Exxat One is a collaborative network designed to connect sites, schools, and students (coming soon!). This platform enables schools and students to discover and apply for internships offered by sites, creating a streamlined process for all parties involved.

Our vision is to provide schools and students with greater access to internship opportunities, while helping sites find the right candidates. It’s a win-win for everyone in the network.

Landing Page – Exxat One

Exxat One's new School Landing Page streamlines clinical placement. Access everything you need – discovery, tracking, and management – in one centralized location. Search, filter, and explore available opportunities directly from landing page, eliminating the need to navigate multiple screens and simplifying the search for ideal student placements.

Key benefits of the Landing page:

Get Instant Insights: See key Exxat One network stats at a glance, right from the start.
Find Opportunities Faster: Quickly explore available placements without navigating through multiple pages.
Direct Search with Filters: Use powerful filters directly on the landing page to pinpoint the perfect match.
Relevant Results, Automatically: Your discipline is pre-selected based on your program, showing only applicable opportunities.
Access Bookmarks Instantly: Easily revisit saved opportunities.
Personalized Recommendations: Discover recommended placements tailored to your preferences

Access the Landing Page:

Log in to Exxat One for Schools.
Upon login, you'll be directed to the new Landing Page.

Apply Filters to Search for Availabilities

Refine your search results by entering your specific criteria in the search bar at the top of the landing page.

Available Filters:

Where (Location): Search for availabilities near a specific city, state, or region. This is auto selected to area nearby your school.
Site: Select a specific clinical site from the dropdown menu to see only availabilities at that site.
For consortiums, member schools will be able to view only the consortium sites under the Site filter, non-consortium schools are able to view only the non-consortium sites. This applies to all the “Site Name” filters across the platform.
Date Range: Choose a start and end date to filter availabilities that match your desired placement period.
Discipline & Specialization:
- By default, this is pre-selected based on your discipline program, ensuring that the results match your discipline.
- However, you can modify this selection if you need to explore availabilities in other disciplines.

View and Manage Your Opportunities

Click the 'Search' button after selecting your filters to display relevant availabilities. This will bring you to the 'Explore and Apply for Availability' screen, where you can browse your search results.

Other Key Sections on the Landing Page:

Bookmarked Opportunities
- All of your previously bookmarked availabilities are easily accessible here in card format.
- This allows for easy access to the opportunities you are interested in tracking.
- Selecting a bookmarked opportunity from the landing page will lead you directly to its Opportunity Details panel, allowing you to view the Availability details and make a request.
Recommended Availabilities
- Using the distance between the program address and/or your students addresses and the site location, the system suggests opportunities that may be appropriate. You can view this logic by hovering on the info icon besides the “Recommended For You” header within the Recommendations section. The system suggests relevant opportunities tailored to your search history and preferences.
- Recommended Availabilities appear in a horizontally scrollable view of cards to browse suggested options. The card shows the recommended availability details briefly. You can also view the number of recommended students for each availability. Recommended options are displayed in horizontally scrollable cards for easy browsing.
- Select a recommended opportunity card on the landing page to go straight to its Opportunity Details panel, where you can review the availability and submit a request.
- The year filter allows the option of viewing recommendations only for selected calendar years.

Exploring and applying for Availability

On the Explore & Apply for Availability page, you’ll learn how to identify and apply for opportunities that align with your program.
First, we’ll guide you through exploring available opportunities on Exxat One. Once you’ve identified an opportunity of interest, you’ll learn how to apply by creating a request for slots. This section also covers how to communicate effectively with the site regarding the requests you’ve submitted, ensuring a smooth and collaborative process.

Viewing Availability Using Filters

This page comprises of the following components that will help you explore the availabilities:

Discipline(s) and Specialization(s) - Indicates the discipline(s)-specialization(s) of students the site wants to accept for an availability, example: IP-Cardiopulmonary-PTA, IP-Home Health-PTA, etc.
- By default, this is pre-selected based on your discipline program once you land on the explore and apply screen, ensuring that the results match your discipline.
- However, you can modify this selection if you need to explore availabilities in other disciplines.
- Additionally, when you select a specific discipline in the filter, all its associated specializations will be automatically pre-selected, and the chevron will expand to display the selected specializations.
Site - Indicates the different sites that have hosted their availabilities on the platform.
State - Indicates the state(s) of location(s) where the availability will be taking place. You can explore opportunities for a specific state.
Program - Indicates the program(s) for which the availability has been published by sites.
Experience type – Indicates the experience type of availabilities, that is whether an Individual or a Group Opportunity.

Using filters:

Filter values are now entirely visible within the dropdown, enhancing clarity and removing the need for tooltips.
To find specific items within the filter, use the search bar provided, and then select them by clicking the corresponding checkbox.
The filter now provides a clear view of your selected items and their total count. Click the dropdown next to the count to reveal the list of selected items.
A Clear Selection button is available to deselect all items quickly.
For quick selection, a 'Select All' button is available on relevant filters, allowing you to choose all options with a single click.

Retaining Filters & Search Results:

To ensure a seamless experience, your filters and search selections are retained across different screens.
For a consistent experience, your filters and results will be restored when you revisit a page.
This functionality extends to all screens where you apply filters, conduct searches, and perform other actions.
Nearby Availability - With this filter, you can now search for availability based on zip codes. There will be two options in this filter:
- Nearby School - You can provide the distance from your school (in miles), and you will be able to view availability within the given radius.
- Availability in selected Zip code - Enter a zip code, and you will be able to view availability in the given zip code.
All Filters – Under “Add Filter” we have 2 filters. Click on add filter to bring out the following filters as per choice:
- Start & End Date: This indicates the period of the availability. You can use these dates to filter results, showing availabilities that begin on or before a selected start date and/or end on or after a selected end date.
  When you use both Start and End date filters, the system displays only availabilities that begin on or before the chosen start date and conclude on or after the selected end date.
- Due date: Indicates by when the site is expecting the schools to submit their requests.
  You can quickly hide the applied filter by clicking the minus icon located next to it.
To instantly clear all filters, you have a 'Reset' option available

View video tutorial:

Viewing Availability Using Search

This feature enables you to find availabilities by searching for either the location name or its address.

Viewing Availability Using Map

The map provides an interactive way to explore available opportunities. By default, it displays availabilities published by sites within a 50-mile radius of your school’s current location.

Each pin on the map represents a location where opportunities are available. At the top, a banner highlights the total number of opportunities across all locations visible within the current map view.

Zoom out on the Map

You can zoom out on the map to explore opportunities beyond the default 50-mile radius. As you zoom out, individual pins may be grouped into clusters, displaying the aggregate number of internships based on your zoom level.

The banner at the top of the map dynamically updates as you zoom out, reflecting the increased number of opportunities and locations visible within the expanded map view.

Zooming in on the Map

You can zoom in on the map to refine your search to a specific state, city, or location. As you zoom in, clusters will break down into individual pins representing specific opportunities.

The banner at the top of the map updates dynamically, reflecting the reduced number of opportunities and locations visible in the narrowed map view.

Using the Interactive Map View

In Map View, clinical sites are represented by location pins, each indicating the number of available opportunities at that site.
When you click a location pin, a pop-up card appears, displaying essential opportunity information

Interacting with the Map View:

For multiple availabilities at one location, use the arrow buttons to cycle through options in the pop-up card.
Select 'View Details' to access the Opportunity Details panel, where you can find a comprehensive overview of the opportunity.

View video tutorial:

Viewing Availability Using List of Opportunities

On the left side of the screen, you’ll find a dynamic list of opportunities that updates in real time as you interact with the map. This ensures the list is always synchronized with the map, whether you zoom in or out.

Each item on the list includes the following attributes of the availability:

Site Name – The site that has published the availability.
Discipline and Specialization – The disciplines and specializations the site is looking for (e.g., PT, PA, Nursing, OT).
Availability Duration – The start and end dates of the availability.
Location – The location(s) where the availability will take place. If the availability is associated with a single location you can view the location address along with the location and unit name directly on the availability card.
Program – The student program(s) for which the availability is designed.
Due Date Indicator – Highlights if the due date for submitting slot requests is approaching or overdue.
Handshake Icon – Indicates whether the site is a program partner.
Green Tick Icon – Shows if you have previously applied for this availability.
Person(s) Icon – Specifies if the opportunity is for an individual or group experience.
Bookmark Icon – A clickable feature to bookmark availabilities, which will then appear under the Bookmarked tab.

Note: Availabilities displayed within the "All Opportunities" list are arranged alphabetically based on site name.

If an opportunity is associated with multiple disciplines or specializations, a “View All” hyperlink will appear. Clicking this link will open a panel displaying the complete list of disciplines and specializations in detail.

If an opportunity is linked to multiple locations, a “View All Locations” hyperlink will be displayed. Clicking this link will open a panel with a detailed list of locations and their addresses.
Within the same panel, you can now find a 'Programs' section that lists the programs associated with the availability.
Selecting 'Show Details' within the panel will open the Opportunity Details panel, providing access to all opportunity details.

Note: A Payment Required' tag indicates that a site requires payment for confirmed student schedules. This tag will appear on availability cards and detailed views for that site's published availabilities.

View video tutorial:

Viewing Opportunity Details

When you click on an availability card from the list or View Details from the card view on the map, an Opportunity Details panel will open on the screen.

What You Can See in the Opportunity Details Panel:

General Information:
- Site Name
- Availability Name
- Availability Duration
- Associated discipline

More details of the availability are displayed under the following sections:

Duration & Shift:
Displays the following:
- Availability Duration
- Due Date for submitting requests
- Shift and Shift Timings
- Days of the Week
Discipline & Specialization:
- Shows which disciplines and specializations the availability applies to.
Location Details:
- Indicates the location name, location address, and unit details (if applicable).
Program Overview:
- Indicates the programs and student year eligible for the opportunity.
Opportunity Description:
- Displays availability details, eligibility criteria and any site-specific and additional location-specific onboarding requirements (if any) for the schedule.

You can view the statuses of your requests in the My Request section, where you can view a progress bar indicating the status of all the slot requests made on that availability. The statuses displayed along with the respective count are:

Approved: The slot requests that have been approved by the site.
Rejected: The slot requests that have been declined by the site.
Pending Review: The slot requests that have been acted upon by the site and saved as draft, but not yet reviewed.
Pending: The slot requests that have not been acted upon by the site.

You can also view all your previous requests under the Previous Requests section.

By clicking the 'Save' button within this panel, you can bookmark the opportunity, which will then be added to your Bookmarked list of availabilities.

Creating New Requests

Follow these steps to create a request:
1. Click on the Availability – Select an availability from the list by clicking on an availability card from the “All Opportunities” list or View Details from the card view on the map.
2. View Detailed Information – The Opportunity Details panel will open as an overlay on the screen.
  In this panel, you can view additional details provided by the site, including:
  - Student year (e.g., 1st, 2nd, 3rd, or 4th), shift timings, and days of the week when the availability is scheduled.
  - Location name, location address and Unit details.
  - Associated Disciplines and specializations under it, Availability details, eligibility criteria, and onboarding requirements.
3. Decide to Create a Request – After reviewing the details, determine if you wish to proceed with submitting a request for available slots.
  - To create a request, click on Request Slots within the panel.
  - View the availability details (shift and date range) inside the opened drawer view and provide the following details:
    1. Number of Slots – Specify the number of slots needed for your program.
    2. Availability Start & End Dates – Enter the desired start and end dates for the availability.
    3. Discipline(s) and Specialization(s) – Select the relevant disciplines and specializations.
    4. Graduation Date – Provide the graduation date for the students.

To increase request accuracy and match with site requirements, the request form may include additional fields which vary depending on site-specific needs:

Exact Hours: The minimum number of hours a student is required to be at this experience.
Rotation Number: the number of rotations the student has completed prior to this placement.
Semester: The current academic semester of the students.
Shifts: Specifies the hours the student is expected to be at this experience.
Specific Shift Timings: Defines the available hours for different days of the week the student is expected to be at the experience.
Unit Location: Identifies the specific unit or department within the location when multiple units exist.
Preceptor Name: Allows you to indicate your preferred preceptor for the availability.
Shift timings: Enables you to specify preferred time slots for specific days of the week.
Days of the week: Allows you to indicate your preferred days of the week for the schedule.
Program Type: Allows you to specify the program type for the students you’re requesting slots for.

You can include a note to the site in the “Message to Site” section.

Note: You can send a message to the site even without requesting slots.

You have the option to include student details to help the site make a more informed decision.

•Click on “Add/Edit” within the Student Details section to open a Student Details dialogue box where you can enter the student’s information: First Name, Last Name, and Email.

Use the “Add Student” button to add multiple students.
If you are a PRISM school, you can utilize the "Select PRISM Student" dropdown menu to choose a student from the list of students imported from Exxat PRISM. The selected student's first name, last name, and email address will be automatically populated in the corresponding fields. Once all student details are entered, click “Save”.
Finally, click “Request Now” to submit the request.

For availabilities with a group experience type, you can also include faculty details (First Name, Last Name, and Email) in your request.

If you're an Exxat Prism School, you can access your imported clinical instructors from Exxat Prism using the “Select PRISM Clinical Instructor” dropdown while adding instructor details to a slot request.
Just search the list and select the desired instructor to include their details.

Creating Multiple Requests

On the Explore and Apply screen, you can raise slot requests for available opportunities.
For first-time users, a new request requires the following details:

Number of Slots – Specify how many slots you need.
Start and End Dates – Provide the availability start and end dates.
Discipline and Specialization – Select the relevant options.
Graduation Date – Enter the graduation date of the students.
Student Details – Provide student information (e.g., First Name, Last Name, Email).

To increase request accuracy and match with site requirements, the request form may include additional fields which vary depending on site-specific needs:

Exact Hours: The minimum number of hours a student is required to be at this experience.
Rotation Number: the number of rotations the student has completed prior to this placement.
Semester: The current academic semester of the students.
Shifts: Specifies the hours the student is expected to be at this experience.
Specific Shift Timings: Defines the available hours for different days of the week the student is expected to be at the experience.
Unit Location: Identifies the specific unit or department within the location when multiple units exist
Preceptor Name: Allows you to indicate your preferred preceptor for the availability.
Shift timings: Enables you to specify preferred time slots for specific days of the week.
Days of the week: Allows you to indicate your preferred days of the week for the schedule.

To request more slots for the same availability, click the card, then 'Request Slots' in the Opportunity Details panel, and enter the new request details. Previous request details are also visible here

View video tutorial:

Viewing and Tracking All the Requests

After submitting your application, you can reopen it to review or make edits, as long as the site has not yet taken action on it.

For Applications in “Request Pending” Status:

By clicking on the availability listing, the Opportunity Details panel will open, and you can:

View Request Details: See all information related to the availability, including the number of slots requested, messages sent, and shared student details.

You can also view who made the slot request and when it was made, through the following displayed information:

"Requested By" – Name of the person who submitted the request.
"Requested On" – Date and time when the request was created.
“Request ID” – Unique ID associated with the slot request.

Edit Your Application: Update the relevant fields and click Update Slot Details to resubmit your changes.
Revoke Your Request: Cancel the application by clicking Revoke Slots.

View video tutorial:

Requesting Summary

After submitting slot requests, you can view and monitor their progress by navigating to the View & Track section in the Action Panel. This section provides critical details for each availability, including:

Availability Details: Information such as Site Name, Location Name, and Discipline/Specialization. The Site Name column, remains sticky as you scroll horizontally through all the columns to view the details, ensuring important details such as Site Name remain visible as you scroll through the details.
Request ID: Specifies a unique ID for each slot request. This can be helpful in better tracking of the slot requests.
Shift: Displays schedule timings for students during clinical rotations, such as morning, afternoon, evening, or night shifts.
Days of the week: Displays the days on which the students would be attending the schedule at the site
Requested Duration: The date range for which slots were requested.
Number of Slots Requested: The total number of slots submitted in the request.
Number of Confirmed Slots: The total number of slots approved by the site.
Date of Request: The date on which the slot request was submitted.
Slot Request Status: The current stage of the request in its lifecycle, categorized as:
- Request Pending: The site has not yet acted on the request.
- Approved: The site has reviewed the request and allotted slots. (Note: Once approved, the request can no longer be edited.)
- Review in Progress: The site is currently reviewing the request, and a final decision is awaited.
- Declined: The site has reviewed the request but has not allotted any slots. (For declined requests, the reason for rejection will be displayed if provided by the site.)
- Cancelled: The request was revoked by you.

Note: Use filters (Discipline, Site Name, Status, Start & End Date) to refine your view

You can easily sort your slot requests by Requested Slots, Date of Request, and Confirmed Slots columns for better organization and analysis. Here’s how:

Sort by Requested Slots:
Click the arrow icon next to the Requested Slots column header to arrange requests in:
- Ascending order (fewer to more requested slots).
- Descending order (more to fewer requested slots).
- Default order (no specific sorting).
Sort by Date of Request:
Click the arrow icon next to the Date of Request column header to arrange requests in:
- Oldest to newest.
- Newest to oldest.
- Default order (no specific sorting).
Sort by Confirmed Slots:
Click the arrow icon next to the Confirmed Slots column header to arrange requests in:
- Ascending order (fewer to more confirmed slots).
- Descending order (more to fewer confirmed slots).
- Default order (no specific sorting).

View video tutorial:

Configure Column Options:

You have the flexibility to tailor your grid view on the View and Track Requests screen. This feature allows you to focus only on the data that matters to you—resulting in a cleaner, more efficient workflow.

Click on the wrench icon at the top right corner of the grid, to open the “Configure Column Options” drawer, where you can perform the following:

Reorder Columns: Easily rearrange columns to suit your preferred sequence.
Freeze Columns: Keep key columns visible while scrolling horizontally by pinning them.
Show/Hide Columns: Toggle the visibility of columns to declutter your view.

Reorder Columns

Use drag-and-drop to rearrange the column order in the configuration panel.
Alternatively, use the up/down arrow icons next to each column name to adjust their positions.

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Freeze Columns

To keep important columns visible during horizontal scroll:
- Click the pin icon next to the column name.
- Only ordered columns starting from the left in the grid can be pinned.
- Pinned columns will stay fixed while the rest of the grid scrolls.

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Show/Hide columns

To keep the desired columns visible in the grid:
- Use the eye icon to control the visibility of each column.

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Exporting Slot Requests

To download your slot request details in Excel format, navigate to the View and Track requests screen. Click the 'Export' button located in the top right corner. You'll receive a confirmation message indicating that the file is being processed and will be available soon.

Following column fields regarding the slot request will be available in the exported report:

Site Name, Request ID, Discipline, Specialization, Location, Unit, Requested Duration, Shifts, Days of Week, Shift Timings, Preceptor Name, Number of Hours, Program Type, Semester, Rotation Number, Graduation Month, Graduation Year, Requested Date, Requested Slots, Confirmed Slots and Status of request.

Viewing and Editing Slot Requests

You can edit slot requests at any time if they are in Request Pending or Review in Progress status. In these cases, a pencil icon will appear next to the request, indicating it is editable.
If the request is in Approved or Declined status, the pencil icon will be replaced by a document icon, signifying that the request can only be viewed, not edited.

By clicking the pencil or eye icon, a detailed view of the availability and the corresponding slot request will be revealed in a drawer. This comprehensive view provides you with the following information:

Availability Name, Associated discipline/specializations, Location Name, Units, Date Range, Shifts, Due Date, Program, Student year and Experience Type.
Additional details such as onboarding requirements for the availability.
Manage Slot Requests:
- The 'Request Details' section displays the number of slots requested, student details, and all fields completed during the initial request submission for the availability.
  You can also view who made the slot request and when it was made, through the following displayed information:
  - "Requested By" – Name of the person who submitted the request.
  - "Requested On" – Date and time when the request was created.
  - “Request ID” – Unique ID associated with the slot request.
    - When a request is in 'Request Pending' status, you have the ability to modify the number of slots, edit other request fields, and update the student details.
      Click on Update slot details to update the changes made to the request.
Revoke Slot Requests:
- If you wish to withdraw your application, you can revoke the slot request by clicking 'Revoke Slots,' which will cancel your request.

If Student Details were added along with the slot request, then it would appear directly under the “Student Details” section of the submitted request form.

If the request is in “Request Pending” state, then you can click on “Add/Edit” at the top right corner of the Student Details section, to add more students or edit the added student details.

View video tutorial:

Sending messages to Sites

You can engage in chat-based conversations with the site directly within the context of your slot request. This allows you to clarify questions or share updates as needed, ensuring seamless communication.

To send a message, click the Message icon next to the slot request, type your message in the text box, and click Send.

View video tutorial:

Schedules and Onboarding

Tracking Schedules

You can monitor all schedules confirmed by different sites through the Schedules and Onboarding panel in the left action menu. Key details for each schedule are displayed, including:

Availability Name: Displays the name of the availability associated with the schedule.
Schedule ID: Displays a unique ID associated with each schedule for better tracking.
Student Details: This column provides information based on the scheduling status:
- When the student is scheduled: The student’s name is displayed for easy reference.
- When the student is not scheduled: A Schedule Student button appears, prompting you to take the necessary action.

Here’s a breakdown of the key schedule details you can view and manage in the Schedules and Onboarding panel:

Site Name: Displays the site where the schedule is confirmed.
Preceptor Name: Shows the name of the preceptor assigned to the schedule.
Location Name: Indicates the location where the schedule is confirmed.
Unit Name: Indicates the unit or department at the location.
Shift: Displays schedule timings for students during clinical rotations, such as morning, afternoon, evening, or night shifts.
Days of the week: Displays the days on which the students would be attending the schedule at the site.
Duration: Represents the schedule duration. While it may match the requested duration, the site can modify it based on preceptor availability, unit capacity, or other factors.
Schedule Status: Reflects the current status of the schedule.
- To Be Scheduled: Indicates the slot is approved, but no student was included in the original request or has yet to be assigned.
- Not Confirmed: Indicates a student has been assigned but the schedule has not yet been finalized.
- Confirmed: Indicates the schedule is finalized and the student is confirmed.
- Cancelled: Indicates the schedule has been cancelled by you or site.
Onboarding Status: Reflects the onboarding progress of the student:
- Not Applicable: Indicates the student has not yet been confirmed on the schedule.
- Non-Compliant: Indicates onboarding requirements are incomplete or unapproved.
- Compliant: Indicates all onboarding requirements are fulfilled and approved, finalizing the schedule.

Important Notes:

These fields are non-editable for school users. However, you can contact site partners using the messaging feature for updates or confirmation regarding location, discipline, or duration.

Filtering Schedules

On the Schedules and Onboarding window, you can view the schedules using the following search and filters:

Search: Click within the search text box and specify the student's name to search for the schedules where the student has been assigned.
Sites: Enables you to filter down the schedules by the site name.
Disciplines: Enables you to narrow down the schedules based on the discipline.
Schedule Status: Enables you to filter the schedules by the status of the schedule (To Be Scheduled, Not Confirmed, Confirmed and Cancelled)
Onboarding Status: Enables you to filter the schedules by the status of the onboarding of the students (Not Applicable, Non-compliant and Compliant)
Start and End date:
1. For start date, select the required date from the calendar to filter the availability that begins on or after the selected date.
2. For end date, select the required date from the calendar to filter the availability that ends on or before the selected date.
Reset: Resets all the applied filters, displaying all the available data without filters.

Configure Column Options:

Click on the wrench icon at the top right corner of the Schedules grid, to open the “Configure Column Options” drawer, where you can perform the following:

Reorder Columns: Easily rearrange columns to suit your preferred sequence.
Use drag-and-drop to rearrange the column order in the configuration panel.
Alternatively, use the up/down arrow icons next to each column name to adjust their positions.

Freeze Columns: Keep key columns visible while scrolling horizontally by pinning them.
- Click the pin icon next to the column name.
- Only ordered columns starting from the left in the grid can be pinned.
- Pinned columns will stay fixed while the rest of the grid scrolls.

Show/Hide Columns: Toggle the visibility of columns to declutter your view.
Use the eye icon to control the visibility of each column.

Integration with Exxat Prism

For Prism Schools, a 'Prism Processing Status' column appears in the schedules grid, reflecting the Exxat One and Prism integration. This feature enables you to seamlessly transfer schedule information to Prism for slot creation and course-related activities.

Adding Schedule details to Prism:

Go to the Schedules & Onboarding screen.
Click "Open Prism" on the top-right corner to process schedules into Prism. This will navigate you to the Exxat One Schedules on Prism, where you can add the details.
You can view the processing status of schedules in the following column in the grid:
Prism Process Status Column:
- To Be Added: The schedule has not yet been added to Prism.
- Added To Prism: The schedule has successfully been added to Prism.

Exporting Schedules

To download your schedule details in Excel format, go to the Schedules and Onboarding screen. Click the 'Export' button in the top right corner. You'll receive a confirmation message that the file is being prepared and will be available soon.

Following column fields regarding the schedule will be available in the exported report:

Availability Name, Site Name, Schedule ID, Student Details, Student email address, Preceptor Name, Preceptor email address, Discipline, Specialization, Location, Unit, Schedule Duration, Shifts, Days of week, Shift Timings, Number of Hours, Program Type, Semester, Rotation Number, Graduation Month, Graduation Year, Schedule Status, Onboarding Status, and PRISM Process Status(only if you are a Exxat Prism School).

Group Schedules:

If you’ve applied for and received approved slots for group schedules, a Group tab will appear alongside the Individual tab in the Schedules and Onboarding screen.

Clicking the Group tab allows you to view schedules for group availabilities.
In the Group schedule grid, you can expand the availability name dropdown to display the list of students approved for the schedule.

View video tutorial:

Scheduling Students

Follow these steps to assign a student to a schedule:
1.Schedule a Student:
•Click on the Schedule Student button next to the schedule.
•A drawer will open, where you can:

Select a student from the dropdown menu within the 'Scheduled Student' section. This dropdown menu displays a list of all your students imported from Exxat Prism. You can also search for specific students by name within the dropdown menu.

If the student does not appear in the drop-down menu, click on “Add a New Student,” enter the student’s details (First Name, Last Name, and Email ID), and then click “Add Now.”

Confirm the Student:
- After scheduling a student, confirm their placement by selecting the checkbox next to their schedule and clicking the Confirm Student button.
  
  The Checkbox column remains sticky and in view, as you scroll horizontally to view the columns in the Schedules screen to efficiently view the schedule status of the students and select the checkboxes right away to confirm the students.
- Automated weekly reminders to confirm the students:
  
  Students with unconfirmed schedules will receive weekly reminders starting 45 days before their schedule begins. These notifications will list students with a "Not Confirmed" status, prompting confirmation to enable schedule visibility and onboarding.
Edit Student Details:
- You can edit the student’s first and last name at any time during the schedule.
- The student’s email address can be edited until the schedule is confirmed.
Replace a Student:
- Replace the assigned student with another from the pre-populated dropdown list or add a new student to the schedule.
Remove a Student:
- You can remove a scheduled student and assign a different student if needed.
  Note: You can replace or remove a student from the schedule until the student begins fulfilling the onboarding requirements.
Re-confirm a student: You can reconfirm a student already confirmed on a schedule, which will resend the confirmation email, providing them with schedule updates and access to complete onboarding.
- Select the student schedule row using the checkbox.
- Click on the "Reconfirm Student" button in the top-right corner.
- A confirmation email will prompt the student to log in, view their schedule, and complete onboarding.

Clinical Instructor Journey

Overview

Exxat One simplifies faculty schedule management, onboarding, and communication with schools, sites, and students. This guide offers step-by-step instructions for maximizing the platform's capabilities.

Key Features and Functions:

Adding Clinical instructor to Schedules
- Purpose: Ensure Clinical instructor members are assigned to schedules before confirmation.
- Steps:
  - Administrators must input Clinical instructor details (name and email) in the schedule section.
  - An error message will appear if Clinical instructor details are missing: “Please add Clinical instructor details before confirming the schedule.”
Clinical instructor Invitations
- Purpose: Notify the Clinical instructor of their schedules and grant access to Exxat One.
- Invitation Email:
  - Includes login credentials and instructions for accessing Exxat One.
  - Sent in response to an invitation from the administrators.
Clinical instructor Login
- Steps to Log In:
  - Go to login.exxat.com.
  - Enter your school email ID and select "Exxat One."
  - Set or use an existing password.
  - Access your schedules and onboarding requirements.
Schedule and Onboarding Management
- View Student Schedules:
  - Clinical Instructors have read-only access to assigned schedules.
  - View details like student names, site location, duration, and compliance status.
- Onboarding Requirements:
  - Onboarding varies by site or location.
  - Clinical Instructors can view, upload documents, and fulfill site-specific requirements.
Messaging Features
- Purpose: Enable effective communication between clinical instructors, students, and sites.
- Capabilities:
  - Send group messages to students and sites.
  - Directly message individual students.

Cancelling Schedule

To cancel a schedule, perform the following:

Inside the edit schedule drawer, click on Cancel schedule at the top right corner.
A dialogue box will appear asking Are you sure you want to cancel schedule?
You need to provide a reason for cancellation and click on Confirm to cancel the schedule.

View video tutorial:

Tracking Student Onboarding

Once a student is confirmed on a schedule, they will receive an invitation email to join the platform, view their confirmed schedules, and begin fulfilling onboarding requirements.

You can track the student’s onboarding progress from the Schedules and Onboarding screen:

Access Onboarding Details:
- Click on the Onboarding status of the confirmed schedule in the Onboarding Status column.
  Note: The statuses Non-Compliant and Compliant in the Onboarding Status column are clickable.
View Onboarding Progress:
- This will display the onboarding requirements for the schedule and the student’s progress for each requirement.
- Each requirement’s status can be one of the following:
- Get Started: The student has not yet begun fulfilling the requirement and needs to take action.
- In Progress: The student has started completing the requirement and saved it as a draft.
- Pending Review: The student has submitted the requirement, which is awaiting review by the Onboarding Review Team.
- Approved: The requirement has been reviewed and approved.
- Not Approved: The requirement submission has been reviewed but was rejected.
- Expired: An approved certification or vaccination has passed its expiration date.

Note: If necessary, you can also submit an onboarding requirement on behalf of the student.

Fulfilling Group-level Onboarding Requirements

You have the ability to submit group-level onboarding requirements configured by the site for group schedules. This contributes to the compliance of students and clinical instructors. Please note that these group-level requirements are to be completed by you.

Viewing and submitting group-level onboarding requirements:

Go to the Schedules & Onboarding screen > Group Schedules tab.
Click on the overall Group-Level Onboarding Status, displayed as "Non-Compliant" when the schedule is created.
The Onboarding Requirements Page opens, where you can:
- View onboarding requirements categorized into sections for students, clinical instructors, or both, as per the configuration by the site.
- Submit the required attestations or documents for the entire group.

Upon approval of submitted requirements, the group-level onboarding is considered fulfilled, which updates the entire group's Onboarding status. The Group-level Onboarding Requirements page will then display 'Compliant,' confirming that all group requirements have been met.

Important Notes:

Group-Level Requirements do not replace individual onboarding requirements.
Students and clinical instructors must still fulfill their own individual onboarding requirements.
The overall group-level onboarding status in the schedules grid turns "Compliant" only when all individual and group-level requirements are met.

Communicating with Sites and Students

You can engage in chat-based conversations with both the site and your student directly within the context of a schedule. This allows you to clarify questions, share updates, and streamline communication as needed.
Key Features:

Message History: View the communication history, including past interactions between the site and the school, associated with the specific schedule.
Accessing Messages:
- Navigate to the Schedules and Onboarding page.
- Click on the Schedule Student or Edit button.
- Look for the Messages Received During Track Requests section to access and review messages.

Group-level Communication with Sites

Navigate to the group schedules by clicking the Group tab on the Schedules and Onboarding screen.
Click the message icon corresponding to the desired group schedule to open the Messages drawer.
Select the checkbox corresponding to Site and type your message in the Add your message here textbox section.
Click on Send to send the message.

Configuration-Seamless Switch between campuses or programs

As a school administrator, if you manage multiple campuses or programs, you can easily switch between them using the User Settings on the landing page. This feature allows for efficient navigation and management across different campuses or programs without interruptions.

Help Guides and Releases

Raising a ticket

You can raise a ticket while seeking assistance by clicking the Question Mark icon on the static upper bar. This will open a Raise a Ticket window, where you can submit a ticket in the following way:

Multiple Ticket Categories: Choose from the following options by clicking the appropriate radio button:
- Report a Problem – If you encounter an issue while using the platform.
- Suggest a Feature – Share ideas to enhance the platform.
- Ask a Question – Get help with any queries.
Enter a title and description, attach relevant files if needed, and click on Submit your ticket.
Track Your Tickets: View all submitted tickets under the My Tickets tab, enabling easy follow-ups and status tracking.

Accessing Release Communications:

You can access all newly released features by clicking the Megaphone icon on the static upper bar. This will take you to the Help Center, where you can view the release notes.

For instant help with product-related queries, you can use the AI chatbot, Leo. Simply click the “Ask Leo” button on the upper bar to open the chat panel. You can then ask your questions, and Leo will assist you with the answers.

Following a response from Leo, you will be presented with the prompt 'Was this helpful?' accompanied by thumbs-up and thumbs-down icons. You can provide immediate feedback on Leo's responses by clicking the thumbs-up or thumbs-down icon to indicate your level of satisfaction.

In-App notifications

Stay updated with notifications regarding site updates or messages directly within the app. You’ll receive notifications for the following events:

- A message sent by a site.
- Changes made to an internship where you’ve applied or received slots.
- Approval or decline of a slot request by the site.
- Cancellation of an assignment by the site.
- Modifications to approved slots.
- Updates to an assignment by the site.

You will receive notifications about student-related activities and updates for the following events:
- A student begins fulfilling onboarding requirements.
- A student submits all onboarding requirements.
- A student’s onboarding requirements are not approved.
- A student becomes compliant for a schedule.
- A site replaces or removes a student from a schedule.
You will also receive notifications about clinical instructor-related activities and updates for the following events:
- A message sent by the clinical instructor.
- A clinical instructor becomes compliant for the schedule.

How to View Notifications:

Access the Notification Center:
- Click on the Notification Badge icon at the top right of the screen to open the notification center.
- The badge indicates new notifications, and new messages or updates will pop up here.
View Notifications by Category:
Notifications are displayed in the order of latest to oldest and organized into three sections:
- All: Displays all notifications, including messages and updates.
- All Messages: Displays only messages sent by the site during slot requests or scheduling.
- All Updates: Displays updates such as approvals, declines, cancellations, or changes to schedules.
Interact with Notifications:
- Click on a notification to navigate directly to the relevant action panel to view the update or message.
- Unread notifications are marked with a blue dot and have a Mark as Read option.
- Clicking Mark as Read removes the blue dot and replaces the option with Mark as Unread to change the status back.
Manage Notifications:
- Click Mark All Read at the top to mark all notifications as read.
- Use the Unread Only toggle to display only unread notifications.

Notification Configuration

This feature allows you to personalize your notifications, ensuring you receive updates that are most relevant to you

Customize your notification preferences with ease:

Access Notification Settings:
- Click the Settings icon in the top right corner of the notification center to open the Notification Configuration screen.
Customize Notifications: View the list of events that trigger notifications. The events are categorized under four categories: Messages , Slot Requests, Schedules and Onboarding. Select the specific events you want to be notified about at the category-level to or at an event-level under each category. Enabling/Disabling the notifications at the category-level will be applicable to all the events under that category.
You can check or uncheck the boxes to mark your preferences of receiving notifications about specific events for both email and in-app notifications.
Save Your Preferences:
- Click Save Now to apply and save your configuration settings.

View video tutorial:

Enabled in-app Notifications from Browser

Click on the settings icon at the top left corner of the URL bar.
Ensure that in-app notifications are set to "Allowed".

Exxat One Overview

Landing Page – Exxat One

Key benefits of the Landing page:

Access the Landing Page:

Apply Filters to Search for Availabilities

Available Filters:

View and Manage Your Opportunities

Other Key Sections on the Landing Page:

Exploring and applying for Availability

Viewing Availability Using Filters

Using filters:

Retaining Filters & Search Results:

Viewing Availability Using Search

Viewing Availability Using Map

Zoom out on the Map

Zooming in on the Map

Using the Interactive Map View

Interacting with the Map View:

View video tutorial:

Viewing Availability Using List of Opportunities

Viewing Opportunity Details

What You Can See in the Opportunity Details Panel:

More details of the availability are displayed under the following sections:

Creating New Requests

Creating Multiple Requests

Viewing and Tracking All the Requests

Requesting Summary

Exporting Slot Requests

Viewing and Editing Slot Requests

Sending messages to Sites

Schedules and Onboarding

Tracking Schedules

Filtering Schedules

Integration with Exxat Prism

Adding Schedule details to Prism:

Exporting Schedules

Group Schedules:

Scheduling Students

Clinical Instructor Journey

Overview

Exxat One simplifies faculty schedule management, onboarding, and communication with schools, sites, and students. This guide offers step-by-step instructions for maximizing the platform's capabilities.

Cancelling Schedule

Tracking Student Onboarding

Fulfilling Group-level Onboarding Requirements

Viewing and submitting group-level onboarding requirements:

Upon approval of submitted requirements, the group-level onboarding is considered fulfilled, which updates the entire group's Onboarding status. The Group-level Onboarding Requirements page will then display 'Compliant,' confirming that all group requirements have been met.

Important Notes:

Communicating with Sites and Students

Group-level Communication with Sites

Configuration-Seamless Switch between campuses or programs

Help Guides and Releases

In-App notifications

Notification Configuration

Enabled in-app Notifications from Browser

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