> ## 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 guide

> Configure your Clarilux workspace and manage programs, members, sessions, resources, and billing.

Use this guide to implement Clarilux across your institution and manage day-to-day training operations.

<Columns cols={3}>
  <Card title="Configure the workspace" icon="sliders" href="#getting-started-institution-account-registration-and-workspace-setup">
    Set up identity, security, branding, and administrative access.
  </Card>

  <Card title="Manage programs" icon="graduation-cap" href="#programs">
    Create training programs and organise participants.
  </Card>

  <Card title="Invite members" icon="users" href="#members-examiners-and-candidates">
    Add candidates and examiners to your workspace.
  </Card>
</Columns>

<Info>
  The account that creates the institutional workspace receives administrative access. Keep its security and recovery information current.
</Info>

Welcome to the Clarilux institutional workspace. This manual is designed to help you efficiently navigate, configure, and manage your institution's training operations.

From the initial setup of your workspace and the branding of your interface to the strategic management of members, resources, and examination sessions, this guide provides the end-to-end instructions you need to optimize your workflow. Whether you are onboarding new candidates or conducting performance audits, the following documentation will serve as your primary reference for maximizing the platform's capabilities.

## **Getting Started: Institution Account Registration and Workspace Setup**

This section provides the end-to-end instructions for establishing your institution's presence on the Clarilux platform. By following these steps, you will create your organizational account, secure your workspace, and gain administrative access to your dashboard.

### **1. Registration**

* **Accessing the Platform:** Navigate to the **Clarilux landing page** via your web browser and click **Sign Up** at the top right corner.
* **Role Selection:** Choose **Institution** from the registration categories to proceed with organizational setup.
* **Creating Your Account:**
  * Sign up with Google, Microsoft or
  * **Sign up with E-mail**.

Enter your **First Name**, **Last Name**, **Email Address**, and **Password**. Review and accept the **Terms of Use and Privacy Policy**, then click **Create Account**.

**Email Verification:** Locate the verification email in your inbox and click the **Verify Email** button within the message body. You will be directed to a confirmation page displaying an **account activated successfully** message.

From here, you have two ways to proceed to sign-in:

* Click the **Go to sign in** button on the confirmation page, or
* Return to your inbox and open the welcome email from Clarilux, then click the **Start Learning** button.

### **2. Sign-In and Initial Security**

* **Login:** On the sign-in page, select **continue with Google**, **Microsoft** or **Email**, depending on which was used in signing up, enter your registered credentials, and **Sign In**.
* **MFA Configuration:** You will be prompted to set up an authenticator app for enhanced security.
  * To postpone this, click **Finish Later**.
  * Confirm your choice by clicking **Continue** when prompted.
  * When the secondary notification detailing the benefits of MFA appears, select **Set up later** to proceed to the workspace setup.

### **3**. **Workspace Configuration**

You will be directed to the workspace initialization form:

* **Institution Details:** Enter your official **Institution Name**. A unique **Workspace URL** will be automatically generated and verified for availability.
* **Program Scope:** Select all applicable program types (e.g., Residency Program, Fellowship Program, or Academic Center).
* **User Role:** Select your specific designation (e.g., Program Director, Associate Program Director, Department Chair, Education Coordinator, or Other).
* **Capacity Estimates:** Input the approximate number of students and examiners that will be associated with your institution.
* Click **Continue** to move to the final verification step.

### **4. Finalizing Profile and Authorization**

* **Contact & Institution Details:** Enter your **Phone Number** and the official **Institution Website URL**.
* **Description:** Add a brief description of your institution.
* **Authorization:** Check the box to confirm that you are authorized to create and manage the Clarilux workspace on behalf of your institution.
* **Finalization:** Click **Create Account** to complete the configuration.

### **5. Accessing Your Dashboard**

* Upon finalization, you will be automatically redirected to your **Clarilux Institution Dashboard**.
* As the creator of the workspace, you are automatically assigned the **Admin** role, granting you full management privileges for your institution.

## **Dashboard**

The **Clarilux Institution Dashboard** is your centralized operations hub. Upon your initial login, you will notice a notification indicating that your institution is pending verification, which typically takes up to **48 hours**. Please note that session functionality will automatically unlock once your workspace has been verified.

### **Setup Checklist**

To streamline your onboarding, the dashboard provides a **Setup Checklist** of tasks required to fully configure your workspace. As you complete each action, it will be automatically checked off:

* **Personalize your Workspace:** Shortcut to branding.
* **Set up Institution Identity:** Finalize your profile details.
* **Create Your First Program:** Initialize your first academic or training program.
* **Invite Members:** Begin onboarding your examiners and candidates.
* **Set up Billing:** Configure your subscription and payment preferences.

### **Institutional Overview & Performance**

The dashboard provides high-level metrics to help you monitor your institution's health at a glance:

* **Overview Stats:** View your current number of **Active Programs**, **Total Candidates**, **Total Examiners**, and **Completed Sessions**.
* **Performance Summary:** Analyze key educational outcomes, including the **Average Candidate Score**, **Total Evaluations Completed**, and a list of **Lowest Performing Programs** for targeted intervention.
* **Attention Needed:** A dedicated section highlighting any critical issues or pending actions requiring immediate focus.
* **Recent Activity:** A feed displaying the latest actions and updates occurring within your workspace.

### **Quick Actions**

For maximum efficiency, utilize the **Quick Actions** menu to perform essential tasks directly from the dashboard:

* Create a New Program
* Invite a Candidate
* Invite an Examiner
* View Sessions

## **Programs**

The **Programs** tab, accessible via the main sidebar, allows you to organize and manage your institution's various training initiatives, such as residencies, fellowships, or academic courses.

### **1. Creating a New Program**

* Navigate to **Programs** in the left-hand sidebar.
* Click the **Create Program** button located on the screen.
* Fill in the required details to initialize your program:
  * **Program Name:** The official title of the program.
  * **Specialty:** The clinical or academic focus area.
  * **Training Level:** The stage or tier (e.g., PGY-1, Senior Fellow).
  * **Start Date & End Date:** The duration of the program.
  * **Description:** A brief summary of the program's objectives.
* Click **Create Program** to finalize and save.

### **2. Managing Your Programs**

Once created, your programs are managed within the Programs page:

* **Active Programs:** All currently running programs are displayed here for easy access and management.
* **Archived Programs:** You can view programs that are no longer active by navigating to the archived section. This allows you to retain historical data and records for programs that have concluded

## Sessions

The **Sessions** tab is your comprehensive portal for overseeing all educational interactions within your institution. This area is divided into two primary views: **Upcoming Sessions** and **Session History**.

### **1. Upcoming Sessions**

This view allows you to manage and monitor all activities to ensure your institution's training calendar is on track.

* **Search and Filter Capabilities:** To help you quickly locate specific sessions, you can use the following tools:
  * **Search:** Find sessions by **Name**, or **Email Address**.
  * **Session Type:** Filter sessions based on format, including but not limited to:
    * Rapid Fire Question & Answer
    * Focused Topic Review
    * Case-Based Discussion
    * Custom Session
    * Formal Oral Exam
  * **Status:** Refine your view by current session status: **Scheduled**, **Live**, **Pending Confirmation**, or **Rescheduled**.
  * **Program:** Filter by the specific programs active within your institution.

### **2. Session History**

The **Session History** tab provides an archive of all past sessions that have concluded within your institution.

* **Reviewing Past Activity:** This section allows you to maintain institutional records and review outcomes for completed training.
* **Search and Filter:** You have access to the same robust filtering options available in the "Upcoming Sessions" view, allowing you to search by **Name**, **Email**, **Session Type**, **Status**, and **Program**.

## **Members: Examiners and Candidates**

The **Members** tab allows you to manage all personnel associated with your institution. From here, you can invite new users, track invitation statuses, and manage access for both Examiners and Candidates.

### **1. Navigating Member Lists**

* In the left-hand navigation sidebar, click on **Members**.
* Select the relevant category from the dropdown menu: **Examiners** or **Candidates**.

### **2. Inviting New Members**

* You have two primary methods to add members to your institution:
* **Single Invitation:** Click the **Invite** button located at the top right corner of the page.
  * **For Examiners:** Enter the **email address** and select the specific **Program** you wish to invite them into. The role is set automatically. Click **Send Invite**.
  * **For Candidates:** Enter the **email address**, select the assigned **Program**, and choose the appropriate **Training Level**. The role is set automatically. Click **Send Invite**.
* **Bulk Invitation:** To onboard multiple users at once, click the **Bulk Invite** option:
  * **Input Data:** Paste a list of email addresses or upload a CSV/Excel file.
  * **Custom Message (Optional):** Include a personalized invitation message.
  * **Send:** Click **Send Invites** to dispatch the invitations to your list.

### **3. Members Overview and Status Tracking**

Each member category page provides a dashboard view of your user base. You can filter and view users by their current status:

* **Active:** Users who have accepted their invitations and are currently active in the workspace.
* **Invited:** Users who have been sent an invitation but have not yet accepted (pending status).
* **Disabled:** Users whose access to your institution's workspace has been revoked.

## **Resources**

The **Resources** tab is your central repository for creating, storing, and managing examination cases. This library allows you to build a comprehensive bank of clinical scenarios to use during assessment sessions.

### **1. Adding a New Case**

To add a new case to your library, click the **Add Case** button located at the top right corner of the page. You have two options for creating content:

* **Manual Creation:**
  * Enter the core details, including **Specialty**, Topic, and **Case Type**.
  * Provide the full **Case Scenario** and **Follow-up Questions**.
  * Upload any necessary supporting **Attachments**.
  * Click **Save Resource** to add the case to your institution library.
* **AI-Generated Creation:**
  * Utilize the integrated AI tools to generate cases.
  * Select your preference for **Long-form** or **Short-form** content.
  * Once generated and reviewed, click **Save Resource** to store the case.

### **2. Managing the Resource Library**

All saved materials are accessible in the **Resource Library**, where you can efficiently organize and locate your content:

* **Filtering:** Use the filter options to narrow down your library by:
  * **Topic:** Find resources based on specific clinical topic.
  * **Source:** Filter by how the resource was created, either **AI-Generated** or **Manually Created**.
* **Library View:** The library provides a consolidated list of all resources uploaded by the administrator, ensuring you have immediate access to your entire repository.

## **Settings**

The **Settings** tab is the control center for your institution's **identity**, **branding**, and **administrative policies**. Use this area to customize the platform to align with your organization's standards.

### **1. Institution Identity**

Manage the foundational details of your organization. You can view or update:

* **Core Information:** Institution Name, assigned Role, and Program Types.
* **Contact Details:** Contact Email, Phone Number, and official Institution Website.
* **Workspace Specs:** Domain URL, estimated number of students and examiners, and your institution's description.

### **2. Institution Branding**

Customize the visual experience of your workspace to reflect your organization's identity:

* **Logo Management:** Upload or update your institution's logo.
* **Theme Customization:** Adjust the **Primary** and **Secondary** colors of the application interface to match your institution's branding.

### **3. Training Levels**

Use this feature to organize your candidates by classifying programs according to specific levels or academic stages.

### **4. Billing and Subscription**

Maintain oversight of your financial account:

* **Subscription Details:** View your current subscription plan and status.
* **Billing History:** Access a comprehensive record of your past invoices and billing transactions.

### **5. Administration**

**Policy Configuration:**

Manage operational rules, such as enabling or disabling the setting that allows candidates to be enrolled in multiple programs simultaneously.

**Audit Logs:**

The **Audit Logs** feature serves as the central security and monitoring hub for your workspace. It provides a comprehensive, real-time record of all actions, configurations, and user activities, ensuring transparency and accountability across your institution.

**1**. Activity Monitoring

Use this section to review the history of your workspace:

* **Events Tracked:** View a chronological list of all events, modifications, and administrative actions performed within the system.
* **Role-Based Insights:** Get a high-level view of how different roles are interacting with the workspace, allowing you to monitor how each user type utilizes the platform.
* **Performance Metrics:** Access data on the most frequently used features and identify top actions performed by your team.

**2**. Search and Filter Capabilities

To streamline your investigations or routine checks, you can filter your activity logs using several parameters:

* **Search by Category:** Narrow your view by **Programs**, **Sessions**, or **Service Summary**.
* **User Activity:** Audit specific activities by user, allowing you to see exactly what actions were initiated by particular team members.

**3**. Purpose and Use

The Audit Logs feature is essential for:

* **Security & Accountability:** Identifying who performed specific actions and when, which is critical for maintaining data integrity and investigating unauthorized changes.
* **Troubleshooting:** Reconstructing the timeline of events to diagnose system issues or operational errors.
* **Compliance:** Providing the necessary documentation and evidence of system activity for institutional or regulatory audits.

  ### **6.Security Settings**

Manage your account security directly from this section:

* **Multi-Factor Authentication (MFA):** Enable or disable MFA for your account.
* **Password Management:** Update or change your account password as needed to maintain security.

## **Profile and Security Management**

The **Profile** section allows you to manage your institution's core details and maintain your account's security settings.

### **1. Accessing Your Profile**

* From the top right corner of your dashboard, click on your **Initials**.
* Select **Profile** from the dropdown menu

### **2. Managing Institution Information**

In the **Profile** tab, you can view and update the information provided during the setup process. You may edit the following fields to keep your institution's details current:

* **Institution Name:** Your official organization name.
* **Role:** Your assigned designation within the institution.
* **Program Types:** Your active programs (e.g., Residency, Fellowship, or Academic Center).
* **Contact Information:** Your primary contact email and phone number.
* **Institution Website:** The public-facing website for your organization.
* **Domain URL:** Your dedicated platform workspace URL.
* **Capacity Estimates:** The estimated number of students and examiners associated with your institution.
* **Institution Description:** A summary of your institution.

*To save any changes made, click the* **Save Settings** button.

### **3. Security Settings**

The **Security** tab allows you to manage authentication methods to protect your institutional workspace:

* **Multi-Factor Authentication (MFA):** Toggle this setting to **Enable** or **Disable** your MFA. Enabling MFA is highly recommended for added account protection.
* **Password Management:** Use the provided fields on the security page to update or change your account password.

## **Billing and Subscription**

The **Billing** section, which is accessible via **Settings**, allows you to manage your subscription, and view payment history.

### **1.Selecting a Subscription Plan**

If your institution is new to the platform or does not have an active subscription, navigate to the billing section and click **View Plans**. You can compare different commitment durations to find the best fit for your institution:

* **Commitment Options:** Choose between a **Six-Month**, **One-Year**, or **Two-Year** commitment plan.
* **Plan Tiers and Seat Capacity:** The maximum number of candidate seats available depends on your selected tier:
  * **Basic Plan:** Standard features for smaller needs. Up to **30** candidate seats.
  * **Professional Plan:** Up to **65** candidate seats.
  * **Premium Plan:** Advanced tools for growing programs. Up to **100** candidate seats.
  * **Enterprise Plan:** Tailored solutions for large-scale organizations; require clicking **Contact Sales** to discuss custom requirements.

### **2. Configuring Your Plan**

Once you have selected a plan:

* **Capacity Adjustment:** Adjust the number of candidates associated with your institution. The system supports up to a maximum of **100 seats**.
* **Price Calculation:** The total price is automatically calculated based on your selected plan and the number of candidate seats.
* **Trial Period:** Depending on the selected plan, you may be eligible for a **Free Trial period**.

### **3. Finalizing Your Subscription**

* Review and check the box to agree to the **Terms and Conditions**.
* Click **Continue to Free Trial** to activate your subscription and begin your trial period.

### **4. Account Overview**

Once subscribed, you can return to the Billing page at any time to:

* Review your **Current Subscription** status and plan details.
* Access your **Billing History** for a comprehensive record of all invoices and payments.

## **Help and Support**

The **Help and Support** page is your dedicated channel for submitting feedback, reporting technical issues, or requesting assistance with the platform.

### **1. Accessing Support**

* Locate and click your **Initials** in the top right corner of the dashboard.
* Select **Help and Support** from the dropdown menu to open the inquiry form.

### **2. Submitting an Inquiry**

To ensure your request is addressed efficiently, please complete the required fields in the support form:

* **Contact Information:** Your name and email address will be automatically populated.
* **Subject:** Enter a clear, concise subject line regarding your concern or feedback.
* **Message:** Provide a detailed description of the issue you are experiencing, the feedback you wish to share, or the specific assistance you require.
* **Attachments (Optional):** You may upload screenshots to provide additional context and help our team better understand or resolve your issue.

### **3. Sending Your Request**

* Once all details are complete, click **Send Message** to submit your request to our support team.