School Guide to Student Onboarding

The Schedules and Onboarding module allows schools to manage student schedules, confirm or reconfirm placements, monitor onboarding progress, invite clinical instructors for group schedules, and communicate with sites, students, and instructors directly within Exxat One.

This guide explains how to:

• Confirm and reconfirm students
• View and track onboarding progress
• Invite and re-invite clinical instructors
• Access onboarding requirement details
• Send messages to sites, students, and clinical instructors
• Manage both Individual and Group schedules

After reading this guide, you will be able to:

• Confirm and reconfirm students on schedules
• Understand schedule and onboarding statuses
• View onboarding requirement details for students and instructors
• Invite and re-invite clinical instructors for group schedules
• Send messages from the schedule grid and onboarding screens
• Track onboarding progress for individual and group schedules
• Navigate Individual and Group schedule workflows

Before using the Schedules and Onboarding module, make sure:

• Students are already scheduled for placements
• Clinical instructors are assigned for group schedules if applicable
• Required onboarding workflows are configured by the site
• You have the required permissions to manage schedules and onboarding

You can access all schedules and onboarding workflows from:

• Schedules in the left navigation menu

The module contains two schedule views:

• Individual – Used for managing individual student schedules
• Group – Used for managing group schedules and clinical instructors

• How to Confirm and Reconfirm Students
• Understanding Schedule Statuses
• How to View and Track Student Onboarding (Individual)
• How to View and Track Student Onboarding (Group)
• Understanding School Requirements in Onboarding
• How to Invite or Re-invite an Instructor (Group)
• How to Message Sites or Students (Individual)
• How to Message Sites, Students, or Clinical Instructors (Group)
• Video Walkthrough

How to Confirm and Reconfirm Students

Student confirmation is managed directly from the schedule grid.

A student can only be confirmed when:

• The student has already been scheduled
• The Schedule Status displays Not Confirmed

Students with a To Be Scheduled status cannot be confirmed until scheduling is completed.

Confirming a Student

To confirm a student:

1. Go to Schedules from the left menu.
2. Open the Individual or Group tab as required.
3. Locate the student in the schedule grid.
4. Select the checkbox beside the student’s row.
5. Click Confirm Student at the top-right corner of the screen.

Once confirmed:

• The Schedule Status updates to Confirmed
• A confirmation email is sent to the student
• The student receives access to view schedules and onboarding requirements

You can also select multiple students simultaneously and confirm them together.

Reconfirming a Student

Reconfirmation is available only for students whose Schedule Status is already marked as Confirmed.

To reconfirm a student:

1. Select the checkbox beside the confirmed student.
2. Click Reconfirm Student at the top-right corner.

This resends the confirmation email and onboarding access notification to the student.

This is commonly used when:

• The student has not yet logged in
• The student missed the original confirmation email
• Schedule access needs to be resent

Understanding Schedule Statuses

The Schedule Status column helps track the scheduling progress of each student.

Available statuses include:

• To Be Scheduled – Student assignment has not yet been completed
• Not Confirmed – The student is scheduled but has not yet been confirmed
• Confirmed – The student has been confirmed and can access onboarding
• Cancelled – The schedule has been cancelled

These statuses appear directly within the schedule grid.

How to View and Track Student Onboarding (Individual)

The onboarding progress of each student can be tracked directly from the schedule grid.

Viewing Onboarding Status

In the Individual schedule grid, review the Onboarding Status column.

Possible onboarding statuses include:

• Not Applicable – Onboarding is not currently applicable for the schedule
• Not Started – The student has not started onboarding
• Some Action Needed – The student has pending onboarding tasks
• Compliant – All onboarding requirements have been completed and approved

Whenever onboarding details are available, an eye icon appears beside the onboarding status.

Click the eye icon to open the student’s onboarding requirements screen.

Viewing Onboarding Requirement Details

The onboarding screen displays:

• Assigned onboarding requirements
• Requirement statuses
• Submitted files and documents
• Pending reviews
• Approval details
• Requirement instructions and guidelines

Selecting a requirement from the left panel displays its detailed information on the right side of the screen.

Depending on the workflow configuration, schools may also be able to complete certain requirements on behalf of students.

This view helps schools monitor onboarding completion and identify pending actions quickly.

How to View and Track Student Onboarding (Group)

Group onboarding management is available from the Group tab within the Schedules module.

Viewing Group Onboarding Status

Each group row displays an onboarding status representing the overall onboarding progress for the group.

Possible statuses include:

• Not Applicable
• Not Started
• Some Action Needed
• Compliant

To view individual group members:

1. Expand the group row using the arrow icon.
2. Review the inner grid displaying students and clinical instructors.

Each member has their own onboarding status displayed separately.

Accessing Group Onboarding Details

Whenever onboarding details are available, an eye icon appears beside the onboarding status.

The eye icon may appear:

• At the group level
• Besides individual students
• Besides clinical instructors

Click the eye icon to open the onboarding dashboard.

The onboarding screen is organised into sections such as:

• Students
• Clinical Instructors
• School Requirements (if applicable)

Selecting a member and requirement displays:

• Submitted documents
• Pending tasks
• Approval statuses
• Requirement details
• Instructions and guidelines

This helps schools track onboarding progress for every member within the group schedule.

Understanding School Requirements in Onboarding

Some schedules may include onboarding requirements specifically assigned to schools in addition to student onboarding requirements.

When applicable:

• A School Requirements label appears below the onboarding status
• An information icon appears beside the label

Hovering over the icon displays the message:

“This schedule includes onboarding requirements for the school in addition to student requirements.”

Click the eye icon beside the onboarding status to open the onboarding requirements screen and review all assigned requirements.

School requirements appear separately from student requirements within the onboarding workflow.

How to Invite or Re-invite an Instructor (Group)

Clinical instructor invitation management is available only within Group schedules.

Inviting an Instructor

To invite a clinical instructor:

1. Go to the Group tab in Schedules.
2. Expand the required group row.
3. Locate the clinical instructor within the inner grid.
4. Select the instructor row using the checkbox.

If the instructor has not yet been invited:

• The Invite Instructor button becomes available at the top-right corner

Click Invite Instructor to send the onboarding and schedule access invitation email.

Re-inviting an Instructor

Once an instructor has already been invited, the action changes to Re-invite Instructor.

To resend the invitation:

1. Select the instructor row again.
2. Click Re-invite Instructor.

This sends a fresh onboarding invitation email to the instructor.

You can invite or re-invite multiple instructors simultaneously.

How to Message Sites or Students (Individual)

Messaging is available directly from the schedule grid and onboarding screens.

Accessing the Messaging Panel

To open messaging:

1. Go to the Individual schedules grid.
2. Click the message icon in the Actions column.

You can also access messaging from the onboarding requirements screen using the Message button at the top-right corner.

The Messages panel opens on the right side of the screen.

Messaging Options Based on Schedule Status

If the student is confirmed:

The following messaging options are available:

• Site
• Student

Select one or more recipients using the checkboxes, enter your message, and click Send.

If the student is not confirmed:

Only the Site option is available.

The Student option does not appear until the student is confirmed on the schedule.

Message History

You can switch between the tabs at the top of the panel to view conversation history for:

• Site
• Student

How to Message Sites, Students, or Clinical Instructors (Group)

Messaging within group schedules supports communication with:

• Sites
• Students
• Clinical Instructors

Accessing Group Messaging

1. Open the Group tab.
2. Expand the required group schedule row.
3. Click the message icon in the Actions column beside the required member.

The Messages panel opens on the right side of the screen.

Messaging a Clinical Instructor

If you select a clinical instructor:

• Only the Clinical Instructor messaging option appears

Select the checkbox, enter the message, and click Send.

Messaging a Student Who Is Not Confirmed

If the selected student is not yet confirmed:

The available messaging options are:

• Site
• Clinical Instructor

The Student option is unavailable until confirmation is completed.

Messaging a Confirmed Student

If the student is already confirmed:

The following options become available:

• Site
• Student
• Clinical Instructor

You can select one or multiple recipients and send messages directly from the panel.

Viewing Message History

Tabs at the top of the panel allow you to switch between conversation histories for:

• Site
• Student
• Clinical Instructor

🎥 Video Walkthrough
Refer to these videos for detailed walkthroughs