Affiliate Agreements

We have added our Affiliate Agreement functionality to provide you with a place to organize your agreements with your sites. Designed with higher-tier users in mind, you can also look up the agreements of all programs to which you have access. Note: Contact Trajecsys for this feature to be enabled for your program area.

Overview


When you view the affiliate agreements page under Users after it has been enabled, you will have a list of all clinical sites for your program. If an agreement has been added, a summary will appear near it. If not, you will see "N/A" in most of the fields.


Adding an Agreement

If you click the "+" sign to the right of a site without agreement information, the "Add Affiliate Agreement" popup window appears. You can complete the following information:

• Initial Date - When the agreement begins
• Terms - How often the agreement needs to be renewed without expiring (or perpetual if it never expires)
• Renewal Method - Whether you must explicitly renew the agreement or it renews automatically
• Document - If you uploaded the affiliate agreements on the Communication/Sharing: Upload Items page, you may select them in this dropdown. There is a search bar to allow you to find the agreement.

Additionally, you can report whether the agreement is active at this time, as well as sign yourself as having approved it.

If notifications are set up, they will inform you of when an agreement is going to expire, as well as if it expires or is renewed.

Renewing an Agreement

If your agreement is set to automatically renew, then you don't have to take any action in our system. When the expiration date is met, it will renew by the Terms defined, sending out a notification to whoever is linked to it.  

If, however, the agreement is marked to manually renew, the "Manual" link must be clicked on the page. Should you fail to renew an agreement, it will be flagged "Inactive" on this page, and an expiration email sent to the notification list. This functionality is just for bookkeeping, and it will not deactivate the site in our system or change their access in any way.

Notifications

We will send notifications to all users in your notification page under Users in the situations defined below. You can override who receives notifications by checking the Notification Recipients box on the add/edit popup and typing in email addresses of specific users who should receive the notifications.

The notifications we send via email N days before the termination date of the agreement:

• A notification on the termination date of the agreement
• A notification when the agreement expires
• A notification if the agreement was renewed

Adding New Network

Some schools may have an affiliate agreement with a hospital network, rather than with individual clinical sites. You may click the green Add New button on this page to add the name of an organization and then complete affiliate agreement information for a network, rather than for individual sites.

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