You can create and maintain categories and location areas to keep site information organized, define contract statuses based on your program structure, and schedule email reminders for expiring contracts or Experiential Supervisor credentials.
It also covers how to manage existing notifications, including searching, filtering, editing, deleting, enabling, and disabling them.
Overview
Exxat Prism provides organization and notification settings within Sites > Setup to help institutions and programs manage site-related information and stay informed about upcoming expirations.
Site Organization allows you to create and maintain curated Categories and Location Area options. Contract Organization provides options for managing contract statuses, with status management depending on whether your institution uses a single-program or multi-program structure.
With Auto Notifications, you can schedule email alerts for faculty, staff, and other specified recipients. Notifications can be configured for expiring contracts or expiring Experiential Supervisor licenses and certificates, with control over when alerts begin and how frequently they are sent.
Organizing Sites and Locations
Select Sites from your left-menu or dashboard.
Click on Setup from the ribbon at the top of the page.
Select Site Organization from the left panel.
The system will display all your existing Categories and Location Area options.
To edit your categories or areas, click on the pencil icon.
If you have not created any curated lists yet, click on the + icon.
A drawer will open.
Click on + Add to create new options.
You can edit existing options by typing directly within the text box.
You can delete existing options by clicking on the trash bin icon.
If you are adding a new option, enter in your new category or location area. Click Save once done.
Managing Contract Status
Multi-Program:
Shared contracts: Status managed at the institutional level, accessible to all programs.
Non-shared contracts: Managed independently by each program.
Single Program:
Contract status is managed by individual programs.
Select Sites from your left menu or dashboard.
Click on Setup from the ribbon at the top of the page.
Select Contract Organization from the left panel.
- Under Contract status click on the pencil icon to edit the status
Managing Auto Notifications
You can set email alerts for faculty and staff about expiring contracts at the program or institutional level. You can create, edit, pause, and delete multiple notifications for each category. This helps you schedule notifications as a reminder for your expiring contracts.
To create notifications, perform the following:
Go to Dashboard and click Sites.
OR
Go to the menu on the top left corner and click Sites.
Click Setup on the Sites window.
Click Auto Notifications from the left menu.
Click Add Notifications.
On the Add Notifications window, you can perform the following steps:
On the Setup Configuration tab, specify the following, and click Save and Continue.
Notification Type – Select the Notification Type
Expiring Contract: Auto email triggered when a contract is nearing closure. This is the default selected option.
Expiring Experiential Supervisor Credentials: Auto email is triggered when the Experiential Supervisor's License or Certificate is nearing expiry.
Notification Title – Specify the required title that must be displayed for your notification on the Auto Notifications screen. This will help you to differentiate notifications that are set up for two different groups of users.
For Expiring Experiential Supervisor Credentials select if the notification should be sent to Experential Supervisors with on going or upcoming placements, or all Active Supervisor's.
When should the alert be sent - Schedule notifications as a reminder for your expiring contracts by selecting the number of days, weeks, and months before the contract ends. Set up notifications to identify contracts expiring within the next 90 days, 6 months, and so on. Do not wait until just 30 days before a contract expires.
How frequently these alerts should be sent - Select the frequency at which you want the recipient to receive the reminder emails. You can select Daily, Weekly, Monthly, and Yearly from the drop-down menu.
On the Recipients tab, select the staff or faculty from the recipient list or specify an email address in the Add additional email address text box.
Note: For institutional level users, you can specify the recipient email directly.
Click Create Notifications.
On the Auto Notifications window, you can perform the following:
Click
to filter the notifications with based on the following criteria:
Notification Type – select Expiring Contracts to view all the contracts that will expire.
Notification Status – Select Active, Inactive or both to filter the notifications based on the selected preference.
Note: Notification recipients for expiring contracts will receive alerts for contracts with active sites only.
On your created notifications, you can do the following:
Click within the Search by Notification text box and specify the notification title to view the required notification.
Click the delete icon
to delete the notification.
Click the pencil icon
to edit the notification.
Click the button
to enable or disable a scheduled notification.
Troubleshooting
| # | Issue | What to do |
|---|---|---|
| 1 | I do not see an option I need under Categories or Location Area. | Select the + icon for the appropriate list, then select + Add. Enter the new category or location area and select Save. |
| 2 | A Category or Location Area contains incorrect information. | Select the pencil icon for the list, edit the option directly in its text box, and save your changes. |
| 3 | I no longer need an existing Category or Location Area option. | Edit the appropriate list and select the trash bin icon next to the option you want to remove. |
| 4 | I cannot find a notification I previously created. | On the Auto Notifications screen, enter the notification title in the Search by Notification text box. You can also use the available filters to narrow the notification list by notification type or status. |
| 5 | A scheduled notification needs to be temporarily stopped. | On the Auto Notifications screen, use the enable/disable button for the notification to disable it. You can enable it again when you are ready to resume the schedule. |
| 6 | A notification has incorrect recipients, timing, or other configuration details. | Select the pencil icon for the notification and edit its configuration. |
| 7 | I no longer need a notification that I created. | Locate the notification on the Auto Notifications screen and select the delete icon. |
| 8 | Recipients are not receiving expiring-contract notifications for a site. | Confirm that the contract belongs to an active site. Expiring-contract notification recipients receive alerts only for contracts associated with active sites. |
Frequently Asked Questions
Shared contracts: The status is managed at the institutional level and is accessible to all programs.
Non-shared contracts: The status is managed independently by each program.
Expiring Contract sends an automatic email when a contract is nearing its end. This option is selected by default.
Expiring Experiential Supervisor Credentials sends an automatic email when an Experiential Supervisor's license or certificate is nearing expiration.
Note: Institutional-level users can specify the recipient email directly.
For example, you can configure notifications for contracts expiring within the next 90 days, six months, or another suitable period.
For notification status, you can select Active, Inactive, or both, depending on which notifications you want to view.
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