What’s New in This Release

This release brings several enhancements that streamline onboarding, scheduling, and preference collection for schools. From a new availability-based Wishlist integrated with Prism, to an improved document management experience, expanded file format support, clearer expiry-related requirement status tracking, and refreshed filters, each update is designed to reduce administrative effort and improve visibility. Schools also gain better insight into ageing schedules with the new Confirmation Pending Duration tools.

Table of Contents

1. Schools: Review Availability-Based Wishlist
2. Confirmation Pending Duration: Track Ageing Schedules More Effectively
3. Supported File Formats for Uploads
4. Filter Experience Refresh
5. Shift & Shift-Timing Enhancements
6. Student: Submit Availability-Based Wishlist 
7. Expiring and Expired Onboarding Requirements
8. Carry Forward Onboarding Requirements
9. Document Library for Students

Schools: Review Availability-Based Wishlist

A new availability-based Wishlist helps streamline preference-driven scheduling for schools. Schools will create and configure the wishlist in PRISM, while reviewing student preferences and submitting placement requests is done in Exxat One. 

Students submit their ranked availability preferences in Exxat One, and these preferences flow directly into the placement request workflow. This eliminates the need to return to Prism for matching and ensures that requests better reflect student interest.

New Capabilities for Schools:

• Review ranked availability preferences submitted by students.
• Submit placement requests directly in Exxat One using these preferences.

This enhancement creates a more structured and transparent preference-collection process, keeping the entire preference-driven scheduling workflow inside Exxat One. It also helps schools make more informed and efficient placement decisions by ensuring that student preferences flow directly into the scheduling process. 

Note: 
Wishlist is available only for Prism schools and is currently enabled for PT, PTA, OT, and OTA programs.

Best Practices:

• Finalise course Offerings, rotations, and student registrations in PRISM before creating the wishlist.
• Launch the wishlist early, so students have sufficient time to review and rank options.
• Encourage students to select more than the minimum required preferences.
• Use an Exxat One wishlist for clinical sites on Exxat One. Use a PRISM wishlist for clinical sites not on Exxat One.

Confirmation Pending Duration: Track Ageing Schedules More Effectively

A new Confirmation Pending Duration column has been added to the Schedules grid, giving schools a clear view of how long each schedule has been waiting for confirmation. The column automatically calculates the number of days since a schedule was approved and remains in To Be Scheduled or Not Confirmed status, surfacing delays that previously went unnoticed.  
 
Note:  Confirmation Pending Duration for Confirmed and Cancelled schedules is displayed as N/A.

New filter options to prioritise follow-ups:

• < 7 days
• 7–15 days
• 16–30 days
• 30+ days
• N/A

These ranges make it easy to isolate ageing schedules and take action.

Dashboard integration:

• The Schedules Pending Confirmation chart is now fully clickable.
• Selecting any bar instantly navigates users to the Schedules grid with the corresponding duration filter pre-applied.
• This removes manual searching and ensures that older, time-sensitive schedules can be identified and acted on immediately.

Overall, this improvement strengthens visibility, reduces missed confirmations, and makes the scheduling workflow far more proactive and actionable.

Supported File Formats for Uploads

Uploads across Exxat One now support a wider range of file formats for easier document submission. Students, schools, and clinical instructors (in case of group schedules) can upload: 
PNG, HEIC, PPTX, PPTM, POTX, PPT, POTM, DOC, RTF, JPG, JPEG, PDF, DOCM, DOCX, XLSX, XLS, CSV, BMP, GIF, TIFF, MP4

All supported formats can be viewed through the built-in viewer, simplifying verification and review.

Filter Experience Refresh

Filters across all grid-based screens have been redesigned for a cleaner, more spacious browsing experience. Only the most-used filters now remain visible on the main toolbar, while all additional filters have been moved into a new “Add Filter” menu.

Key improvements:

• Prevents filters from spilling into multiple rows.
• Gives more space to the grid itself.
• Users can still access every filter when needed by expanding Add Filter.
• Additional filters can be temporarily added or collapsed to keep the interface minimal.

This update applies across all major list views, making it easier to focus on your data without visual clutter.

Shift & Shift-Timing Enhancements

Shift-related inputs are now shown in a single, structured Shift Details section in the slot request form, making it easier to review standard shifts, days of the week, and any custom timings together.

When custom timings are requested, a “Custom Shift Timings” label now appears in the Shift column across the Requests and Schedules grids for quick identification.

Students can now view their approved shift timings and applicable days of the week directly in their schedule details.

Enhancements for Students

Student: Submit Availability-Based Wishlist

Students can now submit placement preferences through a new availability-based Wishlist. Students submit their ranked availability preferences directly in Exxat One based on their rotation window.

What’s Now Available for Students:

• View only the availabilities relevant to their rotation.
• Rank their preferred placement options in Exxat One.
• Ensure their preferences are considered during placement decisions.

This gives students a simpler and more guided way to express their placement preferences in a structured and meaningful format.

Expiring and Expired Requirements for Students

Onboarding requirements with expiration rules now show their status directly in the student’s onboarding list:

• Expiring → “Expiring in X days on MM DD, YYYY”
• Expired → “Expired on MM DD, YYYY”

When a requirement expires, students and schools see an “Update Requirement” option to submit a new record. 
Expired entries are stored under Archived Records, which display previous submissions, dates, and uploaded files. 
This gives clear visibility into compliance status and helps take timely renewal actions.

Note: This enhancement is also available for schools and clinical instructors (in case of group schedules)

Carry Forward Requirements for Students

If a student completed a requirement in a previous placement at the same site, it may automatically appear in a new placement based on the site’s configuration.

Key points:

• Approved items appear in read-only mode.
• Items in Pending Review, Not Approved, or In Progress remain editable.
• Approval dates reflect the original placement.
• Requirements not eligible for carry-forward follow the normal workflow.

Carry-forward rules are fully controlled by the clinical site. Schools can view carried-forward data, but do not configure these settings.

Note: This enhancement is also available for schools and clinical instructors (in case of group schedules)

Document Library for Students

Students now have access to a centralised Document Library when completing onboarding requirements. This lets them attach files directly from their saved library instead of uploading from their device each time.

The Document Library includes:

• Files previously uploaded in Prism
• Files previously uploaded in Exxat One (when saved to the library during upload)
• Any files uploaded during the current onboarding process

Each file displays its name, source (Prism or Exxat One), date added, and options to preview, download, or delete from the library. 
This feature is available only to students and helps reduce repeated uploads and confusion during onboarding.