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Scheduling and Onboarding

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Quick Overview

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.

What You Will Learn

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.

Getting Started

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
Table of Contents

 

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 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:

Tab Description
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

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 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.

 

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
Note: The Group Onboarding Status becomes Compliant only when all students, clinical instructors, and school-level requirements have completed their onboarding requirements.

 

Searching and Filtering Schedules

Search Schedules

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

Individual Schedules

Search by:

  • Availability Name
  • Student Name
  • Schedule ID

Group Schedules

Search by:

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

Note:

  • Schedule ID searches require the complete ID.
  • All other searches require at least three characters.

Filter Schedules

Use the available filters to narrow down schedule results.

Common 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 Reset to clear all applied filters.

 

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.
  1. Select a freeze option:
    • Freeze Left
    • Freeze Right
    • Fixed
    • None
  2. Use the visibility icon to show or hide columns.
  3. 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.
Note: Applied filters and search criteria are included in the exported file.

 

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 Schedules and Onboarding and select the Individual tab.
  2. Locate the opportunity and click Schedule Student, or click the Edit icon in the Actions column.
  1. The scheduling drawer opens displaying the opportunity details.
  1. Select a student from the dropdown list.
  2. Search for a student by name if needed.
  1. Optionally enter the student's Graduation Date.
  2. 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 Schedules and Onboarding and select the Individual tab.
  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. Optionally enter the student's Graduation Date.
  7. Review the schedule details and click Save.

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 Schedules and Onboarding and select the Group tab.
  2. Locate and expand 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 student from the dropdown list.
  6. Search for a student by name if needed.
  7. Optionally enter the student's Graduation Date.
  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 Schedules and Onboarding and select the Group tab.
  2. Locate and expand 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. Optionally enter the student's Graduation Date.
  8. Click Save to assign the student to the group schedule.
Note: Each student within a group schedule must be scheduled individually.
 

Editing Student Details

To edit a scheduled student:

  1. Click the Edit icon in the Actions column.
  2. Update the student information.
  3. Click Save.

Non-Prism Schools

Student information can be edited until:

  • The schedule is confirmed.
  • Onboarding begins.

Prism Schools

Student information must be updated in Prism.

 

Removing or Replacing a Student

To remove or replace a student:

  1. Open the schedule drawer using the Edit icon.
  2. Locate the Scheduled Student section.
  3. Remove the current student or select another student.
  4. Click Save.
Note: Students cannot be replaced once onboarding has begun.

 

Confirming and Reconfirming Students

Students can be confirmed only when:

  • A student has been scheduled.
  • The Schedule Status is Not Confirmed.

To confirm students:

  1. Select the student row.
  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. Select Cancel Schedule.
  1. Enter a cancellation reason.
  2. Confirm the cancellation.
Note: Cancelled schedules appear greyed out and notifications are sent automatically.

 

Cancelling Group Schedules

You can cancel individual students within a group or cancel the entire group schedule.

To cancel a group schedule:

  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 and Re-Inviting Clinical Instructors

Clinical instructors can only be assigned to group schedules.

To invite a clinical instructor:

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

To resend invitations:

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

 

Adding or Editing Clinical Instructors

To add a clinical instructor:

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

Prism Schools

  1. Select Select Prism Clinical Instructor.
  2. Choose the instructor from the imported list.

Non-Prism Schools

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

To edit an existing clinical instructor,

  • For Prism schools, select a different instructor from the imported Prism instructor list and click Save.
  • For Non-Prism schools, update the instructor's details, such as First Name, Last Name, Email Address, or Contact Number, and click Save.
Please note: Changes made to a Prism instructor's information must be completed in Prism. Instructor details cannot be edited directly in Exxat One. For non-Prism schools, instructor information can be updated directly within Exxat One.

 

How to View and Track Student Onboarding (Individual)

To view onboarding progress for an individual student, click the onboarding status or Eye icon 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

To view onboarding progress for a group placement, click the onboarding status or Eye icon 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.

 

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.

 

Integration with Exxat Prism

Schools integrated with Exxat Prism have access to the Prism Process Status column on the Schedules and Onboarding grid.

This integration allows schedules created in Exxat One to be processed into Prism, enabling schools to create placements, manage rotations, and perform additional course-related activities within Prism.

To process schedules:

  1. Navigate to Schedules and Onboarding.
  2. Click Open Prism in the upper-right corner of the page.
  3. Complete the required Prism processing workflow.

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)

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