Article: Managing Pending Member & Entity Approvals

This guide helps Admins understand Pending Member Approval and manage Pending Entity Approval processes in ACEMAPP. Learn how to direct students to approve their affiliations and review and approve requests when they seek affiliation with your institution. With clear steps for both types of approval, this guide ensures that you can efficiently handle student affiliation requests and manage your members once they are fully approved.

Part 1: Understanding Pending Member Approval

As an ACEMAPP Administrator, it's important to understand how the Pending Member Approval process works. You cannot manage these members directly until they have approved the affiliation.

What is Pending Member Approval?

There are two main scenarios for a Pending Member Approval status:

• Existing Account: During member account creation, if the member already has an ACEMAPP account, an affiliation request will be sent to them, and they will need to approve it before it appears on your active members list.

• Inactive to Active Status: If the student was previously inactive (e.g., graduated, withdrawn, etc.) and has been reactivated, they must approve the affiliation before you can manage them.

Approval Needed from the Member:

Once an affiliation request is created for a student, the student must log into their ACEMAPP account and approve. They will receive an email notification prompting them to take action. Only after the student has approved the request will your entity (school or clinical site) be notified, and you can then manage them in ACEMAPP (assign rotations, update status, etc.).

How Can I Help?

If a student has a Pending Member Approval status, they will need to complete their part of the process. As an admin, you can direct the student to log in to their ACEMAPP account and approve the affiliation. Here is a helpful link for students on how to manage their affiliations:
Help Desk Guide for Students: Approve Affiliation with School or Clinical Site

Part 2: Approving Pending Entity Approval Affiliations

When a student sends an affiliation request to your school or site, you, as an admin, will need to approve or deny it. This is what we refer to as Pending Entity Approval.

Step 1: Access the Members Tab

Click on the "Members" tab from your Home Page in the navigation bar. In the Affiliation column, select the appropriate member type (e.g., Students).

Step 2: Filter for Pending Entity Approval

In the Members table, click on the "Pending Entity Approval" tab. This will filter the list to show all members who have submitted affiliation requests waiting for your approval.

What does Pending Entity Approval mean?

Pending Entity Approval indicates that the student has submitted an affiliation request to your entity (school or clinical site), but the request is still awaiting your approval. Once you approve the request, the student will be affiliated with your entity.

Step 3: Review the Affiliation Request

Click the "Edit" (pencil) icon next to the student’s name to review the affiliation details.

Step 4: Review and Update the Student’s Information

On the Edit Member Joins page, you will see the student’s affiliation request details. Here, you can review the student's request to ensure all details are correct.

• Status: To approve the affiliation request, change this to "Active." This will officially affiliate the student with your entity, and they will be notified that the affiliation has been confirmed.

• Access End Date: Set an Access End Date to specify when the student will no longer need access to your site or school. Once the date arrives, their affiliation will automatically expire.

• Employee: If the student is an Employee, toggle the switch to "Yes" to indicate that they are an employee within the ACEMAPP system.

Step 5: Save

After you’ve reviewed the details, click the "Save" button at the bottom of the page. Once the request has been saved, the student will be fully affiliated with your entity, and you will see them listed among your active members.