Exxat Prism enables you to configure, collect, and track student compliance requirements efficiently. This guide explains how to:

• Set up compliance requirements
• Configure auto-notifications
• Enable secure access to compliance documents

You can also watch our video tutorial. 

Set Up Compliance Requirements

Setup Student Compliance to define the documents students must submit (for example, immunization records, certifications, or identity documents).

Before you begin

• Ensure you have access to the Student Compliance section.
• Identify the cohort you want to manage.

Steps

1. Login to Exxat Prism using your university credentials. 
2. From the dashboard or the Hamburger menu, select Student Compliance.
   
3. From the top menu, select Setup tab.
4. From the Cohort drop-down menu, select the cohort you want to setup compliance.
   
5. Apply a Template 
   If this is your first setup, from the Select Template drop-down menu, select a Template to reuse existing configurations.
   • Choose a template to copy from, or
   • Select None to start from scratch.
     
      

     • Select a Template to Copy From 

       1. Select a template to copy predefined settings. 
       2. Review preset requirements (view-only).
          
       3. Select the eye icon to preview details.
          
       4. Click Apply Template.
       5. Click Confirm. 
          Note: You will not be able to apply a new template as a starting point for the selected Cohort's compliance setup once confirmed. 
          
           

     • Start from Scratch

       1. In the Select Template drop-down, select None.
       2. Review each requirement.
       3. Click the edit (pencil) icon to configure settings for the requirement and Save.
          1. Enable / Disable requirement
          2. Mandatory or optional
          3. Requires review by Approve team
          4. Due Date 
          5. Guidelines

             1. Sample documents
                
                
                

                The Requirement is Successfully enabled for the cohort. 
                

                Repeat this for all the requirements. 

          6. Once done Click Publish and confirm
             

Publishing makes requirements visible to students.

End --

Requirement Status indicators

Color Indicators	Green	Enabled
	Grey	Disabled
Icon Indicators		Enabled
		Mandatory
		Review Required
		Included in Profile Link

Compliance Requirement Categories

Requirements are grouped under categories such as:

• Health & Immunization
• Certifications & Training
• Verification / Identity Documents
• Insurance & Liability
• Memberships & Licensure
• Attestations
• Additional Documents

Add a New Requirement

• Click + within a category, Enter Requirement name, and click Save
  
  

 Create a New Category

1. Click + Add New Category
2. Enter a name
3. Add requirements
4. Click Save
   

Additional Notes

• Administrators can edit or reset student due dates.
• Updated due dates are reflected in reports and exports.
• To restrict access to sensitive documents, contact:
  prism-support@exxat.com with:
  • Cohort name
  • Document name
  • Request to mark as Sensitive

Set Up Auto-Notifications

Enable automated reminders to help students complete compliance requirements on time.

Notification Types

Auto-notifications can be triggered when documents are:

• Not Approved
• Expiring
• Expired
• Past Due Date
• Past Follow-up Date

How Notifications Work

Students receive emails when:

• Documents are Not Approved, Expiring, or Expired, or
• Mandatory documents are Get Started or In Progress

Important

• Only enabled documents are included
• Only active students receive notifications

Steps

1. In Student Compliance section navigate to the Setup tab.
2. Select the cohort
3. Click Auto-Notifications
   
4. In Auto-Notifications drawer
   1. Turn on Enable Email Auto-Notification
   2. Set the Notification End Date
      • This cannot be changed after saving
   3. [Optional] Enable Real Time Notification when document is not approved. 
   4. [Optional} Disable Notifications for Optional Documents.
5. Click Save
   

Enable Secure Access to Compliance Documents

This feature protects sensitive compliance data shared externally.

How to Enable

Contact prism-support@exxat.com to enable secure access.

How It Works

When enabled: External users must verify identity using a one-time password (OTP)

External Access Flow

1. Receiver clicks the shared link
2. Enters email address
3. Receives OTP via email
4. Enters OTP

Result

• Correct OTP → Access granted
• Incorrect OTP → Access denied

Where This Applies

• Shared student profile links