Skip to main content
A complete reference guide for institution administrators and program coordinators This document provides answers to the most frequently asked questions about setting up and managing your institution on the Clarilux platform. Topics are organised by functional area for easy reference.

​
Section 1 - Account Registration & Setup

  • Navigate to the Clarilux landing page and click Sign Up in the top right corner.
  • Choose Institution from the registration categories.
You will be presented with three sign-up options:
  • Sign up with Google: Select this option to register using your existing Google account.
  • Sign up with Microsoft: Select this option to register using your existing Microsoft account.
  • Continue with Email: Select this option to register manually. Enter your First Name, Last Name, Email Address, and Password, accept the Terms of Use and Privacy Policy, then click Create Account.
  • Once your account is created, a verification email will be sent to the address you provided.
  • Activate your account by clicking the Verify Email button sent to your inbox. Once verified, click Go to Sign In to continue.
Yes. When prompted to configure an authenticator app, you can postpone it by clicking Finish Later, then confirming with Continue. A second prompt will appear highlighting the benefits of MFA - click Set up later to continue to your workspace setup. You can always enable or disable MFA later via the Security tab in your Profile or Settings.
The Create your workspace form sets up your institution’s identity on Clarilux. You will need to complete the following fields:
  • Institution Name: Your official institution name (required).
  • Workspace URL: A unique URL for your workspace (required). Must be at least 2 characters and can only contain letters, numbers, and hyphens.
  • Program Type: Select all applicable program types (required) - Residency Program, Fellowship Program, or Academic Center. You can select more than one.
  • Your Role: Select your designation within the institution (required) - Program Director, Associate Program Director, Department Chair, Education Coordinator, or Other.
  • Estimated Students: The approximate number of students associated with your institution (required).
  • Estimated Examiners: The approximate number of examiners associated with your institution.
Click Continue to proceed to the second step, where you will complete your contact details and finalize the workspace:
  • Contact Phone: Your institution’s contact phone number.
  • Website: Your institution’s official website URL (e.g., https://institution.edu).
  • Workspace Description: A brief description of your institution or program.
  • Authorization: Check the box to confirm that you are authorized to create and manage this Clarilux workspace on behalf of your institution.
Click Create Workspace to complete the setup.

​
Section 2 - Dashboard & Session Management

Once the workspace is created, you are automatically redirected to your institution’s Dashboard. A banner at the top of the page will notify you that ‘your workspace is pending verification - you can configure everything now, but sessions will only unlock once verified. Verification usually takes up to 48 hours.’
As the creator of the workspace, you are automatically assigned the Admin role, which grants you full management privileges for your institution.
The dashboard displays a Configure your workspace checklist to guide your initial setup. The dashboard also includes:
  • Overview - Active Programs, Total Candidates, Total Examiners, and Completed Sessions at a glance
  • Quick Actions - shortcuts to Create Program, Invite Candidate, Invite Examiner, and View Sessions
  • Attention Needed - flags any issues that needs attention.
  • Performance Summary - average candidate score, total evaluations completed, and your lowest performing program.
  • Recent Activities - a feed of the latest actions taken across your workspace
  • Click View Sessions from the dashboard’s Quick Actions, or go to Sessions in the left-hand sidebar, to see all upcoming and scheduled sessions across your institution.

​
Section 3 - Managing Members (Examiners & Candidates)

You can invite members in two ways: directly from the dashboard using the Invite Candidate or Invite Examiner quick action, or by going to Members in the left-hand navigation sidebar and selecting either Examiners or Candidates from the dropdown menu. From there, you can invite them using two methods:
  • Single Invitation: Click Invite at the top right and enter their individual email address.
  • Bulk Invitation: Click Bulk Invite to either paste a list of emails directly or upload a CSV or Excel file. You may also include a personalized message to accompany the invitation.
Note: Invitations are tied to your workspace and expire after 7 days. If a candidate or examiner does not accept within this period, you will need to resend the invitation.

​
Section 4 - Programs

The Programs page lists all programs in your workspace, split into Active and Archived tabs. Search by name or use Filters.to narrow results. Click Create Program to add a new one with a name, specialty, training level, start/end dates, and optional description.Clicking view on any of the created programmes shows the following:
  • Overview - specialty, training level, dates, description
  • Performance - average score, evaluations completed, candidates evaluated (from the last 30 days)
  • Program Health - Healthy or needs attention
  • Sessions - upcoming and completed sessions
  • Members - Candidates and Examiners tabs, with the option to add more
You can also edit or archive a program from its options menu - archiving removes it from the active list but keeps its data accessible, and can be restored anytime.

​
Section 5 - Resource & Case Library

Navigate to the Resources tab on the left-hand navigation sidebar and click Add Case. You have two creation methods:
  • Manual Creation: Input the Specialty, Topic, Case Type, Resource Title, Case Scenario, Follow-up Questions, and any supporting attachments.
  • AI-Generated Creation: Use the integrated AI tools to generate content, choosing between Long-form or Short-form formats.
In the Resource Library, you can narrow down your saved materials by Topic (specific clinical topics) or by Source (filtering by AI-Generated vs. Manually Created).

​
Section 6 - Profile & Security Management

Click your Initials in the top right corner of the dashboard, then select Profile from the dropdown menu. Under the Profile tab, you can view and edit the following fields:
  • Institution Name
  • Role
  • Program Types (e.g., Residency, Fellowship, or Academic Center)
  • Contact Email and Phone Number
  • Institution Website
  • Domain URL (your dedicated workspace URL)
  • Capacity Estimates (estimated number of students and examiners)
  • Institution Description
Once edits are complete, click Save Settings to apply your changes.
From your Profile, navigate to the Security tab. From here you can:
  • Multi-Factor Authentication (MFA): Toggle to Enable or Disable MFA for your account. Enabling MFA is strongly recommended for added account protection.
  • Password Management: Use the provided fields to update or change your account password.

​
Section 7 - Settings

Settings is the control center for your institution’s identity, branding, and policies. It covers:
  • Institution Identity - update your institution’s name, role, program types, contact email, phone number, website, and domain URL
  • Branding - upload your logo and set the primary and secondary colors used across the interface
  • Training Levels - add new training levels (e.g., PGY-1, PGY-2), edit existing ones, or archive and delete levels no longer in use
  • Billing & Subscription - view your current plan and status, and review past invoices
  • Administration - Policy Configuration (controls what each role can access and manage, such as whether candidates can be enrolled in multiple programs at once) and Audit Logs (a real-time, searchable record of actions taken across your workspace - who did what, and when)
  • Security - enable or disable MFA and change your account password

​
Section 8 - Billing & Subscription

Navigate to Settings and select Billing from the left sidebar. The Billing page has two tabs:
  • Your Subscription: Contains three cards:
  • Your Subscription: It shows your current plan (e.g., Basic plan), commitment duration (e.g., 6-month commitment), subscription status (e.g., In Trial), and your next billing date.
  • Candidate Seat: It shows the number of candidate seats used out of your total allocation (e.g., 0/30 Candidate seats used), with a usage progress bar and an Upgrade Plan button.
  • Payment Method: your payment is securely managed via Stripe. Click Set Up Payment Method to add your institution’s payment details.
  • Billing History: Displays a table of past invoices with columns for Date, Description, Amount, and Status. If no transactions have occurred yet, the page will show “No billing history is available yet.”
If your institution does not have an active subscription, navigate to Settings > Billing and click View Plans. Choose your commitment duration (Six-Month, One-Year, or Two-Year), then select a plan tier. Each plan includes a base monthly fee plus a per-candidate seat fee:To activate, review and check the box to agree to the Terms and Conditions, then click Continue to Free Trial.
From the Your Subscription tab under Billing, scroll to the Payment Method section. Your payment is securely managed via Stripe. Click Set Up Payment Method to add your institution’s payment details.
Yes. Navigate to Settings > Billing and click the Billing History tab. Your records are displayed with columns for Date, Description, Amount, and Status. If no transactions have occurred yet, the page will show ‘No billing history is available yet.‘

​
Section 9 - Technical Support

How do I submit a help ticket if I experience an issue?Click your Initials in the top right corner of the dashboard and select Help and Support from the dropdown menu. Complete the support form with the following details:
  • Subject: Enter a clear, concise subject line describing your concern or feedback.
  • Message: Provide a detailed description of the issue you are experiencing or the assistance you require.
  • Attachments (Optional): Upload screenshots to provide additional context and help the support team better understand your issue.
Once all details are complete, click Send Message to submit your request. Your name and email address will be automatically populated in the form.