Prism allows you to capture and manage important contract information and documents for each site. This guide provides detailed steps on how to add, link, manage, unlink, and delete contracts within the system. Learn about how to create auto notification for expiring contracts as well.

Navigating to Contracts

Accessing Sites
Viewing Contracts

Creating and managing Site Contract

Creating and Managing Auto Notifications

Viewing Reports

Navigating to Contracts

For each site in Prism, you can capture important contract information and documents. Keep on reading to learn how to add and manage contact information!

You can navigate to contracts using either of the methods mentioned below:a. Select Sites from your left menu or dashboard.
b. Select Sites from your left menu or dashboard and click on contracts from ribbon at the top of the page.
Find and select the Site you’d like to manage.
Pro-tip: use search box and filters to find what you’re looking for whether you are on sites page or the contracts page. The filter option allows you search by state, tags and categories to make it easier to look for the contract for specific sites.
Funnel icon Filter will allow you to filter on data like Site Status, Status, Expiration, Programs, Contract Tags, and Categories.
On the ribbon at the top of the page, click on Contracts.
On the contracts tab, you will have a left panel that shows you all the contracts available for that Site. Select the contract to view detailed information on the right hand side of the page.
Next to List of Contracts, you will have two icons: and chain and a + icon.
1. The chain icon allows you to link contracts you have already created to different sites. If for example, you have multiple sites who are covered by the same contract, rather than consolidating them, you can easily link the contract and keep your data as is.
2. The + icon allows you to add new contracts.

Linking Contracts

Click on the chain icon to link an existing contract.
A drawer will open, showing you the full list of available contracts. Find and select the desired contract with the open checkbox and click Save. You can also use the funnel icon here to filter out for the list of contracts to link with.
1. Any contracts already associated with the site will be greyed out.

Adding Contracts

Click on the + icon to add a new contract.
A drawer will open where you will add contact information. Please note that contract name, start date, expiration date, contract template, and status are mandatory fields. Click Save once done.
1. Enter the Contract name of the agreement.
2. The system will add a contract number automatically, but this can be changed.
3. Enter the Tax ID of the contract. This is completely optional.
4. Add the name of the faculty or staff who initiated the contract along with the primary contact person.
5. You can also add the contract start date and expiration dates.
6. You can also pick the contract template.
7. You can also add the contract status.
8. The system will set contracts as active by default, but you can mark it as inactive if needed.
9. Add any notes if needed.
10. Click Save once done.
Your contract will now be added to the system! If you need to make changes, click on the pencil icon. Each contract you add will have two tabs, About and Contract Generation.
Within the About tab, you will have the following sections:
- Basic details of the contract that you added.
- Contact details of the contract that is added.
- Programs covered under the contract. This is applicable for schools who have "common contract sharing" enabled, which means if multiple programs from your university has signed up with exxat and you allow the sites to be shared then you will be able to pick the programs that covers the same contract for different disciplines.
- Categories if any added for the contract. These Categories can be created under "Sites > Setup" page for contracts and can be applied to contract for better organization and grouping. These are useful when applying filters for contract to easily search and organize them better.
- Locations covered for this contract can be updated. If the same contract is covering multiple locations within that site then this association can easily be done.
- Routing Checklist is updated at the institutional level. You can add and update the information for each contract accordingly.
- Contract documents can also be uploaded under this section. You can easily archive old document.

5. Within the Contract Generation tab, you will have your program’s templates available to generate a contract for download.

If you do not have any templates available, contact prism-support@exxat.com to get started.

Unlinking a Contract Prism

Once the contract is Linked and for some reason if it needs to be Un-linked. PRISM will allow you to do that. Unlinking contracts only work when the same contract is associated to multiple sites and it needs to be removed from the current site. It doesnt delete the contract, it still shows up on other sites wherever linked.

Select Sites from your left menu or dashboard. OR use 2nd Step from below
Select Sites from your left menu or dashboard and click on contracts from ribbon at the top of the page.
Find and select the Site you’d like to unlink the contract.
1. Pro-tip: use search box and filters to find what you’re looking for whether you are on sites page or the contracts page. The filter option allows you search by state, tags and categories to make it easier to look for the contract for specific sites.

On the ribbon at the top of the page, click on Contracts.
On the Contracts tab, you will have a left panel that shows you all the contracts available for that Site. To unlink the contract, you can click on the contract from the left panel. And click Unlink Contract button.
A pop-up will show up, type the mentioned number, and click Unlink.

Deleting a Contract Prism

Once the contract is added for some reason it needs to be deleted. PRISM will allow you to do that. Deleting contract shows up where the contract is associated with that one site only and you can delete the contract. The contracts that are linked to other sites cannot be deleted.

Select Sites from your left menu or dashboard. OR use 2nd Step from below
Select Sites from your left menu or dashboard and click on contracts from ribbon at the top of the page.
Find and select the Site you’d like to delete the contract.
- Pro-tip: use search box and filters to find what you’re looking for!

On the ribbon at the top of the page, click on Contracts.
On the contracts tab, you will have a left panel that shows you all the contracts available for that Site. To delete the contract, you can click on the delete contract button
A pop-up will show up to confirm the delete contract, enter the mentioned number.

Creating and Managing Auto Notifications

To stay informed about upcoming contract expirations, you can set up personalized email alerts. You have the flexibility to create, modify, pause, or delete multiple notifications for each contract. This feature enables you to schedule timely reminders for your expiring contracts.

Go to Sites from the Exxat Prism Dashboard or hamburger menu

Select Setup and go to Auto Notifications.
Click Add Notifications
A Add Notification drawer opens where you can configure the notification settings.
Select the Notification Type
- Expiring Contracts
- Expiring Experiential Supervisor Credentials.
Enter a Notification Title.
Choose a title that helps you identify the notification, particularly if you plan to configure reminders for different groups of recipients.
Under How early should we start alerting you?, specify how far in advance you want to receive expiration reminders.

Enter a number and select the appropriate time unit: Days,Weeks, or Months

For example, you can configure a notification for contracts expiring within the next 90 days or six months.
Select how frequently the notification should be sent.

Available options include:
- Daily
- Weekly
- Monthly
- Yearly
Click Save and Continue.
You will navigate to the Recipients tab.
Select the users who should receive the notification.
(Optional) select if you want to Notify Field Instructor or Task supervisor.
(Optional) select if you want to cc Staff and Faculty on Field Instructor / Task Supervisor emails.
Click Create Notification.

The notification is created using the configured reminder period, frequency, and recipient information.

Manage Existing Notifications

Auto Notifications can be updated as your program’s needs change.

You can:

Modify a notification to update its configuration - use the edit icon.
Pause a notification when reminders are temporarily unnecessary - use the Toggle button to activate or deactivate the notification.
Delete a notification that is no longer required - use the delete icon.

This allows you to maintain different expiration reminders for different contract monitoring needs.

Viewing Contract Report

You may want to revise contracts you have on file, or easily find any Sites who do not yet have contracts added. The Contracts section of the system will show you the following information:

Select Sites from your dashboard or left menu.
Select Contracts from the ribbon at the top.
The page will display all sites with contracts. If you’d like to manage any contract, click on the Contract Name.
1. You can export to excel using the sheet and arrow icon.
2. Rearrange the columns you see using the wrench icon.
Filter your list using the funnel icon. Here you are able to filter out contracts and check which ones are expiring in 30 days, 60 days etc.
To view sites without contracts, click on Sites Missing Contracts.
The page will display all sites without contracts. Click on the site name to add contact information.