Scheduling

On the Schedules and Onboarding screen, you can view and manage approved slots. Each approved slot is displayed as a separate availability, making it easy to track and manage multiple assignments:

1. Availability Name: Displays the name of the availability for which the slot was approved. Click the name to view, edit, or track the availability.
2. Schedule ID: Displays a unique ID associated with each availability for better tracking.
3. Student details: Displays the name of the student scheduled to an approved slot. If a student is not assigned, then go to Schedule Students option to schedule a student for the slot.
4. School name: Displays the name of the school associated with the slot.
5. Preceptor: Displays the name of the preceptor or clinical instructor who will supervise the student during the availability.
6. Location | Unit: Displays the location where the availability will take place, along with units of the location appended after location names.
7. Shift: Displays schedule timings for students during clinical rotations, such as morning, afternoon, evening, or night shifts.
8. Days of the week: Displays the days on which the students would be attending the schedule at the site.
   
9. Schedule Duration: Displays the start and end dates of the approved slot.
10. Schedule Status: Displays the student schedule status. The following statuses are displayed based on the progress of the student schedule.
    • To be Scheduled: Displayed when you approve a slot request, but the school has not scheduled a student profile. It indicates that the next step is for the school to schedule a student. (Or you can schedule a student as well)
    • Not Confirmed: Displayed once the school schedules a student to an approved slot or includes student details in the slot request. It means that the student is scheduled but not yet confirmed by the school.
    • Confirmed: Displayed when the school has confirmed a student on the schedule.
    • Cancelled: Displayed when the schedule has been cancelled by you or the school.
11. Onboarding Status: Displays the onboarding status of the student on the schedule. The following statuses are displayed based on the onboarding progress of the student.
    
    • Not Applicable: Displayed when the student in not yet confirmed on the schedule and hence the onboarding is not applicable yet.
    • Non-compliant: Displayed when not all the onboarding requirements have been fulfilled or approved yet.
    • Compliant: Displayed once all the onboarding requirements are fulfilled and approved.
12. Actions: Displays  to edit details, reassign students, manage other aspects of the assignment, and  to message the school.

For Calendar View of Schedules and Onboarding: 

Navigate to the Schedules and Onboarding screen and simply click on Calendar View to see an organized display of all schedules across the duration in the calendar. 

You can search for schedules by using the following search and filters: 

Search by availability name. 

Filter by Discipline, Schools, Location, Schedule status, Onboarding status and start & end date. 

Use this view to easily track student placement over time and you can even directly proceed to schedule students and/or clinical instructors from the calendar itself. 

Click on a schedule displayed on the calendar to open a panel where you can view the schedule details (Site name, location name, schedule duration, etc.)  and the scheduled student. 

If no student has been scheduled on the slots, you can even proceed to schedule student directly from the opened panel by clicking on the “Schedule Student” button and navigating to the schedule drawer where you can schedule the student. 

 

Click on the onboarding status of the scheduled student to view the onboarding requirements’ fulfillment by the students. 

Color-Coded Statuses and icons: 

Quickly differentiate between completed, ongoing, and upcoming schedules with distinct colors on the schedule cards in the calendar. 

Identify compliant vs. non-compliant student schedules at a glance with dedicated icons, helping you manage the schedules by their onboarding status. 

Note: If your site has published a group availability and approved slots in it, then you will see a Group Tab alongside an Individual Tab in the Schedules and Onboarding screen.

Group Schedules:

•Clicking the Group tab allows you to view schedules for group availabilities.
•In the Group schedule grid, you can expand the availability name dropdown to display the list of approved slots for the schedule.

 On the Schedules and Onboarding window, you can perform the following:

1. Filtering Schedules
2. Sorting Schedules
3. Viewing or Editing Availability Name
4. Scheduling Students
5. Group-level communication with Schools
6. Exporting Schedules
7. Cancelling Schedule
8. Editing Location
9. Viewing Student Onboarding
10. Viewing Faculty Onboarding
11. Viewing Group-level Onboarding

Filtering Availability 

On the Schedules and Onboarding window, you can view the schedules using the following filters:

• Search: Click within the search text box and specify the availability name.
• Discipline: Enables you to narrow down schedules based on the discipline.

• Schools: View schedules given to a specific school. 

• Location Groups: Filter by predefined location groups of your site. 

• Locations:Narrow down schedules based on your specific site locations. 

• Schedule Status: Enables you to filter the schedules by the status of the schedule (To Be Scheduled, Not Confirmed, Confirmed and Cancelled)
• Onboarding Status: Enables you to filter the schedules by the status of the onboarding of the students (Not Applicable, Non-compliant and Compliant)
• Start and End date: 
  • For start date, select the required date from the calendar to filter the availability that begins on the selected date.
  • For end date, select the required date from the calendar to filter the availability that ends on the selected date
• Reset: Resets all the applied filters, displaying all the available data without filters.

Within the filter drop-down:

• Selected items are shown clearly within the filter, along with the total count of selected items.
• A Clear Selection button is available to deselect all items quickly.
• A Select All button allows you to select all items within a filter instantly.

Locations – Narrow down schedules by site location. 

Onboarding Status – Filter schedules based on the overall group's onboarding status. 

Moreover, you can also use the search functionality for group schedules: 

Search: Click within the search text box and specify the availability name. 

Filtering for Group Schedules:

You can apply the following filters on the Group Schedules tab within the Schedules and Onboarding screen to quickly find relevant group schedules:

• Disciplines – Filter schedules based on the disciplines associated with them.
• Schools – View schedules given to a particular school.
• Locations – Narrow down schedules by site location.
• Onboarding Status – Filter schedules based on the overall group's onboarding status.

Moreover, you can also use the search functionality for group schedules:

• Search: Click within the search text box and specify the availability name.

Sorting Schedules

1. Sorting: Sort by Availability Name, Student Details, Preceptor, or Schedule Duration to help you locate necessary information faster and stay organized.
   
   Note: Sorting can be done on one column at a time. 
2. Click on the arrow icon besides the “Availability Name” column header to sort the schedules in ascending, descending and normal order according to the alphabetical order of the student’s name corresponding to the schedules.
   
3. Click on the arrow icon besides the “Student Details” column header to sort the schedules in ascending, descending and normal order according to the alphabetical order of the student’s name corresponding to the schedules.
   
4. Click on the arrow icon beside the “Preceptor” column header to sort the schedules in ascending, descending and normal order according to the alphabetical order of the preceptor’s name corresponding to the schedules.
   
5. Click on the arrow icon beside the “Schedule duration” column header to sort the schedules in ascending, descending and normal order according to the start date of the duration corresponding to the schedule.
   Similarly, you can also apply the sorting on the Availability Name, Preceptor and Schedule Duration columns on the group schedules tab.

Viewing or Editing Availability Name

Click on the required availability name to view and edit the details. You will be redirected to the School Requests window where you can update or review the information. For more information, go to <<View and Track Availability>> section.

Scheduling Students

You can assign students to the required slots by performing the following steps:

1. Click Schedule Student or click .
2. In the <<Slot Name>> screen, specify the following details:
   • In the Availability Details:
     • Location: Select the required location from the drop-down menu.
     • Unit: Displays the number of units available for the selected slot.
     • Discipline(s) & Specialization(s): Select the necessary discipline and expand the menu to select the specializations.
     • Shift: Select the appropriate shift from the drop-down menu.
     • Days of the Week: Specify the days the rotation will take place.
       
   • In the Student Details:
     • First Name: Enter the student’s first name.
     • Last Name: Enter the student’s last name.
     • Email: Provide the student's email address.
     • Preceptor: Select the preceptor who will mentor the student.
     • Placement Start Date: Enter the start date for the schedule.
     • Placement End Date: Enter the end date for the schedule.
       
   • In the Message Received During Track Requests section: View all messages received from the location related to the schedule.
   • In the Message section:
     1. Select the checkbox corresponding to School if you want to send a message to the school.
     2. In the Add your message here text box, type your message.
        OR
     3. Click  under the Actions column to message the school.
     4. Click Send Message to reply to the school on this schedule.
        

Scheduling students or editing schedule details for group schedules: 

You can schedule the student in a group schedule in a similar manner like you schedule for an individual schedule and update the schedule details (location, unit, shifts and days of the week) within the schedule drawer through the edit icon corresponding to a group schedule in the grid. 

Moreover, you can edit the group name within the schedule drawer in addition to updating the schedule details. The updated group name will reflect in the “Group Name” column in the Group Schedules grid. 

Group-level communication with Schools

• Navigate to the group schedules by clicking the Group tab on the Schedules and Onboarding screen.
• Click the message icon corresponding to the desired group schedule to open the Messages drawer.
  
• Select the checkbox corresponding to School and type your message in the Add your message here textbox section.
• Click on Send to send the message.
  

Exporting Schedules

You can download the schedule details in excel format directly from the Schedules and Onboarding screen. Simply click the Export button at the top right corner of the screen to export your data with all the relevant details included. A confirmation message will appear to let you know that the file is being prepared and will be available shortly.

 

Cancelling Schedule

To cancel a schedule, perform the following:

• Inside the edit schedule drawer, click on Cancel schedule at the top right corner.
  
• A dialogue box will appear asking Are you sure you want to cancel schedule?
• You need to provide a reason for cancellation and click on Confirm to cancel the schedule.
  

View video tutorial:

Editing Location

Click on the required location name on the schedules grid to view and edit the details. You will be redirected to the Locations menu under the Site Configuration window where you can update or review the information. For more information, go to <<Site Configuration guide>> section.

Viewing Student Onboarding

To view onboarding status for schedules, perform the following:

1. Go to Schedules and Onboarding.
2. On the Onboarding Status column, view the status for each schedule to track the onboarding status of the confirmed students.
   Note: You can only move on to view the onboarding status once the student has been confirmed.
   Following statuses are displayed based on the progress:
   • Non-compliant: Displayed when not all the onboarding requirements have been fulfilled or approved yet.
   • Compliant: Displayed once all the onboarding requirements are fulfilled and approved.

Viewing Requirement-Specific Status:

1. Click on the status of a specific schedule to view detailed onboarding information.
2. You can now see the status of each onboarding requirement, including updates from the approval team. This helps ensure accurate status tracking and that all requirements are met. Following are the requirement-specific statuses:
   • Get Started: Displayed when the requirement has not been filled yet and it requires action.
   • Pending review: Displayed when the student has submitted the onboarding requirement. However, the review has not been started by the onboarding review team.
   • In progress: Displayed when the student is in between filling the requirement and clicks on “Save as draft”. The student can always come back and fill the requirement and “Submit”.
   • Approved: Displayed when the onboarding requirement submission has been reviewed and approved.
   • Not Approved: Displayed when the onboarding requirement submitted by the student has been rejected.
   • Expired: Displayed when an already submitted and approved certification or vaccination for the requirement has exceeded its expiration date.

Reviewing and Overriding Onboarding Requirements

You can use this option to maintain accurate records of onboarding requirements and ensure compliance.

Reviewing and overriding requirements:

To review and override onboarding requirements, perform the following steps:

1. Go to Schedules and Onboarding.
2. On the Status column, view the onboarding status of each schedule.
3. Click on the status to view the list of fulfilled onboarding requirements along with their statuses for each student schedule.
4. Click the required onboarding requirement to view the filled or uploaded information by the student and its status, if already reviewed by the onboarding review team.
   
5. Click Update Now after selecting the required status from the document status drop-down in the review section. If a requirement must be updated, for example, marked as approved but later needs to be declined.
   

Even if the Group Onboarding Requirements page shows 'Compliant,' the overall group status remains 'Non-compliant' until all student and clinical instructor onboarding requirements are also approved. 

In the grid view of group schedules, you will see a “Group Requirement Completed” status label when the group-level requirements submitted by the school has been approved. 

Note: While the school fulfills and gains approval for group-level requirements, clinical instructors and students must also complete their individual onboarding for the group to be fully compliant and ready for the schedule.

Messaging Enhancements

You can send and receive messages from students regarding their schedules and onboarding directly within Exxat One For Site. This feature improves communication with students and helps resolve any issues or questions more quickly.

Messaging Students

To message students, perform the following:

1. Click the required onboarding status for the confirmed schedule to view the onboarding requirement fulfilment by the student.
2. On the right side of the screen, in the Messages section perform the following:
   • For To, select the School and/or Student checkbox.
   • In the Add your message here text box, enter your message.
   • Click Send.
   • Click View more in the chat box to view the chat history. On the Messages screen, you can view the required conversation:  
     • Click School to view all the conversations with the school.
     • Click Student to view all the conversations with the student.

 

Message Notifications

You will receive in-app notifications regarding messages received from the students concerning their schedules and onboarding. Click on the notification received to view the message and reply to the student.

Viewing Clinical Instructor Onboarding

To view onboarding status for a clinical instructor on a group schedule, perform the following:

1. Go to Schedules and Onboarding.
2. Click on the Group tab to navigate to the group schedules screen.
3. Click on the dropdown arrow corresponding to any of the group schedule to view the details of the instructor and students assigned to it.
4. On the Onboarding Status column, view the status for clinical instructor to track the onboarding status of the faculty. 
   Following schedule statuses are displayed based on the schedule progress:
   1. To Be Scheduled: Indicating that the school has not yet assigned a clinical instructor on the schedule.
   2. Invite Pending: Indicating that the school has assigned a clinical instructor but has not sent an invite to the instructor to join the platform.
   3. Invited: Indicating that the clinical instructor has been invited by the school.
      Following onboarding statuses are displayed based on the onboarding progress of the instructor:
      
      • Non-Compliant: Indicating that the clinical instructor has started fulfilling the onboarding requirements for the schedule.
      • Compliant: Indicating that all the onboarding requirements have been submitted by the clinical instructor and are approved.

Viewing Requirement-Specific Status of the Clinical Instructor:

1. Click on the status of a specific schedule to view detailed onboarding information of the instructor.
   Note: After the school invites an instructor, their onboarding status will change to 'Non-Compliant.' Only then can you click on the status to view their progress.
2. You can now see the status of each onboarding requirement, including updates from the approval team. This helps ensure accurate status tracking and that all requirements are met. Following are the requirement-specific statuses:
   • Get Started: Displayed when the requirement has not been filled yet and it requires action.
   • Pending review: Displayed when the clinical instructor has submitted the onboarding requirement. However, the review has not been started by the onboarding review team.
   • In progress: Displayed when the instructor is in between filling the requirement and clicks on “Save as draft”. The instructor can always come back and fill the requirement and “Submit”.
   • Approved: Displayed when the onboarding requirement submission has been reviewed and approved.
   • Not Approved: Displayed when the onboarding requirement submitted by the instructorhas been rejected.
   • Expired: Displayed when an already submitted and approved certification or vaccination for the requirement has exceeded its expiration date.

Reviewing and overriding requirements submitted by faculty:

1. Click the required onboarding requirement to view the filled or uploaded information by the clinical instructor and its status, if already reviewed by the onboarding review team.
   
2. Click Update Now after selecting the required status from the document status drop-down in the review section. If a requirement must be updated, for example, marked as approved but later needs to be declined.

Messaging Enhancements

You can send and receive messages from clinical instructor regarding their schedules and onboarding directly within Exxat One For Site. This feature improves communication with instructors and helps resolve any issues or questions more quickly.

Messaging Faculties

To message instructors perform the following:

1. Click the required onboarding status corresponding to the clinical instructor in the group schedule grid to view the onboarding requirement fulfilment by the instructor.
2. On the right side of the screen, in the Messages section perform the following:
   • For To, select the Clinical Instructor checkbox.
   • In the Add your message here text box, enter your message.
   • Click Send.
   • Click View more in the chat box to view the chat history.  
     

Or, you can also message instructors in the following way:

1. Click on the message icon, corresponding to the clinical instructor row in the group schedule grid.
   
2. In the Messages drawer, select the Clinical Instructor checkbox.
3. In the Add your message here text box, enter your message and click Send.

Moreover, if you click on the message icon corresponding to the assigned student in the group schedule grid, then you will see the same Messages drawer, where you can select the desired checkbox against the School, Student or Clinical Instructor and type and send the message.

Message Notifications:

You will receive in-app notifications regarding messages received from the clinical instructors concerning their schedules and onboarding.

Viewing Group-level Onboarding

To view the group-level onboarding requirements for a group schedule and its fulfilment by the school, perform the following:

1. Go to Schedules and Onboarding.
2. Click on the Group tab to navigate to the group schedules screen.
3. On the Onboarding Status column, view the overall group-level status that can be the following:
   • Non-compliant: Displayed when the group schedule is created, and the group members are not yet compliant, or the group-level onboarding requirements are not met.
   • Compliant: Displayed when the group members are compliant, and the group-level onboarding requirements have been approved.
4. By clicking the overall group-level status, you'll open the Onboarding Requirements page. This page displays the configured group-level onboarding requirements, categorized into sections for Students, Clinical Instructors, and both Students and Clinical Instructors.
5. You can now track the progress of each onboarding requirement, including updates provided by the approval team. This ensures accurate status tracking and confirms that all requirements are fulfilled. The requirement-specific statuses are detailed below:
   • Get Started: Displayed when the requirement has not been filled yet by the school and it requires action.
   • Pending review: Displayed when the school has submitted the onboarding requirement. However, the review has not been started by the onboarding review team.
   • In progress: Displayed when the school is in between filling the requirement and clicks on “Save as draft”. The school can always come back and fill the requirement and “Submit”.
   • Approved: Displayed when the onboarding requirement submission has been reviewed and approved.
   • Not Approved: Displayed when the onboarding requirement submitted by the school has been rejected.

   • Expired: Displayed when an already submitted and approved certification or vaccination for the requirement has exceeded its expiration date.

Reviewing and overriding group requirements submitted by school:

1. Clicking a specific onboarding requirement allows you to see the information provided by the school and the review status from the onboarding team, if applicable.
   
2. If you need to update a requirement's status, select the desired status (Approved or Not Approved) from the document status dropdown in the review section, and then click 'Update Now'.
   
3. Even if the Group Onboarding Requirements page shows 'Compliant,' the overall group status remains 'Non-compliant' until all student and clinical instructor onboarding requirements are also approved.
4. In the grid view of group schedules, you will see a “Group Requirement Completed” status label when the group-level requirements submitted by the school has been approved. 
5. 
   Note: While the school fulfills and gains approval for group-level requirements, clinical instructors and students must also complete their individual onboarding for the group to be fully compliant and ready for the schedule.