SHCA

Total Students

Active records

Programs

Current programs

Total Hours Completed

Across all students

Average Completion

Program average

Grade Snapshot

Theory Grade Categories

Enrollment by Program

Enrollment by Campus

Student Overview

Photo	ID	Name	Program	Campus	Completed	Remaining	%	Phase

Quick Actions

Needs Attention

Students below 70% completion

Profile Photo Approvals

Student-submitted profile photos are stored privately in Supabase and stay pending until approved by Admin/Staff.

Select a student

Theory & Practical AveragesSchool-wide averages, filters, and incomplete chapter tests ▼

Monthly practical worksheet grades are recorded automatically after the month closes: Full Time = 1 point per approved box out of 100; Part Time = 2 points per approved box out of 50.

Theory Average

Practical Average

Students Below 70% Theory

Students Below 70% Practical

Student	ID	Program	Campus	Theory Avg.	Practical Avg.	Current Worksheet	Theory Entries	Uncompleted Chapter Tests

Theory Chapter Test TemplatesManage the chapter lists assigned to each program ▼

Save chapter test titles by program, then assign the full template to every student in that program. Tests not yet completed stay highlighted in red on both the admin grade page and the student portal.

Program Saved Template Template Name

Chapter Test Titles

Theory Make-Up SettingsControl what students can request and the messages they see ▼

Request Rules

Enable Make-Up RequestsAllow students to submit Theory make-up test requests. Completed ChaptersAllow a retake request when the chapter already has a grade. Incomplete ChaptersAllow a request when the chapter has not been completed yet. Require a ReasonStudents must enter a note before submitting.

Student Messages

Instructions above the request form Confirmation after submission

Admin Review Message

Instructions shown above the Admin request queue

Chapter Choices: Students only see chapters assigned through Theory Chapter Test Templates. You do not have to maintain a second chapter list.

Theory Make-Up Test Requests 0 Review student make-up requests here. ▼

Theory Grade LedgerEnter chapter test grades and see what each student has left ▼

Assigned chapter tests stay red until a grade is entered. Enter scores directly here.

Legacy Practical Grades · Before PortalPractical grades earned before the portal▼

Use this only for practical grades earned before the portal was in use. These grades count toward the student's Practical Average but do not create or alter a worksheet.

Student Date Grade / Score Points Possible Grade Name Notes

Legacy Practical Grades Entered

Practical Worksheet Center

Approvals and student worksheets stay front-and-center. Template building and setup tools are still here, but tucked away until you need them.

ALL FEATURES RETAINED

Practical Worksheet Bank

Save reusable practical worksheet templates, assign each template to an hour bracket, and automatically assign the correct worksheet to students on the first day of each month.

AUTOMATION

Template Name Minimum Hours Maximum Hours Program Versions Description

Smart Task Builder

Type one service/task per line. Put a quantity first if you want multiples. End a task with DA to make it distance work with photo upload.

100 FT / 50 PT

How it builds: quantities are expanded into individual boxes. If your entries total less than 100, the portal evenly repeats your entered tasks until Full Time reaches exactly 100. Part Time is automatically generated as an evenly distributed 50-task version.

Full Time Preview · 100 Tasks

You can still edit, reorder, remove, or add individual boxes after building.

Saved Templates

Templates are matched by student completed hours on the first day of each month.

Student Worksheets

Choose a student and month, then work from one focused worksheet. Pending approvals stay directly below.

DAILY WORKSPACE

Worksheet Rules & Scoring

Selecting Full Time automatically gives 100 boxes. Selecting Part Time automatically gives 50 boxes. Full Time boxes are 1 point each; Part Time boxes are 2 points each. To allow remote/distance signing for an individual box, include the word DISTANCE in that task title. All other boxes require manual instructor-code signing.

Pending Worksheet Approvals 0

DISTANCE tasks submitted from student practical worksheets appear here until you approve or reject them.

Waiting to sync…

SETUP & AUTOMATION

Worksheet Automation

Automatically create a new worksheet for enrolled students on the first day of each month. The portal checks this whenever the administrator opens or updates the portal.

Monthly Auto Assignment Applies To

This Month

Checking…

Student

Month

Approved

Final Monthly Grade

Not Finalized

Remaining

Practical Checkoff

Each approval requires a valid instructor code. Students automatically see this worksheet and its progress in their portal.

Worksheet File

Upload Monthly Worksheet

Current File

PDF or image files under 3 MB are recommended.

Templates & Bulk Assignment

Save all individually edited task names as a reusable Full Time or Part Time template, then apply it to several students at once.

Template Name Template Track Saved Template Assignment Month

Worksheet History

Monthly and hourly milestone worksheets created automatically will appear here.

Task Bank

Paste tasks one per line or upload a CSV/TXT file. The portal can disperse these topics throughout the current worksheet boxes.

Bank Name Program Track Upload Tasks

Topics / Tasks

Hourly Worksheet Automation

Choose a student and set the hour increment that automatically creates their next practical worksheet.

Per Student

Student Hourly Worksheet Automation Hour Increment Next Worksheet At

Example: 250 creates a new worksheet at the student's next 250-hour milestone and every 250 hours after that.

Use Only for Legacy or Emergency Hours

This portal Time Clock is the primary source for current student hours. Use this page only for:

Starting/legacy hours from before the portal
Emergency spreadsheet hours if the portal/time clock is temporarily unavailable
Corrective imports approved by Administration

Do not upload the same hours here if they already exist in Portal-Tracked Hours. Doing so can double-count student time.

Legacy / Emergency Hours Import

Legacy / Emergency Import: Upload a supported hours CSV when importing historical hours or when the portal was temporarily unavailable. Imported hours remain in the separate Legacy / Emergency bucket so they are distinguishable from Portal Time Clock hours. Duplicate files are blocked.

Choose a legacy/emergency CSV. Preview it before importing.

Imported Name	Hours	Matched Student	New Total

Interventions

Intervention settings are managed in the Intervention Center.

Attendance / Absence & Tardy History

Permanent attendance log for this student.

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Date Status Arrival Time Note

Date	Status	Arrival	Note	Updated By

Global Hours Reset

This permanently resets Starting Hours and Homebase Hours to zero for every student. Student profiles and other data remain.

Starting Hours Reset

This changes only the students’ Starting Hours field. It does not delete approved Portal Time Clock hours, approved Distance Hours, attendance history, or audit records.

This is a high-impact action. A snapshot will be created first and the reset will be written to Audit & Recovery.

Emergency Spreadsheet Format

If the portal is ever down and you temporarily track time in Excel, upload it here when service is restored.

Daily rows rebuild directly from student punch records.

Student ID	Student Name	Hours	Date	Note
COS-001	Student Name	6.50	2026-08-09	Emergency manual time

Imported hours are added to the Legacy / Emergency Hours bucket, not to Portal-Tracked Hours. This keeps the source of time visible.

Hours Reporting Center

Build daily, weekly, monthly, hourly-detail, or custom reports with running cumulative totals.

State Board Record Format

Report Type Scope Campus Student Start Date End Date

Students

Period Hours

0.00

Theory

0.00

Clinic

0.00

Approved On-Campus

0.00

Approved Distance

0.00

Cumulative totals include the student's recorded Starting/Legacy hours plus approved portal and distance hours through each report date. Keep source records for audit/inspection.

Student Financials

Total Program Charges

Payments Recorded

Outstanding Total Due

Monthly Tuition Due Now

Legacy + payment plans due through today

Monthly Tuition Policy

Controls monthly due dates, automatic late fees, and the optional financial Clock In restriction.

Automatically calculate daily late fees Daily Late Fee Monthly Payment Due Day Grace Period Through Day Require Staff/Admin code for Clock In when past due Apply Clock In Restriction After Day

With the default policy, monthly tuition is due on the 1st. Beginning on the 6th, a past-due account accrues $10 per calendar day. If Clock In restriction is enabled, a student still past due after the 10th must have a Staff/Admin code manually entered to Clock In.

Select a student

Program Total Overage Fee Per Hour

CONTRACT END DATE

All hours earned after this contract end date will be charged at the hourly overage rate entered above.

Hours Earned After Contract End

Program Total

Payments

Remaining Balance

Total Due + Fees

Financial Agreement / Monthly Payment Plan

Build the student's payment agreement from the total tuition, down payment, and number of monthly payments.

No Agreement

Use a monthly financial agreement for this student

Agreement Type

Total Agreement Amount Down Payment Required Down Payment Due Date Number of Monthly Payments First Monthly Payment Due Calculated Monthly Payment Financial Standing Apply automatic daily late-fee policy to this student Apply financial Clock In restriction to this student Agreement Notes

Agreement History

No payment agreement forms created yet.

Due Through Today

Paid Through Today

Past Due

Automatic Late Fees

#	Payment	Due Date	Amount	Status

Late Fees

Late fees are added separately. They do not reduce, replace, or change the Program Total.

Date Late Fee Amount Description

Date	Description	Late Fee

Total Late Fees: $0.00

Add Payment

Date Amount Description

Include account details and remaining balance on receipt

Date	Description	Payment	Balance After Payment

Messaging Center

Send school-wide announcements, private student messages, and reusable custom group messages.

New Announcement

Title

Announcement Audience

Program Campus Track Saved Group Enrollment Status Combination

Audience preview will appear here.

Message Allow Reactions Require student to click “Yes, I Understand”

New announcements automatically block Clock In until acknowledged. Turn this on when you want the stronger “Yes, I Understand” confirmation.

Text Announcement opens your device's messaging app using student phone numbers on file. Automatic background SMS sent from a school email requires a dedicated texting service/API.

Announcement History

Time Approvals Needed

Only timecards that truly need your review appear here. Review the punches, approve the calculated time, or open the Timecard Editor to make a correction.

0 NEED APPROVAL

Showing: All Campuses

Front Desk Clock

Use the rotating QR, the 4-digit PIN kiosk, or both. Choose the active method under Time Clock Settings.

—

Campus

Click Start / Refresh QR. This line will confirm whether Supabase created the rotating token.

4-Digit PIN KioskStudents use the same 4-digit code as their Student Portal.

Currently Clocked In

Live campus status. Students on break remain clocked in to the day but are not earning time during the break.

Campus Date

Daily Hours & Exceptions

A clean daily view of student timecards. Anything requiring review is highlighted and can be approved or opened in the Timecard Editor.

Student	Status	Clock In	Clock Out	Day Total	Theory	Clinic	Actions

Timecard Editor

Open any student and date to add, correct, void, or completely rebuild their time punches. All changes keep an audit trail.

ADMIN TIME TOOLS

Student Date

Clock Verification Photos

Private photos captured by the PIN kiosk for clock verification.

PRIVATE STORAGE

Campus Date Student

Daily Report Archive

Permanent nightly snapshots stored directly in Supabase. This archive runs independently of Netlify and does not require email delivery.

SUPABASE ARCHIVE

Automatic: each campus's prior day is finalized after midnight. Archived data remains in Supabase even if the portal website is temporarily unavailable.

Campus Start Date End Date

Archived Reports

Archived Hours

0.00

Theory Hours

0.00

Clinic Hours

0.00

On-Campus Hours

0.00

Distance Hours

0.00

Finalize / Regenerate a Date

Use this if you need today's snapshot early or you corrected a historical timecard after the automatic archive ran.

Campus Report Date

Archived Daily Report

Student	ID	Program	Clock In	Clock Out	On-Campus	Theory	Clinic	Distance	Daily Total	Cumulative	Status

Theory & Clinic Hour Allocation

Set one or more Theory periods for each campus. A student's approved clock time inside those periods becomes Theory; all other approved on-campus time becomes Clinic.

CAMPUS SCHEDULE

Example: Florence periods of 9:00 AM–11:00 AM and 3:00 PM–4:00 PM allocate those overlapping clocked hours to Theory. Breaks never count, and a student can be excluded below.

Campus Day Starts Ends Effective From Effective Through (optional) Label Period is active

Students Included

Theory allocation is on by default. Turn it off for any student who should keep all approved on-campus hours as Clinic.

Time Clock Rules

These rules are saved by campus. Breaks are optional and unlimited. Break time is deducted by the exact minute and is never rounded.

Campus QR Rotation Earliest Clock In Latest Clock Out Max Daily Hours Rounding

Rounding applies only to each clocked-in session's outside start/end. Breaks are always deducted using their exact actual minutes.

Rounding Direction Automatic Close Time Automatically close forgotten punches and flag for approval Require front-desk QR for Start Break / Return From Break Time Clock Enabled

Front Desk Clock Method

QR / PIN / BOTH

Keep the rotating QR, use the shared iPad PIN kiosk, or allow both. Both methods feed the exact same Time Clock records.

Clock Method Require verification photo in PIN Kiosk Photo Timing

Clock photos are stored privately in Supabase Storage and are separate from the student's profile photo.

Clock In / Out Reminder

Optional message shown immediately after a successful Clock In or Clock Out. You can also require a Yes/No response.

Reminder Enabled Show Reminder Require Yes / No Answer Yes Button Text No Button Text

Reminder Message

Distance Work Assignments

Create assignments, set the hours each assignment is worth, and choose who receives it.

Archived Distance Assignments

Archived assignments are removed from student portals but kept here until you restore or permanently delete them.

Distance Work Submissions

Review submitted distance assignments and apply approved Distance Hours.

Distance Hours Ledger

Approved distance hours are tracked separately from regular/Homebase hours.

Approved Distance Hours

Pending Submissions

Students with Distance Hours

Student	ID	Program	Campus	Distance Hours

Audit & Recovery

Review sensitive changes, archived time records, and daily backups without changing the normal portal workflow.

Date/Time	Student	Category	Action	Changed By	Reason	Details

Archived / Voided Time Records

Voided punches stay here for history. They do not count toward student hours.

Daily Snapshots

A lightweight daily backup of the important portal state. Use Restore only if you truly need to roll back.

Admin Sidebar & Page Visibility

Hide admin sections you do not use and rearrange the sidebar. Hidden sections keep all of their data and can be restored anytime.

Dashboard, Time Clock, and Admin Settings stay available so you cannot accidentally hide critical controls or miss a time approval.

Admin Settings

Current PasswordNew Password

Shared Portal Data

Use this once to send the existing Admin data on this device to the shared portal.

Portal Designer

Control student dashboard layout, box sizes, spacing, page width, and default appearance. Drag module rows below to change their order.

Student Dashboard Width Space Between Boxes Box Corners Default Student Theme Default Highlight Color Workspace Density

Module size: Full = full row, Half = two side-by-side, Third = three side-by-side. Mobile view automatically stacks everything full-width.

Student Welcome Pop-Up

Show an optional quote, reminder, announcement, or encouragement when students sign in.

Enabled

Heading Font Background Color Text Color Accent Color Show once per sign-in Quote / Message Optional Photo

Student Dashboard Module Order

Set the order students see their dashboard modules. Students cannot rearrange these modules themselves.

CIT Student Portal Access

Controls extra tools shown only to students whose Program is CIT. This does not give them Admin or Staff permissions.

Enable CIT Center Show CIT Tasks Allow CITs to mark their tasks completed Show CIT Resources Show Expected Schedule Calendar CIT Resources / Instructions

Starting Classes / Cohorts

Create starting-class groups such as “Cosmo 2025” or “Cosmo Jan 2026.” Cohorts can be used for student profiles, welcome messages, messaging groups, and Distance Education targeting.

Cohort Name Campus Program

Cohort Roster & Research

Originally Started

Still Enrolled

Completed

Withdrawn

Leave of Absence

Retention

—

Completion Rate

—

Avg. Hours Earned

Historical view: “Originally Started” includes every student who has ever been assigned to this cohort. Their historical cohort membership is retained even if they later complete, withdraw, go on leave, or are moved out of the active class list.

Everyone in This Starting Class

This includes current and historical members of the cohort.

Student	Status	Enrollment Date	Exit / Completion	Hours Earned	Program	Campus

Student Header Messages

Set one fun message for everyone, or give an individual student their own message.

Message for Everyone

Campus Campus Message

Starting Class / Cohort Cohort Message

Individual Student Personalized Message

Message priority: Individual Student → Cohort → Campus → Everyone. The most specific saved message is what the student sees on their portal and after Clock In.

Preview Student View

Preview exactly how the student dashboard is arranged and which modules are visible.

Student

Appointment Request Phone Routing

Set the phone number used for appointment requests for each campus.

Campus Phone Number

Absent / Late Phone Routing

Set the phone number used for absent/late notices for each campus.

Campus Phone Number

Portal Sign-In Page Designer

Customize the public portal sign-in screen without changing Supabase.

Portal Title Subtitle Student Tab Text Staff Tab Text Administrator Tab Text Footer / Tagline Font Card Position Card Color Text Color Button / Accent Color Button Text Color Solid Background Color Background Overlay Background Type Photo URL Video URL Upload Single Photo Upload Video Upload Rotating Background Photos

School Communication Settings

School Email Default Text Signature

Instructor Approval Codes

Each instructor should have a private code. The instructor's name and approval time are saved with every task.

Instructor Name Approval Code

School Closure Dates

Needs Attention Rules

Theory below %Threshold Practical below %Threshold Attendance below %Threshold Absences in 30 daysThreshold Tardies in 30 daysThreshold Hours behind paceThreshold Missing theory chaptersThreshold Overdue distance workThreshold Financial balance aboveThreshold $

Student Portal

Student Sign In

Front Desk Time Clock

Staff Sign In

Administrator Sign In

Daily Attendance

Rotating QR

Shoals Hair Co. Academy

New Message

Student Intervention Notice

Today's Punches

Attendance Summary

Time Log

Attendance History

My CIT Tasks

CIT Resources

Practical Checkoff Progress

Request a Theory Make-Up Test

Recent Grades

Monthly Payment Agreement

Contract & Overage

Recent Payments

Recent Late Fees

My Requests

My Rewards

Digital Forms

Dashboard

Grade Snapshot

Theory Grade Categories

Enrollment by Program

Enrollment by Campus

Student Overview

Quick Actions

Needs Attention

Add / Manage Student Intervention

Intervention Center

Profile Photo Approvals

Select a student

Expected Weekly Schedule + Graduation Estimate

Hour Milestones

Withdrawal / Refund Worksheet

Official Documents

Official Transcript

Student ID Card

Transcript Program Hour Breakdown

Student Record File

Practical Worksheet Center

Practical Worksheet Bank

Saved Templates

Student Worksheets

Pending Worksheet Approvals 0

Practical Checkoff

Hourly Worksheet Automation

Use Only for Legacy or Emergency Hours

Legacy / Emergency Hours Import

Theory Chapter Ledger

Interventions

Attendance / Absence & Tardy History

Global Hours Reset

Starting Hours Reset

Emergency Spreadsheet Format

Hours Reporting Center

Student Financials

Monthly Tuition Policy

Select a student

Financial Agreement / Monthly Payment Plan

Agreement History

Late Fees

Add Payment

Messaging Center

New Announcement

Announcement History

Send Private Message

Sent Messages

Live Group Chats

Create Custom Group

Saved Groups

Student Services

Availability & Policies

Services & Prices