Getting Started: School User

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

To submit rotation requests in ACEMAPP, your school must request and receive approval for a partnership with the clinical site. Without an approved partnership, rotation requests cannot be created or submitted.

• From your School Home, click the "Partnership Directory".
• Click the "Search For New Partners".
• Use filters/search to locate the site.
• Click the "+" 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

To manage students, faculty, or preceptors in ACEMAPP—including assigning rotations and tracking compliance—their accounts must be created in ACEMAPP and affiliated with your school.

Important
If you do not create or affiliate a student’s account, you will not have access to that student in ACEMAPP and will be unable to:

• Assign or manage rotation requests
• Track or manage compliance requirements

Member types include:

• Students
• Faculty
• Preceptors

Account Setup Options

• Create accounts 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" > "Add One [Member Type]".
• Complete the form and click "Save" or "Save & Add Another".

How to 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.

How to Bulk Upload Members:

1. Access Bulk Upload
   Go to Members → [Member Type] (under Affiliation) → Create → Bulk Upload
2. Download the Template
3. Complete the CSV File
4. Save the completed file as a CSV
5. Upload Completed Template

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

Create Rotation Requests

For clinical sites that require ACEMAPP submissions, rotation requests are required to assign students to clinical experiences.

Rotation requests define the location, timing, and expectations of the rotation.

Option 1: Create a Single Rotation

Use this option when submitting an individual placement.

1. From your home screen, click "Create Rotation".
2. Select the correct Program and Experience Type (Cohort or Precepted).
   • 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, slots, etc.) and click "Save" again.

Option 2: Replicate a Historical Rotation

If you offer the same rotations each term, you can replicate a previously approved rotation and update only the necessary details (such as dates or slots).

• Select an existing historical rotation.
• Copy key details into a new request.
• Make any required edits before submitting.

This option helps maintain consistency and significantly reduces setup time.

Option 3: Create Multiple Rotations

Use this option when you need to submit multiple rotation requests at once, such as for large cohorts or recurring placements.
ACEMAPP provides two ways to create multiple rotations.

Method A: Create Multiple Rotations in Bulk

Use this method when you want to enter multiple rotations directly in ACEMAPP without a spreadsheet.
How to Create:

1. Click the Rotations tab.
2. Click the Create button.
3. Select Create Multiple from the drop-down menu.
4. Enter rotation details for each placement.
5. Review and submit the rotation requests.

Method B: Create Multiple Rotations with Spreadsheet (CSV Upload)

Use this method when managing large volumes of rotations or recurring placements.
How to Create:

1. Follow the Create Multiple Rotations process.
2. Select the Partner, Experience Type, and Program for your rotations.
3. Under CSV Template, click the blue Generate Template button.
4. Download and complete the generated spreadsheet.
5. Upload the completed file to create multiple rotation requests at once.
6. Review and submit the generated rotations.

This method helps reduce manual entry, ensures consistency, and saves time for high-volume submissions.

Related help desk guides: Creating a Rotation, Replicate Rotations, Create Multiple Rotations in Bulk, and Create Multiple Rotations with Spreadsheet.

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 Members to a rotation

To view and complete clinical site requirements, students and faculty must be assigned to a rotation.

Until a member is assigned, they will not see rotation details or required compliance items.

Assigning members weeks ahead of the rotation start date:

• Triggers email reminders
• Allows time for document review
• Helps ensure compliance before the start date

How to Assign:

1. Click the “Rotations” tab.
2. Click the “Edit” (pencil) icon next to the rotation.
3. Go to the “Students” tab.
4. Confirm that the number of slots is sufficient.
   • Adjust slots in the Edit panel if needed.
5. Select students from the Available Students list.

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’ll 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 compliant.
• 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 Members to a Rotation.

Review & Manage Member Requirements (Required)

To approve compliance, schools are typically responsible for reviewing and managing member documents in ACEMAPP.

Most clinical sites expect schools to review, approve, or deny requirement documents unless your program uses:

• A third-party compliance vendor, or
• ACEMAPP Assure

If neither is used, your administrators must manage document review to ensure all requirements are completed and approved on time.

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

Monitor Compliance (Required)

Before rotations can begin, schools must confirm compliance to ensure students and faculty are fully prepared.

This includes monitoring:

• School requirements
• Clinical site requirements
• Document status
• Roster readiness

Ongoing compliance tracking helps prevent delays and last-minute issues at rotation start.

By Affiliation (Your School's Requirements Only)

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

By Rotation (School + Site Requirements):

1. Go to Members > Rotation > Student.
2. Review:
   • Compliance column (X = incomplete) (a red X icon means incomplete)
   • "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

Featured Admin Tools Included with Your Subscription

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

Permissions — Manage Admin Access & Roles

Control who can access ACEMAPP and what they can do.

• Add or remove admin users
• Assign role-based permissions
• Limit access by program or function

For security purposes, admin access changes must be completed by an existing admin who already has entity access, program access, and permissions management enabled.

Related help desk guides: Add a New Admin User, Remove an Admin User, and Update Admin User Access to Programs & Permissions

Courses — Add Course Details to Rotation Requests

Courses in ACEMAPP allow you to add a course title and key details to rotation requests. Linking a course to a rotation helps clinical partners clearly understand the experience being offered before approving or hosting students.

Related help desk guides: Create / Add Course Info for Rotation Requests

Tags — Organize & Filter Data

Use tags to label members and rotations for easier tracking and reporting..

• Tag by cohort, semester, program, or specialty
• Filter rotation lists and member views
• Improve internal organization

Related help desk guide: Tags

Member Announcements — Share Important Updates

Post site-specific messages to students and faculty rotating at your location.

• Orientation reminders
• Parking or badge instructions
• Last-minute updates or alerts

Related help desk guide: Managing Announcements

Snapshot — View Your Organization at a Glance

Access a high-level overview of your ACEMAPP account.

• Active admin users and permissions
• Current student placements
• Billing and primary contact information

Related help desk guide: A Snapshot of your Entity in ACEMAPP

Admin Tools Available Upon Request

Contact ACEMAPP support to enable these features.

Directory System — Track External Partnerships

Manage rotations and agreements with partners not using ACEMAPP.

• Store affiliation details in one place
• Track non-ACEMAPP rotations
• Maintain historical partnership records

Related help desk guide: Directory: Manage Entities

Learning Management System (LMS) — Deliver Training in ACEMAPP

Create and host learning content directly within the platform.

• Upload courses, quizzes, and assessments
• Assign learning materials to students or faculty
• Centralize education and compliance

Related help desk guide: Learning Materials for Students & Faculty

Evaluations & Surveys — Collect Feedback & Assess Performance

Distribute customized evaluations and surveys tied to rotations.

• Evaluate students, preceptors, or faculty
• Automate distribution based on rotation activity
• Review results within ACEMAPP

Related help desk guides: Managing Evaluations and Managing Surveys

Clinical Encounter & Time Tracking — Monitor Student Activity

Track student clinical experiences and time logs.

• Log encounters, competencies, and skills
• Review time tracking for students and educators
• Support program reporting and accreditation needs

Related help desk guides: Review Case Logs and Review Time Logs

Admin Tools with Additional Cost

ACEMAPP Assure — Compliance Management Solution

ACEMAPP Assure collects, stores, and reviews compliance requirements, including:

• Drug screening
• Background checks
• Immunizations
• Additional required documentation

To get started:

• Please complete and submit the Assure interest form: Click Here
• View our flyer for additional information: ACEMAPP Assure