Q: What if the slot availability in Exxat One does not match the dates we need? When should we update that in the process?
A: When requesting slots, you will have the opportunity to inform the site of the dates you need. Exxat-One-User-Guide-for-Schools
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Q: If Exxat One lists 100 locations, but we only have 50, do we need to manually enter the other 50 to link them?
A: No, you only need to add and link the locations that are relevant to you. Linking all locations within an Exxat One site is not required. If you do not have that location already in your system, you can add it as a new location, make necessary edits, and save it.
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Q: Does information from Exxat One locations and personnel automatically update in the linked locations in Prism?
A: We are working towards seamless synchronization of basic information from Exxat One. While linking functionality will be available in Phase 1, full synchronization is targeted for completion in Q2–Q3 2025.
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Q: How does linking Exxat One sites to Exxat Prism affect the M1M process?
A: Linked sites/locations will have an Exxat One identifier in front of the name, allowing you to filter them separately from traditional M1M emails. Slot requests for these sites will need to be made directly in Exxat One rather than via M1M emails. Exxat-Prism-Exxat-One-Integration
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Q: Can we link multiple locations in bulk, or must we link them individually?
A: Currently, linking is a manual, one-time process to ensure data accuracy. We are considering future enhancements to streamline this.
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Q: Do we need to link both the sites and their individual locations?
A: Yes, linking all relevant sites and locations will be beneficial in the long run. Since this is a one-time activity, completing it now will help facilitate future processes, including automatic synchronization of basic information.
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Q: Once we link to a site, are its associated locations automatically linked?
A: No, you must manually link each location under the site. Since location details may differ between Exxat One and Prism, it is recommended to validate and link only the locations you would like to have in your Prism system.
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Q: When linking a site, must the name and address match exactly between Exxat One and Prism?
A: Not necessarily. While maintaining consistency is recommended, there is no strict requirement for names and addresses to be identical.
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Q: If a site in Exxat One has many locations, do we need to link all of them, or can we select specific ones?
A: You can pick and choose the locations to link based on your needs. There is no requirement to link all locations.
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Q: When selecting a site opportunity in Exxat One, I see previous requests. Are these from all schools using Exxat One or just my school?
A: These are requests made by your school only.
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Q: If I have placed students through Exxat One and have information in both Exxat One and Prism, will the data merge when I link the sites/locations?
A: Phase 2, which has just launched this week, February 24, 2025, will allow approved schedules from Exxat One to be imported into Prism for seamless data integration. Please see the help center document here: https://helpcenter.exxat.com/hc/en-us/articles/32338936236945-Exxat-Prism-Exxat-One-Integration
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Q: For those of us using the Wishlist feature, how will this work with Exxat One? Will students be able to see slots?
A: Depending on your Wishlist type, you can make all locations available on Exxat One an option for your students and make the requests as you have interest. Feel free to discuss further with your Prism Account Manager. However, your wishlist process will not change. Once the slots are sync'd up in Prism, you can open up a wishlist for your students to view all slots (where acquired through M1M or via Exxat One)
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Q: Is linking shared with all users at the same school, or is it user-specific?
A: Linking is shared across the program. If one user completes the linking, it will be visible to all users.
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Q: If one person links to a site, does everyone else have to link it too?
A: No, once a site is linked within a program, it is linked for all users.
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Q: What is the recommended deadline for completing the linking process?
A: While there is no mandatory deadline, we recommend completing linking before March 1st to ensure timely slot imports into Prism.
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Q: Should we link all individual locations for large networks?
A: You do not need to link all locations immediately. Start with the ones in areas of interest or that you actively place students at, and add others as needed. Linking can also be done once placements are finalized in March.
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Q: Can Exxat Support link all locations at once for sites where we have affiliation agreements?
A: Not at this time, but this feature is under consideration for future updates.
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Q: Will Exxat One and Prism eventually integrate with our course placements?
A: Yes, starting the week of February 24, 2025, approved schedules from Exxat One can be imported as placements in Prism.
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Q: We have multiple programs in Prism. What happens if one program links locations differently than another?
A: If programs share sites and locations, linking only needs to be done once. If they do not share sites/locations, each program will need to complete its own linking.
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Q: Can I schedule a request in advance for a future M1M cycle?
A: You can make requests at any time throughout the year whenever availabilities are posted.
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Q: I requested a rotation with a specific student’s name and email. The site approved it, but now I need to change the student. How can I do this?
A: After site approval, you can edit student details in the Schedules and Onboarding section. Once the student is confirmed by the school and the student begins onboarding, edits can no longer be made. Exxat-One-User-Guide-for-Schools.
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Q: Will students be able to see opportunities in Exxat One, or just approved/confirmed slots?
A: Currently, students can view confirmed placements only. Future enhancements will allow them to see opportunities and share preferences.
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Q: Does Exxat One cost a university money to access?
A: No, there is no cost to access Exxat One.
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Q: Why would a student need access to Exxat One? How do students gain access to Exxat One?
A: They would need access to Exxat One In order to complete their site-specific onboarding requirements. Once a student is confirmed by the school, they will receive an email with login details to access Exxat One.
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Q: How should we request slots if dates or locations are flexible?
A: Make the request for the preferred set of dates and location and use the messaging feature to communicate alternative options.
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Q: Can sites notify schools if an attestation needs to be signed, or do we need to check manually?
A: As of today, you need to check the requirements, but we will have auto notifications in a future release.
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Q: Can we list multiple possible locations when requesting a site, or must we select them individually?
A: Make the request for the preferred location and use the messaging feature to communicate alternative options.
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Q: Can a student’s name be included in a request before site approval?
A: Yes, it can. You can choose “add student” when making the request and share the student details as a part of the request. Exxat-One-User-Guide-for-Schools
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Q: If a student’s email changes after confirmation (e.g., due to a name change), how do we update it?
A: Submit a support ticket to one-support@exxat.com.
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Q: Can approved placements from previous years be archived?
A: This feature is coming soon!
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Q: When making a request if a site wants to know the student’s name but you have a list of potential students?
A: You can share the most likely student but also share a list in the messages of the potential students you could send. Exxat-One-User-Guide-for-Schools
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Q: When attempted to link sites to Exxat One and a site action to link is clicked, it takes you to another list. How do we know those sites are supposed to be linked? They look somewhat random.
A: When you click on the link, it searches the PRISM repository of sites and locations to identify any matches with the entity you’ve searched for. Based on this repository, it will display a list of sites and locations that partially or closely match the name you're looking for.
The goal isn’t to link every site or location that appears in the list. Typically, the most relevant results—those with a strong text match to the location name you’re searching—will appear at the top. If you don't find a close match, you can disregard the results. Additionally, you can use the advanced search option to narrow down the results specifically to the Exxat One site or location address. This will limit the results and provide a more precise match.
Also, you don't need to link every site or location you find. If some are not in your PRISM repository, feel free to ignore them. When importing a schedule into PRISM, you can link sites or locations as needed (this feature was released earlier this week).
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Q: If we use prism, do we have to make slot requests in one?
A: Yes, for all the Clinical site partners who are on Exxat One.
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Q: Do clinical sites have Prism?
A: No, they use Exxat One.
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Q: How do we know if a site is an Exxat One Site?
A: All Exxat One sites are listed under the "Exxat One Sites" tab on the integration screen. When you attempt to link a site, you can search the PRISM repository, and the relevant matches will appear based on the name and address, helping you identify the corresponding Exxat One site.
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Q: Are you saying that DCE's must use BOTH One and Prism to request slots?
A: If your sites use Exxat One you will need to request through Exxat One. Once the slots are reviewed and approved, they flow back into Exxat Prism via the integration.
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Q: Do the sites want us to do this for 2025 placements? Or just moving forward into 2026?
A: If your sites have informed you they are using Exxat One and have availabilities for 2025, yes you can request there.
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Q: How can you add slot offers from sites into wishlists?
A: When you import slots from Exxat One into PRISM, they become fully integrated. You can use them just like any other PRISM slot, including adding them to your wishlists.
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Q: It is sometimes difficult to find out which site and location in EXXAT One link to my own Prism site and location. For example, Concentra has over 400 locations in EXXAT One, but we only have 30 of those listed in Prism. Some of the locations in EXXAT one doesn’t have addresses listed. How can I make sure I am linking the right one?
A: Only link Exxat One locations where you’re interested in or think you will use.
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Q: Is it best practice to exclude our EXXAT one sites from the March 1 mailing?
A: Yes, you can exclude them as you are getting slots from these sites via Exxat One platform.
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Q: You may cover this today but wondering what your recommendation is if we have previously entered a slot and placement for an Exxat One rotation. What will happen if we process the schedule for a previously entered slot and placement.
A: For Exxat One schedules where you've already created slots and placements, this process is unnecessary. Apply it only to new schedules going forward.
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Q: Is there a way to schedule requests through Exxat One? To clarify, could I enter a number of 2026 requests and schedule them to "go live" on March 1?
A: Once the sites have published their availabilities, you can make a request against those. But you cannot make it, until the sites have created those availabilities.
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Q: Can you process schedules and link to already existing prism placements? Or is this process for only if the placement hasn't been created in Prism?
A: Use this process to create new placements. It does not link to placements that already exist.
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Q: Why do you call them "schedules" in One and not "slots"
A: In order to keep terminology, separate in Exxat Prism and Exxat One. Slots are received through M1M, and schedules are created via Exxat One
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Q: What if I already have the slot created in Prism. Will the "Process Schedule" add another slot in Prism or link the two identical slots?
A: If you've already added the slot, do not process the schedule again, as it will create a redundant slot. This process applies to 2026 schedules.
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Q: All of the slots/placements showing on my Exxat One Schedules tab are already in Exxat Prism. All are currently shown as "Not Processed". How do I change that status without creating a duplicate placement in Prism?
A: You don't need to address these now. We'll be adding an Archive button in the near future.
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Q: We have some students starting on May 12th for a rotation and I can see Onboarding Items that they need to complete. How do the students see this?
A: Upon student confirmation in Exxat One, an invitation is automatically sent, allowing them to complete their onboarding process.
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Q: The process to transfer slot info from One to Prism takes just as many steps and clicks as if I did it manually, just in a different place in the Exxat system. It's not any more efficient. Are there plans to make it more efficient (transfer with just a click or two?)
A: Efficiency improvements are underway. For linked sites/locations, the slot import process will be reduced to 3-4 clicks: confirm rotation, student, and import. In future releases, course/rotation selection will be available during Exxat One slot request, reducing import steps.
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Q: If the school requests a slot using the Exxat One platform, and it is approved by the site, will that slot end up showing up in our list of available slots so that the student can put it on their wishlist?
A: Process/add slots into PRISM via the integration screen (Exxat One schedules). Then, imported slots will appear in your wishlist.
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Q: If we request a slot, and it is accepted by the site, but then we decide not to use it, how do we cancel it?
A: On the Schedules and Onboarding screen, select the request you wish to cancel, click the edit (pencil) icon, and then select the 'Cancel Schedule' option located in the upper right corner, beside the 'Save' button.
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Q: I am confused about the "schedule status" when it says "confirmed." Is that only that the site has confirmed that we can have that slot? What if we have not given a student's name yet?
A: A schedule's status changes to 'Confirmed' only after the school confirms it, triggering an email to the student with placement details. If student details were missing during the slot request, they can be added on the Schedules and Onboarding screen after site approval.
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Q: Could a site give an offer unsolicited through Exxat One? If so, how would they know what our slot schedule dates are?
A: The site may give a broader timeline, when you are requesting a slot, you have to enter the dates based on your rotation timeline.
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Q: If a site requires payment how/when do students submit payments?
A: If a site requires payment students will be prompted for payment on their Exxat One login.
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Q: When a site partner sends a message to the school regarding a request, is a notification sent to the school? How will I know the site asked a question regarding my request?
A: School will be notified by an email notification.
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Q: When starting to process schedules, under slot details, what does "Slot Type IR" mean?
A: Interview Required, sites may use various types like - First come First Serve (FCFS), Interview Required (IR) etc.
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Q: What if the slot dates in ONE are incorrect?
A: Yes, it can happen, you can go through the recommended rotations list and pick the right one.
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Q: When I'm looking at "Recommended for You" it is now allowing me to bookmark them.
A: This is a future enhancement on the dashboard.
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Q: Will 2026 availability show up on March 1?
A: As sites start entering and publishing them, they will start showing up.
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Q: When multiple locations are listed, you still must include a note to request a particular location?
A: When requesting slots, select your preferred location from the dropdown menu or use the messaging feature to share your preference.
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Q: Can you show me where to find all this information? It is hard to keep up with all the new stuff when you have many jobs.
A: Login to PRISM, in the landing dashboard you would see a tile for Exxat One. Click on the process now button.
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Q: What does the "update" and "process schedule" tabs on the right mean?
A: Process Schedule trigger is to initiate the steps to import the schedule from Exxat One to Prism. You can go through the below link to understand more about the various statuses and steps - https://helpcenter.exxat.com/hc/en-us/articles/32338936236945-Exxat-Prism-Exxat-One-Integration
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