Trainer Onboarding

Trainer onboarding is a 5-stage wizard — two stages more than auditor onboarding. The extras exist because trainers are responsible for verifying the team's knowledge base, which gates the Review Knowledge Base stage for every koder and auditor on the team.

How the Wizard Works

The wizard opens in a modal from the Trainer Dashboard — click Start Onboarding or Resume Onboarding on the team's row in the Onboarding Teams section. A sidebar on the left lists all five stages with the team name as the title, and the main pane shows the active stage.

Stages unlock in order — each one stays locked until you've met its prerequisites. The final submit button is labeled "Complete Onboarding" (rather than "Next" like the auditor wizard). Your progress saves automatically; you can close the modal and return any time.

When you finish all five stages and head back to the Trainer Dashboard, you'll see a confetti burst — the platform celebrating the milestone with you.

The five stages

#	Sidebar label	What you do
1	Access	Complete the access tasks the Klient needs you to do; review Resource Links
2	Access Review	Meet with Koder Services to verify your access
3	Review Knowledge Base	Read every knowledge base document for the team
4	Code Charts	Attest that you've coded enough charts to understand the team's coding requirements
5	Verify Knowledge Base	Attest that the knowledge base is current and ready for koders and auditors

Stage 1: Access

The Access stage has two parts: the Tasks list and Resource Links.

Tasks

A list of access setup tasks assigned to you. The header shows a status tag like "3/5 Completed" that updates as you check tasks off.

• Check each task as you complete it
• Some tasks may be blocked by prerequisite tasks (yours or your Onboarding Leader's) — those stay disabled until the prerequisite is done
• If the team has no member tasks for you, you'll see "No access tasks required for this team."

Resource Links

Links the Klient has shared (system URLs, reference docs, etc.). If none are set up, you'll see "No resource links available."

Footer messages on Stage 1

Two specific waiting-state messages can appear in the wizard footer:

• Waiting on the Onboarding Leader (admin tasks): "Your tasks are complete — waiting on your Onboarding Leader to finish setting up your access."
• Waiting on Koder Services to advance you: "You're all set for now! We'll let you know when it's time to confirm access."

Important: Koder Services advances you, not the Next button

Even after you check off every task (yours and the Onboarding Leader's), the Access → Access Review transition is owned by Koder Services. The wizard's Next button won't move you on Stage 1 — KS reviews the tasks (which can change throughout onboarding) and then advances you. The "You're all set for now!" footer message is your signal that you're waiting on KS.

Stage 2: Access Review

Schedule a meeting with Koder Services to confirm your access is working end-to-end.

Meeting Requirements

Before scheduling, make sure you:

• Have completed all of your access tasks
• Are using a desktop computer and can share your screen
• Have 30 uninterrupted minutes available
• Have your mobile device available for two-factor codes

The meeting can't be taken on a mobile device — if you join from one, you'll need to reschedule.

The scheduling flow

1. Schedule Your Meeting — click the button to open Calendly inline and pick a time
2. Meeting Requested — transient state after the Calendly popup closes, while we wait for the webhook
3. Meeting Scheduled — once the webhook arrives, you'll see the appointment time + a Reschedule link
4. Access Confirmed — after the meeting, Koder Services confirms your access. The whole stage swaps to an "Access Confirmed" card reading "Your system access has been verified."

Can't find a time?

If the Calendly slots don't work for you, the page shows: "Can't find a time that works? Contact us at support@kodehealth.com".

When scheduling is unavailable

If Koder Services isn't set up to take bookings for your Klient, the schedule button is replaced by a warning message: "Scheduling is currently unavailable. Please contact your Koder Services representative."

Stage 3: Review Knowledge Base

Read every knowledge base document for the team. Your job here is to read with a quality lens — what you mark Reviewed in this stage is the same content you'll attest is current in Stage 5.

Layout

A document list alongside an inline preview pane. The header shows a status tag like "2/4 Reviewed" that flips to a "done" state when you finish reviewing everything.

Reviewing a document

1. Click a document in the left list to load it into the preview pane
2. Read it inline (or click the download icon in the preview header if your browser can't render it — you'll see a "You'll need to download the file to review this document" placeholder)
3. Click "I've Reviewed this Document" above the preview
4. The button flips to a "Reviewed" badge with a check — click it again to undo if you marked it by mistake

When you've reviewed every document, the wizard's Next button enables and moves you to Code Charts.

Stage 3 lock

Stage 3 stays locked until Koder Services confirms your access (note: stricter than the auditor wizard, which unlocks Stage 3 once your meeting is just scheduled).

Empty states

• No documents on the team: "No knowledge base documents available for this team. Click Next to continue." — Next is enabled in this case so you can move on. Stage 5 (Verify Knowledge Base) will also show no documents to attest to.
• No document selected: "Select a document to preview" in the preview pane.

How this affects auditors and koders

Auditors and koders see the team's knowledge base documents in their own Review Knowledge Base stage, but only after your trainer onboarding completes. Until then, their stage shows a placeholder: "The knowledge base for this team is being prepared. Check back soon." The sooner you finish Stages 3–5, the sooner they can move on.

Stage 4: Code Charts

A single-checkbox attestation that you've practiced enough coding on this team's charts to understand the requirements.

The header reads Coding Understanding with the description: "Verify your understanding by coding a few charts, then confirm completion."

The attestation

There is one checkbox:

"I have coded charts and understand the requirements for this team."

The wizard doesn't make you actually code charts here — you can practice on your active teams later via Practice Logging on the Trainer Dashboard, or in the chart playground. Check the box once you're confident you understand the team's coding patterns.

Stage 4 lock

Locked until you've reviewed all knowledge base documents in Stage 3 (or there are no documents on the team and you've clicked Next through Stage 3).

Stage 5: Verify Knowledge Base

The trainer-specific gate. Attest that the knowledge base is current and ready for koders and auditors to use during their onboarding.

The attestation

A single checkbox covers every document at once:

"There are no further updates needed to the Knowledge Base for this team. Approving the knowledge base will allow koders and auditors to begin their onboarding."

Below the checkbox you'll see each document listed with its name and "Last Updated: MM/DD/YYYY" date — visual confirmation of what you're approving.

This is not per-document approval — checking the box approves everything on the team. If any document needs updates, don't check the box. Work with your platform manager to update it, then come back.

Why this is a gate

Your Verify Knowledge Base attestation is what flips the team into the "ready" state for downstream onboarding. Until you complete this stage, auditors and koders see the "knowledge base is being prepared" placeholder on their Review Knowledge Base stage and can't move on. The faster you finish, the faster they finish.

Stage 5 lock

Locked until you've checked the Code Charts attestation in Stage 4.

What Happens After

Once you complete all five stages, your trainer onboarding is done. You'll be able to:

• Conduct Check for Understanding meetings with koders and auditors who you'll then approve from your Trainer Dashboard
• Use Practice Logging on your active teams in the chart playground
• Unblock downstream onboarding — your Verify Knowledge Base attestation lets every koder and auditor on the team move past their own Review Knowledge Base stage

Tips

• Wait on the footer signals — Stage 1's "You're all set for now!" and "waiting on your Onboarding Leader" messages are how you know your work is in someone else's court
• Don't rush the KB review — what you mark Reviewed in Stage 3 is the same content you attest is current in Stage 5
• Actually code charts — Stage 4 is an attestation, but practicing on the team's real chart playground (post-onboarding via Practice Logging) makes you a better trainer
• Hold the line on Stage 5 — if any document is out of date, don't approve. Get the updates in first, then attest
• Progress saves automatically — close the modal any time and pick back up from the Trainer Dashboard

Common Questions

Q: Why does trainer onboarding have more stages than auditor onboarding?

Trainers have two extra responsibilities: attesting to their own hands-on coding understanding (Stage 4), and approving the knowledge base on behalf of every koder and auditor on the team (Stage 5). These ensure trainers are fully prepared to evaluate others.

Q: What if I find issues with knowledge base documents?

Don't check the verification box on Stage 5. Work with your platform manager to update the affected documents, then come back and verify once they're current.

Q: Does my KB verification expire?

No — once verified, the knowledge base stays approved. If documents change later, your team's process determines whether a fresh verification cycle is needed.

Q: How does my onboarding affect koders and auditors?

Until you complete Stage 5, auditors and koders on the team see a "being prepared" placeholder on their Review Knowledge Base stage and can't move on. The sooner you finish, the sooner the rest of the team finishes.

Q: I finished my access tasks but Stage 2 is still locked. What gives?

Koder Services has to advance you from Access → Access Review — the wizard's Next button doesn't move you on Stage 1. The "You're all set for now!" footer message tells you you're done with your part. KS will move you (and Stage 2 will unlock) once they've reviewed.

Q: Can I be a trainer for multiple teams?

Yes. Each team has its own independent trainer onboarding wizard, opened from its card on the Trainer Dashboard. You go through the full 5-stage process for each one.