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 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:
   • All Schedules
   • Group
   • Individual

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:

• 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

To access schedules and onboarding:

1. Log in to Exxat One.
2. Click the Schedules icon from the left navigation menu.

The page opens with three schedule views:

• All Schedules
• Group
• Individual

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

Understanding Schedule Tabs

The All Schedules, Individual Schedules, and Group Schedules include the following tabs:

All Schedules

The All Schedules tab is the central workspace for managing both Individual and Group schedules. It provides a unified view of all student schedules, allowing you to confirm students, send onboarding reminders, and monitor schedule and onboarding progress from a single location.

Understanding the All Schedules Grid

The All Schedules grid displays key schedule information, making it easier to review and manage schedules from a single view.

The following columns are available in the grid:

• Schedule ID
• Student
• Site & Location
• Availability
• Schedule Duration
• Discipline/Specialisation
• Shift
• Days of Week
• Preceptor
• Clinical Instructor
• Program Type
• Rotation & Course Details
• Prism Process Status
• Schedule Status
• Onboarding Status
• Actions

Group Schedules

Understanding the Group Schedules Grid

The Group Schedules grid displays key information about each group schedule.

The following columns are available in the grid:

• Group Name & ID
• Site & Location
• Availability/Request ID
• Group Slots
• Group Members
• Preceptor
• Schedule Duration
• Discipline/Specialisation
• Shift
• Days of Week
• Program Type
• Rotation & Course Details
• Group Schedule Status
• Group Onboarding Status
• Actions

Understanding the Group Details Drawer

The Group Details drawer is the primary workspace for managing a group schedule. It enables you to assign students, manage instructors, confirm students, send onboarding reminders, monitor group progress, and review schedule information without leaving the Group Schedules page.

Accessing the Group Details Drawer

You can open the Group Details drawer in either of the following ways:

• Click the respective Group Name & ID or the required group.
• Click the Edit icon in the Actions column for the required group.

The Group Details drawer consists of the following sections:

Schedule Summary

The top section displays key information about the group schedule, including the group name, site, overall schedule status, and onboarding compliance status.

Select Show Schedule Details to expand and view additional schedule information.

Group Progress Tracker

Below the schedule summary is the Group Progress Tracker, which provides an overview of the group's readiness across three stages:

• Slots Filled – Displays the number of assigned students and instructors. Use Schedule Students to assign additional students when required.
• Confirmation – Displays the number of confirmed students. Select Confirm Students to confirm eligible students.
• Compliance – Displays the number of compliant members. Select Remind Onboarding to send onboarding reminders to eligible students. If school requirements are assigned, their status is also displayed.

Instructors

The Instructors section displays all instructors assigned to the group along with their invitation and onboarding status.

From this section, you can:

• Add/Edit Instructor to assign or update instructors.
• Invite instructors who have not yet been invited.
• Send Onboarding Reminder to instructors who have been invited but have not completed onboarding.

Students

The Students section displays all students assigned to the group in a grid.

The grid contains the following columns:

• Student Details
• Schedule ID
• Graduation Date
• Schedule Status
• Onboarding Status
• Actions

From this section, you can:

• Confirm Students individually or in bulk.
• Send Onboarding Reminders individually or in bulk.
• Schedule Students to assign additional students to available slots.

The Actions column provides options to:

• Edit the student schedule.
• Message the student.
• Cancel the student's schedule.

 

Individual Schedules

Understanding the Individual Schedules 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 in to Exxat One, a warning indicator appears beside their name. Hovering over the icon displays Awaiting first login from student. This helps identify students who may require follow-up.

Searching and Filtering Schedules

Search Schedules

Use the search dropdown beside the search bar to search schedules.

All Schedules

Search by:

• Schedule ID
• Request ID
• Group Name
• Student Name
• Clinical Instructor
• Preceptor Name
• Availability Name
• Location Name

Group Schedules

Search by:

• Availability Name
• Group Name
• Group ID
• Request ID
• Student Name / Email
• Clinical Instructor Name / Email
• Preceptor Name / Email
• Location Name

Individual Schedules

Search by:

• Schedule ID
• Request ID
• Student Name
• Preceptor Name
• Availability Name
• Location Name

Filter Schedules

All Schedules

Filters available on the toolbar:

• Schedule Type
• Discipline/Specialisation
• Sites
• Start & End Date
• Schedule Status
• Onboarding Status

Additional filters (Add Filter):

• Student Login Status
• Includes School Requirement
• Confirmation Pending Duration
• Cancellation Reason
• Programs

Group Schedules

Filters available on the toolbar:

• Sites
• Discipline / Specialisation
• Start & End Date
• Group Schedule Status
• Group Onboarding Status

Additional filters (Add Filter):

• Includes School Requirement
• Group Filling Status
• Instructor Status
• Cancellation Reason
• Programs

Individual Schedules

Filters available on the toolbar:

• Discipline/Specialisation
• Sites
• Start & End Date
• Schedule Status
• Onboarding Status

Additional filters (Add Filter):

• Student Login Status
• Includes School Requirement
• Confirmation Pending Duration
• Cancellation Reason
• Programs

Use Reset to clear all applied filters.

Needs Attention Cards

The Needs Attention cards provide a quick summary of schedules and onboarding activities that require immediate action. They help you identify pending tasks without reviewing individual schedules, making it easier to prioritise and complete critical actions.

The Needs Attention cards are available across the All Schedules, Individual Schedules, and Group Schedules tabs. Selecting a card takes you directly to the relevant schedules or records requiring attention.

Managing Grid Columns

Sort Columns

Columns that support sorting display a sort indicator in the column header.

Click the column header to cycle through:

• Ascending order
• Descending order
• Default order

Adjust Column Width

To resize a column:

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

Configure Columns

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

To configure columns:

1. Click the Configure Columns icon.
2. Use drag handles to rearrange columns. Use the up and down arrows to reposition columns.

3. Select a freeze option:
   • Freeze Left
   • Freeze Right
   • Fixed
   • None
4. Use the visibility icon to show or hide columns.
5. Click Save.

Exporting Schedules

To export schedule data:

1. Click the Export icon above the grid.
2. Wait while Exxat One prepares the export file.
3. Download the spreadsheet once it is ready.

Calendar View (Individual Schedules)

The Calendar View displays individual schedules on a timeline, making it easy to visualise schedule durations, identify overlaps, and monitor upcoming, ongoing, and completed placements throughout the year.

Accessing the Calendar View

1. Click the Calendar View icon.

Understanding the Calendar View

The Individual Calendar View includes the following features:

Search and Filters

Use the search bar to search schedules by Student Name.

You can also filter schedules by:

• Sites – View schedules for one or more clinical sites.
• Disciplines – Filter schedules by one or more disciplines.
• Schedule Status – View schedules that are To Be Scheduled, Not Confirmed, Confirmed, or Cancelled.
• Onboarding Status – View schedules based on Compliant, Non-Compliant, or Not Applicable onboarding status.
• Reset – Clear all applied filters.

Calendar Navigation

The calendar provides several navigation options:

• Year Selector – Switch between calendar years.
• Today – Jump directly to the current date.
• Previous and Next arrows – Navigate through the calendar timeline.

Schedule Timeline

The calendar is divided into two sections:

All Schedules panel

The left panel displays every schedule currently shown on the calendar.

Timeline view

The right side displays each schedule across the calendar based on its start and end dates, allowing you to quickly identify overlapping schedules and placement durations.

Detailed and Compact Views

Use the Detailed View and Compact View options to customise how schedule information is displayed.

• Detailed View displays additional schedule information.
• Compact View reduces the amount of information shown, allowing more schedules to fit on the screen.

Viewing Schedule Details

Select any schedule on the timeline to open the Schedule Details pop-up.

From here, you can:

• Review schedule details, including the site, location, shift, days of the week, and schedule duration.
• View slot details.
• Schedule a student if the slot is unassigned.
• Access onboarding information when available.
• Send messages directly to the site using the Message icon.

Calendar Legend

At the bottom of the calendar, a legend identifies the colours and indicators used for:

• Completed schedules
• Ongoing schedules
• Upcoming schedules
• Compliant schedules
• Non-Compliant schedules

Calendar View (Group Schedules)

The Calendar View displays group schedules on a timeline, allowing you to visualise group placement durations, monitor onboarding progress, and manage group schedules throughout the year.

Accessing the Calendar View

1. Click the Calendar View icon.

Understanding the Calendar View

The Group Calendar View includes the following features:

Search and Filters

Use the search bar to search schedules by Availability Name.

You can also filter schedules by:

• Sites – View schedules for one or more clinical sites.
• Disciplines – Filter schedules by one or more disciplines.
• Onboarding Status – View schedules based on Compliant, Non-Compliant, or Not Applicable onboarding status.
• Reset – Clear all applied filters.

Calendar Navigation

The calendar provides several navigation options:

• Year Selector – Switch between calendar years.
• Today – Jump directly to the current date.
• Previous and Next arrows – Navigate through the calendar timeline.

Schedule Timeline

The calendar is divided into two sections:

All Schedules panel

The left panel displays every group schedule currently shown on the calendar.

Timeline view

The right side displays each group schedule across the calendar according to its scheduled duration, making it easy to identify overlapping group placements and busy scheduling periods.

Detailed and Compact Views

Use the Detailed View and Compact View options to customise how schedule information is displayed.

• Detailed View displays additional group schedule information.
• Compact View reduces the amount of information shown, allowing more schedules to fit on the screen.

Viewing Group Schedule Details

Select any group schedule on the timeline to open the Schedule Details pop-up.

From here, you can:

• Review group schedule details, including the site, location, shift, days of the week, and schedule duration.
• View assigned students and clinical instructors.
• Review onboarding status indicators for group members.
• Schedule students for unassigned slots.
• Schedule a clinical instructor if one has not yet been assigned.
• Send messages directly to the site using the Message icon.

Calendar Legend

At the bottom of the calendar, a legend identifies the colours and indicators used for:

• Completed schedules
• Ongoing schedules
• Upcoming schedules
• Compliant schedules
• Non-Compliant schedules

Scheduling a Student

Schedule a Student for an Individual Opportunity

You can schedule a student for an individual opportunity directly from the Student Details column by clicking Schedule Student. Alternatively, click the Edit icon in the Actions column to open the same scheduling drawer.

Prism Schools

1. Navigate to the Schedules and Onboarding and select the Individual tab. Alternatively, use the All Schedules tab to locate the same schedule.
2. Locate the opportunity and click Schedule Student, or click the Edit icon in the Actions column.

3. The scheduling drawer opens displaying the opportunity details.

4. Select a student from the dropdown list.
5. Search for a student by name if needed.

6. Enter the student's Graduation Date.
7. Review the schedule details and click Save.

Please note:

• Students are imported automatically from Prism.
• Student information cannot be edited in Exxat One.
• Any student updates must be made in Prism.

Non-Prism Schools

1. Navigate to the Schedules and Onboarding and select the Individual tab. Alternatively, use the All Schedules tab to locate the same schedule.
2. Locate the opportunity and click Schedule Student, or click the Edit icon in the Actions column.
3. The scheduling drawer opens displaying the opportunity details.
4. Select a previously scheduled student, or click Add New Student.
5. If adding a new student, enter:
   • First Name
   • Last Name
   • Email Address
6. Enter the student's Graduation Date.
7. Review the schedule details and click Save.

Confirming Students While Scheduling After you click Save while scheduling a student in an Individual or Group schedule, the Save with Confirmation pop-up appears, asking whether you want to confirm the assigned student immediately. You can choose either of the following options: Confirm Now – Assigns and confirms the student in a single step. Confirm Later – Assigns the student while keeping the schedule in the Not Confirmed status, allowing you to confirm the student at a later time. This allows you to either confirm the student immediately during the scheduling process or return and confirm the student later from the schedule.

Schedule a Student for a Group Opportunity

For group opportunities, students are scheduled individually within the approved group schedule. You can click Schedule Student for a student slot or click the Edit icon in the Actions column to open the same scheduling drawer.

Prism Schools

1. Navigate to the Schedules and Onboarding and select the Group tab. Alternatively, use the All Schedules tab to locate the same schedule.
2. Locate the group schedule.
3. Click Schedule Student, or click the Edit icon in the Actions column.

4. The scheduling drawer opens displaying the schedule, and faculty details.
5. Select Schedule Student

6. Select a student from the dropdown list.
7. Search for a student by name if needed.
8. Review the schedule details and click Save.

Please note:

• Students are imported automatically from Prism.
• Student information cannot be edited in Exxat One.
• Any student updates must be made in Prism.

Non-Prism Schools

1. Navigate to the Schedules and Onboarding and select the Group tab. Alternatively, use the All Schedules tab to locate the same schedule.
2. Locate the group schedule.
3. Click Schedule Student for the student slot you want to fill, or click the Edit icon in the Actions column.
4. The scheduling drawer opens displaying the availability, schedule, and faculty details.
5. Select a previously scheduled student, or click Add New Student.
6. If adding a new student, enter:
   • First Name
   • Last Name
   • Email Address
7. Click Save to assign the student to the group schedule.

 

Editing Student Details

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For Non-Prism Schools:

Individual Schedules

1. Click the Edit icon in the Actions column for the schedule.
2. In the Edit Schedule page, update the student details in the Student Details section.
3. Click Save to apply your changes.

Group Schedules

1. Click the Edit icon in the Actions column for the group schedule.
2. In the Group Details drawer, locate the Students grid.
3. Click the Edit icon in the Actions column for the student you want to update.
4. Make the required changes to the student details.
5. Click Save to apply your changes.

Note: For Non-PRISM Schools, student information can be edited until the schedule is confirmed or onboarding begins. For PRISM Schools, student information must be updated in PRISM.

 

Removing or Replacing a Student

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Individual Schedules

1. Click the Edit icon in the Actions column for the schedule.
2. On the Edit Schedule page, click Remove in the Student Details section.

3. Confirm the removal when prompted.
4. You can then assign a different student to the schedule using the standard student assignment process.

Group Schedules

1. Click the Edit icon in the Actions column for the group schedule to open the Group Details drawer.
2. In the Students grid, click the Edit icon in the Actions column for the student you want to remove.
3. In the Student Details window, click Remove.
4. Confirm the removal when prompted.

5. You can then assign a different student to the group using the Schedule Student option.

Note: Once removed, the student is no longer assigned to the group schedule.

Note: Students cannot be removed or replaced once onboarding has begun.

 

Confirm Students and Send Onboarding Reminders

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Confirming Students

Students can be confirmed only when:

• A student has been assigned to a schedule.
• The Schedule Status is Not Confirmed.

You can confirm students from the All Schedules, Individual, and Group tabs.

All Schedules

The All Schedules tab displays both Individual and Group schedule students in a single grid.

• Students assigned to Group schedules are identified with a Group icon.
• Students assigned to Individual schedules are identified with an Individual icon.

To confirm students:

1. Select one or more student rows.
2. The Confirm Students button becomes enabled if the selected students are eligible for confirmation.
3. The number displayed in brackets indicates how many selected students will be confirmed.
4. Click Confirm Students and confirm the action.

Individual Schedules

1. Open the Individual tab.
2. Select one or more student rows.
3. The number displayed in brackets indicates how many selected students will be confirmed.
4. Click Confirm Students.
5. Confirm the action.

Group Schedules

1. Open the Group tab.
2. Open the required Group Details drawer.
3. In the Students grid, select one or more student rows.
4. The number displayed in brackets indicates how many selected students will be confirmed.
5. Click Confirm Students.
6. Confirm the action.

Sending Onboarding Reminders

After a student has been confirmed, you can send an onboarding reminder if they have not yet completed their onboarding.

You can send reminders from the All Schedules, Individual, and Group tabs.

All Schedules

1. Select one or more student rows.
2. The Remind to Onboard button becomes enabled for the eligible students.
3. The number displayed in brackets indicates how many selected students will receive the reminder.
4. Click Remind to Onboard and confirm the action.

Individual Schedules

1. Open the Individual tab.
2. Select one or more student rows.
3. The number displayed in brackets indicates how many selected students will receive the reminder.
4. Click Remind to Onboard.
5. Confirm the action.

Group Schedules

1. Open the Group tab.
2. Open the required Group Details drawer.
3. In the Students grid, select one or more student rows.
4. The number displayed in brackets indicates how many selected students will receive the reminder.
5. Click Remind to Onboard.
6. Confirm the action.

Note: In the All Schedules tab, if you select a combination of confirmed and unconfirmed students, the counts displayed on the Confirm Students and Remind to Onboard buttons reflect only the students eligible for each action. Both actions support single-student and bulk operations.

 

Viewing Student Activation Status

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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

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To cancel an individual schedule:

1. Click the Edit icon in the Actions column.
2. In the Edit Schedule drawer, click Cancel Schedule.

3. Select a Reason for Cancellation from the available list.

4. (Optional) Enter additional comments to provide more context.
5. Click Confirm Cancellation.

Important:

1. Selecting a Reason for Cancellation is mandatory.
2. The schedule status displays the cancellation source (School or Site) along with the selected cancellation reason.
3. The Schedule Details section displays a cancellation summary, including the cancellation reason, cancellation date, and the user who cancelled the schedule.
4. Cancellation reasons are also available in schedule filters, exports, and reports.

 

Cancelling Group Schedules

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You can either cancel an entire group schedule or cancel an individual student's schedule within the group.

To cancel an entire group schedule:

1. Click the Edit icon in the Actions column.
2. Click Cancel Group.

3. Select a Reason for Cancellation.
4. (Optional) Enter additional comments to provide more context.
5. Click Confirm Cancellation.

To cancel an individual student's schedule within a group:

1. Open the Group Details drawer.
2. In the Students grid, click Cancel in the Actions column for the required student.

3. Select a Reason for Cancellation.
4. (Optional) Enter additional comments to provide more context.
5. Click Confirm Cancellation.

Tip: You can also cancel an individual student's schedule directly from the All Schedules tab. Locate the required student, click Cancel in the Actions column, and complete the cancellation process.

Important:

• Cancelling a group cancels all associated student schedules within that group.
• Selecting a Reason for Cancellation is mandatory.
• The schedule status displays the cancellation source (School or Site) along with the selected cancellation reason.

 

Adding or Editing Clinical Instructors

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To add a clinical instructor:

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

Prism Schools

1. Search for an instructor by name if needed.
2. Choose the instructor from the imported list.

Non-Prism Schools

1. Add Instructor Manually.
2. Enter:
   • First Name
   • Last Name
   • Email Address
   • Contact Number (optional)
3. Click Save.

To edit or remove a clinical instructor:

1. In the Instructors section, click Add/Edit Instructor.
2. Edit or remove the instructor as required.
3. Click Save.

Prism Schools

• You can remove the assigned clinical instructor and assign a different instructor from the imported Prism instructor list.
• To update an instructor's First Name, Last Name, Email Address, or Contact Number, make the changes in Prism. These details cannot be edited directly in Exxat One.

Non-Prism Schools

• You can edit the instructor's First Name, Last Name, Email Address, and Contact Number directly in Exxat One.
• You can also remove the instructor and assign a different instructor if needed.

 

Inviting Clinical Instructors and Sending Onboarding Reminders

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Inviting Clinical Instructors

Note: Clinical Instructors can only be assigned to Group schedules.

1. Open the Group Details drawer by clicking the Edit icon in the Actions column.
2. Under the Instructors section, select the instructor you want to invite.

3. Click Invite.
4. Confirm the action.

Sending Onboarding Reminders to Clinical Instructors

After an instructor has been invited, you can send additional onboarding reminders if they have not yet completed onboarding.

1. Under the Instructors section, select the instructor you want to remind.
2. Click Send Onboarding Reminder.

3. Confirm the action.

Note: The Invite and Send Onboarding Reminder actions become available based on the instructor's current invitation and onboarding status. You can perform these actions for one or multiple instructors at the same time by selecting the required instructor rows. The number shown in brackets on the action button indicates how many selected instructors are eligible for that action. If you select a mix of eligible and ineligible instructors, only the eligible instructors are included in the count.

 

How to View and Track Student Onboarding (Individual)

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To view onboarding progress for an individual student, click the onboarding status from the Onboarding Status column in the Schedules and Onboarding grid. This opens the student's onboarding dashboard.

The onboarding status may display:

• Not Applicable – The student has not yet been confirmed.
• Not Started – The student has not started onboarding.
• Some Action Needed – One or more onboarding requirements need attention.
• Compliant – All onboarding requirements have been completed and approved.

Understanding the Onboarding Dashboard

The individual onboarding dashboard uses a two-panel layout.

Requirements Panel:

The left panel displays all onboarding requirements assigned to the student, along with their due dates and statuses.

Requirement statuses include:

• Get Started
• In Progress
• Pending Review
• Approved
• Not Approved
• Expiring
• Expired

Mandatory requirements are marked with an asterisk (*). Approved requirements display the most recent approval date.

Requirement Details Panel:

Select a requirement to view its details.

From this panel you can:

• Review requirement guidelines and instructions.
• View submitted forms and uploaded documents.
• View audit history and submission activity.
• Upload documents or complete requirements on behalf of a student, if permitted by the site.

Use the Expand/Collapse option to review submitted information. You can also use the Full Screen icon to focus on the selected requirement.

View Requirement History

Once a requirement has been submitted, click History to view:

• Status changes
• Date and time of updates
• User who performed each action

This provides a complete audit trail for the requirement.

Send Messages

Click Message to communicate with:

• The Site
• The Student
• Both the Site and Student

All sent and received messages are stored within the messaging panel for future reference.

Best Practice: Encourage students to complete and upload their own onboarding requirements whenever possible.

View Reviewer Comments

Reviewer comments provide additional information about a requirement's review status.

Comments may include approval notes, reasons for rejection, or requests for additional information. Use this feedback to understand any actions needed before resubmitting a requirement.

 

How to View and Track Group Onboarding

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To view onboarding progress for a group placement, click the onboarding status for the group from the Schedules and Onboarding page. This opens the group onboarding dashboard.

The group onboarding dashboard uses a three-panel layout, allowing you to manage student, clinical instructor, and school-level onboarding requirements from a single screen.

Understanding the Group Onboarding Dashboard

Left Panel

Displays:

• Students
• Clinical Instructors
• School Requirements

Each person displays their overall onboarding status.

Select a student, clinical instructor, or school requirement to review its onboarding requirements.

Requirements Panel

The center panel displays:

• Requirement name
• Due date
• Current status

Select any requirement to view or complete it.

Requirement Details Panel

The right panel displays:

• Requirement guidelines
• Forms and fields
• Uploaded documents
• Reviewer comments
• Submission options

From this panel you can:

• Review student or clinical instructor submissions.
• Upload documents on behalf of students or instructors when permitted.
• Complete school-level onboarding requirements.

Use the Full Screen icon to focus on a specific requirement. Expand a requirement to review submitted information and reviewer feedback.

View Requirement History

For submitted requirements, click History to review:

• Status updates
• Review activity
• User actions
• Timestamps

This provides a complete record of onboarding activity.

Send Messages

Click Message to communicate with:

• The Site
• Students
• Clinical Instructors
• Any combination of recipients

All onboarding-related communication is stored within the messaging panel for reference.

View Reviewer Comments

Reviewer comments provide additional information about a requirement's review status.

Comments may include approval notes, reasons for rejection, or requests for additional information. Use this feedback to understand any actions needed before resubmitting a requirement.

 

Upload a New Record for an Approved Requirement

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If an onboarding requirement or activity is already in Approved status, you can submit a new record to replace the existing approved record. This allows you to upload updated documents or information without waiting for the current record to expire.

To upload a new record:

1. Open the approved onboarding requirement or activity from the onboarding list or the requirement details page.
2. Click Add New Record.
3. Review the confirmation message and click Add Record.
4. Complete the new submission by uploading the required documents or updating the necessary information.
5. Save the submission as a draft or submit it for review.

While the new record is being reviewed, the existing approved record remains active. Once the new submission is approved, it becomes the active record, and the previous approved record is automatically moved to Archived Records.

Note: The Add New Record option is not available for requirements associated with completed placements.

 

Expiring and Expired Requirements

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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

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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.

 

Integration with Exxat Prism

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Schools integrated with Exxat Prism can send schedules created in Exxat One to Prism for placement and rotation management.

To process schedules in Prism:

1. Navigate to Schedules and Onboarding.
2. Click Add Schedules to PRISM in the upper-right corner of the page.
3. Complete the required workflow in Prism to create placements, manage rotations, and perform other course-related activities.

Note: The Add Schedules to PRISM option is available only for schools integrated with Exxat Prism.

Prism Process Status

The Prism Process Status column displays the current processing status of each schedule.

Available statuses include:

• To Be Added – The schedule has not yet been processed into Prism.
• Added to Prism – The schedule has been successfully processed and added to Prism.

Use this column to track which schedules have been transferred to Prism and identify schedules that still require processing.

 

🎥 Video Walkthrough
Refer to these videos for detailed walkthroughs: Schedules (Individual)

Schedules (Group)