Child Parent Psychotherapy
Training and accreditation management platform
Child Parent Psychotherapy is a UCSF-affiliated organization focused on helping young children and families recover from trauma through training, clinical practice, and accreditation programs.
We built a platform that allows them to manage their training, accreditation, and participant ecosystem online, replacing spreadsheet-based workflows and enabling them to scale their programs without increasing administrative overhead.
The Challenge
The organization was managing hundreds of training participants using spreadsheets and manual coordination.
This created limitations around:
- Tracking participant progress across training programs
- Managing recurring courses and events
- Handling accreditation workflows
- Coordinating communication between trainers and participants
- Scaling training programs without increasing operational overhead
The system needed to support a complex, multi-role training environment with structured data tracking and flexible workflows.
What We Built
We built a WordPress-based platform that extends beyond a traditional website into a training and accreditation management system.
Training and event management system
We implemented a heavily customized event and course system using The Events Calendar plugin.
This system allows trainers to:
- Create and manage training courses and recurring events
- Track attendance across sessions
- Manage participant enrollment and participation data
- Monitor course progress and completion status
Participant and accreditation tracking system
We built a full tracking system for managing participants across training programs.
This includes:
- Individual participant records tied to courses and events
- Attendance tracking and progress monitoring
- Form submissions and training documentation
- Automated rostering of accredited participants
Accredited participants are automatically added to a searchable roster used by external organizations seeking certified therapists.
User roles and platform structure
The platform supports multiple user roles with distinct permissions and dashboards, including:
- Trainers
- Participants
- Administrators
Each role has access to different workflows, tools, and data views tailored to their responsibilities.
Communication and notifications system
We implemented internal communication tools for course coordination, including:
- Automated notifications for training events and updates
- Manual messaging tools for trainers and administrators
- Email-based communication workflows for participants and trainers
Data and system integrations
We integrated custom systems to support operational requirements, including:
- Custom API interactions for rostering and accreditation workflows
- UCSF-approved payment processor integration for course payments
- Data handling and normalization for training and participant records
Platform infrastructure
- WordPress
- SiteGround hosting
- Custom API integrations
- The Events Calendar (heavily customized)
Key complexity
This project required building a flexible system around evolving requirements and complex workflows.
Key challenges included:
- Highly customized event and course logic beyond standard plugin behavior
- Complex role-based access control across multiple user types
- Evolving feature requirements during development
- Complex query optimization for event and participant data
- Managing structured data across training, accreditation, and communication systems
Results
- Replaced spreadsheet-based tracking with a centralized training platform
- Enabled scalable management of training and accreditation programs
- Automated rostering of accredited participants for external discovery
- Secured additional funding for continued platform development
- Positive adoption from trainers, who are the primary operational users of the system
- Established a foundation for scaling training programs without proportional administrative growth
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