Scheduling and Onboarding

The Schedules and Onboarding module helps schools manage student placements, schedule confirmations, onboarding progress, and clinical instructor coordination from a centralised workspace. Schools can manage both individual and group schedules, track onboarding compliance, communicate with stakeholders, and monitor placement activity through grid and calendar views.

To access Schedules and Onboarding:

1. Log in to Exxat One.
2. From the left navigation menu, click the Schedules icon.
3. Select either:
   • Individual
   • Group

You can switch between these views at any time, depending on the schedules you want to manage.

After reading this guide, you will know how to:

• Navigate Individual and Group schedule views
• Understand schedule tabs and statuses
• Search, filter, sort, and configure schedule grids
• Export schedule information
• Schedule students for placements
• Manage Prism and non-Prism scheduling workflows
• Edit, replace, reconfirm, or cancel schedules
• Invite and manage clinical instructors
• Track onboarding progress and compliance
• Message students, instructors, and sites
• Manage expired and archived onboarding records
• Understand carry-forward requirements
• Use onboarding and compliance workflows effectively

• Accessing Schedules and Onboarding
• Understanding Schedule Tabs
• Individual Schedules
  • Understanding the Individual Schedule Grid
• Group Schedules
  • Understanding the Group Schedule Grid
• Searching and Filtering Schedules
• Sorting and Adjusting Columns
• Configuring Grid Columns
• Exporting Schedules
• Scheduling a Student
  • Individual Opportunities
  • Group Opportunities
  • Prism Schools
  • Non-Prism Schools
• Editing Student Details
• Removing or Replacing a Student
• Confirming or Reconfirming Students
• Viewing Student Activation Status
• Cancelling Individual Schedules
• Cancelling Group Schedules
• Inviting Clinical Instructors
• Adding or Editing Clinical Instructors
• Tracking Student Onboarding (Individual)
• Tracking Group Onboarding
• Messaging
• Expiring and Expired Requirements
• Adding a New Record for an Expired Requirement
• Archived Records
• Carry Forward Requirements

Accessing Schedules and Onboarding

To access schedules and onboarding:

1. Log in to Exxat One.
2. From the left navigation menu, click the Schedules icon.
3. The page opens with two schedule views:
   • Individual
   • Group

You can switch between these views at any time, depending on the type of schedule you want to manage.

Understanding Schedule Tabs

Both Individual and Group schedules include the following tabs:

• All – Displays all schedules
• Upcoming – Displays schedules with future start dates
• Current – Displays schedules currently in progress
• Completed – Displays schedules whose end dates have passed

Please note:

• Applied filters remain active while switching tabs.
• The grid updates automatically based on the selected tab.

Individual Schedules

Understanding the Individual Schedule Grid

The Individual Schedules grid displays schedule-related information in a table format.

Common columns include:

• Availability Name
• Schedule ID
• Student Details
• Site Name
• Preceptor
• Location
• Schedule Duration
• Shift
• Days of the Week
• Rotation Details
• Course Details
• Prism Process Status
• Confirmation Pending Duration (Days)
• Program Type
• Schedule Status
• Onboarding Status
• Actions

Within the Student Details column:

• Scheduled students display their name and email.
• Empty schedules display a Schedule Student button.

Note: If a student has not yet logged into Exxat One, a warning indicator appears beside the student’s name. Hovering over the icon displays: Awaiting first login from student This helps identify students who may require follow-up.

Group Schedules

Understanding the Group Schedule Grid

The Group Schedules grid uses a two-level layout:

• Outer group schedule row
• Expandable inner member grid

The outer row displays information such as:

• Group Name
• Availability Name
• Group Members
• Site Name
• Location
• Preceptor
• Schedule Duration
• Shift
• Days of the Week
• Rotation Details
• Course Details
• Schedule Status
• Onboarding Status
• Actions
• Program Type

Expanding the group row displays:

• Schedule ID
• Group Members
• Site Name
• Location
• Schedule Duration
• Shift
• Days of the Week
• Confirmation Pending Duration (Days)
• Preceptor
• Schedule Status
• Onboarding Status
• Actions

Searching and Filtering Schedules

Search Options

You can search schedules using the dropdown beside the search bar.

Individual Schedules

Search by:

• Availability Name
• Student Name
• Schedule ID

Group Schedules

Search by:

• Availability Name
• Student Name
• Clinical Instructor
• Schedule ID

Filter Options

Available filters include:

• Sites
• Disciplines
• Programs
• Schedule Status
• Onboarding Status
• Start & End Date
• Includes School Requirement 
• Student Login Status 
• Confirmation Pending Duration

Additional Group Schedule filters include:

• Group Filling Status
• Group-Level Onboarding Status

Use the Reset option to clear all applied filters.

Sorting and Adjusting Columns

Sorting Columns

Columns that support sorting display a double-arrow indicator in the column header.

Click the header to cycle through:

• Ascending order
• Descending order
• Default view

Adjusting Column Width

To resize a column:

1. Hover over the right edge of the column header.
2. When the resize cursor appears, click and drag the column boundary.

Configuring Grid Columns

The Configure Columns option allows you to personalise the grid layout.

To configure columns:

1. Click the Configure Columns icon.
2. Use drag handles to rearrange columns.
3. Use the Freeze Position dropdown to:
   • Freeze Left
   • Freeze Right
   • Fixed
   • None
4. Toggle column visibility on or off.
5. Click Save.

Exporting Schedules

To export schedules:

1. Click the Export icon at the top-right of the grid.
2. Exxat One prepares the export file automatically.
3. Download the spreadsheet once ready.

Scheduling a Student

Scheduling for Individual Opportunities

To schedule a student:

1. Click Schedule Student from the Student Details column
   OR
2. Click the Edit icon from the Actions column.

This opens the scheduling drawer.

Prism Schools

For Exxat Prism schools:

• Students are imported automatically from Prism.
• Select a student from the dropdown list.
• Search by name if needed.
• Click Save.

Please note:

• Student information cannot be edited inside Exxat One.
• Student updates must be made in Prism.

Non-Prism Schools

For non-Prism schools:

1. Select a previously scheduled student
   OR
2. Click Add New Student
3. Enter:
   • First Name
   • Last Name
   • Email
4. Click Save

You may also optionally add:

• Graduation Date

Scheduling Students for Group Opportunities

To schedule students for group schedules:

1. Expand the group row using the caret icon.
2. Click Schedule Student.
3. Select or add the student.
4. Click Save.

The scheduled student now appears within the group member grid.

Editing Student Details

To edit student details:

1. Click the Edit icon in the Actions column.
2. Update the student details inside the drawer.
3. Click Save.

Removing or Replacing a Student

To remove or replace a student:

1. Open the schedule drawer using the Edit icon.
2. Under Scheduled Student:
   • remove the current student
   • or select another student
3. Click Save

Confirming or Reconfirming Students

Students can be confirmed only when:

• a student is scheduled,
• and the Schedule Status is Not Confirmed

To confirm students:

1. Select the student row checkbox.
2. Click Confirm Student.
3. Confirm the action.

To resend invitations:

1. Select confirmed students.
2. Click Reconfirm Student.
3. Confirm the action.

This resends the confirmation email and onboarding access.

Viewing Student Activation Status

Students who have not yet logged in display a warning icon beside their name.

Hovering over the icon displays: Awaiting first login from student

This helps identify students requiring login follow-up.

Cancelling Individual Schedules

To cancel an individual schedule:

1. Click the Edit icon.
2. Inside the drawer, click Cancel Schedule.

1. Enter a cancellation reason.
2. Confirm the cancellation.

Cancelling Group Schedules

You may:

• cancel individual students within the group,
• Or cancel the entire group schedule.

To cancel the group:

1. Open the group schedule drawer.
2. Click Cancel Group.
3. Enter a cancellation reason.
4. Confirm the action.

All associated schedules are cancelled together.

Inviting Clinical Instructors

Clinical instructors can only be assigned to group schedules.

To invite instructors:

1. Expand the group row.
2. Select the instructor row checkbox.
3. Click Invite Instructor.
4. Confirm the action.

To resend invitations:

1. Select invited instructors.
2. Click Re-invite Instructor.
3. Confirm the action.

Adding or Editing Clinical Instructors

To add or edit faculty:

1. Open the Group Schedule drawer.
2. Click Add/Edit Instructor.

Prism Schools

Click:

• Select PRISM Clinical Instructor

Choose the instructor from the Prism-imported list.

Non-Prism Schools

Click

• Select Add Instructor Manually

Enter:

• First Name
• Last Name
• Email
• Contact Number (optional)

Click Save.

Tracking Student Onboarding (Individual)

The onboarding status column displays:

• Not Applicable
• Not Started
• Some Action Needed
• Compliant

To view onboarding:

1. Click the onboarding status or eye icon.
2. Review requirements and submissions.
3. Open requirements to view:
   • guidelines,
   • uploads,
   • reviewer comments,
   • approval history,
   • audit history.

Schools may complete requirements on behalf of students if permitted.

Tracking Group Onboarding

Group onboarding uses a three-panel layout:

Left Panel

Displays:

• students,
• clinical instructors,
• school requirements

Center Panel

Displays:

• requirement list,
• due dates,
• statuses

Right Panel

Displays:

• requirement details,
• uploads,
• forms,
• reviewer comments,
• submission options

Messaging

Individual Schedules

Click the message icon to:

• message the site,
• student,
• or both

Please note:

Students must be confirmed before messaging becomes available.

Group Schedules

Messaging options vary based on:

• student confirmation,
• instructor assignment,
• recipient type

You may message:

• Site
• Student
• Clinical Instructor
• or any combination

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 as 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.