Applications Management Dashboard

Developer Guide

1. Custom Post Type for Notifications

phpCopyEditadd_action( 'init', function() {
  register_post_type( 'ams_notification', [ /* … */ ] );
});

Purpose: Stores per-user, in-dashboard messages (e.g. “Your payment is due”).
Slug: ams_notification (must be ≤20 chars).
Visibility: Hidden from public site, visible in WP-Admin UI only.

Dependencies: None (core WP).

2. Progress-Step Definitions

phpCopyEdit$applicant_steps = [ 'submitted'=>'Submitted', /*…*/ ];
$staff_steps     = [ 'received'=>'Received', /*…*/ ];

Two arrays define the ordered steps for Applicants vs. Staff.
Keys like offer_made or awaiting_payment power the CSS classes.
Labels (“Offer Made”, “Awaiting Payment”) appear in the UI.

3. Mapping Gravity Flow Status → Slug

phpCopyEditfunction ams_get_application_progress_slug( $entry_id ) {
  if ( ! function_exists('gravity_flow') || ! method_exists(...)) {
    return 'submitted';
  }
  $status_name = gravity_flow()->get_workflow_status_name( $entry_id );
  static $map = [ 'Offer Made'=>'offer_made', /*…*/ ];
  return $map[ $status_name ] ?? 'submitted';
}

What it does:
1. Guards in case Gravity Flow isn’t active.
2. Fetches the human-readable status (“Offer Made”, etc.).
3. Translates that back into our internal slug (for CSS/state tracking).

Dependencies: Gravity Flow plugin.

4. `[ams_dashboard]` Shortcode

phpCopyEditadd_shortcode( 'ams_dashboard', 'ams_dashboard_shortcode' );
function ams_dashboard_shortcode() { … }

Entry point for your front-end dashboard.
Checks is_user_logged_in(), then reads user’s role (staff, applicant, or student).
Builds a role-specific sidebar menu (<ul> of tabs).
Calculates unread notification count by querying ams_notification.
Renders three main regions:
1. Sidebar (tabs with badge)
2. Progress panel (vertical list of steps, marking “done” vs. “current”)
3. Content pane (calls a tab-specific function)

Dependencies:

Core WP (users, shortcodes)
Gravity Flow (for progress)
WooCommerce (if you display orders in “Payments”)

5. Tab Callback Functions

Each ams_tab_*() function returns HTML for that tab:

ams_tab_profile(): shows display_name + user_email.
ams_tab_applications(): queries applications CPT, shows status via gravity_flow()->get_workflow_status_name().
ams_tab_reviews(): for staff, calls gravity_flow()->get_user_assignments().
ams_tab_offers(): lists offer_letter CPT posts.
ams_tab_acceptances(): lists offer_acceptance CPT posts.
ams_tab_payments(): uses wc_get_orders() to list this user’s WooCommerce orders.
ams_tab_notifications(): lists ams_notification posts, marks them “read”.

Dependencies:

Gravity Flow (assignments, status names)
Gravity Forms (entries created in CPT)
WooCommerce (orders)

6. Gravity Forms → CPT Creation Hooks

phpCopyEditadd_action( 'gform_after_submission_1', 'sapm_save_application_entry', 10, 2 );
add_action( 'gform_after_submission_2', 'sapm_save_offer_acceptance_entry', 10, 2 );

Form 1 → insert into applications CPT
Form 2 → insert into offer_acceptance CPT
Loop over $entry array, saving each numeric field as gf_field_{ID} post meta
Store gf_form_id and gf_entry_id for reference
Sideload profile photo URL into WP Media Library and set as featured image

Dependencies: Gravity Forms core, WP Media API.

7. Image Sideload Helper

phpCopyEditfunction sapm_sideload_image_as_attachment( $url, $post_id ) { … }

Downloads a publicly-accessible URL into a temp file.
Calls media_handle_sideload() to register it in the Media Library.
Returns the attachment ID.

Dependencies:

WP Filesystem / Media / Image includes (loaded via require_once).

8. Inline CSS

Injected via <style> in the shortcode output.
Defines flex layout, sidebar styling, progress-dot colors, responsive breakpoints.

Dependencies: None, but you can move to an external CSS file and enqueue it if you prefer.

Summary of Third-Party Dependencies

Gravity Forms (core) – for form submissions and entry data.
Gravity Flow – for workflow steps, statuses, assignments.
WooCommerce – for listing orders in the “Payments” tab.
Elementor – only to render the shortcode widget on your page.
Dompdf (if using PDF generation elsewhere in this project).

With these notes, any new developer can see the “big picture”:

User roles determine which tabs they see.
Forms auto-generate CPT entries, which the dashboard queries.
Workflow status drives the progress bar.
Notifications are custom CPT records surfaced with a red badge.

All functionality lives within your theme’s functions.php (or could be refactored into a dedicated plugin), and everything’s hooked into WordPress at the correct action points.

Code

// Exit if accessed directly.
if ( ! defined( 'ABSPATH' ) ) {
	exit;
}

/**
 * 1) Register Notification CPT under a shorter slug.
 */
add_action( 'init', function() {
	register_post_type( 'ams_notification', [
		'labels'       => [
			'name'          => 'Dashboard Notifications',
			'singular_name' => 'Notification',
		],
		'public'       => false,
		'show_ui'      => true,
		'show_in_menu' => false,
		'supports'     => [ 'title','editor','custom-fields' ],
	] );
});

/**
 * 2) Define Workflow Progress Steps and Mapping.
 */
$applicant_steps = [
	'submitted'           => 'Submitted',
	'received'            => 'Acknowledged',
	'offer_made'          => 'Offer Made',
	'offer_accepted'      => 'Offer Accepted',
	'awaiting_payment'    => 'Awaiting Payment',
	'payment_received'    => 'Payment Received',
	'registration_opened' => 'Registration Opened',
];
$staff_steps = [
	'received'            => 'Received',
	'ack_sent'            => 'Acknowledged',
	'reviewing'           => 'Reviewing',
	'creating_offer'      => 'Creating Offer',
	'offer_made'          => 'Offer Made',
	'awaiting_acceptance' => 'Awaiting Acceptance',
	'offer_accepted'      => 'Offer Accepted',
	'payment_initiated'   => 'Payment Initiated',
	'awaiting_payment'    => 'Awaiting Payment',
	'payment_received'    => 'Payment Received',
	'registration_opened' => 'Registration Opened',
];
function ams_map_gf_status_to_slug( $status ) {
	static $map = [
		'submitted'           => 'submitted',
		'awaiting_author'     => 'received',
		'under_review'        => 'reviewing',
		'offer_made'          => 'offer_made',
		'awaiting_acceptance' => 'awaiting_acceptance',
		'offer_accepted'      => 'offer_accepted',
		'payment_initiated'   => 'payment_initiated',
		'payment_received'    => 'payment_received',
		'complete'            => 'registration_opened',
	];
	return $map[ $status ] ?? '';
}
/**
 * Get current progress slug for a given entry ID.
 * If Gravity Flow or the method is unavailable, default to 'submitted'.
 */
function ams_get_application_progress_slug( $entry_id ) {

    // Bail to 'submitted' if GF Flow isn't available
    if ( ! function_exists( 'gravity_flow' ) || ! method_exists( gravity_flow(), 'get_workflow_status_name' ) ) {
        return 'submitted';
    }

    // Get the human status name (e.g. "Under Review", "Offer Made", etc.)
    $status_name = gravity_flow()->get_workflow_status_name( $entry_id );

    // Map the human name back to our slug keys
    static $name_to_slug = [
        'Submitted'           => 'submitted',
        'Acknowledged'        => 'received',
        'Reviewing'           => 'reviewing',
        'Creating Offer'      => 'creating_offer',
        'Offer Made'          => 'offer_made',
        'Awaiting Acceptance' => 'awaiting_acceptance',
        'Offer Accepted'      => 'offer_accepted',
        'Payment Initiated'   => 'payment_initiated',
        'Awaiting Payment'    => 'awaiting_payment',
        'Payment Received'    => 'payment_received',
        'Complete'            => 'registration_opened',
        'Registration Opened' => 'registration_opened',
    ];

    return $name_to_slug[ $status_name ] ?? 'submitted';
}

/**
 * 3) Dashboard Shortcode
 */
add_shortcode( 'ams_dashboard', 'ams_dashboard_shortcode' );
function ams_dashboard_shortcode() {
	if ( ! is_user_logged_in() ) {
		return '<p>Please <a href="' . wp_login_url() . '">log in</a> to view your dashboard.</p>';
	}
	global $applicant_steps, $staff_steps;

	$user        = wp_get_current_user();
	$roles       = (array) $user->roles;
	$is_staff    = in_array( 'staff', $roles, true );
	$is_applicant= in_array( 'applicant', $roles, true ) || in_array( 'student', $roles, true );

	// Tabs
	$tabs = $is_staff
		? [ 'applications'=>'Applications', 'reviews'=>'Under Review', 'offers'=>'Offer Letters', 'acceptances'=>'Offer Acceptances', 'payments'=>'Payments', 'notifications'=>'Notifications' ]
		: [ 'profile'=>'Profile', 'applications'=>'My Applications', 'offers'=>'My Offers', 'acceptances'=>'My Acceptances', 'payments'=>'Payments', 'notifications'=>'Notifications' ];

	// Active
	$tab = isset( $_GET['tab'] ) && isset( $tabs[ $_GET['tab'] ] )
	     ? $_GET['tab']
	     : array_key_first( $tabs );

	// Unread count
	$unread = get_posts([
		'post_type'      => 'ams_notification',
		'meta_key'       => '_notification_user_id',
		'meta_value'     => $user->ID,
		'meta_query'     => [ ['key'=>'_notification_read','value'=>'0'] ],
		'fields'         => 'ids',
		'posts_per_page' => -1,
	]);
	$unread_count = count( $unread );
	$notif_label  = 'Notifications' . ( $unread_count ? " <span class='ams-notif-count'>{$unread_count}</span>" : '' );

	// Render
	ob_start(); ?>
	<div class="ams-dashboard">
	  <div class="ams-dashboard-sidebar"><ul>
	  <?php foreach ( $tabs as $key => $label ) :
	      $active = ( $key === $tab ) ? 'active' : '';
	      $disp   = $key === 'notifications' ? $notif_label : $label;
	  ?>
	    <li class="<?php echo esc_attr($active); ?>">
	      <a href="?tab=<?php echo esc_attr($key); ?>"><?php echo wp_kses_post($disp); ?></a>
	    </li>
	  <?php endforeach; ?>
	  </ul></div>

	  <?php
	  $steps = $is_staff ? $staff_steps : $applicant_steps;
	  if ( $is_staff ) {
	      $assign       = gravity_flow()->get_user_assignments( $user->ID );
	      $current_slug = ! empty( $assign ) ? ams_get_application_progress_slug( $assign[0]['id'] ) : '';
	  } else {
	      $apps         = get_posts([ 'post_type'=>'applications','author'=>$user->ID,'numberposts'=>1,'orderby'=>'date' ]);
	      $current_slug = ! empty($apps) ? ams_get_application_progress_slug( get_post_meta($apps[0]->ID,'gf_entry_id',true) ) : '';
	  }
	  ?>
	  <div class="ams-dashboard-progress">
	    <h4>My Progress</h4><ul>
	    <?php foreach ( $steps as $slug => $label ) :
	        $done = array_search($slug,array_keys($steps)) < array_search($current_slug,array_keys($steps));
	        $cls  = $done ? 'done' : ($slug === $current_slug ? 'current' : '');
	    ?>
	      <li class="<?php echo esc_attr($cls); ?>">
	        <span class="step-label"><?php echo esc_html($label); ?></span>
	      </li>
	    <?php endforeach; ?>
	    </ul>
	  </div>

	  <div class="ams-dashboard-content">
	    <?php
	    switch ( $tab ) {
	        case 'profile':      echo ams_tab_profile( $user ); break;
	        case 'applications': echo ams_tab_applications( $user, $is_staff ); break;
	        case 'reviews':      echo ams_tab_reviews(); break;
	        case 'offers':       echo ams_tab_offers( $user, $is_staff ); break;
	        case 'acceptances':  echo ams_tab_acceptances( $user, $is_staff ); break;
	        case 'payments':     echo ams_tab_payments( $user ); break;
	        case 'notifications':echo ams_tab_notifications( $user ); break;
	    }
	    ?>
	  </div>
	</div>

	<!-- Inline CSS -->
	<style>
	.ams-dashboard { display:flex; font-family:Arial,sans-serif; color:#333; min-height:600px; }
	.ams-dashboard-sidebar { width:220px; background:#f5f5f5; border-right:1px solid #ddd; }
	.ams-dashboard-sidebar ul{list-style:none;padding:0;margin:0;}
	.ams-dashboard-sidebar li a{display:block;padding:12px 16px;color:#333;text-decoration:none;border-bottom:1px solid #ddd;transition:.2s;}
	.ams-dashboard-sidebar li.active a,.ams-dashboard-sidebar li a:hover{background:#e2e6ea;color:#000;}
	.ams-notif-count{background:#d9534f;color:#fff;padding:2px 6px;border-radius:12px;font-size:12px;vertical-align:middle;margin-left:6px;}
	.ams-dashboard-progress{width:200px;padding:24px 16px;background:#fafafa;border-right:1px solid #ddd;}
	.ams-dashboard-progress h4{margin:0 0 12px;font-size:16px;color:#555;}
	.ams-dashboard-progress ul{list-style:none;padding:0;margin:0;}
	.ams-dashboard-progress li{position:relative;padding-left:28px;margin-bottom:14px;font-size:14px;}
	.ams-dashboard-progress li:before{content:'';width:14px;height:14px;border:2px solid #ccc;border-radius:50%;position:absolute;left:0;top:2px;background:#fff;transition:.3s;}
	.ams-dashboard-progress li.done:before{background:#28a745;border-color:#28a745;}
	.ams-dashboard-progress li.current:before{background:#007bff;border-color:#007bff;}
	.ams-dashboard-progress .step-label{color:#333;}
	.ams-dashboard-progress li.done .step-label{color:#28a745;}
	.ams-dashboard-progress li.current .step-label{color:#007bff;font-weight:bold;}
	.ams-dashboard-content{flex:1;padding:24px;background:#fff;}
	.ams-dashboard-content h2{margin-top:0;font-size:22px;color:#333;}
	.ams-dashboard-content ul{list-style:none;padding:0;margin:0;}
	.ams-dashboard-content li{margin-bottom:10px;line-height:1.4;}
	.ams-dashboard-content li a{color:#007bff;text-decoration:none;}
	.ams-dashboard-content li a:hover{text-decoration:underline;}
	.ams-dashboard-content li.unread{background:#ffecec;}
	.ams-dashboard-content li.read{color:#777;}
	@media(max-width:992px){
	  .ams-dashboard{flex-direction:column;}
	  .ams-dashboard-sidebar,.ams-dashboard-progress{width:100%;border-right:none;border-bottom:1px solid #ddd;}
	  .ams-dashboard-content{padding:16px;}
	}
	</style>
	<?php
	return ob_get_clean();
}

/**
 * 4) Tab Callbacks
 */
function ams_tab_profile( $user ) {
	return "<h2>Your Profile</h2>"
	     . "<p><strong>Name:</strong> " . esc_html($user->display_name) . "</p>"
	     . "<p><strong>Email:</strong> " . esc_html($user->user_email) . "</p>";
}

function ams_tab_applications( $user, $is_staff ) {
	$args = [ 'post_type'=>'applications','posts_per_page'=>-1 ];
	if ( ! $is_staff ) {
		$args['author'] = $user->ID;
	}
	$apps = get_posts( $args );
	if ( ! $apps ) {
		return '<p>No applications found.</p>';
	}
	$out = '<h2>Applications</h2><ul>';
	foreach ( $apps as $app ) {
		$eid    = get_post_meta( $app->ID, 'gf_entry_id', true );
		$status = gravity_flow()->get_workflow_status_name( $eid );
		$out   .= "<li><a href='" . get_permalink($app) . "'>{$app->post_title}</a> — <em>$status</em></li>";
	}
	$out .= '</ul>';
	return $out;
}

function ams_tab_reviews() {
	$assign = gravity_flow()->get_user_assignments( get_current_user_id() );
	if ( ! $assign ) {
		return '<p>No items pending review.</p>';
	}
	$out = '<h2>Under Review</h2><ul>';
	foreach ( $assign as $a ) {
		$app_post = get_posts([
			'post_type'=>'applications',
			'meta_key'=>'gf_entry_id',
			'meta_value'=> $a['id'],
			'numberposts'=>1
		])[0] ?? null;
		if ( $app_post ) {
			$out .= "<li><a href='" . get_permalink($app_post) . "'>{$app_post->post_title}</a> — <em>{$a['step_name']}</em></li>";
		}
	}
	$out .= '</ul>';
	return $out;
}

function ams_tab_offers( $user, $is_staff ) {
	$args = [ 'post_type'=>'offer_letter','posts_per_page'=>-1 ];
	if ( ! $is_staff ) {
		$args['author'] = $user->ID;
	}
	$offers = get_posts( $args );
	if ( ! $offers ) {
		return '<p>No offers found.</p>';
	}
	$out = '<h2>Offer Letters</h2><ul>';
	foreach ( $offers as $offer ) {
		$out .= "<li><a href='" . get_permalink($offer) . "'>{$offer->post_title}</a></li>";
	}
	$out .= '</ul>';
	return $out;
}

function ams_tab_acceptances( $user, $is_staff ) {
	$args = [ 'post_type'=>'offer_acceptance','posts_per_page'=>-1 ];
	if ( ! $is_staff ) {
		$args['author'] = $user->ID;
	}
	$accs = get_posts( $args );
	if ( ! $accs ) {
		return '<p>No acceptances found.</p>';
	}
	$out = '<h2>Offer Acceptances</h2><ul>';
	foreach ( $accs as $acc ) {
		$out .= "<li><a href='" . get_permalink($acc) . "'>{$acc->post_title}</a></li>";
	}
	$out .= '</ul>';
	return $out;
}

function ams_tab_payments( $user ) {
	$orders = wc_get_orders([ 'customer' => $user->ID, 'status'=>['processing','completed'] ]);
	if ( ! $orders ) {
		return '<p>No payments found.</p>';
	}
	$out = '<h2>Payments</h2><ul>';
	foreach ( $orders as $order ) {
		$out .= "<li>Order #{$order->get_id()} — {$order->get_formatted_order_total()} (" . wc_get_order_status_name($order->get_status()) . ")</li>";
	}
	$out .= '</ul>';
	return $out;
}

function ams_tab_notifications( $user ) {
	$notes = get_posts([
		'post_type'      => 'ams_notification',
		'meta_key'       => '_notification_user_id',
		'meta_value'     => $user->ID,
		'posts_per_page' => -1,
	]);
	if ( ! $notes ) {
		return '<p>No notifications.</p>';
	}
	$out = '<h2>Notifications</h2><ul>';
	foreach ( $notes as $n ) {
		$read = get_post_meta( $n->ID, '_notification_read', true ) ? 'read' : 'unread';
		$out .= "<li class='{$read}'>{$n->post_title} — <small>" . get_the_date( '', $n ) . "</small></li>";
		update_post_meta( $n->ID, '_notification_read', 1 );
	}
	$out .= '</ul>';
	return $out;
}

/**
 * 5) After-Submission Hooks: Save GF entries into CPTs
 */
add_action( 'gform_after_submission_1', 'sapm_save_application_entry', 10, 2 );
function sapm_save_application_entry( $entry, $form ) {
	$title   = rgar($entry,'39').' – '.rgar($entry,'7').' '.rgar($entry,'8');
	$post_id = wp_insert_post([ 'post_type'=>'applications','post_title'=>wp_strip_all_tags($title),'post_status'=>'publish' ]);
	if ( $post_id ) {
		foreach ( $entry as $fid => $val ) {
			if ( is_numeric($fid) && $val !== '' ) {
				update_post_meta( $post_id, 'gf_field_'.$fid, $val );
			}
		}
		update_post_meta( $post_id, 'gf_form_id',  $form['id'] );
		update_post_meta( $post_id, 'gf_entry_id', $entry['id'] );
		if ( ! empty($entry['50']) ) {
			if ( $aid = sapm_sideload_image_as_attachment($entry['50'],$post_id) ) {
				set_post_thumbnail( $post_id, $aid );
			}
		}
	}
}

add_action( 'gform_after_submission_2', 'sapm_save_offer_acceptance_entry', 10, 2 );
function sapm_save_offer_acceptance_entry( $entry, $form ) {
	$title   = rgar($entry,'application_id').' – '.rgar($entry,'20');
	$post_id = wp_insert_post([ 'post_type'=>'offer_acceptance','post_title'=>wp_strip_all_tags($title),'post_status'=>'publish' ]);
	if ( $post_id ) {
		foreach ( $entry as $fid => $val ) {
			if ( is_numeric($fid) && $val !== '' ) {
				if ( is_array($val) ) {
					$val = implode(', ',$val);
				}
				update_post_meta( $post_id, 'gf_field_'.$fid, $val );
			}
		}
		update_post_meta( $post_id, 'gf_form_id',  $form['id'] );
		update_post_meta( $post_id, 'gf_entry_id', $entry['id'] );
		// Copy featured image from parent Application
		$apps = get_posts([ 'post_type'=>'applications','meta_key'=>'gf_entry_id','meta_value'=>rgar($entry,'application_id'),'numberposts'=>1 ]);
		if ( $apps ) {
			$thumb = get_post_thumbnail_id( $apps[0]->ID );
			if ( $thumb ) {
				set_post_thumbnail( $post_id, $thumb );
			}
		}
	}
}

/**
 * 6) Helper: Sideload external image
 */
function sapm_sideload_image_as_attachment( $url, $post_id ) {
	require_once ABSPATH.'wp-admin/includes/file.php';
	require_once ABSPATH.'wp-admin/includes/media.php';
	require_once ABSPATH.'wp-admin/includes/image.php';
	$tmp = download_url($url);
	if ( is_wp_error($tmp) ) {
		return false;
	}
	$file = [ 'name'=>basename($url), 'tmp_name'=>$tmp, 'error'=>0, 'size'=>filesize($tmp) ];
	$id   = media_handle_sideload( $file, $post_id );
	@unlink($tmp);
	return is_wp_error($id) ? false : $id;
}

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Applications Management Dashboard

1. Custom Post Type for Notifications

2. Progress-Step Definitions

3. Mapping Gravity Flow Status → Slug

4. [ams_dashboard] Shortcode

5. Tab Callback Functions

6. Gravity Forms → CPT Creation Hooks

7. Image Sideload Helper

8. Inline CSS

Summary of Third-Party Dependencies

Code

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Services

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4. `[ams_dashboard]` Shortcode