Frequently Asked Questions

How long will it take for me to set up my account and complete onboarding?

Onboarding can take anywhere between 4–8 weeks depending on the size and needs of your program. Each phase of onboarding includes a set of tasks to help keep you on track. Contact your account manager if you need help with your onboarding schedule.

How do my [trainee]s set up their [CAS NAME] accounts?

During Phase 3 of onboarding, you'll get ready to invite your [trainee]s to sign up for [CAS NAME]. You can learn more about that process via the Onboard [Trainee]s article. 

Do I have to build all forms and evaluations before launching to [trainee]s?

While you aren't required to build all forms and evaluations before launch, we recommend building any that will be distributed within the first three months of launch.

How often should my [trainee]s create new [placement]s?

How often [trainee]s create [placement]s varies depending on your program details and needs. Generally, [trainee]s will create a new [placement] for each unique [experience]. This includes creating [placement]s any time a [training site], course, or term changes.

My program has multiple individuals with Institutional Administrator (IA) accounts. Can we all see the same details?

Yes, every IA has access to the same information in [CAS NAME].

Can a [trainee] log activities outside of a term?

Yes, a [trainee] can log activities outside of a term. When a [trainee] logs an activity that falls outside of the [placement] term, they will see a message under the date selected, letting them know they are logging an activity outside of the term. They can choose to change the date or keep it.

Can there be more than one current term at a time?

There can only be one current term selected at a time. However, any active terms can be selected by the [trainee] and added to [placement]s. When [trainee]s create [placement]s, the term field defaults to the current term but the [trainee] can select any other active term.

Why hasn’t one of my supervisors received their [CAS NAME] invitation?

Account invitations are sent automatically, and sometimes email clients block these types of emails or mark them as spam. Have the supervisor check their spam/junk folder for the invitation email. If the invitation is not there, double check that you have the correct email address entered in [CAS NAME]. If not, change the email address and resend the invitation; do not create a separate account for the supervisor. If you do have the correct email address listed in [CAS NAME], ask the supervisor to contact their IT department to allow emails from [CAS NAME] to be delivered, then resend the invitation.

How do I change the email address for a supervisor?

If a supervisor has not yet registered their account, you can update their email address and resend the invitation. If a supervisor has a registered status, you cannot edit this information; however, the supervisor can update their email address in their profile.

How can I see a [trainee]'s expiration date for their account?

1. Click Students. 
2. Click List. 
3. Use the filter options to narrow your results, if needed.
4. View the [trainee]'s subscription expiration date under the Expiration column.

Why hasn't a recipient received a form yet?

There's a good chance that in the form's workflow, the recipient before them saved the form instead of completing their step. Since the form is still with the previous recipient, that individual must go to Forms and click Continue Form. When the form opens, they'll see the option at the bottom of the page to complete their step. Once they've completed their step, they'll receive a confirmation message.

How can I check my form's workflow?

You can check both the form's workflow order and which form sections and questions have been assigned to users. Under Forms, click Documents. Navigate to your form, then:

• To check the form's workflow order, view the drop-down in the bottom center (e.g., Student to IA).
• To check which form sections and questions have been assigned to users, view the drop-down to the right of each section (e.g., 1. Student). Be sure that a section and all questions under it are designed for and assigned to the same user. For example, a supervisor signature field should not be listed under a section assigned to students.

Why don’t my [trainee]s see the Approvals tab?

Your Account Manager activates the Approvals tab and the ability for [trainee]s to create [placement]s during Phase 3 of the onboarding process. Contact your Account Manager directly if your [trainee]s cannot see the Approvals tab.

How do I know if [trainee]s are submitting approvals to supervisors?

You can check this in two ways:

• Under the Approvals tab, you can review a specific [trainee] or group of [trainee]s.
• Under the Students tab, click on a [trainee] and then click the Activity Details Report. You can then filter by approval status.

When I set [placement]s to Complete, what does that do?

When you set [placement]s to Complete, it prevents the [trainee] from starting or initiating a form that was already sent to them.