This article provides a quick overview of the different user roles in Exxat Prism and what each role is designed to do.
In Exxat Prism, user roles define what a person / user can see and do within the system. Each role is assigned specific permissions that determine access to features, data, and actions - such as viewing student compliance documents, managing clinical site details, or setting up curriculum modules.
Roles are carefully structured by persona (student, faculty, administrator) and access level (program-level or institution-level) to reflect real-world responsibilities in an academic or clinical education setting.
Importance of User Roles in Exxat Prism
User roles are critical to ensure that the system remains secure, efficient, and aligned with real-world responsibilities. User roles are essential for the following reasons.
Roles restrict access based on job function, minimizing the risk of unauthorized data exposure.
Sensitive data (student compliance records or contract details) is only visible to authorized users.
Users only see the modules and information they need, streamlining workflows and reducing screen clutter.
Institutions can standardize roles across multiple programs, making onboarding faster and role assignment more consistent.
Reflects how educational institutions operate. Faculty may only need to review evaluations, while administrators manage placements or sites.
Enhances collaboration by clearly defining boundaries and responsibilities.
User Role Categories
User roles in Exxat Prism are organized by their scope of access
| Role Category | Description |
|---|---|
| Program Level Administrator | Access limited to one or more individual programs. |
| Tenant Level Administrator | Institution-wide access across all programs within the tenant. |
| Student | End-user access limited to features assigned to students. |
| Faculty | Role-based access for reviewing compliance, evaluations, and communication. |
User Role Description and Functional Capabilities
This section lists the standard roles available, describes the role functionality, and access to the key modules.
Note: You can create custom user roles tailored to your program’s requirements. To request a new custom role, please contact Exxat Support.
Program Level Roles
Program Level Roles are assigned at the program level and determine access to modules like compliance, curriculum, placements, and more within individual programs.
Role Name | Description | Key Modules/Capabilities |
|---|---|---|
| Super Program Administrator | Full access to all Exxat PRISM modules at the program level. | Compliance, Placement, Sites, Curriculum Mapping, Competency Management, Learning Activities and so on |
| Exxat One Access | Access to Exxat One module in Exxat Prism | Exxat Prism <-> Exxat One integration |
| Curriculum Administrator | Access to curriculum modules only. | Curriculum Mapping |
| Faculty Compliance Administrator | Additive role for full access to faculty compliance. | Faculty Compliance |
| Site & Contract Coordinator (Limited) | View/edit sites and contracts, no access to other modules. | Sites, Contracts |
| Compliance Administrator (Approve Only) | Full access to compliance; intended for Approve-only clients. | Compliance Management |
| Read-Only Program Administrator | View-only access to all Exxat PRISM modules. | All modules (read-only) |
| Non-Compliance Admin | Full access to all modules except Compliance. | Placement, Curriculum Mapping, Sites, and similar (Excludes Compliance Management). |
| Site & Placement Program Administrator | Access to site and placement functionalities only. | Sites, Placements |
| PRISM LITE | Access limited to setting up PTAMACS/PTMACS forms. | PTAMACS/PTMACS |
Tenant Level Roles
Tenant-Level Roles provide access across multiple programs at an institutional level, supporting centralized administration, oversight, and reporting.
| Role Name | Description | Key Modules/Capabilities |
|---|---|---|
| CCS Institution Administrator | Manages sites and contracts across all programs. | Contracts, Sites |
| User Management Admin (Read-Only) | View-only access to user management section at institution level. | User Management (read-only) |
| Compliance Management Admin | Full access to compliance across all programs (if C003/C004 exists). | Compliance (institution-level) |
| Institutional Placement Admin | Access to placement details across programs. | Placement reports |
Role-Based Module Access
A quick reference showing which roles can access specific modules in Exxat Prism, helping map functionality to user responsibilities.
| Module | Accessible By |
|---|---|
| Compliance | Super Administrator, Compliance Administrator, Faculty Compliance |
| Curriculum Mapping | Super Administrator, Curriculum Administrator |
| Sites & Contracts | Super Administrator, Site & Contract Coordinators, Tenant Administrator |
| Placement | Placement Administrators (Program & Tenant Level) |
| Exxat One | Exxat One Access |
User role in Exxat Prism controls what you can see and do in the system. Each role is set based on your responsibilities, such as viewing documents, managing placements, or reviewing compliance.
Knowing user roles helps in using Exxat Prism more effectively.
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