage options where configured
Reference
Status Definitions
All statuses used across documents, company applications, and partnership proposals in INTRAK.
Document Status
PENDING— submitted, awaiting reviewer action
APPROVED— accepted
REJECTED— not accepted, read remarks
RESUBMISSION_REQUESTED— correction required before approval
Company Application Status
PENDING
APPROVED
REJECTED
WITHDRAWN— cancelled by the student
Company Proposal Status
SUBMITTED_TO_INSTRUCTOR— student submitted
RETURNED_BY_INSTRUCTOR— sent back for correction
REJECTED_BY_INSTRUCTOR
FORWARDED_TO_COORDINATOR
UNDER_COORDINATOR_REVIEW
PENDING_EXTERNAL_APPROVAL
APPROVED
REJECTED
Account Security
Security & Account Settings
INTRAK uses a multi-layer security model to protect user accounts and ensure role-based access control.
Role-based Route Protection
All portal routes are guarded — unauthorized users are redirected to login. Access and refresh token session model.
Two-Factor Authentication (2FA)
Enable/disable from account settings. Login challenge with one-time email code. Backup code generation and regeneration supported.
Email Verification
Verify your account email via token workflow. Check and manage verification status from account settings.
Profile Photo Management
Upload, replace, or remove your photo. Changes reflect across all portal header and profile panels.
Help
Troubleshooting Guide
Common issues encountered by all user roles, with step-by-step resolution guidance.
!
Cannot log in
Confirm you are entering the correct email and password
Check if your account is still active — contact your instructor or admin if unsure
Use /forgot-password to reset your password
!
Did not receive a verification or 2FA code
Check your spam or junk mail folder
Wait a moment and use the resend option
Confirm your registered email address is correct under Settings
!
Document upload or submission fails
Verify the file type and size meet the policy requirements
Check if this document type requires form-based submission instead of file upload
Try again on a stable internet connection
!
Attendance module is not available
You must have an approved placement with a company and supervisor assigned
Check your company application status — it must be APPROVED
Ask your coordinator or instructor to confirm your assignment state
!
A feature or module is not visible
Some modules are role-based and only appear for specific roles
Some modules have conditions — check your current workflow status
Verify you are logged in with the correct account and role
!
Instructor: cannot see a student's documents
Confirm the student is assigned to you under the Students module
Contact your coordinator to verify the assignment is correct
!
Industry Partner: cannot see assigned interns
Interns are assigned by the institution coordinator — contact them to verify
Confirm your account is active and you are logged in to the correct portal
Help & Escalation
Support & Escalation
When you need help resolving an issue that cannot be solved through self-service troubleshooting, follow the escalation path below.
Escalation Path
S
Student
→
I
Instructor
→
C
Coordinator
→
A
Admin / Tech Team
What to Include in a Support Request
1
Your full name and role
2
Screenshot or screen recording of the issue
3
Date and time the issue occurred
4
The module and full page URL where the issue occurred
5
What you expected to happen versus what actually occurred
The more detail you provide, the faster the issue can be diagnosed and resolved. Screenshots that clearly show the error message or unexpected behavior are especially helpful.
INTRAK User Manual · Version 2.0 · Manual 2026.03 Internship & OJT Tracking and Management System