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Nursing Clinical Instructor Journey

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Overview

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

Contents:

 

Schedules and Onboarding Management

Faculty and Clinical Instructors can view their assigned schedules and track onboarding status directly from the Schedules and Onboarding screen.
Note: Faculty have read-only access to their assigned schedules. You can view schedule details such as student names, site information, rotation dates, and onboarding status, but you cannot edit schedule details.
 

Accessing Your Schedules

  1. To Log In, Refer to: Nursing Clinical Instructor Login Guide
  2. After logging in, click the appropriate tile from the Launch Page.
  3. A grid displaying all schedules assigned to you for the selected school appears.

 

Understanding the Schedules Grid

The Schedules and Onboarding grid provides a consolidated view of all your assigned schedules. Depending on the configuration, you may see the following columns:
  • Group Name
  • Availability Name
  • Group Members
  • Location
  • Schedule Duration
  • Schedule Status
  • Onboarding Status
  • Actions
  • Shift
  • Days of the Week
This grid allows you to quickly identify schedules that require onboarding attention.
 

Expanding a Group Schedule

To view additional details for a specific schedule:

  1. Click the caret (▸) to the left of an availability.

  2. The group schedule expands to display associated students and faculty.

 

 

Expanded Schedule Details

Within the expanded view:

You can view detailed information for each group member using the following columns:

  • Group Members
  • Location
  • Schedule Duration
  • Shift
  • Days of the Week
  • Schedule Status
  • Onboarding Status
  • Actions

A screenshot of a computer AI-generated content may be incorrect.This view helps you quickly assess onboarding progress for all participants in the group.

A screenshot of a computer AI-generated content may be incorrect.

Searching for Schedules

You can quickly locate a specific schedule using the Search field at the top of the screen.
  1. Click in the Search by availability name field.
  2. Type at least three characters from the availability name.
  3. Matching schedules are displayed in the grid.
 

Filtering Schedules

Use filters to narrow down schedules based on key criteria.
  • Sites – Filter schedules by the name of the clinical site.
  • Disciplines – Filter schedules by discipline (e.g., Nursing, Therapy).
  • Onboarding Status – View schedules by overall onboarding progress:
    • Compliant
    • Non-Compliant
    • Not Applicable
  • Start & End Date – Filter schedules based on the schedule duration.
  • Reset – Clear all applied filters and search criteria.
Filters help you quickly focus on schedules that need immediate onboarding action.

 

Configuring Columns

The Configure Columns option allows Clinical Instructors to customize how information is displayed in the Schedules and Onboarding grid. This helps you focus on the details most relevant to you by adjusting column order, visibility, and freeze behaviour.
 

Accessing Configure Columns

  1. Click the Configure Columns (Spanner icon) located at the top-right corner of the grid.
  2. The Configure Column Options panel opens on the right side of the screen.
 

Understanding the Configure Column Options Panel

The panel displays a complete list of all available columns in the grid. Each column can be customised in three ways:
  • Order
  • Freeze Position
  • Visibility

 

Reordering Columns

  • Use the drag handles on the left side of each row to drag and rearrange columns.
  • Alternatively, use the up and down arrows to move a column higher or lower in the list.
The order set here determines how columns appear from left to right in the grid.

 

Freezing Columns

The Freeze Position dropdown lets you lock columns in place while scrolling horizontally.
Available options include:
  • Left – Pins the column to the left side of the grid.
  • Right – Pins the column to the right side of the grid.
  • Fixed – Keeps the column visible regardless of scrolling.
  • None – Allows the column to scroll normally with the grid.
Freezing key columns like Group Members or Onboarding Status can make tracking easier when working with wide grids.
 

Showing or Hiding Columns

  • Use the Visibility (eye) icon on the far right of each column row to show or hide columns.
  • Hidden columns are removed from the grid view but remain available in the Configure Columns panel.
  • You can re-enable a hidden column at any time by turning visibility back on.
This is useful for decluttering the grid by hiding fields you don’t need to review regularly.

 

Saving Your Configuration

Once you’ve finished arranging, freezing, and selecting visible columns:
  1. Click Save at the top of the Configure Columns panel.
  2. Your customised layout is immediately applied to the Schedules and Onboarding grid.
 
 

Tracking Student Onboarding

Faculty and Clinical Instructors can track student onboarding progress directly from the Schedules and Onboarding grid.

Accessing Student Onboarding from the Schedule

  1. Locate the schedule you want to review.

  2. Click the caret (▸) next to the availability to expand the group.

  3. View the list of assigned students under the expanded schedule.

 

Understanding Student Onboarding Status

In the Onboarding Status column, each student displays one of the following statuses:
  • Not Started - The student is confirmed for the schedule but has not started any onboarding requirements.
  • Some Action Needed - The student has started onboarding, but:
    • Not all requirements are completed, or
    • All requirements are submitted but are still pending review.
  • Compliant - The student has completed all onboarding requirements, and all items have been reviewed and approved.
  • Not Applicable - The student is not yet scheduled or confirmed.
 

Opening the Student Onboarding Requirements

To view the detailed onboarding requirements for a student:

  1. Click the View (eye) icon next to the onboarding status.

  2. This opens the Onboarding Requirements screen for the selected group.

 

Onboarding Requirements Screen

The onboarding screen is divided into three main panels.

Left Panel – Group Members

  • Displays all members associated with the selected group, including:
    • Students
    • Clinical Instructor
    • School (if school-level requirements exist)
  • Each member shows a quick status indicator:
    • Not Applicable
    • Not Started
    • Some Action Needed
    • Compliant
  • Click on a student name to view their onboarding requirements.
  • Click on your own name under Clinical Instructors to view and complete your own onboarding requirements (if applicable).

Middle Panel – Requirement List

  • Displays all onboarding requirements applicable to the selected student, instructor, or school.
  • Each requirement includes:
    • Requirement name
    • Due date
    • Status (Get Started, Pending Review, In Progress, Approved, Not Approved)
  • Mandatory requirements are marked with an asterisk (*).
  • This panel helps you quickly identify:
    • Incomplete requirements
    • Items awaiting review
    • Approved or rejected submissions

Right Panel – Requirement Details and Submission

  • Click any requirement in the middle panel to open its details on the right.
  • From this panel, users can:
    • Review guidelines and instructions
    • Upload required documents or complete attestation fields.
    • Submit the requirement once completed
Submission actions are available only for requirements assigned to you.
 

 

Tracking the Status History of an Onboarding Requirement

You can view the complete status change history of any onboarding requirement directly from its Requirement Detail panel. This allows you to understand when a requirement was submitted, reviewed, approved, or rejected.
 

Accessing the Status History

  1. Open the Onboarding Requirements screen.
  2. Select a submitted requirement from the Requirement List.
  3. Once the requirement has been submitted, ie, no longer in Get Started status, the History button appears at the top-right corner of the requirement detail panel.
  4. Click History to open the Status History Drawer.
 

Understanding the Status History Drawer

The Status History Drawer displays a chronological log of all status changes for the selected requirement.
For each update, you can view:
  • Status (Pending Review, In Progress, Approved, Not Approved)
  • Date and time of the update
  • Updated by – the user who performed the action
  • Reviewer comments or reasons (for Approved or Not Approved statuses)
 
This provides a transparent audit trail of all requirement status changes.
 

Expiring and Expired Requirements

Faculty view their onboarding requirements under the Clinical Instructor section of the onboarding panel. When a requirement is marked as Expiring or Expired, the exact expiration date appears beneath the requirement name.

  • Expiring requirements show: “Expiring”.
  • Expired requirements show: “Expired”.

 

Adding a New Record for an Expired Requirement

Clinical Instructors can update their own expiring or expired onboarding requirements.

To add a new record:

  1. Open the onboarding panel from the Schedules and Onboarding page and select your name under Clinical Instructor.
  2. Expand the requirement showing Expired.

  3. Select Add New Record.

  4. Confirm the message: “Are you sure you want to add a new record? We will archive the approved records permanently.”

  5. Upload the new Document.


  6. Click Submit.

Note: After selecting Add Record, the page refreshes, and the requirement status changes to “Get Started".

 

Archived Records

Archived records contain older submissions for reference.

To view them:

  1. Expand the requirement.

  2. Select Archived Records.

  3. Review previous entries, including dates and uploaded files.

     

Carry Forward Requirements

If faculty onboarding requirements apply across placements at the same site, fulfilled information may carry forward.

  • Previously filled data and statuses carry forward exactly as they were. Only “Approved” requirements appear in read-only mode; requirements in Pending Review, Not Approved, or In Progress can still be edited.
  • The requirement shows the approval date from the earlier placement.
  • Resubmission is required only if the requirement has expired, is expiring soon, or is configured for resubmission.
  • If the site requires a fresh submission for certain items, the requirement will appear as new (Get started) and must be completed again.

Carry-forward rules are predetermined based on the site’s onboarding template.

 

Employee Verification – Clinical Instructor (CI)

Some sites require Clinical Instructors to verify their employee status to enable the correct onboarding and payment experience. If this workflow is enabled, you will see the Verify Employee option on your onboarding screen.
 

Verifying Your Employee Status

  • Open your approved or pending schedule.

  • Click Verify Employee at the top of the onboarding screen.

  • Enter the first part of your institutional/work email address (the portion before @).
  • Select your email domain from the dropdown list. The system automatically assembles your full email address.

  • Click Verify Employment.

  • Check your institutional email for the One-Time Password (OTP).
  • Enter the OTP in Exxat and click Verify.
    • If the OTP is valid, your employee status is successfully verified. Site-defined onboarding requirements become visible, and any applicable onboarding or payment rules are applied based on the site’s configuration.
    • If the OTP is invalid, retry by entering the correct OTP, or click Cancel to return to the onboarding screen.

 

Fulfilling Onboarding Requirements

To become compliant for a schedule, Clinical Instructors must complete all assigned onboarding requirements and ensure they are reviewed and approved.
 

Understanding Onboarding Status

Your onboarding progress is reflected through the following statuses:
  • Get Started - Displayed when you have not yet begun fulfilling the onboarding requirements.
  • Some Action Needed - Displayed when:
    • One or more onboarding requirements are incomplete, or
    • Requirements have been submitted but are still pending review.
 

Accessing and Completing Your Onboarding Requirements

  1. Locate the relevant schedule.

  2. Click the View (eye) icon next to the onboarding status to open the onboarding screen.

  3. In the Left Panel, under Clinical Instructors, click your name.

  4. The Middle Panel displays the list of onboarding requirements assigned to you.

  5. Click a requirement name to open its details in the Right Panel.

  6. Review the requirement guidelines and instructions.

  7. Upload the required documents or complete attestation fields, as applicable.

  8. Click Submit to complete the requirement.

 

Messaging

The Messages feature allows you to communicate directly with relevant stakeholders while reviewing onboarding requirements.

Sending a Message

  • Click the Message icon at the top-right corner of the screen. The Messages Drawer opens.
  • Select the recipients by checking one or more options:
    • Site
    • School
    • Student

Note: If a student is not confirmed, only the Site and School options will be available for messaging.

  • Enter your message in the text box.
  • Click Send.

 

Viewing Messages

  • All sent and received messages related to the schedule or onboarding context appear within the Messages Drawer.
  • Messages are displayed with:
    • Sender’s email ID
    • Date and time stamp
Outside the drawer, the most recent message (sent or received) is displayed next to the Message icon, allowing you to quickly see the latest communication without opening the drawer.
 

Viewing the Latest Message

The most recent message related to the onboarding or schedule appears at the top-right corner of the onboarding screen, just before the Message button.

This preview displays:

  • The message snippet

  • The sender’s email address

  • The date and time the message was sent or received

Clicking View All or the Message button opens the full Messages Drawer, where you can view the complete conversation and send new messages.

 

Viewing Reviewer Comments

Reviewer feedback helps you understand why a requirement was approved or not approved and what actions may be needed next.
 

Where Reviewer Comments Appear

  • If a requirement is Approved or Not Approved with comments, the reviewer’s comment appears:
    • Besides the requirement status in the Requirement Detail panel
  • These comments explain:
    • Why a submission was approved, or
    • What corrections are needed if it was not approved

Viewing Last Approval Date

  • For every Approved requirement:
    • The last approval date is displayed just below the requirement name in the middle panel (Requirement List).
  • This helps you confirm:
    • When the requirement was last reviewed
    • Whether the approval is current for the rotation

 

 

You can also watch this video to view the steps: 

 

 

 

 

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