Add and Invite Faculty to Exxat Prism

Faculty & staff must be invited to Exxat Prism to complete their profile, access their courses, student placements, and more.

There are 2 ways of sending invitations to faculty or staff:

• Invite them yourself through the system.
• Contact prism-support@exxat.com and provide the date, time, and faculty list that should be invited.

If your program uses Single Sign On (SSO), which allows users to use one set of login credentials(for example: university's credentials) to access applications. 

Add Faculty and Staff

You can Faculty and Staff to the Exxat Prism in two ways. 

1) Add faculty and staff individually.

2) Bulk Import faculty and staff.

Add Faculty and Staff individually

1. Login to Exxat Prism using your university credentials. 
2. Navigate to the Faculty and Staff section by either: 
   • Clicking Faculty and Staff tile on the dashboard or
   • Selecting Faculty and Staff from the hamburger menu. 
     
     
     The Faculty and Staff page with list of all the faculty and staff previously added to the Exxat Prism loads.
     
     
3. To add faculty or staff, Click Add Faculty/Staff button.
   
   
   
4. Fill all the fields in the Add Faculty / Staff drawer.
   Important: Fields marked with "*" are mandatory.
   1. Select the radio button to define if you are adding a Faculty or Staff.
   2. Enter the First Name, Last Name, Faculty/Staff ID, Email Address, and Phone Number.
   3. Select the Administrative Position and Faculty Rank. 
      Note: The values in the drop-down menu are derived from the configuration done in

      "Custom faculty rank and administrative positions" during the Setup. 

5. Click Save.
   
6. Each faculty & staff member will have a profile of their own where they can add additional information. To view and edit this information, click on the user’s name. 
   
   
   
7. The faculty & staff profile contains the following sections:
   1. Profile
   2. Teaching
   3. Scholarship
   4. Service
   5. Associations
      

   6. If your school uses SSO (Single sign-on service), then in the right menu of the faculty profile, click on the plus "+" button in the Single Sign-On (SSO) Key option. 
      

   7. Enter the SSO Key details in the Add Single Sign-On (SSO) Key drawer and click Save.
       
      You can share an SSO invite with the faculty. 
      Note: If your program does not have an SSO, then this option is disabled.  contact prism-support@exxat.com. 

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Bulk Import Faculty and Staff 

1. Login to Exxat Prism using your university credentials. 
2. Navigate to the Faculty and Staff section by either: 
   • Clicking Faculty and Staff tile on the dashboard or
   • Selecting Faculty and Staff from the hamburger menu. 
     
     
     The Faculty and Staff page with list of all the faculty and staff previously added to the Exxat Prism loads.
3. In the Setup page, in the Faculty Management section, click Bulk Import.
4. Click the plus "+" icon in the top right of the window. 
   
5. In the Bulk Import drawer, read the instructions. 
6. Click Download the template to prepare the data to be imported and click Next.
   
7. Prepare the data. 
   Note: Columns marked with "*" is mandatory
   
8. In the Upload and Analyze step, Enter title for the Import.
9. Upload the excel sheet you prepared in Step 7 and click Next. 
   
10. Review the details and click Import to add the faculty to the system. 
11. Click Previous to go back and upload a different file. 
    
    The faculty and staff are added to the Exxat PRISM.

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Inviting Faculty & Staff

1. Select Faculty & Staff from your left-menu or dashboard.
   
   
   
2. Click on Setup
3. Click on Invite Faculty.
   
4. The page will load all active faculty & staff in the system who have not yet activated their accounts.
5. Once you have found the faculty & staff you’d like to invite, select them using the open checkbox and click Invite Faculty.
   1. You can easily verify whether an invitation has been sent, or if a faculty & staff account is active by checking the Account Status column.
      
      
      
6. A pop-up will appear informing you of the limited access your faculty & staff will receive. Click Proceed.
   
7. Faculty & staff access looks a bit like this:
   
8. If you’d like to provide your faculty & staff with full administrative access, please contact prism-support@exxat.com. Administrative access looks a bit like this:
   1. If your faculty & staff already have administrative access, they will get access to both views.
      
9. A drawer will open showing you a 3-step process you’ll complete to send invitations. The first step will list all the faculty & staff you are inviting. Click Next.
   1. Override recipient’s email: used for testing purposes, if an email is entered here the invitation will be sent to that user instead of the faculty or staff.
   2. Reply to: if a faculty or staff responds to this email, the reply will be sent to the email entered here.
   3. CC or BCC any users as needed.
   4. Upload files as needed.
      
10. In the second step, you will review the email that will be sent to the faculty & staff. The default email template will be the Standard template, but you can choose from others or create a new template.
11. While adding a new template please make sure you include the merge field "@Invitation Link" to your newly created template. This will ensure that your faculty can click on the link to access their profile on Exxat Prism.  
12. Click Preview.
    
    
    
13. On the third step, you’ll then decide when to send your emails! You can send your email immediately or schedule it for a specific date and time. Click Send.
    
    
    
    
14. The drawer will close, and you’ll get a message confirming your emails were sent successfully.
    
15. The grid will update showing you when you last sent an invitation in the Account Status column.
16. Account Status allows you to track the date when the email invite was delivered 
17. Once the faculty successfully logs in, the status will change to Activated.
    
18. See the example below, an email will be sent to the faculty using which they can create their accounts in Exxat Prism
    

End --

Assign Compliance Documents to Faculty and Staff

1. Select a faculty to assign the compliance document from the Faculty and Staff. 
2. Click Assign Documents and choose the appropriate compliance group (for example: UG Nursing).
   
   
   
3. Click on the expand arrow to see all the documents listed in the compliance group assign and click Save.
   
   Compliance document is assigned to the faculty.
   

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