Getting Started: School User

Getting Started: School User content

Getting Started With ACEMAPP (for School Admins)
For School Administrators

Welcome to ACEMAPP – your collaborative platform for managing clinical placements, compliance, and recruitment. This guide will walk you through the essential first steps as a school administrator.

Related help desk guides: School User Guide and What is ACEMAPP?

Log In

Log in

  1. Check your email inbox for a message from ACEMAPP, and click the verification link in that email to verify your account.
    • Can't find it? Check your spam/junk folder or resend it.
  2. After verification, you will receive a second email to set your password.
  3. Follow the link and create your secure password.
  4. Log in at https://www.acemapp.org.

You will be asked to agree to:

  • FERPA Consent
  • Honesty Pledge
  • Terms and Conditions

You must accept these to proceed.

Related help desk guide: Log in to ACEMAPP.

Complete Your Profile

Complete Your Profile

Before accessing your dashboard, you must complete the following:

Required Sections:

  • General Information
  • Security Questions
  • 2-Factor Authentication (2FA)

How to Access:

  1. Click your name/avatar in the top-right corner.
  2. Select "Profile" from the dropdown.
  3. Use the left-hand panel to complete the required tabs.
  4. Click "Save" on each page.

Related help desk guide: Update Your Profile, 2-Factor Authentication.

Request a Partnership

Request a Partnership

Before submitting rotations, your school must be partnered with the clinical site.

  • From your School Home, click the "Partnership Directory".
  • Click the "Search For New Partners".
  • Use filters/search to locate the site.
  • Click the the plus (+) icon next to the site, and then "Request Partnership".
  • Select your Program(s) and optionally add:
    • Contract start/end dates.
    • Review notes.
  • Click "Save".

Related help desk guide: Partnership Requests.

Create or Affiliate Member(s) Account

Create or Affiliate Member(s) Account

What are Members?

Members include students, faculty, and preceptors.

Options:
  • Create Individually
  • Bulk Upload (recommended for large groups)
How to Create One Member:
  • Click "Members" on the home screen.
  • Choose the member type under the Affiliation column.
  • Click "Create" then click the plus (+) Add One [Member Type].
  • Complete the form and click "Save" or "Save & Add Another".

Important Fields for Students:

  • Access/Membership Start Date: The start of the member's first-year membership period.
  • Access End Date: When you no longer need to manage the student in ACEMAPP.
Affiliate an Existing Member:

If the entered email matches an existing member:

  • ACEMAPP creates an affiliation request.
  • Verify the program and end date.
  • Click "Save."
  • The member must log in and approve the affiliation.

Related help desk guides: Create or Affiliate Member Accounts, Bulk Upload New Members.

Creating Rotations

How to Create a Rotation:

How to Create a Rotation:

  1. From your home screen, click "the plus (+) Create Rotation."
  2. Select the Program and select Experience Type (Cohort or Precepted).
    1. Unsure? Check with your clinical site.
  3. Select the Partner Organization.
  4. Click "Save" to proceed to the Rotation Edit screen.
  5. Complete required fields (unit, dates, slotes, etc.) and click "Save" again.

Related help desk guide: Creating A Rotation.

Assign Member(s) to a Rotation

Assign Member(s) to a rotation

Assigning members grant them access to site-specific requirements and materials.

How to Assign:

  1. Click the "Rotations" button.
  2. Click the "Edit" (pencil icon) next to the rotation.
  3. Go to the "Students" tab.
  4. Confirm tht the number of slots is sufficient.
    1. Adjust slots in the Edit panel if needed.
  5. Select students from the Available Students list.
  6. Click "Save Changes" to save your selection.

Common Issues When Assigning Students

If a student is missing from the Available Students list, check the following:

  • The student may not be actively affiliated with your school.
  • The student may not have an ACEMAPP account yet.

What to Do:

  1. Go to Members > Affiliation > Manage Students (Affiliated) to check their status.
  2. If needed, update their affiliation status or create a new account for them.
  3. Once active and affiliated, the student will appear in the Available Students list for assignment.

Is This Roster Complete?

At the bottom of the Students tab, you will see a toggle labeled "Is this Roster Complete?"

  • Leave this toggle set to "Yes" if you are done assigning students and want the clinical site notified once all members are complaint.
  • Setting this to "No" means the roster will not be sent to the clinical site, even after all members meet the requirements.

Related help desk guide: Assign Member(s) to a Rotation.

Review & Manage Member Requirements

Review & Manage Member Requirements

Use the tools below to efficiently review, approve, or deny member requirement documents, individually or in bulk.

Option 1: Bulk Review Using Document Management

This method allows you to process multiple uploaded documents quickly.

Step 1: Open Document Manager

From your Home screen, click "Document Manager".

  1. If you don't see Document Manager on the main menu, click More > Document Manager.
Step 2: Filter Your Review Queue

Use the Queue Filters to narrow your review by:

  • Requirement type.
  • Member type (e.g., Student, Faculty).
  • Document status (Pending, Approved, Denied).
Step 3: Review & Take Action

For each document listed:

  • Click the document link to review it.
  • Enter completion and expiration dates (if prompted).
  • Click "Approve" or "Deny."
    1. Add notes when denying a document (optional, but recommended)

Option 2: Manual Entry — No Documents

Use this method if no document is required, but you need to enter a completion date manually.

Important: If you manually enter dates without uploading a document, clinical sites will not have access to documentation, even if some sites require it. Always verify wether documentation is needed before using this method.

Steps:
  1. Go to Members > Student (or other applicable role).
  2. Click the "Requirements" icon under the Actions column.
  3. Select either:
    • School Requirements (Affiliation-based), or
    • Site Requirements (Rotation-based)
  4. Enter the Completion Date and Expiration Date (if applicable).
  5. Click "Save."

Option 3: Review Requirements with Uploaded Documents

Use this method to review and manage documents uploaded for a specific member.

Steps:
  1. Click the "Requirements" icon under the Actions column for the member.
  2. Click the Documents icon for the specific requirement.
  3. Use "View" or "Edit" to review the file(s).
  4. Click "Approve" or "Deny."
    • If denying, include a note explaining the reason.
  5. To upload a document on behalf of the member, complete all required fields and click "Submit."

Monitor Compliance

Monitor Compliance

By Affiliation (Your School's Requirements Only)

  1. Go to Members > Affiliation > Student.
  2. Review:
    • Student profiles
    • Compliance column (a red X icon means incomplete)
    • "Requirements" button ( a blue book icon means needs review)

By Rotation (School + Site Requirements):

  1. Go to Members > Rotation > Student.
  2. Review:
    • Compliance for both pre/post.
    • "In Progress" status = not started."
    • Documents pending review.

What Makes a Student Compliant?

  • Completed Requirements.
  • Uploaded/Approved Documents.
  • Filled out Custom Fields.
  • Passed required Assessments.
  • Holds an active subscription.

Related help desk guide: Managing Compliance and Use the Rotation Table as the Primary Compliance Tracking Tool

Quick Start Checklist for School Admins

Quick Start Checklist for School Admins

Task Status
Verified email and logged in
Completed profile setup
Requested clinical site partnerships
Created or affiliated member accounts
Submitted rotation requests
Assigned members to rotations
Reviewed and approved requirements
Monitored ongoing compliance
Download Checklist as PDF

Advanced Features for School Admins

Advanced Features for School Admins

Once you've mastered the basics of ACEMAPP, take advantage of these advanced features to streamline communication, enhance program management, and customize your administrative workflows:

Create Courses

Create custom courses that can be attached to rotation requests.

Add or Remove Admins & Adjust Permissions

Grant or remove access for additional staff, and customize permission levels based on roles.

How to Create and Assign Tags

Organize members and rotations using custom tags, such as cohort, semester, or program, for easier filtering and reporting.

  • Related help desk guide:

Create Announcements for Members

Post important updated (e.g., orientation reminders, parking instructions) to members rotating at your site.

Broadcast Messages to School Partners

Send direct messages or updates to all school partners associated with your clinical site.

 
 

Contact Us

If you have any questions, concerns, or general feedback about ACEMAPP, we are happy to provide support via email at support@acemapp.org. You may also contact us by phone at 844-223-4292. Contact Us.

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ACEMAPP is a product of Michigan Health Council, a 501(c)(3) nonprofit organization on a mission to create products and provide services their partners rely on to build health professional capacity. Learn more at mhc.org

   

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