Managing Notifications and Emails

The Notifications and Emails features in Exxat One help Site users stay informed about important updates and manage how they receive notifications. Site Admins can configure notification preferences for different user types, customize email templates, and set the sender display name for outgoing emails.

The guide covers the Notification Centre, personal notification preferences, notification configuration, email template customization, and email setup. It also explains the Weekly Request and Schedule Management Digest, which provides a summary of pending requests and upcoming schedules that may require attention.

• View and manage notifications in the Notification Centre.
• Understand the events that trigger notifications and how notifications are delivered.
• Access notification settings from the Notification Centre and Site Configuration.
• Manage your personal notification preferences through My Notifications.
• Configure default notification preferences for different Site user roles and lock selected preferences.
• Preview notification and email formats.
• Create and customize email templates using merge fields, links, and attachments.
• Configure the sender display name for outgoing emails.
• Understand the information included in the Weekly Request and Schedule Management Digest.

1. Sign in to Exxat One.
2. Select the Notification Bell icon in the top navigation bar to open the Notification Centre and view your latest notifications.
3. To access notification and email settings, open the Menu and select Site Configuration.
4. Under Notification, you can access the following options:
   • Email Setup: Configure the sender display name for outgoing emails.
   • Email Templates: Create and customize notification email templates.
   • My Notifications: Manage your personal notification preferences.
   • Notification Configuration: Configure notification preferences for different Site user roles.

You can also access My Notifications and Notification Configuration directly through the Settings icon in the Notification Centre.

1. Viewing Notifications in Exxat One
2. Trigger Events for Notifications
3. Understanding the Notification Centre
4. Managing Personal Notification Preferences (My Notifications)
5. Configuring Notification Preferences
6. Customizing Email Templates
7. Configuring Email Setup
8. Weekly Request and Schedule Management Digest
9. Video Walkthrough

Viewing Notifications in Exxat One

When a new notification is received, a notification badge appears in the top-right corner of the platform.

The badge displays the number of unread notifications currently waiting for your attention.

Click the notification icon to open the Notification Centre.

Notifications are displayed from newest to oldest, helping you quickly review the latest updates from schools.

Clicking a notification related to a request, schedule, or message opens the item details in a side drawer on the current screen.

The drawer displays the relevant information and available actions for the selected item. You can close the drawer to return to your previous view without navigating away.

Trigger Events for Notifications

You will receive notifications for the following events:

• A new slot request is submitted by a school.
• A message is sent by a school, student, or clinical instructor.
• A school updates or modifies an existing slot request.
• A slot request is revoked by a school.
• A school schedules a student on an approved slot.
• A school updates details of an existing student schedule.
• A schedule or assignment is cancelled.
• A student is removed from a schedule by a school.
• A student is replaced on a schedule by a school.
• A student is confirmed on a schedule.
• A schedule is moved to a different location.
• A student begins submitting onboarding requirements.
• A student completes and submits all onboarding requirements.
• A student’s onboarding requirement is not approved.
• A student becomes compliant for a schedule.
• A clinical instructor submits onboarding requirements or becomes compliant for a schedule.

Notifications appear as pop-up alerts near the Notification Bell icon in the top navigation bar. All notifications are also stored in the Notification Centre, where you can review them later if needed.

Understanding the Notification Centre

The Notification Centre provides a central place to review and manage all your notifications.

Inside the notification panel, you will find several helpful controls.

Notification Categories

Notifications can be filtered using three views:

• All – Displays every notification
• All Messages – Shows only communication messages
• All Updates – Displays system updates such as requests, schedules, or onboarding events

Each tab also displays the number of notifications available.

Managing Notifications

Within the Notification Centre, you can:

• Use Mark All Read to clear all unread notifications, or mark individual notifications as read or unread as needed.
• Toggle Unread Only to view only notifications you have not opened
• Scroll through notifications to review older updates
• Click the close icon (X) to exit the notification panel

Each notification shows:

• Notification type (Update / Message)
• The user or system that triggered the action
• A short description of the event
• The timestamp of when the update occurred

Accessing Notification Settings

Notification settings can be opened directly from the Notification Centre.

Click the Settings icon in the notification panel to navigate to My Notifications/Notification Configuration.

You can also access Notification settings from the main navigation: Site Configuration → Notification → Email Setup/Email Templates/My Notifications/Notification Configuration

Managing Personal Notification Preferences (My Notifications)

The My Notifications option allows you to manage how you personally receive notifications in Exxat One. These preferences apply only to your account.

You can choose whether to receive notifications through the in-app Notification Center, email, or both, depending on the available settings and any restrictions configured by your Site Admin.

The My Notifications screen displays notification categories and their associated events.

The preferences are organised into two delivery channels:

• In App
• Email

Notification categories are grouped by activity, such as:

• Messages
• Slot Requests
• Schedule Management
• Onboarding, Ongoing and Offboarding
• Digest
• Jobs

To manage preferences:

1. Locate the notification category or event you want to manage.
2. Use the checkboxes under In App and Email to enable or disable the corresponding notification channel.
3. Review your selections.
4. Select Save Now.

These preferences determine how you receive notifications for the applicable events.

Configuring Notification Preferences

The Notification Configuration option allows Site Admins to define the default notification preferences for different user types. Unlike My Notifications, which applies to your own account, Notification Configuration controls the preferences available to other users within the site.

Site Admins can configure in-app and email notification preferences by category and event. They can also lock preferences to prevent users from changing specific settings.

The Notification Configuration screen includes a user-type dropdown. Select the user type whose notification preferences you want to configure.

The available user types include:

• Site Admin
• Location Coordinator
• Discipline Coordinator
• Location Discipline Coordinator
• Preceptor

The notification categories and events are displayed based on the selected user type.

The screen displays notification categories and their associated events.

Each category contains individual events for which notification preferences can be configured. The available delivery channels are:

• In App
• Email

For each applicable event, Site Admins can enable or disable the available notification channels using the corresponding checkboxes.

Locking Notification Preferences

Site Admins can lock notification preferences to prevent users from changing specific settings.

When a preference is locked for a user type, the affected users cannot modify that preference from their My Notifications screen.

This allows Site Admins to maintain control over selected notification settings while allowing users to manage other preferences that are not locked.

To prevent users from changing the notification preferences for a specific category, click the lock icon next to that category.

Previewing Notification and Email Formats

To preview how notifications and their corresponding emails appear, click the eye icon next to the relevant event. The Notification Preview window displays examples under the In App and Email options. You can switch between these options and expand the associated event examples to view the notification or email content, including the relevant details for that event.

Customizing Email Templates

The Email Templates option allows Site Admins to customize the content and format of notification emails sent from their site.

You can create customized templates for supported notification events, use merge fields to insert relevant information automatically, add links and attachments, and choose which template should be used by default.

1. Open the Menu.
2. Select Site Configuration.
3. Under Notification, select Email Templates.

The Email Templates screen displays the available notification categories and their associated events.

1. Select a notification category to expand it.

2. Select the event for which you want to view the email template.

3. The available templates for that event are displayed.

Each template includes details such as its name, template type, and default status.

Select a template to review its content and available actions.

Each email template card displays options to preview, clone, edit, and delete the template. Standard templates can only be previewed or cloned; they cannot be edited or deleted. You can also add a new template either from scratch or by using an existing Standard template as a base for customization.

Adding an Email Template

You can create a new email template from scratch or use an existing template as a starting point.

1. Open the required notification event under Email Templates.
2. Select Add template.

3. Choose one of the following options:
   • Start from scratch: Create a new template without using an existing template.
   • Pick a template: Select an existing template to use as the starting point.

4. Enter a name for the template.

5. Provide the email subject.
6. Add the email content in the body editor.
7. Configure the remaining template settings, if required.
8. Select Save.

The template is added to the selected notification event after it is saved.

Using Merge Fields

Merge fields allow you to insert information that is automatically populated with the relevant recipient or notification details when an email is generated.

The available merge fields are displayed in the Merge fields panel.

The fields shown in the current template editor include:

To use a merge field:

1. Select or enter the required merge field in the subject or body.
2. Position the field where the corresponding information should appear.

The merge field is replaced with the relevant information when the email is generated.

Adding Links to Email Templates

You can include links in email content to direct recipients to relevant screens within Exxat One.

The Links section in the template editor provides the available link fields.

For example, the @deep_link field inserts a link that takes the recipient directly to the relevant screen within Exxat One.

To add a link:

1. Select or enter the available link field in the email body.
2. Position it where recipients should access the relevant screen.

Adding Attachments

You can attach supporting files to an email template.

1. Navigate to the Attachments section.
2. Select Browse to upload.
3. Choose the file you want to attach.
4. Confirm that the file has been added to the template.

The template editor displays the remaining attachment storage available.

Supported formats include PDF, DOC, DOCX, JPG, JPEG, PNG, HEIC, XLSX, PPTX, PPTM, POTX, POTM, PPT, RTF, XLS, DOCM, BMP, CSV, GIF, TIFF, and MP4.

Each uploaded file must be under 20 MB. If you encounter issues viewing an uploaded file in another format, converting it to PDF is recommended.

Setting a Template as Default

You can select a template as the default template for its notification event.

1. Enable Set as default.
2. Save the template.

The selected template is identified as the default for that event.

Configuring Email Setup

The Email Setup option allows Site Admins to configure the display name used for emails sent from their site. The configured display name is shown to recipients as the sender name.

The Email Setup screen includes an Email Display Name field.

To update it:

1. Enter the name you want recipients to see as the sender name.
2. Select Save Now to save your changes.

The updated display name is used for notification emails sent from your site.

Weekly Request and Schedule Management Digest

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The Weekly Request and Schedule Management Digest provides a consolidated view of pending requests and upcoming schedules that may require your attention.

The digest includes the following:

• Pending Request Aging: View requests currently pending your review, categorized by how long they have been open:
  • Less than 7 days
  • 7–15 days
  • 16–30 days
  • More than 30 days
• Request Activity (Last 30 Days): View the total requests received, approved, rejected, and currently pending your review.
• Upcoming Schedule Readiness (Next 30 Days): View schedules starting in the next 30 days, including schedules with no student assigned and schedules where onboarding is not fully compliant.
• Detailed Excel Attachment: Review detailed information for pending requests and schedules requiring attention. The attachment includes request details such as Availability, School, Requested Slots, Requested Duration, Discipline, and Status.
• Direct Access: Use the View links in the email or Excel attachment to open the corresponding request or schedule in Exxat One and take action.

Please note: The digest is sent only when there are requests requiring review and is enabled by default. You can manage the notification from your notification preferences.

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