User Journey

Internal walkthrough — The Mind Psychological Services and Training. Not a public page.

This is a hands-on walkthrough of the whole app — from a patient (and a therapist) joining, through everyday use, to the account being made inactive and, months later, deleted. To get the most out of it, play all three roles yourself: admin, therapist, and patient. Log in and out of each account and follow the steps in order. You will need one account of each type; the same accounts are reused throughout. Steps are grouped by “log in as …” — when you see a new heading, switch accounts.

Tip: keep three browsers (or one normal + two private/incognito windows) open, one signed in as each role, so you don’t have to keep logging out.

0. The cast

  • Admin — your administrator login (full access; manages everything in wp-admin and the front-end “Admin Message” tools).
  • Therapist — a clinician login. We’ll create one in Part 1.
  • Patient — a client login. We’ll create one in Part 2.

(Optional: a second therapist login, if you want to try therapist-to-therapist messaging and replying to another therapist’s resource comment.)

Part 1 — A therapist joins

Do this first: a patient needs a therapist to be assigned to.

Log in as Admin — set things up (optional but recommended)

  1. Go to wp-admin → TMS Settings → Admin Messages. Under Welcome messages, type a short greeting in the therapist box and the patient box, then Save. (These are sent automatically when a new therapist is approved / a new patient is created.)
  2. (Optional) TMS Settings → Registration: if you want to require a passcode before anyone can sign up, copy/generate one here and share it with the people you’re inviting. Leave it off to keep sign-up open.
  3. (Optional) TMS Settings → Company Info: fill in the clinic name, address, email, etc. — used in emails and print views.

Act as the new therapist — register

  1. Open /register/ in a logged-out browser.
  2. At the top, set “I am a” → Therapist (the patient-privacy notes disappear).
  3. Enter a username, email and password, tick the consent box (Privacy Policy / Terms of Use / PDPA Notice), and submit. You’ll see “your therapist role request is pending admin approval.”

Log in as Admin — approve the therapist

  1. wp-admin → TMS Settings → Therapist Approvals (the menu shows a red count of pending requests).
  2. Click Approve on the new therapist’s row. Their role is upgraded, they get an approval email, and the therapist welcome message (if you set one) is sent to their inbox.

Log in as the therapist — first look around

  1. Sign in. You land on /profile/ — your clinical dashboard (it’s empty for now).
  2. Open Messages — you should see the welcome message from the clinic. Reply to it if you like.
  3. Click Edit Profile (top of the sidebar): add a photo, your occupation, department, qualifications, professional affiliations and a bio. Save. Patients will see this — along with any resource articles the clinic has published under your name — on your profile page. While you’re here, try the Change password box at the bottom (current password + a new one — you stay logged in).
  4. Browse the sidebar: Patients, Tasks, Quizzes, Messages, Resources, Help, Feedback (and the Privacy/Terms/PDPA links at the very bottom).

Part 2 — A patient joins

There are two routes — try whichever you prefer (or both, with two patient accounts).

Route A — the therapist adds the patient

  1. Logged in as the therapist: from the patient list (or the sidebar) click + Add Patient.
  2. Choose a username — tap Generate for a random patient.NNNNNN, or any non-identifying value (not their real name). Enter an email they can access, a starter password, and optionally a date of birth.
  3. Tick the consent box — you’re confirming the patient has been informed of and agrees to the Privacy Policy, Terms of Use and PDPA Notice (the same consent as on the public sign-up form). Click Create Patient.
  4. The patient is automatically assigned to you, and (if you set a patient welcome message) they receive it straight away.

Route B — the patient self-registers

  1. In a logged-out browser, open /register/. Leave “I am a” → Patient.
  2. Read the privacy notes. Tap Generate next to Username for a random patient.NNNNNN (or type your own — but not your real name or anything tied to your email). Enter an email you can access and a password.
  3. Tick the consent box and submit. (If a registration passcode is set, enter it.) Write down the username and password.
  4. Log in as Admin → wp-admin → TMS Settings → Patient Assignments → in the Unassigned Patients table, pick a therapist and click Assign. (Alternatively, the therapist can claim them from their patient list.)

Log in as the patient — first look around

  1. Sign in. You land on My Profile — it shows your assigned therapist; click View Profile to see their bio.
  2. Open Messages — the welcome message from the clinic should be there.
  3. Click Edit Profile: set a profile photo (don’t use your real photo — admins may remove accounts that do) and, optionally, your date of birth (only used for a birthday greeting). Note there’s no name, phone or bio for patients — that’s the privacy design. There’s also a Change password box (current password + new one) and, at the bottom, a Delete my account request box (you’ll use that in Part 4).

Part 3 — Everyday use

Log in as the therapist — assign work

  1. Tasks → + Create Task: give it a title, pick a category (watch the parts/questions auto-fill from the default template), select the patient, tweak parts/questions, and create.
  2. Quizzes: pick a quiz, Preview it, then Assign to patient with an assigned date and a due date. (Or assign one from the patient’s profile.)

Log in as the patient — do the work

  1. My Tasks → open the task → Fill Out a part → answer the questions → Submit Answers. (Finished tasks tuck themselves behind a “View completed” button.)
  2. Quizzes → open the assigned quiz → Start quiz → answer → Submit Answers. Your result (score + interpretation) appears immediately; you can Print it. You can’t retake it unless the therapist re-assigns it.
  3. Messages → message your therapist.
  4. Resources → open an article → try Listen, Print and 🔖 Bookmark (then check the “🔖 Bookmarked” tab) → scroll down and leave a comment (it’s anonymous — your name is never recorded).
  5. Feedback (bottom of the sidebar) → pick a type, write something, optionally attach a PNG/JPG screenshot (1 MB total max — compress first), and submit.

Log in as the therapist — review & respond

  1. On the sidebar, the Patients item (and the patient’s View button) shows a red badge — new activity. Open the patient’s profile.
  2. Review their task entries (clickable rows / View buttons, paginated; status filters above) and their quiz results (click a row for the full result page).
  3. Messages → reply to the patient. (If you have a second therapist account, message them too.)
  4. Open the resource the patient commented on → Reply to their comment. Up- or down-vote a comment.
  5. Resource articles are created by an administrator (therapists don’t have wp-admin access). To suggest one, go to Feedback → choose the Contribute a resource type (therapist-only), describe it, and attach a screenshot or image if helpful (PNG/JPG, 1 MB total — compress first). The admin sees it under Feedback.

Log in as the admin — broadcast, birthdays, feedback

  1. Messages → Admin Message tab: send a quick announcement to “Everyone” (it lands in everyone’s inbox). Then schedule one for a few minutes in the future, and try Edit / Cancel on the Scheduled list.
  2. In the same tab: turn on “Send automatic birthday messages”, write a template (use {username}), Save, then click “Run birthday check now” — anyone whose birthday is today gets it.
  3. /feedback/: you’ll see a red count on the Feedback sidebar item — open it to see the list, click a submission for the detail (submitter, role, date, email, “Message this user”). Also check wp-admin → Feedback and use the View row action.
  4. Publish a resource: wp-admin → Resources → Add New — title, body, a Featured Image, a category, and (optionally) set the Author side-box to a therapist so it appears in “Resources by …” on their profile. Then check it on /resources/.
  5. Glance at wp-admin → Messages (you can read all therapist↔patient chats) and Resources → Resource Comments (comment moderation).

Part 4 — The patient stops the service

Log in as the therapist (or admin) — make the patient inactive

  1. Open the patient’s profile. Use the Account status dropdown → Inactive. The confirmation popup explains exactly which features the patient keeps while inactive (configured at wp-admin → TMS Settings → Access Control).
  2. (Optional) From the patient’s profile or TMS Settings → Patient Assignments, Unassign / Revoke the therapist link — the patient’s data is preserved either way.

Now imagine a few months pass.

Log in as the patient — request deletion

  1. Sign in. Access is limited to whatever Access Control allows.
  2. Go to Edit Profile → scroll to the “Delete my account” box → optionally add a reason → Request account deletion (confirm the prompt). The card now shows a pending state.

Log in as the admin — delete the account

  1. Open Messages — you have a message: “Account deletion request from <username>” (plus any reason). Decide.
  2. To delete: wp-admin → Users → find the patient → Delete. When WordPress asks what to do with their content, choose “Attribute all content to <your admin account>” (not “Delete all content”), then confirm. The account is removed; their tasks/entries/quiz attempts stay on record, reattributed.

Part 5 — The therapist leaves

Log in as the admin — unassign and deactivate the therapist

  1. wp-admin → TMS Settings → Patient Assignments → in the Assigned Patients table, Revoke the leaving therapist from each of their patients (or reassign those patients to another therapist). Patient data is preserved.
  2. Set the therapist’s account to Inactive (their access is then governed by TMS Settings → Access Control). You can also revoke their therapist role from TMS Settings → Therapist Approvals → Recently Approved if you want them back to a plain account.

Again, imagine some months pass.

Log in as the therapist — request deletion

  1. Sign in (limited access). Go to Edit Profile → “Delete my account” → submit the request.

Log in as the admin — delete the account

  1. You receive the deletion-request message in Messages.
  2. wp-admin → Users → the therapist → Delete → “Attribute all content to <your admin account>” → confirm. Anything they authored (resource articles, messages, comment replies) is reattributed; nothing breaks.

Part 6 — A user is locked out (forgot password, can’t use the reset link)

Normal flow: a user clicks Forgot password? on the login page (or the admin uses the “Send password reset” link in wp-admin → Users) and a reset link goes to their email. But sometimes that isn’t possible — the email on file is wrong or no longer exists, or the reset email simply isn’t arriving. Here’s how an admin gets them back in.

Act as the locked-out user

  1. On the login page, try Forgot password? and enter your username or email. If a reset email arrives, follow it — done.
  2. If no email arrives, or you can’t access that mailbox: contact the clinic and ask an administrator to reset it for you.

Log in as the admin — give them access

  1. wp-admin → Users → find the user → click their username.
  2. If their email is wrong or unreachable: first fix the Email field (use an address they can actually receive at — confirm it with them), Update User, then either send a reset (Send password reset) or set a new password as below.
  3. Set a new password directly: scroll to Account Management → Set New Password → accept the strong one it offers, or type one → Update User. Optionally tick “Send the new password to the user by email” (only useful if their email works). Otherwise give them the new password through a channel you trust — in person, by phone, or with whoever brought you the request. Don’t email it in plain text if you can avoid it.
  4. Tell them: log in with the temporary password, then immediately go to Edit Profile → Change password and set their own.

Act as the user again

  1. Log in with the temporary password.
  2. Go to Edit Profile → Change password (current password = the temporary one) → set a new one you’ll remember, and write it down.

Note: usernames can’t be changed in WordPress — this only covers regaining access. If the problem is the account itself (wrong person, duplicate, etc.), that’s a separate decision: the admin would create a fresh account and, if needed, delete the old one (attributing its content to the admin).

Quick reference — who does what

  • Patient — registers (or is added), does tasks & quizzes, messages their therapist, reads/bookmarks/comments on resources, edits their (photo + DOB) profile, sends feedback, and can request account deletion. Comments are anonymous; the rest is visible to their therapist and admins.
  • Therapist — registers (then is approved), adds & manages patients, creates & assigns tasks, assigns/cancels quizzes, reviews entries & results, messages patients and colleagues, replies to resource comments, suggests resources via Feedback, edits their professional profile, can request account deletion. (No wp-admin access.)
  • Admin — approves therapists, assigns patients, sets account status / Access Control, sends welcome / announcement / birthday messages, reviews feedback, moderates resources & comments, manages all content in wp-admin, and handles account-deletion requests by deleting users (attributing their content to the admin account).