Step 0: Purchasing and Distributing Student Access Passes

Depending on our agreement with the University there are several different ways of paying for student accounts. We keep track of paid students using the Access Pass system. There are two steps to using Access Passes.

  1. Purchasing an Access Pass
  2. Distributing Access Passes to Students.

Purchasing Access Passes

There are three methods to purchasing Access Codes for Trainees:

  • University / Organization Invoice: Coordinator/Staff may retain Access Passes in their account to be distributed to students. At the end of each month or mutually agreed date, Supervision Assist will check for redeemed student accounts. An Invoice will be sent out and the University will have 30 days to pay an invoice.
  • Trainee Pay: The Coordinator will send invitations to Supervision Assist to trainees. Supervision Assist will collect credit card and/or check payments directly from trainees.
  • Bookstore: The Coordinator will send invitations to Supervision Assist to trainees. Trainees will purchase an Access Pass Code from the bookstore.

University / Organization Invoice

Coordinators can purchase access codes for distribution to their trainees using the following steps:

  1. On the top of the page click Organization.


  2. Click Access Passes from the dropdown.


  3. In the "Purchase Access Codes" section enter the amount of access passes needed for purchase.
    1. If these codes are to be distributed outside of Supervision Assist (For example given to a bookstore), select the "Reserve codes for external distribution" checkbox.
    2. If you are handing the codes out within choose your payment method (Stripe or Request Invoice).

  1. Select your Payment Option
    1. Proceed to Checkout: Used if you wish to purchase codes directly with a credit card. You will be redirected to a secure Stripe checkout page, where you can review the selected access pass(es) quantities, enter payment information, and submit the payment.
    2. Request Invoice: This will add access passes to your account, and send a message to Supervision Assist billing to follow up with your billing department. The "Invoice Request" modal will show an estimated cost for your purchase.

  1. Distribute Passes using one of the following methods.
    1. Email Invitation
      1. In the main menu, click People and select Trainees.
      2. Select the Invited Trainees tab, and click Invite Users. 
      3. Enter their e-mail addresses, one per line.

      4. (optional) Assign a training plan and Faculty Supervisor


    2. Sign Up Link
      1. In the main menu, click People and select Trainees.
      2. Select the Invite Link Tab, and click Create. 
      3. Enter a name for the Link: (i.e. Spring Practicum 2026)
      4. Set an expiration for this invitation link.
      5. (optional) Assign a training plan and Faculty Supervisor

Distributing Passes to Trainee's who have already created an account.

Trainees with a red lockbox next to their name currently have a limited account. You may distribute access codes directly to one or more trainees via the Group Actions dropdown. 

Note: Trainees with a yellow hourglass icon are those whose full access accounts have expired, and it is recommended they be moved to the Past Trainees list by updating their status to "inactive" or "graduated" if applicable.

  1. Select the checkbox next to trainees with a limited account (Tip: Use a quick filter to only show limited accounts).
  2. Select Group Action and then Distribute Access Codes.
  3. Click Distribute.
  4. An access pass code is then automatically claimed on behalf of each selected trainee, and their accounts immediately updated to allow access to all features in Supervision Assist.

Trainee Pay

If Trainee's will be purchasing their own Access codes they will follow this process:

  1. Trainees will join Supervision Assist using an e-mail invitation or sign up link.
    1. Email Invitation
      1. In the main menu, click People and select Trainees.
      2. Select the Invited Trainees tab, and click Invite Users. 
      3. Enter their e-mail addresses, one per line.
      4. (optional) Assign a training plan and Faculty Supervisor
    2. Sign Up Link
      1. In the main menu, click People and select Trainees.
      2. Select the Invite Link Tab, and click Create. 
      3. Enter a name for the Link: (i.e. Spring Practicum 2026)
      4. Set an expiration for this invitation link.
      5. (optional) Assign a training plan and Faculty Supervisor

c. Trainees can register their Supervision Assist accounts with a limited account.

To unlock all features, students will be prompted to purchase an Access Pass.

Distributing Access Passes

Bookstore Access Passes

Bookstore purchases of Access Passes are usually completed between Supervision Assist and the bookstore. If you wish to sell codes in this manner, please send a message to the bookstore manager and Supervision Assist at billing@supervisionassist.com. They will arrange to have codes provided to student's for redemption.

  1. Trainee will join Supervision Assist using an e-mail invitation or sign up link from their school.
  2. Trainee can register their Supervision Assist accounts without making up-front payments. Upon registration, their accounts are "limited" . To unlock all features, students will be prompted to purchase an Access Pass or redeem an access pass code.
  3. Trainee will enter the Access Pass Code they purchased from their bookstore.

Related Articles