Account User Guide for Sites

System Access

• Log Into the Extern Match Portal

  You can access the Extern Match Portal by selecting the Log In button in the top-right corner of the page.

  To log into the Extern Match Portal you will need to enter both the email address and password that were previously set up in the system (e.g., when you registered your site for the Extern Match).

  If you have more than one track registered in the Extern Match, you will be presented with a list of the tracks after you log into the system. You must select a track from the list in order to reach the Dashboard page for the track.

• Forgot Password?

  If you do not know your password, please use the Forgot Password? link available on the Extern Match Portal login page and follow the instructions to reset your password.

  

• Update Account Information

  In the Account section, you can change your access credentials (email, password, and security questions) and add an additional track to your site. If you have a user role for more than one track, any changes you make to your access credentials will apply to all of your tracks. Ensure your email address is correct, as your site's Match results and other correspondence pertaining to the Match will be sent to that email address.

  Primary Contacts can also update and manage secondary users for the track from the Account page.

• New/Changed Primary Contact

  If there is a change in Primary Contact, the following information should be updated for the Primary Contact role on the Account Page of the Extern Match Portal:

  • Primary Contact name, email address, password, security questions

  You should also check the Profile page and update other track contact information, like phone, and mailing address if necessary.

  If possible, the former Primary Contact should update the system to make you the Primary Contact. They should log in to the system, go to the Account page, update the Primary Contact name, enter your email address, and provide a temporary password for you. You can then log in with your email address and the temporary password, and update your password and the rest of the information on the Account and Profile pages as required.

  If the former Primary Contact is not available and you do not have access to the login credentials created by the former Primary Contact, you must send a signed request to NMS, on the site's letterhead, providing your email address and requesting that NMS update the login information for your site. The letter should be scanned or photographed and sent as an email attachment to extern@natmatch.com.

• Add/Manage Users

  Primary Contacts can add and remove new (secondary) users who will have access to their site in the Extern Match Portal.

  Add Users:

  • Select the Account option from the Extern Match Portal menu
  • Select the Manage Users button in the Users section of the Account page
    
    
    
    
  • Select the Add New User button.
    
    
    
    

  • Provide the user's name, phone number, email address, and select a permissions level.

    Permissions are assigned at the site level. Users will have the same permissions for all tracks offered by your site. The available permissions level is:

  • Limited Permissions: A Limited Permissions user can view, manage, and change all site and track information, including the number of positions offered and rank order lists, but they are not allowed to create or manage other users. They will also be copied on relevant automated emails (e.g., confirmations, reminders, etc.) sent to the Primary Contact from the Extern Match Portal.
  • Select the Add button. This will automatically send an email to the user prompting them to create their own unique login credentials for the Extern Match Portal. If the user already has an account in the Extern Match Portal, your site will be added to their list of options when they log in to their account.

  
  

  Remove User:

  If you remove a user, they will no longer have access to your site and will no longer receive any communications about your site from the Extern Match Portal.

  • Select the Account option from the Extern Match Portal menu.
  • Select the Manage Users button in the Users section of the Account page.
    
    
    
    
  • Select the X located next to the user's name from the list of users for your site.
  • Confirm that you want to remove the user by selecting OK.

Manage your Track(s)

After you log in to the Extern Match Portal for a track, you are presented with a Dashboard. The Dashboard shows your track's current status in the Extern Match, the number of positions being offered, and information about the track's applications and rankings for the Extern Match.

Sites that have more than one track registered in the Extern Match will be presented with a list of their tracks after they log in to the system. You must select one track from the list to reach the main Dashboard page for the track.

• Switch to the Dashboard of Another Track

  If you have more than one track registered for the Extern Match, you can use the Switch button at the top of the Dashboard to access the Dashboard of another track without having to log out of the system.

  

  
  

• Change the Number of Positions Offered by a Track

  You should ensure that the number of positions to be filled in the Match is correct for each track. All positions at your site that start training in 2026 must be offered in the Match.

  To change the number of positions in the Extern Match Portal:

  • Select the Edit button in the Positions section of the Dashboard
  • Select the appropriate number of positions to be filled, and press the Save button

  The number of positions offered can be changed in the Extern Match Portal until the Rank Order List deadline, March 24, 2026.

• Participation Status - Withdraw or Reinstate a Track

  The Status section shows the track's participation status in the Extern Match. All registered tracks that intend to offer positions in the 2026 Extern Match should have a status of Active.

  The status of a track can be changed in the Extern Match Portal until the Rank Order List deadline. If the track is no longer offering positions that start training in 2026, it should withdraw from the Extern Match

  • Read about withdrawing from the Extern Match

  If your track has positions available but no acceptable applicants, you should not withdraw the track but should certify a Rank Order List with no ranks. The track will not be matched with any applicants but it will be included on the List of Sites with Available Positions that is posted for the use of unmatched applicants in the Post-Match Process.

  • Read instructions and implications of certifying a list with no ranks

  
  

  To withdraw a track in the Extern Match Portal:

  • Select the Edit button in the Status section of the Dashboard
  • Select a reason for withdrawing
  • Enter your password and press Submit.

  

  
  

  If you have withdrawn a track but now want that track to participate in the Extern Match or offer positions in the Post-Match Process, you can reinstate that track prior to the Rank Order List deadline.

  Reinstate a Track in the Extern Match Portal:

  • Select the Edit button in the Status section of the Dashboard
  • Follow the instructions provided on the screen to complete the reinstatement process.

• Add a New Track to Your Site
  • Select the Account option from the Extern Match Portal menu.
  • Use the Add New Track button to add an additional track to your site.
  • Select the number of positions to be filled in the track for 2026 and edit the description of the new track.
  • The description of the new track must be unique and clearly distinguish that track from any other track offered by your site. You may also need to modify the description(s) of the previously existing track(s) offered by your site to ensure the track descriptions clearly identify each track.
  • The Match Code Number will be assigned to the new track automatically by the system.

  You can add a track to your site in the Extern Match Portal until March 2, 2026. If you wish to add a track after this date, you will need to contact NMS.

• Update Your Site Profile

  If your site offers more than one track in the Extern Match, the Profile information you provide applies to all tracks at that site. Separate Profile details or Directory Listings cannot be set for individual tracks within the same site.

  Select the Profile option from the Extern Match Portal menu to review and update your site information. The Profile section contains two tabs: Basic Information and Additional Details.

  The Basic Information tab includes your core site details (Site Display Name, Primary Contact name, website URL, mailing address, and telephone number).

  The Additional Details tab includes more information that will be published in the Directory of Participating Sites. This information provides applicants with a complete overview of your training opportunities and includes:

  • Overview
  • Minimum Level of Readiness
  • Populations Served
  • Training Model / Treatment Modalities
  • Orientation
  • Stipend
  • Description of Mandatory Days
  • Mandatory Days
  • Description of Supervision
  • Hours Per Week (expected)
  • Start Date
  • End Date
  • Supervision Hours per Week (Individual, Group, Didactic, Co-Therapy)
  • Additional Application Requirements
  • Interview Process Details

  To update your Profile information:

  • Select the Profile option from the Extern Match Portal menu.
  • Select the tab (Basic Information or Additional Details) you want to edit.
  • Click the Edit button next to the information you wish to change.
  • Update your information and click the Save button.

  Detailed instructions about what to enter in each field can be found by pressing the tooltip icon (?) next to the field name. Common questions and help with resolving invalid input errors are covered in our FAQ.

  • Site Profile FAQ