> ## Documentation Index
> Fetch the complete documentation index at: https://docs.clarilux.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Institution FAQs

> Answers about institutional setup, programs, members, resources, billing, security, and support.

*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

<AccordionGroup>
  <Accordion title="How do I register my institution on Clarilux?">
    * 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.
  </Accordion>

  <Accordion title="Can I skip setting up Multi-Factor Authentication (MFA) during registration?">
    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**.
  </Accordion>

  <Accordion title="What information is required during the initial workspace configuration?">
    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](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.
  </Accordion>
</AccordionGroup>

## Section 2 - Dashboard & Session Management

<AccordionGroup>
  <Accordion title="What happens after I create my workspace?">
    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.'
  </Accordion>

  <Accordion title="What role am I assigned after creating the workspace?">
    As the creator of the workspace, you are automatically assigned the **Admin role**, which grants you full management privileges for your institution.
  </Accordion>

  <Accordion title="What does the dashboard overview show?">
    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
  </Accordion>

  <Accordion title="How do I track and manage institutional sessions?">
    * 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.
  </Accordion>
</AccordionGroup>

## Section 3 - Managing Members (Examiners & Candidates)

<AccordionGroup>
  <Accordion title="How do I invite medical students (candidates) and examiners to the platform?">
    You can invite members in two ways: directly from the dashboard using the I**nvite 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.*
  </Accordion>

  <Accordion title="What do the different member statuses mean?">
    | **Status**   | **Description**                                                      |
    | ------------ | -------------------------------------------------------------------- |
    | **Active**   | Users who accepted their invitation and are active in the workspace. |
    | **Invited**  | Users who have been sent an invitation but have not yet accepted it. |
    | **Disabled** | Users whose access to your institution's workspace has been revoked. |
  </Accordion>
</AccordionGroup>

## Section 4 - Programs

<AccordionGroup>
  <Accordion title="What can I do from the Programs section?">
    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.
  </Accordion>
</AccordionGroup>

## Section 5 - Resource & Case Library

<AccordionGroup>
  <Accordion title="How can I add clinical scenarios for oral board preparation?">
    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.
  </Accordion>

  <Accordion title="How do I filter and organize saved resources?">
    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).
  </Accordion>
</AccordionGroup>

## Section 6 - Profile & Security Management

<AccordionGroup>
  <Accordion title="How do I access and update my institution's profile information?">
    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.
  </Accordion>

  <Accordion title="How do I manage MFA and my password after initial setup?">
    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.
  </Accordion>
</AccordionGroup>

## Section 7 - Settings

<AccordionGroup>
  <Accordion title="What can I manage from the Settings tab?">
    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
  </Accordion>
</AccordionGroup>

## Section 8 - Billing & Subscription

<AccordionGroup>
  <Accordion title="How do I access my billing and subscription information?">
    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."
  </Accordion>

  <Accordion title="How do I select and activate a subscription plan?">
    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:

    | **Plan**         | **Base Fee/Month** | **Per Seat/Month** | **Max Candidates** | **Free Trial** |
    | ---------------- | ------------------ | ------------------ | ------------------ | -------------- |
    | **Basic**        | \$2,800            | \$22/seat          | Up to 30           | 1 month        |
    | **Professional** | \$3,500            | \$17/seat          | Up to 65           | 2 months       |
    | **Premium**      | \$5,000            | \$12/seat          | Up to 100          | 3 months       |
    | **Enterprise**   | Custom             | Custom             | Custom             | Contact Sales  |

    To activate, review and check the box to agree to the **Terms and Conditions**, then click **Continue to Free Trial**.
  </Accordion>

  <Accordion title="How do I set up a payment method?">
    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.
  </Accordion>

  <Accordion title="Can I review past payments and invoices?">
    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.'
  </Accordion>
</AccordionGroup>

## Section 9 - Technical Support

<AccordionGroup>
  **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.
</AccordionGroup>