Create or Affiliate Member Accounts

School coordinators can create new member accounts or affiliate existing ACEMAPP members with their organization. In ACEMAPP, a member is any non-admin user, including students, faculty, preceptors, and others.

This guide explains how to create a student account. The same process can also be used to:

• Create accounts for other member types (such as faculty or preceptors).
• Affiliate an existing ACEMAPP member with your organization.

Before You Begin

Before creating a new account, verify whether the member already has an ACEMAPP account.

If the member already has an account:

• Use the email address associated with their existing ACEMAPP account.
• Do not use a different email address, as this will create a duplicate account.
• A member should have only one ACEMAPP account, even if they are affiliated with multiple schools, programs, or organizations.

NOTE: If a member needs to update their email address or merge duplicate accounts, they must contact ACEMAPP support.

Create a New Member Account

Step 1:

To create a member's account, from your homepage, click the "Members" drop-down. Under the Affiliation column, select the appropriate member type (for example, Students).

NOTE: If you do not see the "Members" menu, contact another administrator in your organization to verify your permissions.

Step 2:

On the Manage Students (Affiliated) page, click "Create." Then, select "Add One Student."

NOTE: To create several new members at once using a spreadsheet, please refer to this Help Desk guide: Bulk Upload New Members.

Step 3:

Complete all required fields. Required fields are identified by the orange indicator and an asterisk (*).

Before saving, verify that the member's email address is entered correctly and does not contain extra spaces.

Field Definitions

• Access/Membership Start Date - This date begins the member's first annual ACEMAPP membership period. Members receive free access to their account 30 days before the selected start date so they can begin completing onboarding requirements. If you want a student to access ACEMAPP today, set the Access/Membership Start Date to 30 days from today. To give members enough time to complete onboarding, allow 2–4 weeks of account access before their first rotation whenever possible.

• Access End Date - This date determines when the member's affiliation with your organization ends. After the Access End Date, the member's status changes from Active to Graduated within your organization. Your organization can no longer access or manage the member's information. The member can still sign in to their ACEMAPP account.

After completing the required fields, click "Save" to finish or "Save & Add Another."

After the account is created:

• The member receives an email asking them to verify their email address.
• After verification, they receive a second email prompting them to create a password.
• After signing in for the first time, they receive a welcome email with instructions for getting started in ACEMAPP.

NOTE: If you discover a typo in the member's email address after creating the account, do not create another ACEMAPP account. Contact ACEMAPP support to have the email address corrected.

Step 4:

If the email address already belongs to an existing ACEMAPP account, ACEMAPP displays a message indicating that the member already exists. Click the green "Save" button to send them an affiliation request.

The member must sign in to ACEMAPP and approve the affiliation request before they become affiliated with your organization.

After sending the affiliation request, the member will appear under the "Pending Member Approval" tab in your Manage Students (Affiliated) table. Once they approve the request, they will be included under the "Active" tab.

Once the member is in "Active" status with your organization in ACEMAPP, you can assign them to a rotation.