Settings

The Settings page allows administrators to configure institution-wide settings, including notification preferences, AI document verification, multi-factor authentication, compliance requirements, and LMS integrations.

Overview

Settings provide centralized control over how HealthTasks operates for your institution. Configure compliance templates, notification preferences, AI features, security settings, and learning management system connections.

Notification Settings

Compliance Alerts

Enable/Disable:

• Toggle switch to enable or disable compliance-related email notifications
• When enabled, weekly emails are sent about compliance requirements
• Default: Enabled

Expiration Window:

• Configure when compliance alerts are sent
• Options:
  • Already expired: Send alerts only for items that have already expired
  • Expiring within 7 days: Send alerts for items expiring in the next 7 days
  • Expiring within 30 days: Send alerts for items expiring in the next 30 days
• Only visible when compliance notifications are enabled
• Default: Already expired

Notification Point of Contact:

• Select one admin to receive all compliance and low seat alerts
• Dropdown shows all active administrators in your institution
• Can select "None" to disable contact assignment
• Summary emails sent to selected admin weekly

Low Seats Alerts

Enable/Disable:

• Toggle switch to enable or disable low seat warnings
• When enabled, emails are sent when license seats are running low
• Alerts sent to the selected compliance contact admin
• Default: Enabled

How It Works:

• System monitors available license seats
• Sends alerts when seat count drops below threshold
• Helps prevent running out of licenses unexpectedly

AI Document Verification

AI Auto-Rejection

Enable/Disable:

• Toggle switch to enable or disable automatic document rejection
• When enabled, AI automatically rejects documents with high confidence they are invalid
• Rejection reasons include:
  • Wrong person (document doesn't match user)
  • Fake or fraudulent documents
  • Expired documents
  • Incomplete or incorrect documents
• Default: Disabled

How It Works:

• AI analyzes uploaded compliance documents
• High confidence invalid documents are automatically rejected
• Rejection reason provided to user
• Users can still appeal or re-upload documents

Best Practices:

• Enable for institutions with high document volume
• Review auto-rejection history periodically
• Consider enabling alongside auto-approval for efficiency

AI Auto-Approval

Enable/Disable:

• Toggle switch to enable or disable automatic document approval
• When enabled, AI automatically approves documents with high confidence they are valid
• Approval criteria:
  • Document matches user identity
  • Document is authentic and valid
  • Document is current (not expired)
  • Document is complete and correct
• Default: Disabled

How It Works:

• AI analyzes uploaded compliance documents
• High confidence valid documents are automatically approved
• Approval happens immediately upon upload
• No manual review required for approved documents

Best Practices:

• Enable for institutions with high document volume
• Review auto-approval accuracy periodically
• Consider enabling alongside auto-rejection for efficiency
• Monitor for any false approvals

Multi-Factor Authentication (MFA)

Role-Based MFA

Overview:

• Configure which user roles must use multi-factor authentication
• Users without MFA enrolled will be guided through setup
• MFA enhances account security

Configurable Roles:

• Student: Require MFA for all students
• Preceptor: Require MFA for all preceptors
• Admin: Require MFA for all administrators

How to Configure:

1. Check the boxes for roles that should require MFA
2. Changes save automatically
3. Users in selected roles will be prompted to set up MFA on next login
4. Uncheck boxes to disable MFA requirement for roles

MFA Setup:

• Users are guided through MFA enrollment
• Can use authenticator apps or SMS
• Required before accessing system features

Best Practices:

• Require MFA for admin roles at minimum
• Consider requiring for preceptors handling sensitive data
• Balance security with user convenience
• Communicate MFA requirements to users

Compliance Requirements

Compliance Templates

Template Types:

• Standard Template: Default template applied to all users
• Custom Templates: Institution-specific templates for different user groups

Standard Template:

• Applied to all users by default
• Cannot be deleted
• Can be edited to enable/disable requirements
• Changes affect all users without custom templates

Custom Templates:

• Create templates for specific user groups (e.g., "Nursing Students", "Clinical Staff")
• Can be assigned to individual users in the Users page
• Each template has its own set of enabled requirements
• Can create, edit, and delete custom templates

Template Management

Creating Templates:

1. Select "Add New Template" from template dropdown
2. Enter template name (e.g., "Nursing Students", "Clinical Staff")
3. Click "Create Template"
4. Template starts with no requirements enabled
5. Enable requirements as needed

Editing Templates:

1. Select template from dropdown
2. Click edit icon (pencil) next to template name
3. Update template name
4. Click "Save Changes"

Deleting Templates:

1. Select template from dropdown
2. Click delete icon (trash) next to template name
3. Confirm deletion
4. Users assigned to deleted template revert to standard template

Switching Templates:

• Use dropdown to switch between templates
• Shows all custom templates plus "Standard Template"
• Template requirements load automatically
• Changes save to currently selected template

Compliance Items

Standard Items:

• Pre-defined compliance requirements included in system
• Cannot be deleted or renamed
• Can be enabled or disabled
• Standard items include:
  • Annual Flu Vaccine
  • COVID-19 Vaccination
  • Hepatitis B Vaccination
  • MMR (Measles, Mumps, Rubella)
  • Varicella (Chickenpox)
  • Tdap (Tetanus, Diphtheria, Pertussis)
  • TB Skin Test/QuantiFERON
  • Physical Exam
  • CPR/BLS Certification
  • ACLS Certification
  • Background Check
  • Drug Screening
  • Student Health Insurance
  • Professional Liability Insurance

Custom Items:

• Institution-specific compliance requirements
• Can be added, edited, and deleted
• Appear after standard items in list
• Sorted alphabetically

Item Display:

• Enabled items shown first (standard, then custom)
• Disabled items shown after (standard, then custom)
• Visual distinction between enabled and disabled
• Custom items have edit and delete buttons

Managing Compliance Items

Enabling/Disabling Items:

• Click checkbox next to item to enable/disable
• Changes save automatically
• Enabled items are required for users with this template
• Disabled items are not required

Select All / Deselect All:

• Select All: Enable all compliance items in template
• Deselect All: Disable all compliance items in template
• Useful for bulk operations
• Changes save automatically

Adding Custom Items:

1. Click "Add Custom Requirement" card at bottom of list
2. Enter requirement name (e.g., "Driver's License", "State License")
3. Click "Add Item"
4. Item is automatically enabled and added to template
5. Item appears in custom items section

Editing Custom Items:

1. Click edit icon (pencil) next to custom item
2. Update item name
3. Click "Save Changes"
4. Item name updates across all templates using it

Deleting Custom Items:

1. Click delete icon (trash) next to custom item
2. Confirm deletion in dialog
3. Item is permanently removed
4. Cannot be recovered after deletion

Item Organization:

• Standard items always appear first
• Custom items appear after standard items
• Both groups sorted alphabetically
• Enabled items shown before disabled items

LMS Connections

Canvas Integration

Purpose:

• Connect HealthTasks to Canvas learning management system
• Enable importing courses and assignments from Canvas
• Synchronize data between systems

Configuration:

1. Canvas Base URL: Enter your Canvas instance URL
   • Format: https://your-institution.instructure.com
   • Found on your Canvas login page
2. Canvas Access Token: Enter your Canvas API access token
   • Generated in Canvas account settings
   • See help dialog for detailed instructions
3. Click "Save Connection" to store credentials

Finding Credentials:

• Click help icon (?) next to "LMS Connections" title
• Dialog provides step-by-step instructions:
  • How to find Canvas Base URL
  • How to generate Canvas Access Token
  • Where to find settings in Canvas

Access Token Generation:

1. Log in to Canvas as administrator
2. Navigate to Account settings
3. Find "New Access Token" or "Approved Integrations"
4. Click "+ New Access Token"
5. Enter purpose (e.g., "HealthTasks Integration")
6. Set expiration date (optional)
7. Click "Generate Token"
8. Important: Copy token immediately (shown only once)

Security:

• Access tokens are stored securely
• Tokens can be regenerated in Canvas if needed
• Use tokens with appropriate permissions only

Demo Sandbox (Free Trial Only)

Overview

Availability:

• Only visible for Free Trial institutions
• Provides sample data for demonstrations
• Helps test system functionality

Features:

• Create Demo Sandbox: Populate account with sample data
• Reset: Remove demo data and return to blank state

Creating Demo Sandbox

Process:

1. Click "Create Demo Sandbox" button
2. Confirm action in dialog
3. System populates account with:
   • Sample classrooms
   • Demo students and preceptors
   • Clinical logs
   • Templates
   • Locations
4. Page reloads to show demo data

Use Cases:

• Testing system features
• Training new administrators
• Demonstrating system to stakeholders
• Exploring functionality without real data

Important Notes:

• Existing demo data may be overwritten
• Can run multiple times
• Does not affect real user data
• Only available during Free Trial

Resetting Sandbox

Process:

1. Click "Reset" button
2. Confirm reset in dialog
3. System removes all demo data:
   • Demo classrooms
   • Demo students and preceptors
   • Demo clinical logs
   • Demo templates
   • Demo locations
4. Account returns to blank state
5. Page reloads after reset

Warning:

• Reset permanently deletes demo data
• Cannot be undone
• Real user data is not affected
• Only removes demo/sandbox data

Best Practices

Notification Settings

1. Compliance Alerts: Enable and set appropriate expiration window (7-30 days recommended)
2. Contact Selection: Assign a dedicated admin to receive all compliance alerts
3. Low Seats Alerts: Keep enabled to avoid running out of licenses
4. Regular Review: Check notification settings periodically

AI Verification

1. Start Conservative: Begin with auto-rejection only, then add auto-approval
2. Monitor Accuracy: Review auto-approval/rejection rates regularly
3. User Communication: Inform users about AI verification features
4. Balance: Use both features together for maximum efficiency

Multi-Factor Authentication

1. Admin First: Require MFA for admin roles at minimum
2. Gradual Rollout: Add preceptor and student requirements gradually
3. User Support: Provide guidance for MFA setup
4. Documentation: Keep MFA requirements documented

Compliance Requirements

1. Standard Template: Configure default template for all users
2. Custom Templates: Create templates for specific user groups
3. Regular Updates: Review and update requirements as regulations change
4. Clear Naming: Use descriptive names for custom items and templates
5. Documentation: Document which templates apply to which user groups

LMS Integration

1. Secure Tokens: Keep access tokens secure and confidential
2. Regular Rotation: Regenerate tokens periodically for security
3. Test Connection: Verify connection works after setup
4. Documentation: Document Canvas URL and token generation process

Troubleshooting

Notification Issues

Not Receiving Emails:

• Verify notifications are enabled
• Check compliance contact admin is selected
• Verify admin email address is correct
• Check spam/junk folders
• Ensure institution email settings are configured

Wrong Expiration Window:

• Check expiration window setting
• Verify it matches your needs
• Update setting and wait for next notification cycle

AI Verification Issues

Auto-Approval Not Working:

• Verify AI auto-approval is enabled
• Check document quality (clear, readable)
• Review AI confidence levels
• Some documents may require manual review

Auto-Rejection Too Aggressive:

• Review rejection reasons
• Consider adjusting confidence thresholds (if available)
• Users can re-upload documents
• May need to disable for certain document types

MFA Issues

Users Can't Log In:

• Verify MFA is set up for user
• Check if role requires MFA
• Guide users through MFA enrollment
• Consider temporarily disabling for troubleshooting

MFA Not Required:

• Verify role is selected in MFA settings
• Check user's role assignment
• Ensure settings saved correctly
• Refresh page and verify

Compliance Template Issues

Items Not Showing:

• Verify template is selected
• Check if items are enabled
• Refresh page to reload template
• Verify template wasn't deleted

Changes Not Saving:

• Check internet connection
• Verify you have admin permissions
• Try refreshing page
• Check for error messages

Custom Item Errors:

• Verify item name is unique
• Check for special characters
• Ensure name is not empty
• Try editing instead of recreating

LMS Connection Issues

Connection Fails:

• Verify Canvas Base URL is correct
• Check access token is valid and not expired
• Ensure token has proper permissions
• Test token in Canvas API directly

Import Not Working:

• Verify connection is saved
• Check Canvas API status
• Ensure courses/assignments exist in Canvas
• Review error messages for details

Related Features

• Users: Assign compliance templates to users, manage user compliance
• Compliance: View and manage user compliance status
• Billing: Access license and billing information
• Templates: Create and manage evaluation and skills templates