Viewing and Tracking Requests (Managing Requests)

The View and Track Requests page helps schools monitor, manage, edit, and review all slot requests submitted across Exxat One.

In this guide, you will learn how to:

• Access the Requests page
• Understand the requests grid
• Search and filter requests
• Edit and review slot requests
• Revoke requests
• Send messages to sites
• Configure columns
• Sort and resize columns
• Use pagination controls
• Export request data

To access the View and Track Requests page:

1. From the left-side navigation menu, click Requests.
2. The View and Track Requests page opens, displaying all submitted requests in a grid view.

1. Understanding the Requests Grid
2. Reques Statuses
3. Using Search and Filters
4. Editing Slot Requests
5. Revoking Slot Requests
6. Viewing Approved Requests
7. Sending Messages to Sites
8. Configure Columns
9. Sorting Columns
10. Adjusting Column Width
11. Pagination Controls
12. Exporting Requests
13. Video Walkthrough

Understanding the Requests Grid

The requests grid displays all submitted slot requests along with their current statuses and related details.

The grid includes the following columns:

• Site Name
• Request ID
• Requested By
• Experience Type
• Location Name
• Shift
• Days of the Week
• Discipline / Specialisation
• Requested Duration
• Requested Slots
• Date of Request
• Confirmed Slots
• Request Pending Duration
• Program Type
• Status

The grid helps schools quickly monitor request progress, approvals, pending requests, and communication activities.

Request Statuses

The Status column displays the current status of the request.

Available statuses may include:

• Approved
• Cancelled
• Declined
• Request Pending
• Review in Progress

Actions are available in the Status column for each request. The Message option is available for all requests, allowing schools to communicate directly with the site.

Depending on the request status, either an Edit icon or a Preview icon is displayed.

• The Edit option appears for requests in Request Pending, Cancelled, and Declined statuses. However, requests can only be edited when the status is Request Pending. For cancelled and declined requests, the request opens in view mode and cannot be modified since the request has already been cancelled or declined.

• For requests in Approved and Review in Progress statuses, a Preview icon is displayed. Clicking the Preview option opens the request in read-only mode, allowing users to review the request details without making changes.

  

   

Using Search and Filters

The top section of the page contains search and filtering options that help narrow down requests quickly.

Search Requests

Use the search bar to quickly locate requests.

You can search by:

• Location Name
• Location ID

Search by Location Name

Type at least three characters to display matching results.

Search by Location ID

Enter the complete Location ID to retrieve the exact request.

Sites Filter

Use the Sites filter to display requests associated with selected sites.

You can select one or multiple sites at the same time.

Discipline Filter

Use the Disciplines filter to narrow requests based on selected disciplines.

Multiple disciplines can be selected simultaneously.

Programs Filter

Use the Programs filter to search requests associated with specific academic program types.

Status Filter

Use the Status filter to narrow requests based on request status.

Available statuses may include:

• Approved
• Cancelled
• Declined
• Request Pending
• Review in Progress

Start & End Date Filter

Use the Start & End Date filter to narrow requests based on requested placement dates.

This helps identify requests that fall within a selected date range.

Experience Type Filter

Use the Experience Type filter to display requests based on:

• Individual
• Group

Requested By Filter

Use the Requested By filter to identify who created the request.

This may include:

• School-created requests
• Site-created requests

Requested Since Filter

Use the Requested Since filter to narrow requests based on when the request was submitted.

Request Pending Duration Filter

Use the Request Pending Duration filter to identify requests based on how long they have remained pending.

This helps schools monitor delayed or ageing requests.

Editing Slot Requests

Only requests in the Request Pending status can be edited directly from the grid.

To edit a request:

1. Locate the request in the grid.
2. Click the Edit icon in the Status column.
3. The slot request drawer opens from the right side of the screen.

The drawer displays:

• Availability information
• Request details
• Student details
• Clinical instructor details (for group requests)
• Communication section

Inside the Request Details section, you can review and update all the required fields. After making the necessary changes, click Update Slot Request to save the changes.

Revoking Slot Requests

The Revoke Slots option allows schools to withdraw slot requests that are still pending review.

To revoke a request:

1. Open the request using the Edit option.
2. In the request drawer, click Revoke Slots.
3. Confirm the action.

The request is withdrawn from the site review process.

Viewing Approved Requests

Approved requests open in preview mode.

To view an approved request:

1. Locate the approved request in the grid.
2. Click the Preview icon from the Actions column.

The preview page displays:

• Approved slot count
• Student assignment details
• Discipline and specialization information
• Graduation date
• Rotation and course details
• Approved start and end dates
• Availability information
• Communication section

The page is read-only and cannot be edited.

Sending Messages to Sites

Schools can communicate directly with sites regarding requests.

Send Message from the Grid

1. Locate the request in the grid.
2. Click the Message icon from the Actions column.
3. Enter your message.
4. Click Send Message.

Messages can also be sent from inside the request drawer. After clicking the Preview or Edit option, the request drawer opens, where you can use the Message to Site section to communicate directly with the site regarding the request.

Configure Columns

The requests grid can be customised using the Configure Columns option available at the top-right corner of the page.

Using this option, you can:

• Show or hide columns
• Reorder columns
• Freeze columns
• Customise the grid layout

Reordering Columns

Columns can be rearranged by:

• Dragging and dropping columns using the drag handles on the extreme left
• Using the up and down arrows inside the configuration panel

Columns higher in the list appear further left in the grid.

Freeze Columns

Columns can be frozen to remain visible while scrolling.

Available freeze options include:

• Left - Column remains fixed on the left side
• Right - Column remains fixed on the right side
• Fixed - Column remains visible during scrolling
• None - Column scrolls normally

Show or Hide Columns

Use the visibility toggle to:

• Show columns
• Hide columns

Hidden columns can be restored anytime.

Save Column Configuration

After making changes:

1. Click Save
2. The updated configuration is applied to your grid view

Sorting Columns

Some columns in the grid support sorting and display a double-headed arrow icon in the column header.

To sort a column:

1. Click the sorting icon once to sort the column in ascending order.
2. Click it again to sort the column in descending order.
3. Click it a third time to remove the sorting and return the grid to the default view.

Sorting helps organise requests based on:

• Dates
• Status
• Requested slots
• Confirmed slots
• Other request details

Adjusting Column Width

To resize a column:

1. Hover over the edge of the column header
2. Click and drag the resize handle
3. Adjust the width as required

This helps improve readability for longer values.

Pagination Controls

Pagination controls are available at the bottom of the grid.

You can:

• Navigate between pages
• Jump to specific pages
• Change the number of displayed records

Available page size options may include:

• 50 records
• 75 records
• 100 records

Navigation controls include:

• Previous page
• Next page
• First page
• Last page
• Direct page selection

Exporting Requests

To export request data:

1. Click the Export icon at the top-right corner of the page.

   

2. Exxat One generates the export file.

Exported data can be used for:

• Reporting
• Internal tracking
• Offline review
• Analysis

🎥 Video Walkthrough
Refer to this video for a detailed walkthrough: Requests