Schedules and Onboarding (Placing students in slots and ensuring they are prepared)

After reading this article, you will know about …

• Student focused actions for School Administrators and Coordinators
  • Scheduling a student for an individual availability 
  • Scheduling students for group opportunities
  • Rotation and Course Information
  • Edit Student Details
  • Removing and replacing a student
  • Viewing Student Activation Status
  • Confirm or reconfirm student schedule
  • Cancelling an Individual Schedule
  • Cancelling a Group Schedule
  • Tracking Student Onboarding for Individual Schedules
  • Tracking Student and CI Onboarding for Group Schedules
  • Adding or Editing a Clinical Instructor
  • Inviting Faculty
  • Re-inviting Faculty
  • Tracking Faculty Onboarding
  • Messaging for Individual Schedules
  • Messaging for Group Schedules
  • Fulfilling Group-level Onboarding Requirements
  • Switching between campuses or programs
  • Expiring and Expired Requirements
  • Carry Forward Requirements
  • Confirmation Pending Duration
  • Integration with Exxat Prism
• Data Management of Schedules
  • List View of Individual Schedules
  • Searching and Filtering Schedules in List View
  • Configure Column Options
  • Tab View of Schedules
  • Pagination
• Calendar View of Schedules and Onboarding
  • Searching and Filtering in Calendar View 
  • Scheduling Student in Calendar View
  • Tracking Onboarding Status from Calendar View
• Group Schedules
  • List View of Group Schedules
  • Searching and Filtering Group Schedules on the list view
  • Configuring Columns
  • Exporting Group Schedules
  • Calendar View of Group Schedules
  • Searching and Filtering in Group Schedules Calendar View
  • Scheduling Students in Calendar View
  • Tracking Onboarding Status from Calendar View
  • Adding Faculty in Calendar View
  • Tracking Faculty Onboarding in Calendar View

You can review schedules confirmed by sites through the Schedules and Onboarding panel by clicking the icone in the left action menu. You may click the  to expand the menu.

Student focused actions for School Administrators and Coordinators

To scheduling students for opportunities these are the steps which are described in detail below

1. Select the Availability from the Scheduling and Onboarding Grid and click on  View and Tracking Availabilities (Managing Availabilities)
2. On availability details page add the student details Scheduling A Student
3. Click Save 

Scheduling a student for an individual availability 

1. From the Scheduling grid click on the Schedule Student button in the Student Details Column on the Schedule Student Grid. Please see Calendar View of Schedules and Onboarding scheduling students from Calendar View.

2. Select a student from the dropdown menu within the 'Scheduled Student' section.
   • Exxat Prism Schools may scroll through or search for specific students by name.

• If not an Exxat Prism school, you'll see a list of previously scheduled students. You can search this list and select a student to schedule. If the student isn’t available in the dropdown, click “Add New Student” and enter their name and email to proceed with scheduling

3. Click Save in the upper right hand corner to save the student information.

Scheduling students for group opportunities

1. From the Group Scheduling table click on the down caret  to expand an availability and click on Schedule a Student.

   

2. Select a student from the dropdown menu within the 'Scheduled Student' section.
   • Exxat Prism Schools may scroll through or search for specific students by name.
   • If not an Exxat Prism school, you'll see a list of previously scheduled students. You can search this list and select a student to schedule. If the student isn’t available in the dropdown, click “Add New Student” and enter their name and email to proceed with scheduling.

3. Click Save in the upper right hand corner to save the student information

Rotation and Course Information

If they were provided during the slot request you can now view rotation and course details in the Schedule drawer.

Edit Student Details

1. Click on the icon in the action column for a scheduled student to edit their information.

2. Click on Edit Student Details to update a placed students.
   • 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 student logs in for the first time.
   • The student's graduation date can be edited.

3. Edit the student information and click Save.

       Note: You can edit student details only if you are a Non-Prism School.

Removing and replacing a student

Please Note: You can replace or remove a student from the schedule until the student logs in after which please contact support or raise a ticket.

1. Click on the  icon in the action column for a scheduled student remove or replace.

    

2. To a Remove assigned student click on Remove.

3. You will be asked to confirm deleting the student. To confirm click Remove, click Cancel to go back.

4. If only removing a student then click in the upper right corner Save.

5. If replacing a student select a student from the drop down list of students or add the student. Please see Scheduling a Student for an Individual availability

Viewing Student Activation Status

You can now track scheduled students who have not yet logged into Exxat One to help you identify students who have not accessed the system to view their schedule details and may need follow-up.

1. A pending action icon appears in front of the student’s name under the Student Details column on the Schedules and Onboarding screen. On hovering over the icon,: “Awaiting first login from student”, clearly indicating that the student has not yet logged in to view their schedule. 

Confirm or reconfirm a student schedule

You should confirm students who have been scheduled but has not logged on to Exxat One or reconfirm a student(s) who is already confirmed on a schedule. This will send, or resend, the confirmation email to the student ensuring they receive the necessary updates about their schedule and can log in to complete onboarding.

Please note: Students who have been added to a schedule but have not been invited yet will have the schedule status of "Not Invited". it is the role of the school to invite Students.

1. Go to the Scheduling and Onboarding Screen.
2. Select the row of the student(s) schedule using the checkbox on the left hand side.

Please note: The Checkbox column remains sticky as you scroll horizontally to view the columns in the Schedules.

3.  Click on the Confirm Student (when initially inviting the student) or Reconfirm Student (when resending the invitation) button in the top of the screen

Please Note: Beginning 45 days before their schedule begins If there are students with unconfirmed schedules you will receive weekly reminders. These notifications will list students with a "Not Confirmed" status, prompting confirmation to enable schedule.

Canceling an Individual Schedule

1. On the Schedules and Onboarding screen click  on the Individual tab.
2. Click on the icon in the action column for a student schedule you wish to remove.
3. Inside the edit schedule drawer, click on Cancel schedule at the top right corner.

4. A box will appear asking Are you sure you want to cancel schedule Please click on the text box to type a reason for the cancellation. Click on Confirm to Cancel the Schedule.

Please note: All students and clinical instructor/preceptor schedules associated with the opportunity will be cancelled.  Notifications will be sent to the site, clinical instructor/preceptor and any student informing them of the cancellation and the reason.

Canceling a Group Schedule

1. On the Schedules and Onboarding screen click on the Group tab.
2. Locate the group schedule you want to cancel and click on the corresponding  icon to open the details drawer

3. In the Group Schedule drawer, click the Cancel Group button at the top right corner.

4. A box will appear asking Are you sure you want to cancel schedule Please click on the text box to type a reason for the cancellation. Click on Confirm to Cancel the Schedule.

   

Please note: All students and clinical instructor/preceptor schedules associated with the opportunity will be cancelled. A notifications will be sent to the site, clinical instructor/preceptor and any student informing them of the cancellation and the reason.

Tracking Student Onboarding for Individual Schedules

1. From the Scheduling and Onboarding click on the Status icon in the Onboarding Status column. This will display the onboarding requirements for the schedule and the student’s progress for each requirement

Please Note: The statuses Some Action Needed and Compliant in the Onboarding Status column are clickable.

The onboarding requirements screen for individual schedules is designed as a two-panel layout, bringing all requirements and detailed information into one view.

Requirements List Panel (Left Panel)

Displays the list of onboarding requirements applicable to the student for the selected schedule.

• Each requirement is shown with its status and due date
  • 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 
  • Approved: The submitted requirement has been approved.
  • Not Approved: The submitted requirement has not been approved.
  • Expiring: An alert will be displayed starting 30 days before the expiration date of a submitted requirement or document.
  • Expired: The submitted requirement has expired and requires a re-upload.
• If the onboarding requirement is mandatory, it will be marked with an *.  
• For the Approved requirement, the date of its last approval is just below the requirement name in the list.
• Click on any requirement to open its detailed view in the right panel.

 Requirement Details Panel (Right Panel)

When a requirement is selected on the left panel, its guidelines, form fields, and submission options appear in this panel.

• You can view what the student has entered for the requirement and the fulfilled details in it.
• View Reviewer comments where a document has been approved or declined
• You can also upload any documents or fulfil requirements if necessary for the student in the upload and submit area. 
• View the audit history of the requirement (who uploaded, reviewed it and when)

1.  Click on the down caret to view what the student has submitted.

Please note: click the Full Screen icon at the top right of this panel to expand the detailed view. The requirements list will be hidden while in full-screen mode.

2. View reviewers' comments (where given) for the requirement with status approved or not approved beside the requirement status.

   

    

3. To submit a document for a student, click the down carat to expand any requirement and then the area and upload the document. Click Save and then  Submit when you are finished.  

Best Practice: It is not recommended to upload requirements on behalf of student; please communicate with the students to assist them in completing onboarding requirements.

5. Click the History button at the top right corner of the side requirement detail panel once the requirement has been submitted (i.e., it is no longer in Get Started status).

   • The drawer displays a chronological log of status updates, including:

   • The status (e.g., Pending Review, In Progress, Approved, Not Approved).
   • The date and time of each update.
   • The user who made the update (under “Updated by”).

6. Click the Message icon at the top right of the screen to open the Messages Drawer.

6. From here, you can send messages to the Site, Student, or both by checking the desired recipient boxes.

7. Type your message in the text box and click Send.

   

    

    

8. You can view your sent and received messages within this drawer, categorised under each persona (Student or Site).

    

9. Outside the drawer, the latest message (sent or received) appears just before the Message icon, along with the sender’s email ID and timestamp.

Tracking Student and CI Onboarding for Group Schedules

1. Click on the Onboarding Status Icon for the group from the Onboarding and Scheduling Page.

The onboarding screen for group schedules follows a three-panel layout, providing a consolidated view of all students, clinical instructors, and school-level onboarding requirements within a group.

 Left Panel

• Displays the list of Students, Clinical Instructors, and School Requirements associated with the selected group.
• Each student and clinical instructor's name is accompanied by their overall onboarding status (e.g., Compliant, Some Action Needed, Get Started).

• Click on a student, clinical instructor, or the group name (under School Requirements that are to be fulfilled by you) to view the respective onboarding requirements in the centre panel

  

Requirements List Panel (Centre Panel)

• Displays all requirements applicable to the selected student/clinical instructor/or the school.
• Each requirement lists its name, due date, and current status.

• Click on any requirement to open its details or to be completed.

  

   

3. Requirement Details Panel (Right Panel)

• Shows the complete requirement guideline, form fields, and submission options.
•  View what the student or clinical instructor has filled in for their requirements.
•  Complete and upload requirements on behalf of students and CIs.

• Submit school-level requirements.

  

Please note: click the Full Screen icon to expand the detailed view and focus on the requirement to be fulfilled.

2. Click on the down caret to view what the student or CI  has submitted.

3. View reviewers' comments (where given) for the requirement with status approved or not approved beside the requirement status.

   

4. To submit a document for a student or  CI, click the down carat to expand any requirement and then the area and upload the document. Click Save and then  Submit when you are finished.  

   

5. Click the History button at the top right corner of the side requirement detail panel once the requirement has been submitted (i.e., it is no longer in Get Started status).

   • The drawer displays a chronological log of status updates, including:

   • The status (e.g., Pending Review, In Progress, Approved, Not Approved).
   • The date and time of each update.

   • The user who made the update (under “Updated by”).

     

6. Click the Message icon at the top right of the screen to open the Messages Drawer.

   

7. From here, you can send messages to the Site, Student, CI or all by checking the desired recipient boxes. Type your message in the text box and click Send.

   

8. Outside the drawer, the latest message (sent or received) appears just before the Message icon, along with the sender’s email ID and timestamp.

    

Adding or Editing a Clinical Instructor

Please note Clinical Instructors can only be added for group schedules

1. On the Group Schedules Grid click on the to the right of availability to expand it. You will be able to view any previously assigned Students and CI’s.  

2. If a Clinical instructor has not already been entered you will see a Schedule Instructor button

3. If a Clinical Instructor has already been added or you need to edit the information click on the from the action column for the availability.

4. From the Schedule Clinical Instructor button you will go to the Availability Details screen. Click on the Add/Edit button in the Clinical Instructor Details area

5. On the Add or Edit page there are several options.

• To edit information about a CI simply click in the text box and update the information and click save.

• If you're an Exxat Prism School, click Select PRISM Clinical Instructor to view an  dropdown list  imported from Prism when assigning an instructor to a group schedule. Click on the name of the CI to select for this schedule. You may type an instructor name in the search box to quickly locate faculty. Click Save.

6.  If you are not a Exxat Prism User click on “Add Faculty” button to add the first name, last name, email and contact number of the clinical instructor. (Note that contact number is an optional field) Click Save.

7. The scheduled clinical instructors will be displayed in a grid view within the Schedule drawer and will also appear in the outer Schedules grid. 

Inviting  Faculty 

To send an email to notify the faculty of their schedules and grant access to Exxat One that includes login credentials and instructions for accessing Exxat One School Administrators can send the email with the following steps.

Please note: it is the role of the school to invite CIs.

1.  Select the checkbox  on the left side for the row of the clinical instructor.

2.  Click on “Invite Instructor”. You can select multiple instructors across schedules and invite them simultaneously as well. This will send an invitation email to the instructors to join Exxat One. 

   Please note: CI's who have been added to a schedule but have not been invited yet will have the schedule status of "Not Invited".  

Re-inviting Faculty

You can re-invite an instructor who has already been invited to a schedule. This will resend the invitation email with instructions to log in to Exxat One, view schedule updates, and complete onboarding requirements.

1. Select the clinical instructor schedule row using the checkbox
2. .Click on the "Re-invite Instructor" button in the top-right corner.
3. Please seeConfirm or reconfirm a student schedule.

 Please Note: If multiple instructors are selected and at least one of them is still in the "Not Invited " status the button will display “Invite Instructor.” However, the functionality remains the same—all selected clinical instructors will receive the invitation email.

 Tracking Faculty Onboarding

1. From the Scheduling and Onboarding click on the Status icon in the Onboarding Status column. This will display the onboarding requirements for the schedule and the Faculty’s progress for each requirement

   

Please Note: The statuses Some Action Needed  and Compliant in the Onboarding Status column are clickable.

2. Please see Tracking Student and CI Onboarding for Group Schedules

Messaging for Individual Schedules

1.  From the Scheduling Grid for Individual Schedules click the in the row   availability you would like to communicate about 

   

2. Select to send the message to the student, the site or both. Type your message in the text box and click send

3. You can view the history of previous messages to Students and Sites by clicking on the Sent and selecting the recipient.

   

Messaging for Group Schedules 

1. From the Scheduling Grid for Group Schedules click the in the row   availability you would like to communicate about
2. Click  in the group row to message with the site

2. Expand the row for group placements by clicking on the   to view assigned students and CI, click on the send messages icon  to email to students and CI’s. You can select to send messages to the student, the CI, the Site or any combination of the three.

3. Select the Recipient(s), type your message in the text box and click send.  You may also select which recipient to view previous messages.

   
    

Fulfilling Group-level Onboarding Requirements 

1. Go to the the Schedules an Boarding page click the Onboarding status for the group

2. Please follow Tracking Student and CI Onboarding for Group Schedules

Please note: 

• 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. 

Switching between campuses or programs

School administrators  can easily switch between them by clicking on their name in the upper right hand corner.

Expiring and Expired Requirements

Requirements that have expiration rules display their status directly on the onboarding list.

• Expiring requirements display: “Expiring in X days on MM DD, YYYY”.
• Expired requirements display: “Expired on MM DD, YYYY”.

Adding a New Record for an Expired Requirement

When a requirement has expired, you can submit a new record.

To add a new record:

• Go to Schedules and Onboarding and open the student’s onboarding panel.
• Expand the requirement marked Expired.

• Select Add New Record.
• A confirmation message appears: “Are you sure you want to add new record? We will archive the approved records permanently.”

• Select Add Record, then complete and submit the refreshed information.

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

Archived Records

When a new record is submitted for an expired requirement, the previous record is saved in the Archived Records.

To view archived records:

• Expand the requirement.
• Select Archived Records.
• The drawer shows previous submissions, including completion or dose dates, expiration dates, and uploaded files.

Carry Forward Requirements

If a student fulfilled a requirement during a previous placement at the same site, that information may appear again in the new placement based on the site’s configuration.

• 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 displays the same approval date from the earlier placement.
• Requirements that are not eligible for carry-forward follow the standard workflow.

Schools do not manage carry-forward rules. These are determined by the clinical site and configured within Exxat.

Confirmation Pending Duration

Schools can now track how long schedules have been waiting for confirmation directly from the Schedules grid using the Confirmation Pending Duration column.

This helps identify schedules that have been approved but are still pending confirmation, allowing teams to follow up before delays impact placements.

Viewing Confirmation Pending Duration in the Schedules Grid

When you open Schedules and Onboarding, the grid now includes a Confirmation Pending Duration column.

This column displays:

• The number of days since the schedule was approved and entered into a To Be Scheduled or Not Confirmed status
• Automatically calculated duration, updated daily

For schedules that are already Confirmed or Cancelled, the value appears as N/A.

Filtering Schedules by Confirmation Pending Duration

To quickly identify ageing schedules, you can filter using predefined duration ranges.

From the Confirmation Pending Duration filter, select one or more of the following:

• Less than 7 days
• 7–15 days
• 16–30 days
• More than 30 days
• N/A

These filters allow you to prioritise follow-ups and focus on schedules that require immediate attention.

Using Dashboard Insights to Navigate Ageing Schedules

The Schedules Pending Confirmation chart on the dashboard is now fully interactive.

From the dashboard:

• Each bar represents schedules grouped by confirmation-pending duration
• Selecting a bar automatically navigates you to the Schedules grid
• The corresponding Confirmation Pending Duration filter is applied automatically

This enables quick movement from insight to action without manually searching or filtering.

Key Notes:

• Confirmation Pending Duration applies only to schedules in To Be Scheduled or Not Confirmed status
• Confirmed and Cancelled schedules display N/A
• Filters can be combined with other schedule filters (location, discipline, onboarding status, etc.)
• This feature is available for both Individual and Group schedules

Integration with Exxat Prism

Prism Schools which use Exxat one have an additional column named “Prism Processing Status” on the schedules grid which allows you to add your Exxat One schedule details to Prism, enabling you to create slots or placements in Prism and perform additional course-related activities seamlessly. 

1.  Schedules & Onboarding screen. Click "Open Prism" on the top-right corner to process schedules into Prism. 

2. To view the processing status Go  thePrism Process Status Column on the Schedules and Onboarding Screen.
   • To Be Added: schedule is not yet been added to Prism.
   • Added to Prism: schedule has successfully been added to Prism.

Data Management of Schedules

List View of Individual Schedules 

The Schedules and Onboarding page displays the follow information in a table:

1. Availability Name: the name of the availability for the schedule, provided by the site
2. Schedule ID: unique numeric ID associated with each schedule.
3. Student Details: provides information based on the scheduling status, if no student is scheduled the Schedule Student but appears after the student is scheduled their name is displayed.
4. Site Name: site where the schedule is offered.
5. Preceptor Name: name of the preceptor(s) assigned to the schedule where one is supplied.

6. Location Name: location of the schedule.
7. Unit Name: The Unitor Department at the location.
8. Shift: hours students are expected to be at clinical rotations, such as morning, afternoon, evening, or night shifts.
   • If only standard shifts were requested and approved, then, along with the shift name, you can view the timing of the shift as well.
   • If custom shift timings were requested and approved, then a “Custom Shift Timings” label is displayed, and the custom timings are appended with each applicable day in the “Days of the week” column.
9. Days of the week: days on which the students are expected to be at the site.
10. Schedule Duration: start and end dates of the schedule. These may be the dates requested or the site can modify on preceptor availability, unit capacity, or other factors.

11. Confirmation Pending Duration

    The Confirmation Pending Duration column displays how long a schedule has been waiting for confirmation.

    • This column shows:

      • The number of days since a schedule was approved and entered a To Be Scheduled or Not Confirmed status

      • An automatically calculated duration that updates daily

    For schedules that are already Confirmed or Cancelled, the value is displayed as N/A.

    This column helps schools quickly identify approved schedules that may require follow-up before delays impact placements.

    

12. Schedule Status:  Current status of the availability.

• To Be Scheduled: slot is approved, but student wasn’t included in the original request or has yet to be assigned.
• Not Confirmed: student has been assigned but the schedule has not yet been finalized and invitation sent to student.
• Confirmed: the schedule is finalized, and the student is confirmed
• Cancelled: the schedule has been cancelled by you or site

12. Onboarding Status: Reflects the onboarding progress of the student:
    • Not Applicable: student has not yet been confirmed on the schedule.
    • Non-Compliant: onboarding requirements are incomplete or unapproved.
    • Compliant: all onboarding requirements are fulfilled and approved. The schedule is finalized.

Please note: These Compliant, Non-Compliant, and Not Applicable  cannot be changed by school users. Please use the message feature to contact site partners for updates or confirmation. Please see Messaging for Individual Schedules and Messaging for Group Schedules for how to contact site partners.

Searching and Filtering Schedules in List View

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

1. Search by:
   • Select Availability Name from the dropdown, and enter the availability’s name to narrow down results
   • Select Schedule ID from the dropdown in the search bar and enter the full Schedule ID to find a specific schedule.
   • Select Student Name from the dropdown in the search bar and enter the Student Name to find all the schedule(s) assigned to the student.
2. Filter:
   • Sites: display schedules by the site name (multiple select).
   • Disciplines:  display schedules based on the discipline (multiple select).
   • Schedule Status:  display schedules by the status of the schedule; To Be Scheduled, Not Confirmed, Confirmed and Cancelled (multiple select)
   • Onboarding Status: display schedules by the status of the onboarding of the group, including students, CI and group requirements: Not Applicable, Non-compliant and Compliant (multiple select).
   • Includes School Requirement: Filters schedules which have one or more requirements to be completed  by the school.

   • Confirmation Pending Duration: Allows schools to narrow down schedules based on how long they have been pending confirmation.

     • Available filter options include:

       • Less than 7 days

       • 7–15 days

       • 16–30 days

       • More than 30 days

       • N/A

         

   • Starting In (only available within the Upcoming Tab of Schedule grid) : filters schedules based on the schedule start date,  select for schedules starting in the next: 30 days, 60 days, 90 days, or you can apply a custom range for the start date of schedule as well.
   • Student Login Status: Filter schedules by the login status of the scheduled student; whether the student has already logged in to Exxat One or their first login is still pending
   • Start date: click on the calendar to filter the availability that begins on or after the selected date.
   • End date: click on 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.

Configure Column Options

Please see  View and Tracking Availabilities (Managing Availabilities)

Tab View of Schedules

The Schedules and Onboarding screen has a segmented view with tabs that categorize schedules as All, Upcoming, Ongoing, and Completed on both Group and Individual schedule views.

1. All -all schedules, the default view.
2. Upcoming: schedules where the start date is in the future
3. Ongoing-schedules: start date has occurred and before the end date.
4. Completed-schedules: after  the end date has passed.

Please Note: Filters remain sticky when switching tabs. For example, if you filter by a specific discipline in the Upcoming tab and then switch to Ongoing, the same filter will remain applied to help you stay in the context

Exporting Schedules

1. Click the 'Export' button in the top right corner of the table view.

2.  A confirmation message that the file is being prepared and will be available.

Please Note: Any filters applied before exporting will carry to the created file. (Example if the Onboarding Status was to filter for only students in Non Compliant then no students with Compliant or NA Status will be included in the exported file.

Pagination

Please see View and Tracking Availabilities (Managing Availabilities)

Calendar View of Individual Schedules and Onboarding

1. Click on Calendar View to see all schedules across the selected time span You can see this on both the Individual and Group Schedules tabs. 

2. On the left-hand side of the calendar view, you’ll find the All Schedules panel. This panel displays cards for the schedules shown in the calendar timeline in a vertical list format. 

3. Each schedule is displayed as a card, containing:
   • Student name: for individual schedules where a student has been assigned.
   • Site name
   • Location name
   • Placement Start and End Dates
4. There are also icons indicating:
   • Whether the schedule is individual  
   • The onboarding status (Compliant  or Non-compliant ).
5. The calendar on the right side displays the horizontal timeline, segmented by months of the year. Each schedule from the list on the left appears as a schedule card spanning across the months according to its start and end date.

6. The current year is displayed by default, but you can switch to any other year using the year selector at the top

7. Click the Today button on the top right to jump directly to the current month.

8. Each Schedule card on the calendar shows the following information:
   • For Individual Schedules:
     • Student name, if a student hasn't been assigned yet, the card will show: “Student To Be Assigned
     • Location, Department and Unit (if specified)
     • Shift (if provided by the site)
     • Schedule duration
     • Onboarding status

Searching and Filtering in Calendar View

1. To search schedules in calendar view use the following search and filters:
   • Search by student name
   • Filter by
     • Discipline
     • Site Name
     • Schedule status: Cancelled, Confirmed, Not Confirmed, To be Scheduled
     • Onboarding status: Compliant, Non Compliant, Not Applicable

2. Color coding allow you to identify compliant vs. non-compliant student schedules, and those upcoming, current, and completed. The legend is at the bottom of the calendar view.

Scheduling Students in Calendar View

1. Click on a schedule on the calendar to view the details and the scheduled student name.

2. Where student has not been scheduled in. slot, click on Schedule Student button.

3. Click select student to add student details. Please see Scheduling a student for an individual  availability  for more information on adding 

4. Click Save in the upper right hand corner to save the student information.

5. After scheduling a student, confirm the placement by selecting the checkbox next to their schedule and clicking the Confirm Student button on the Scheduling and Onboarding grid. Please see Confirm or reconfirm a student schedule for more information

Tracking Onboarding Status from Calendar View

1. Click on a schedule from the Calendar View.
2. Click on the onboarding status of a scheduled student to view the status of each requirement. 

3. Please follow Tracking Student Onboarding

Calendar View Compact and Detailed Views

You can toggle between the following views of calendar to view schedule details as per your choice.  Select your preferred view by clicking in the upper right corner.

Detailed View (default view)

1. Schedule list on the left panel shows:
   • Student name
   • Site, Location
   • Schedule Duration

2. Compact View
   • Schedule list on the left panel shows site name and availability name
   • Calendar cards show: Student name and Schedule duration 

Group Schedules

List view of Group Schedules 

1. Clicking the Group tab to see schedules for group availabilities

2. In the Group schedule grid, you can expand the availability by clicking on the icon to the left of the availabiity name  to display the list of students and CI's assigned to the schedule.

3. Use the tab view to select  all, upcoming, current, completed schedules.

Searching and Filtering Group Schedules on the list view

On the Group Schedules tab, you can view the schedules using the following search and filters:

1. Search by:
   • Select Availability Name from the dropdown, and enter the availability’s name to narrow down results
   • Select Schedule ID from the dropdown in the search bar and enter the full Schedule ID to find a specific schedule.
   • Select Student Name from the dropdown in the search bar and enter the Student Name to find all the schedule(s) assigned to the student.
   • Select Clinical Instructor from the dropdown in the search bar and enter the Clinical Instructor Name to find all the schedule(s) assigned to the CI/Faculty.
2. Filter by:
   • Sites: filter by the site name.
   • Disciplines: filter based on the discipline.
   • Onboarding Status: filter by the status of the onboarding of the student group. (Not Applicable, Non-compliant and Compliant)
   • Includes School Requirement: Filter out the schedules which have some requirements to be fulfilled by the school.
   • Starting In (only available within the Upcoming Tab of Schedule grid) : This filters out the schedules based on the start date of the schedule, that is whether it is starting in the next 30 days, 60 days, 90 days, or you can apply a custom range for the start date of schedule as well.
   • Start and End date (only available in All Tab of Schedule grid)
     • For start date; that begins on or after the selected date.
     • For end date; that ends on or before the selected date.
   • Group Filling Status: Filter group schedules  by the filling status of the slots in the group;  all slots have been scheduled with students, slots have been partially filled,  none of the slots have been filled, and  all slots have been canceled.
   • Group-level Onboarding Status: Filter by completion status of the school requirements: completed or not completed.
   • Student Login Status: Filter  group schedules by the login status of the students in them;  student has already logged in to Exxat One or their first login is still pending
   • .Reset: Resets all the applied filters, displaying all the available data without filters.

Configuring Columns. 

Please see View and Tracking Availabilities (Managing Availabilities)

Exporting Group Schedules 

Please see Exporting Schedules

Calendar View of Group Schedules 

1. While on the Group Schedules page click on Calendar View to see all schedules across the selected time span You can see this on both the Individual and Group Schedules tabs. 

2. On the left-hand side of the calendar view, you’ll find the All Schedules panel. This panel displays cards for the schedules shown in the calendar timeline in a vertical list format. 

3. Each schedule is displayed as a card, containing:
   • Availability Name
   • Site name
   • Location name
   • Placement Start and End Dates
4. There are also icons indicating:
   • Group Schedule
   • The onboarding status (Compliant  or Non-compliant ).
5. The calendar on the right side displays the horizontal timeline, segmented by months of the year. Each schedule from the list on the left appears as a schedule card spanning across the months according to its start and end date.

6. The current year is displayed by default, but you can switch to any other year using the year selector at the top

7. Click the Today button on the top right to jump directly to the current month.

• Each Schedule card on the calendar shows the following information:
  • Availability name
  • Number of students and clinical instructors assigned
  • Location, Department, Unit, and Shift, if specified
  • Onboarding status

Searching and Filtering in Group Schedules Calendar View

1. To search schedules in calendar view use the following search and filters:
   • Search by availability name
   • Filter by
     • Discipline
     • Site Name
     • Schedule status: Cancelled, Confirmed, Not Confirmed, To be Scheduled
     • Onboarding status: Compliant, Non Compliant, Not Applicable

Scheduling Students for Group Schedules in Calendar View

1. Click on a schedule on the calendar to view the details and the scheduled student names or schedule a student.

2. Where student has not been scheduled in. slot, click on Schedule Student button.

3. Click select student to add student details.

4. Click Save in the upper right hand corner to save the student information.

5. After scheduling a student, confirm the placement by selecting the checkbox next to their schedule and clicking the Confirm Student button on the Scheduling and Onboarding grid. Please see Confirm or reconfirm a student schedule for more information

Tracking Onboarding Status from Calendar View

1. Click on a schedule from the Calendar View.
2. Click on the onboarding status of a scheduled student or Clinical Instructor to view the status of each requirement. 

3. Please follow Tracking Student Onboarding for continuing steps.

Adding Faculty in Calendar View

1. Click on a schedule on the calendar to view the details and the scheduled faculty and student  names or add faulty.

2. Where faculty  has not been scheduled in. slot, click on Schedule Instructor button.

   Please note: you may schedule multiple faculty for group schedules.

3. Click select Add/Edit in the faculty to add faculty details.

4. Continue the same instructions from Adding or Editing a Clinical Instructor

Tracking Faculty Onboarding in Calendar View

Please see Tracking Onboarding Status from Calendar View