Admin — Caliber Medical Training

Needs Attention

At a glance

Activity History

Every change to records, who made it, newest first. Permanent: nobody can edit or delete it.

From To

When	Area	Action	Detail	Who

Record Backups

An extra copy of your records, kept outside the database.

Your records live in the Caliber database. A backup downloads one file with every student, staff credential, enrollment, instructor, class and roster record, so you have an off-site copy for AHA record retention. Download one at least once a week.

This file contains students' personal information. Save it to a private, secure location such as an encrypted drive or a private cloud folder, not a shared folder, then delete it from Downloads.

Backups used to download automatically on every computer that signed in. They now download only when you click the button above.

Student Records

All certified students — click any row to view full record

Total Students

Active Certs

Expiring 90 Days

Added This Month

eCards on File

Issued from To

Show columns

Name	Email	Phone	City / State	Certification	eCard #	Instructor	Tuition	Guidelines	Date Issued	Expires	Actions
👥 No students added yet. Click "Add Student" to get started.

Add New Student

Enter student certification details below

First Name *

Last Name *

Email Address *

Phone Number

City

State

Certification Card *

Date of Issuance *

Expiration Date

AHA Compliance — Record Keeping

AHA eCard Number

Instructor Name / ID

Training Center ID

Notes (optional)

Tuition / Revenue

Amount Charged

Payment Method

Payment Status

✓

Student Added!

Record saved successfully.

Expiring Soon

Certifications expiring within 90 days, plus recently expired — color-coded by urgency

📧 Click Send Reminder to open a pre-written renewal email in your mail app. The email is addressed to that student and pre-filled with their certification details.

Urgency: 61–90 days 31–60 days ≤ 30 days Expired

Name	Email	Certification	Expires	Days Left	Reminder
✅ No certifications expiring within 90 days or recently expired.

By Certification

Student count per certification type

Staff Credentials

All instructor and clinical staff licenses — 60-day expiration alerts

Total Credentials

Active

Expiring 60 Days

Expired

🪪

No staff credentials added yet. Click "Add Credential" to get started.

Add Staff Credential

Enter staff member licensing and certification details

First Name *

Last Name *

Role / Title *

Email Address

License / Certification *

Credential Type *

License / Cert Number

Issuing Authority

Date of Issuance *

Expiration Date *

Notes (optional)

Blended Enrollments

Live online learning records — AHA audit ready

Total

Active

Completed

Pending Skills Day

Expired

Student	Email	Course	Type	Token	Enrolled	Progress	Exam	Status	Actions

Active / In Progress

Students currently working through online modules

Student	Course	Type	Enrolled	Progress	Exam	Status	Actions

Completed Students

Post-test passed — skills day issued or pending

Student	Email	Course	Type	Start Date	Completed	Exam	Skills Day	Actions

Expiring / Expired

Enrollments past or approaching 90-day access window

Student	Email	Course	Enrolled	Deadline	Days Left	Progress	Actions

Manual Enrollment

For phone, in-person, or invoiced signups — set custom start date

Returning student? Search by name, email or phone

First Name *

Last Name *

Email Address *

Phone

License / Credential #

Course *

Type *

Start Date *

💰 Payment / Finance

Amount Charged ($) *

Payment Method *

Payment Status

Reference / Note

Notes

Email access token to student on create

Blended Audit Log

Every action timestamped — CAPCE / AHA / LEMSA compliant

CE Enrollments

Standalone continuing education records (California Title 22, Chapter 3.5)

Total

Active

Completed

Revenue

CE Hrs Issued

Student	Course	CE Hrs	Type	Price	Status	Enrolled	Cert #	Actions

CE Active

Students currently in progress on CE courses

Student	Course	CE Hrs	Progress	Quiz Score	Enrolled	Actions

CE Completed

Certificates issued — ready for LEMSA submission

Student	Course	CE Hrs	Quiz Score	Completed	Cert #	CE Type	Actions

CE Manual Enrollment

Enroll a student directly — Stripe, cash, check, or waiver

First Name *

Last Name *

Email *

Phone

License / Cert #

Credential Level

CE Course *

CE Hours

Delivery Type

List Price ($)

💰 Payment / Finance

Amount Charged ($) *

Payment Method *

Payment Status

Reference / Note

Notes

CE Courses

Each course goes live only after a medical director approves it. Any change makes a new version that needs approval again; students already in a course keep the version they started.

Course	Level	Hours	Version	Status	Live version	Instructor	Format	Students	Actions

Course lessons and questions are written in Database/ce-content/ and loaded with a numbered SQL file, the same way as the blended courses.

Medical Directors

A medical director signs in at caliber-director.html and sees only what you switch on here. Nothing else: no Admin, finances, instructor data or AHA materials.

Full name *

Credentials

Medical license #

Email *

Use an email that doesn't already have a Caliber login (instructor or student).

Medical director	Approve courses	CE records	Student feedback	Name on certificates	Active	Login

CE Questions

Questions students send with "Ask the instructor". Answering within the response time in CE Settings is what lets online courses count as instructor-based (Title 22 §100100.02(a)(9)). Questions and answers are permanent records.

CE Instructors

Each instructor needs a CV or resume on file and approval by the program director and clinical director as qualified to teach their topics (Title 22 §100104(b)(2)(C), (j)). Assign instructors to courses on the CE Courses page.

Full name *

Credentials

License / cert #

Qualifications (training, experience, subject areas)

Instructor	Qualifications	CV / resume	Program director approved	Clinical director approved	Active

CE Settings

What prints on every CE certificate (Title 22 §100104(m)). Certificates print PILOT · NOT VALID FOR CE CREDIT until the provider number, address and the program director's signature are all on file.

CE provider number

Approved by

Provider address (as on the application)

Provider phone

Program director (§100104(g))

Clinical director (§100104(i))

Program clinical coordinator

Course access (days from enrollment)

Instructor response time (business days)

Program director's signature (photo or scan; printed on certificates)

CE Audit Log

Every CE action, timestamped

Revenue Overview

Every revenue source: classes, direct students, blended, CE and eCards

Period

Total Revenue

Everything recorded for this period

Net After Cost & Fees

What you keep after card costs and Stripe fees

Unpaid / Pending

Recorded but not yet collected

Revenue by year of service · click a year to view it

Revenue by source

Class Tuition

Direct Students

Blended

eCard Sales

NREMT Prep

Flashcards

Waived / Comped

Collected by instructors

Not in Caliber's total

How these numbers are counted

Revenue by course

Monthly breakdown

Blended Revenue

AHA blended learning financial detail

Total

Stripe / Online

Manual / Cash

Unpaid

Student	Course	Type	Amount	Payment	Pay Status	Date	Reference

CE Revenue

Standalone continuing education financial detail

Total

Stripe / Online

Manual / Cash

Unpaid

Student	Course	CE Hrs	Amount	Payment	Pay Status	Date	Reference

NREMT Prep

Online prep subscribers and every payment, recorded automatically from Stripe

Active subscribers

Collected this year

After refunds

Collected, all time

Subscribers

Email	Status	Plan	Access until	Signed up	Total paid

Payments · after refunds; Stripe fees not included

Date	Email	Plan	Charged	Refunded	Kept

Ad results · sales credited to the ad link the buyer tapped first (utm tags; SQL 144). Prep, Flashcards and Sim · after refunds

Ad (source · campaign · ad)	Sales	Products	Kept	Net after Stripe	Last sale

Stop the Bleed Certificates

Fill the official ACS certificate for each attendee and email it from Caliber. The ACS design is never changed: only its Name, Date, Instructor and Location blanks are filled.

Class date Format Instructor (as printed) Location (as printed)

Attendees · one per line: Full Name, email

Sent certificates

Class date	Name	Email	Format	Status	Sent

NREMT Flashcards

Flashcard accounts, subscribers and every payment, recorded automatically from Stripe

With access now

Collected this year

After refunds

Collected, all time

Opted in to emails

Only these may get marketing

Accounts · everyone who bought flashcards or signed up on the flashcard page

Email	Status	Plan	Access until	Emails OK	Signed up	Total paid

Payments · after refunds; Stripe fees not included

Date	Email	Plan	Charged	Refunded	Kept

Business Deductions

Costs of running Caliber: Tech, ads, materials, equipment, supplies, fees and more. Kept separate from the revenue totals. Repeating costs count every month (or year) until you mark them cancelled.

Year

Total deductions

Entered + automatic, selected year

This month

Entered costs charged this month

Active repeating / month

Monthly bills + yearly ÷ 12

Tech

ChatGPT, Claude, Supabase, Tiiny Host, Resend …

Automatic

Stripe fees (already recorded)

By category

Category	Entries	Total

Entries · "Counted" = what was charged in the selected year (future months are never counted)

Vendor	Category	Amount	Repeats	Started	Status	Counted

Automatic · Stripe fees are read automatically; enter eCard purchases from CPR Suppliers as deductions

Source	Items	Total

Stripe Payments

Every Stripe charge with its real fee, matched to the record it paid for. One payment = one record.

Charged

0 charges

Stripe fees

what Stripe kept

Refunded

back to buyers

You kept

after fees and refunds

Unmatched

need a record

Date	Buyer	Product	Amount	Fee	Refunded	Paid for

Export Reports

Download financial data for bookkeeping, tax records, and CAPCE reporting

All Revenue (Blended + CE)

Combined financial report — all courses, all payment methods

Blended Learning Revenue

AHA blended courses only — ACLS, PALS, BLS, ECG

CE Revenue

Standalone CE courses only — all 18 CE offerings

Unpaid / Pending Report

All records with pending or partial payment status

CE Audit Log (CAPCE/LEMSA)

Compliance audit trail — all CE actions with timestamps

Class Records

AHA course records — the roster an audit asks for

Total Classes

Draft

Awaiting Approval

Approved

Roster Entries

Class date from To

Date	Course	Type	Instructor	Location	Roster	Expected	Tuition	Status	Actions
📋 No class records yet. Click "New Class" to create one.

New Class Record

Course, date, location and instructor of record — the roster inherits all of it

Course *

Course Type

Class Date *

Guidelines Version

Instructor of Record *

Location *

Training Center ID

Training Site ID

Expected Students

Default Tuition / Student

Tuition Collected By

Notes (optional)

Class Roster

—

Aligned Instructors

Person records — credentials associate to these, classes point at them

Total Instructors

Active

Credential Lapsed

Classes Taught

Name	Email	Phone	AHA Instructor ID	Aligned	Credentials	Onboarding	Classes	Portal Login	Status	Actions
🧑‍🏫 No instructors yet. Click "Add Instructor" to get started.

Class Audit Log

Every change to a class record and roster — including after approval

Instructor Onboarding

Alignment and renewal progress. Record what you completed in person as well as what arrived online.

Instructor	Track	Progress	Waiting on you	Blocked

Instructor Notices

Messages instructors see in their portal. Recurring notices must be acknowledged again at every renewal.

Send to

Severity

Title *

Message *

Must be acknowledged

Repeats every renewal cycle

Also email this

Email subject — leave blank to use the title

Notice	Audience	Type	Acknowledged

Public Calendar

Every listing on caliber-courses.html, across all instructors and affiliates

Course	When	Where	Instructor	Seats	Status	Actions

Affiliate Listing

Courses hosted by another training center. These never enter the TS89273 roster, billing, or card pipeline.

Host organisation *

Host website

Credentialing body *

Instructor of record *

Course code *

Course title *

Tuition (USD) *

Seats *

Venue *

City *

County

Cancellation window (hours)

Card issuer attribution *

Shown on the public listing. Required — a listing cannot save without naming who issues the card.

Sessions * — one row per day

Public description

Course Registrations

Everyone registered through the public calendar. Export a roster to forward to an affiliate host.

Name	Contact	Level	Employer	Card expires	Course	Status	Actions

Instructor Applications

Submitted from the public instructor page

Received	Name	Contact	Discipline	Background	Status	Actions

eCard Pricing

What instructors pay you, and what each card costs you

Discipline	Product	You Charge	Your Cost	Margin	Active	Actions

A card priced at $0.00 cannot be sold — checkout refuses it. Margin shown here is before Stripe’s fee, which is captured per order from the actual balance transaction.

Card Orders

Instructor purchases, with true net after cost and Stripe fees

Card Revenue

Card Cost

Stripe Fees

Net Margin

Cards Sold

Date	Instructor	Items	Revenue	Cost	Stripe	Net	Status	Actions

Card Balances

Cards purchased minus cards claimed, by instructor

Instructor	Discipline	Purchased	Claimed	On Hand

Card Movements

Date	Instructor	Discipline	Change	Reason

Account Security

Two-factor authentication and password for this login

Password

Credential Documents

Uploaded by instructors for your compliance file

Instructor	Type	File	Issued	Expires	Status	Actions

Course Materials

Exams, answer keys and skills sheets. Each instructor sees only the disciplines on their record.

Discipline *

Kind *

Title *

File * (PDF, Word, Excel, image; 50 MB max)

Discipline	Kind	Title	File	Downloads	Visible	Actions

Instructor Students

Every student an instructor logs in their portal's My Students, with the instructor attached. Money here is the instructor's, not Caliber revenue.

Students

0 courses

Charged

by instructors

Collected

by instructors

Still owed

to instructors

Due to renew

next 60 days

Instructor	Student	Course	Class date	Price	Paid	Owed	Method	Expires

Instructor Resource Links

What instructors see under Resources in their portal

Order	Label	URL	Description	Active	Actions

Document Library

Upload a PDF once, map its fields once, reuse it until the form changes

Template	Version	Pages	Fields	Mapping	Status	Actions

Signature Requests

Documents out for signature and their status

Status

Request	Instructor	Signers	Status	Due	Exported	Actions