Institutional administrators can manage locations centrally at the Institutional Level. Managing locations at the institutional level allows administrators to keep shared sites organized and updated across all programs.

This is particularly useful when multiple programs share locations. 

Any changes made to a location at the tenant level automatically reflect across all associated programs.

If you do not see the Institutional Administrator option in your account but believe you should, contact your Account Manager or email our support team at prism-support@exxat.com .

Key Points

Here are some important points to remember when managing locations.

• Managing locations at the Institutional level helps standardize shared data.

• Any edits to location details cascade across all programs using that location.

• Deleting locations is permanent.

• Deleting locations is restricted if placements or slots exist.

• Contract associations can be updated from either the site profile or contract profile.

You can also Watch our video tutorial.

Accessing Locations

This section explains how to reach the central list of locations and view or organize them.

Steps:

1. Log into your Exxat Prism account.

2. From the dashboard, click Institutional Administrator.
   

3. Select Contracts & Sites Management.
   

4. Go to Locations tab to view all tenant-level locations.
   

Here, you can:

• Search for a specific location using the search bar.

• Filter locations using the filter icon.

• Customize Columns: Click the Edit columns icon to customize.

  1. Reorder columns using the double ellipses or the Arrows.

  2. Remove columns using the trash bin icon.

  3. Add them back using the Add a Column button and click Save.
     

• Export the location table to Excel by clicking the Export icon.

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View and Edit a Location

Each location has a detailed profile where you can view, update, or remove details that apply across all associated programs.

Navigation: Exxat Prism login > Institutional Administrator > Contract & Sites Management > Locations 

Steps:

1. From the list of locations, click the Location Name.

2. To edit location information, click the edit icon within each section.

   • Changes update across all programs that share this location.
     

3. To update program assignments:

   • Go to the Programs section and click the edit icon.

   • Add or remove programs (only if the site is already added to the program) by selecting or unselecting the program.

   • Click Save to confirm.
     

4. To delete a location:

   • Click Delete Location.

   • Review the warning.

   • A location cannot be deleted if it has placements or slots.

   • Confirm only if you are sure—this action is irreversible.

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Adding a New Location

You can create new locations directly from a site profile and define address, contact, and other details.

Navigation: Exxat Prism login > Institutional Administrator > Contract & Sites Management > Sites

Steps:

1. Click on the Site name and go to the Locations tab.

2. Click Add Location button.

3. Enter the following details in the Add location drawer:

   • Basic Address Information

   • Contact Information

   • Additional Information

     Fields marked with a red asterisk (*) are mandatory.
     

4. Click Save.

   You’ll be redirected to the Location Profile, where you can make further edits.

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Associating a Location with a Contract

Locations must be associated with contracts to be used for placements. You can do this from either a site profile or a contract profile.

From a Site Profile

Steps:

1. Navigate to the Site Profile. 
   Navigation: Exxat Prism login > Institutional Administrator > Contract & Sites Management > Sites > Site Profile

2. Go to the Contracts tab.

3. In the Locations Covered section, click the Add icon.
   

4. Select the relevant locations from the list.

5. Click Save.
   

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From a Contract Profile

Steps:

1. From the dashboard go to Contracts & Sites Management and go to Contracts.

2. Go to the List tab and click on the contract name to manage.
   

3. In the Locations Covered section, click the  edit icon.
   

4. Select or unselect the locations from the list to associate or disassociate locations as needed.
   

5. Click Save.

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