Managing Student Wishlists - School Guide

Overview

The Wishlist feature in Exxat One allows schools to review student placement preferences collected through Exxat One and use those preferences to make informed availability requests. Schools can track submission progress, review ranked preferences, and request slots directly from student-selected availabilities.

Note: Wishlist setup and configuration are managed in Exxat Prism. Exxat One is used to review student responses and request slots based on those responses.

Business Overview

The availability-based Wishlist supports a demand-first placement approach by capturing student preferences in a structured and consistent way within Exxat One. By collecting preferences early and centralising reviews, schools gain clearer visibility into student interest across availabilities.

This streamlined process helps reduce manual tracking and follow-up, improves decision-making, and enables schools to prioritise and request high-interest opportunities more efficiently, while continuing to factor student preferences into placement planning as they always have.

Accessing Wishlist Responses

1. Log in to Exxat One as a school user.

2. From the left navigation menu, select Wishlist Responses.

   

3. The Wishlist Responses page displays all wishlists created in Exxat Prism that are currently active or closed.

   

Each wishlist card shows:

• Wishlist name
• Open/Close date
• Associated course and rotation
• Number of students assigned
• Number of student submissions
• Wishlist status (Open / Closed)

Select View Responses to review student preferences for a specific wishlist.

Note:

A message is displayed on this page indicating that the wishlists shown are availability-based and created in Exxat Prism. 
The message also includes a “Navigate to Exxat Prism” link. Selecting this link takes you directly to Exxat Prism, where the wishlist setup and configuration can be viewed or updated.

Wishlist Responses Overview

When you open a wishlist, responses can be reviewed in two ways:

• By Student
• By Availability

You can switch between these views using the tabs at the top of the page.

At the top of the screen, you’ll also see:

• Course and rotation details
• Wishlist open and close dates
• Total students assigned
• Submission status summary:
  • Not Started
  • In Progress
  • Submitted
  • Reviewed

Viewing Responses by Student

The By Student view allows you to review each student’s ranked preferences individually.

For each student, you can see:

• Student name and email
• Wishlist status (Not Started, In Progress, Submitted)
• Ranked preferences (Rank 1, Rank 2, Rank 3, etc.)
• Availability details for each rank, including:
  • Site and availability name
  • Date range
  • Location details
  • Specialization
• Any reason for the selection provided by the student

Available Actions:

• View Request
• Request Slot

This view is helpful when prioritising placements for individual students based on their ranked choices.

Viewing Responses by Availability

The By Availability view organises student preferences by availability instead of by student.

For each availability, you can see:

• Availability name and ID
• Location name and address
• Total number of students who ranked this availability
• Which students ranked it as Rank 1, Rank 2, etc.

Available Actions:

• View Request
• Request Slot

This view is useful when multiple students are interested in the same availability, and you want to evaluate demand before submitting requests.

Requesting Slots from Wishlist Responses

From both the By Student and By Availability views, schools can take action using View Request or Request Slot. These CTAs appear based on whether the availability has already been requested by the school, but both ultimately lead to the same request workflow.

Selecting View Request or Request Slots opens the Availability Details panel.

In this panel, you can review:

• Full availability details, including:
  • Site name and location
  • Discipline and specialisation
  • Date range, duration, and shift details
• Wishlist information, displayed in the top-right section of the panel:

  • This indicates how many students have added this availability as their preference as part of a Wishlist.

    

• Within the Wishlist information section, click View Details.

  

• A Student Preferences pop-up opens, displaying:
  • Student name
  • Email address
  • Reason provided by the student (if any)
  • Rank of preference for this availability

This allows schools to quickly understand who selected the availability and how strongly it was preferred, before taking action.

Request Slot

• Click Request Slots from the Availability Details panel.

  

• Click Add/Edit Students.

  

• A list of students who selected this availability as part of the wishlist appears.

  

• You can select one or more students from this list to include in the request.

This ensures student selections are carried forward accurately into the slot request process.

Wishlist Status Tracking

Schools can track overall progress using the status indicators:

• Not Started – Student has not begun selecting preferences.
• In Progress – Student has saved preferences but not submitted.
• Submitted – Student has finalised and submitted preferences.
• Reviewed – School has reviewed the submission.

These indicators help schools determine when it’s appropriate to begin requesting slots.

Key Things for Schools to Know

• Wishlists are created and configured in Exxat Prism, not Exxat One.
• Students submit their preferences in Exxat One within the wishlist open period.
• Schools cannot edit student preferences; they can only review and act on them.
• Slot requests should typically be initiated after the wishlist submission window closes, unless institutional workflows allow earlier action.
• Both the By Student and By Availability views support slot requests.

Best Practices

• Ensure courses, rotations, and student registrations are fully set up and confirmed before opening the wishlist to students.
• Start the wishlist process early to give students sufficient time to review availabilities and submit their preferences before schools begin requesting and confirming slots with sites.
• For PT schools that follow the traditional M1–M slot request process, student preferences can be managed more effectively by using two wishlists:
  • Availability-based Wishlist in Exxat One (pre-M1–M):
    Since most sites publish availabilities before M1–M, schools can create an availability-based wishlist in Exxat One to collect student preferences in advance and use these insights when requesting slots.
  • Slot-based Wishlist in PRISM (post-M1–M):
    After slots are secured in PRISM through the traditional slot request process, schools can open a slot-based wishlist in PRISM, allowing students to review confirmed slots and submit their preferences.
• Note that setting up wishlists, collecting student inputs, and managing preferences does not require separate logins for PRISM and Exxat One. All actions can be performed using a single PRISM login, with users automatically routed to the appropriate screens based on context.
• Encourage students to submit more than the minimum required number of preferences to maximise placement flexibility and improve placement success.
• If your school collects additional slots directly from non-Exxat One sites in PRISM, configure:
  • A PRISM wishlist for PRISM-collected slots
  • A separate Exxat One wishlist for Exxat One availabilities

Note: For common questions and clarifications, refer to the FAQs – Exxat One Availability-Based Wishlist.