Alberta Zone Handbook

Start here

Getting into the admin

The login page is intentionally not at the usual WordPress address — that's a deliberate anti-bot measure, not a mistake.

Log in at albertazone.ca/team-access/ with the staff account you were given. Once in, the left-hand menu is trimmed down to exactly what you'll use day to day: Pages, Media, Payment Requests, Plugins, Users, Site Settings. If you ever need the full WordPress menu (rare), there's a Show Full Menu link in the top toolbar.

Worth doing soon

Two-factor authentication isn't enforced yet on staff accounts. Given this system handles patient payment details, we'd recommend installing the free Two Factor plugin and having each admin/editor set it up under their own Profile page — the site is already wired to require it the moment it's installed.

01

Content still needed

Two pages were built with the real site structure and styling, but placeholder text where we don't have your actual copy yet. Everything else on the site is final.

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About — intro subheading

Pages → About → Hero → Sub Heading

Currently: "Lorem ipsum dolor sit amet… placeholder copy, replace with real company background."

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About — "Our Story"

Pages → About → Side-by-Side Content (2nd section)

Currently: generic placeholder paragraphs, no real history or founding story.

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About — "Our Mission"

Pages → About → Side-by-Side Content (4th section)

Currently: generic placeholder paragraph, no real mission statement.

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About — three value cards

Pages → About → Feature / Definition Grid

Currently titled "Lorem Ipsum," "Dolor Sit Amet," "Consectetur" — needs three real value statements about working with Alberta Zone.

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Consulting Anesthesia Services — "Our Approach"

Pages → Consulting Anesthesia Services → Text Block (near bottom)

Currently: placeholder brand-voice copy — the two paragraphs above and below it (billing approach, contact) are already real.

02

How a payment moves end to end

From the moment your team creates an invoice to the moment the patient's receipt lands in their inbox.

Staff creates a Payment Request

Invoice number, amount, a plain description, and a due date. The system generates a one-time secure link for that specific invoice.

Patient gets an email

A branded email with the amount and a "Pay now" button, sent automatically the moment the request is created.

Patient pays on a secure page

Card details are entered directly into Moneris's payment form — they never pass through or get stored on Alberta Zone's own servers.

Everyone gets confirmation

The patient receives an automatic receipt by email; your staff (whoever is listed in Site Settings) get a separate notification; the Payment Request itself flips to "Paid" with the transaction details logged.

Two things worth knowing

Payment links expire for security — if one lapses before the patient pays, open that Payment Request and use Reissue payment link, no need to recreate the invoice. And Sandbox Mode (visible on every Payment Request) lets staff rehearse the whole flow without moving real money — make sure it's switched off before sending a real invoice.

03

Creating a payment request

The everyday task: billing a patient.

Payment Requests → Add Payment Request

Fill in the customer's name and email, an invoice/reference number, and a plain-language description — this is shown to the patient, so keep it free of service-type or immigration-status detail.

Set the amount, due date, and expiration

Amount is entered as a normal dollar figure (e.g. 425.00). Internal Notes is a staff-only field — the patient never sees it.

Confirm Sandbox Mode is off, then Publish

Publishing sends the email automatically. The one-time payment link also appears in the Payment Status box on the right, if you ever need to copy and send it yourself.

The Add Payment Request screen in wp-admin, showing customer details, invoice fields, and the generated one-time payment link.

Add Payment Request. The customer-facing fields are on the left; status, the audit trail, and the one-time link are on the right.

The Payment Requests list screen, showing a table of invoices with status, amount, and sandbox columns.

Payment Requests list. Every invoice you've created, filterable by status — this is where you track what's Draft, Awaiting Payment, or Paid.

04

What everyone actually sees

The patient-facing and staff-facing sides of the same transaction.

The automatic payment request email sent to the patient when staff create a Payment Request, with a Pay now button.

The payment request email — sent the moment staff publish the Payment Request.

The patient-facing payment page, showing invoice details and a billing information form.

The payment page a patient lands on after clicking "Pay now."

A payment confirmation card reading Payment received.

What they see immediately after a successful payment.

The automatic receipt email sent to the patient after a successful payment.

The receipt email that follows automatically — the patient's copy for their own records.

The automatic staff notification email sent after a successful payment.

The staff notification — sent to whoever's listed under Site Settings → Payment Notifications.

05

How the intake form works

The other core workflow: a patient's own questionnaire, encrypted the moment it's submitted.

Patient fills out the Patient Intake Form

The same questionnaire that used to live on a third-party form service is now hosted directly on the site — nothing about a submission ever leaves albertazone.ca.

Instant validation catches mistakes before they submit

Answering “Yes” to a permit or status question immediately makes its matching detail field required — e.g. answering Yes to “Do you have a study permit?” requires a Study Permit # before the form will submit — and an expiry date is checked against its own effective date the moment either one is filled in. All of this happens instantly in the browser, with the exact same rules enforced again on the server so nothing invalid can slip through with JavaScript disabled.

On submit, the entire questionnaire is encrypted and stored

Every answer is encrypted before it ever touches the database. Two emails go out automatically: a staff notification containing only a reference number (never any patient details), and a confirmation email to the patient.

The public Patient Intake Form, showing the Identity and Status in Canada sections with required fields marked.

The form itself — grouped into the same sections as the original version (Identity, Status in Canada for both parents, Residency, Medical).

The confirmation screen shown immediately after a successful submission, including the generated reference number.

What the patient sees immediately after submitting, with their reference number for their own records.

Nothing sensitive is ever stored in plain text

Every field — name, immigration status, medical details, everything — is encrypted before it's saved. Even someone with direct access to the website's database cannot read a single submitted answer without a separate encryption key that isn't kept in the database at all. That's also why the staff notification email below deliberately contains nothing but a reference number.

06

Reviewing & managing submissions

Decrypted only for staff who've been specifically given access, and only inside wp-admin.

Intake Submissions in the left menu lists every questionnaire received, newest first, flagged Unread or Read. Opening a submission decrypts it on the spot and displays every answer, grouped exactly like the form itself — opening it is also what marks it Read and records that you viewed it.

An open intake submission, showing every answer grouped by section, with Export as CSV and Delete submission buttons at the bottom.

An open submission. Read-only by design — a correction means asking the patient to resubmit, not editing decrypted data in place. Export and Delete are at the very bottom.

Access to this data is independent of a person's normal WordPress role. Intake Submissions → Access Control lists every staff member with a login and lets you tick exactly who can view submissions — an Editor, for example, cannot see any of this unless granted access here.

The Access Control screen, listing staff members with a checkbox for who can view Intake Submissions.

Access Control. One checkbox per person — unrelated to whether they're an Administrator or Editor.

07

Notifications & exporting

Who gets emailed, and how to get submissions into SharePoint.

Site Settings → Intake Notifications holds the list of staff email addresses notified every time a new submission arrives — the same one-address-per-line format as Payment Notifications. Add or remove people there; no code changes needed.

The staff notification email, showing only a reference number and a link to view it in admin.

Staff notification. Deliberately contains nothing but the reference number — open the submission in admin to see the actual answers.

The confirmation email sent to the patient, showing their reference number.

Patient confirmation. Sent automatically to the email address they entered, so they have their reference number too.

Two ways to get a submission's data out as a spreadsheet:

One submission

Open it and click Export as CSV… at the bottom (see the screenshot above) — confirm on the next screen, and the file downloads.

Several at once

On the Intake Submissions list, tick the rows you want, choose Export as CSV… from the Bulk Actions dropdown above the list, and click Apply — you'll land on the same confirmation screen, scoped to exactly the rows you picked.

Intake Submissions → Audit Log records every time a submission was viewed, exported, or deleted, and by whom — across every submission, not just one. Filter by action or by staff member, and it has its own Export Log as CSV button for handing an auditor a record of activity separate from the patient data itself.

The Audit Log screen, listing viewed, exported, and deleted events with filters and an Export Log as CSV button.

Audit Log. A full paper trail of who accessed what and when — this never disappears, even after a submission itself is deleted.

The exported CSV, built for a manual SharePoint upload

Every export — single submission or bulk — produces one row per submission and one column per question, in the exact same order as the form itself, headed with the actual question text so it's readable on its own. The reference number and submission date are always the first two columns, and a blank cell simply means the patient didn't answer that question. The file is saved with the encoding Excel expects, so names and addresses with accents display correctly the moment you open it. Download it, give it a quick look in Excel, then upload or import it into whatever SharePoint list or library your team already uses — nothing about the format is specific to WordPress.

08

Editing an existing page

Home, About, FAQ — every brochure page is built the same way, section by section.

Open Pages, click the page you want to change, and scroll to Page Content Builder. The page is a stack of sections — a hero banner, a text block, a photo, and so on — shown top to bottom in the order they appear on the live page. Click a section's title bar to expand it, edit the fields inside (heading, body text, image), and click Update in the top right when you're done. Nothing goes live until you click Update.

Use the arrow buttons on each section to reorder it, or Expand All / Collapse All at the top of the builder when you're scanning a long page.

The Home page open in the Page Content Builder, showing the Hero and Text Block sections expanded for editing.

Editing the Home page. Each numbered section on the left is one visual block on the live site.

09

Adding a brand-new page

Same builder, starting from a blank page.

Pages → Add Page. Give it a title, then use + Add Section to start stacking components. There are nine to choose from:

The Add Page screen with the Add Section dropdown open, listing nine available section types.

Every section type available in the page builder, on a fresh blank page.

Hero

Big intro banner — heading, subheading, optional background photo and button.

Text Block

A heading with rich, formatted text. The simplest section.

Side-by-Side Content

An image next to a block of text, image on the left or right.

Full-Width Image

An edge-to-edge banner photo with an optional caption and link.

Feature / Definition Grid

2–4 short cards side by side — used for the patient-category definitions on Home.

FAQ Accordion

A list of questions that expand to reveal their answers.

Staff / Contact List

The team directory shown on the Contact page.

CTA Banner

A colored band pointing to another page — the "View FAQ" / "Start Intake Form" banners.

Callout

An info or warning box, like "Payment Links Expire" on the payment info page.

HTML Import

For pasting a trusted embed from elsewhere — this is how the Patient Intake Form got onto the site.

Per-page SEO

The panel on the right of every page (Add Page or Edit Page) lets you override that page's search-result title, its description, and its social-share image — or hide it from search engines entirely with one toggle.

10

Site Settings, tab by tab

Sitewide configuration lives in one place: Site Settings in the left menu.

Branding. Swap the header logo, footer logo, or browser-tab favicon — leave any of them blank to keep the current default.

The Payment Notifications tab, showing the Electronic Communications Notice text and a list of staff notification emails.

Payment Notifications. The email addresses in the bottom box are exactly who gets alerted every time a payment succeeds — add or remove staff here, one address per line.

The SEO and Analytics tab, showing Google Analytics, reCAPTCHA, default meta description, and search-engine indexing fields.

SEO & Analytics. Analytics ID, reCAPTCHA keys, the sitewide fallback description, and the search-engine on/off switch all live here.

Legal Pagesrarely touched

Tells the site which actual WordPress page is the Privacy Policy, Cookie Policy, and Consent to Electronic Communications notice. Only relevant if one of those pages ever gets renamed or replaced.

Cookie Consentrarely touched

Turns the cookie banner on or off, sets its wording, and holds a "policy version" date — bump that date any time the cookie policy changes materially, and every visitor gets re-prompted for consent, even ones who already answered.

Running albertazone.ca after launch