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Institutional Level: Contracts and Sites Management

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The Common Contract or Institutional (Tenant) Level Contract feature acts as a centralized repository for managing all contracts at the school or institutional level. This functionality allows administrators to efficiently add, update, and manage contracts across programs. Additionally, contracts can be extended from the institutional level to specific programs, ensuring seamless collaboration and compliance. This document outlines how to add, update, manage, and delete contracts, create auto-notifications for expiring contracts, and manage contract statuses.

 

 

  1. When you click on the tile for institution administrator, the following dashboard appears:
  2. Click on contracts and site management to view all sites and contracts across all your programs. A dashboard shows up with a summary of all contracts, and their status spread across all programs. You can switch to the list view from here.
  3. On the list view, you will be able to see all the contracts and can make changes to it as required. You will find the option to “Add contract” and “export into Excel” on the right side of your screen

 

Adding contract:

  1. Click on Add Contract on the right side of your screen.  A drawer pops up where you can fill out the contract details define the program you want to share the contract with and click on save once done.

Updating and Managing Contracts

  1. You can click on the name of any contract that needs to be updated.
  2. You will find all the contract details and pencil icons for each card to update the information.
    Click on the pencil icon to edit the basic information for the contract.
  3. Click on the + icon to add the contact details and point person for the contract
  4. You can click on the pencil icon to edit and select all the programs that will be able to share this contract
  5. Click on the pencil icon to edit the information about which sites are covered under a contract
  6. Click on + icon to add routing checklist information. You will be able to check off the items that are completed along with the date for when the checklist item was completed. 
  7. You can click on + icon to edit any additional documents you want to update it under contract documents.

Deleting Contract:

  1. You can click on the name of the contract that needs to be deleted.
  2. On the right side of the screen, you will find the 'Delete Contract' button
  3. You can confirm the deletion and the contract will be deleted.

Creating and Managing Auto Notifications 

You can set email alerts about expiring contracts. 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 auto notifications, perform the following: 

  1. On the dashboard, click Contracts & Sites Management.  

A white and blue text Description automatically generated with medium confidence 

OR 

Go to the menu and click Contracts & Sites Management. 

  1. Click Setup. 

  1. Click the menu and select Auto Notifications. 

 

  1. Click Add Notifications. 

  1. On the Add Notifications window, you can perform the following steps: 

    1. On the Setup Configuration tab, specify the following, and click Save and Continue. 

      • Notification Type – Expiring Contract is the default selected option.

      • Note: Currently, Expiring Contract is the only available option.  

      • 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. 

      • What to include in alerts - 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. 

      • Note: Contract end date and Within are the default options. 

      • 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. 

    1. On the Recipients tab, in the Add additional email address text box, specify the email addresses of the recipients you want to send the contract reminders to. 

    1. Mode of communication is selected as Email by default. 

  1. Click Create Notifications.  

  1. On the Auto Notifications window, you can perform the following: 

    1. 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. 

    1. On your created notifications, you can do the following:

  1.  
      • Click within the Search by Notification text box and specify the notification title to view the required notification.
      • Click trash bin icon A red rectangle with a rectangle on it Description automatically generated to delete the notification.
      • Click pencil icon to edit the notification.
      • Click A blue and white toggle switch Description automatically generated to enable or disable a scheduled notification

Creating and Managing Contract status at the institutional level

 

    1. On the dashboard, click Contracts & Sites Management. 

    A white and blue text Description automatically generated with medium confidence

    OR

     

    Go to the menu and click Contracts & Sites Management.

  2. Click Setup.
  3. Click the menu and select Contract Organization 
  4. Under Contract Status click on the pencil icon
  5. You can update any status or add a new one 

 

 


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