Mar 31st, 2025 Release

We are excited to announce new enhancements in Exxat One for Sites, designed to improve workflow efficiency, visibility, and control over notifications, scheduling, and partner management. With this release, you can now customize your notification preferences, filter schedules more effectively, view approval details for slot requests, manage program partners, and use a structured calendar interface for seamless slot and schedule management.

Here’s what’s new:

Enhanced Notification Configuration – Customize Your Email and In-App Alerts

You now have full control over the notifications you receive! With the updated Notification Configuration screen, you can:

• Enable or disable email and in-app notifications for specific event triggers.
• Notifications are now categorized into four categories: Messages, Slot Requests, Schedules, and Onboarding for better organization within the Configuration section.
• Configure settings at the category level (enabling/disabling all notifications in that category) or at the event level (fine-tuning specific alerts).

Configuring notifications:

1. Navigate to Notification Configuration in your settings.
2. Check or uncheck the boxes for receiving email and in-app notifications under each category or for the whole category of notifications.
3. Click Save to apply your preferences.

Advanced Filtering on Schedules and Onboarding Screens

Finding the schedule is now easier with new filtering options! You can now filter schedules by:

• Schools – View schedules given to a specific school.
• Location Groups – Filter by predefined location groups of your site.
• Locations – Narrow down schedules based on specific site locations.

Additionally you can now apply the following filters on the Group Schedules tab within the Schedules and Onboarding screen to quickly find relevant 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.

Visibility of Slot Request Creator and Request Date

You can now see who created a slot request and when it was made, helping you streamline communication and decision-making.

• Navigate to any School Request.
• Under the Requested Details section, view Requested by and Requested On (date and time) information.
• Use this to directly connect with the request initiator for clarifications.

Visibility of Slot Approval Details

Easily track who approved a slot request and when within your site personnel:

• Navigate to the review screen of an approved school request.
• View the Approved by and Approved On (date and time) information within the approval section for better transparency and internal coordination.

Remove School Partners from Program Partner List

You now can remove schools from your program partner list under the Configuration section:

• Click the trash can icon next to the partner you want to remove.
• Confirm the deletion to update your partner list instantly.

Find Program Partners Not on Exxat One

Quickly identify schools in your Program Partner List currently not on Exxat One.

 On the list of schools on the Add Program Partner screen “Not yet on platform” will appear next to the school's name, they can be added as a Program Partner by clicking the Save button

• This enables visibility of schools not currently using Exxat One and track potential partners which may want to use Exxat One.

Automated Email Reminders for Students' Due Onboarding Requirements

To ensure students complete onboarding requirements before scheduled placements at your site, Exxat One now sends:

• Twice-weekly reminders starting 30 days before the start date for completing the pending onboarding tasks to become compliant for the schedule.  These reminders will stop once all requirements are completed.

This helps students maintain compliance and prepare for their upcoming schedules.

Moving Slot Requests Between Availabilities

It is now easier to manage slot requests with flexibility by allowing unreviewed slot requests to be moved to another availability. Whether you need to adjust requests based on updated availability at locations or better align with site preferences, this feature ensures a smooth transition without losing key details.

Moving a Slot Request:

1. Open the Slot Request Review Screen
   1. Navigate to the School Requests screen and select the desired request that is in "Request Pending" status.
   2. Click on the “Review” button corresponding to the request to open its detailed Review Screen.
2. Initiate the Move
   1. Click on the Move Now button within the Requested Details section to begin the transfer process.
3. Select a New Availability
   1. A new window will appear with a list of availabilities matched to the discipline of the current slot. The discipline filter on the grid allows for changing the matching discipline.   
   2. Select the new availability that best fits the request.
   3. Click the Next button in the top right corner.
4. Complete Mandatory Details (If required)
   1. If the selected availability has any missing mandatory fields, you will be prompted to complete them before continuing.
5. Confirm and Update
   1. Review the slot request and the new availability details.
   2. Click Save to move the slot request to the selected availability.

Note: All messages and in-app notifications linked to the slot request will automatically move along with the request to the new availability, but the email notifications will not move.

This enhancement provides greater flexibility in managing slot requests, ensuring that schools and sites can make necessary adjustments without extra manual work.

Calendar View for School Requests and Schedules

 Introducing a structured Calendar View to help you efficiently manage school requests and schedules with improved visibility and organization. This new view allows you to seamlessly track slot requests, approved schedules, and student compliance statuses—all in one place.

Note: The Calendar within the “Manage Slots” section in the review screen of a school request has now been removed. You can view the new detailed calendar with enhanced functionalities.

Accessing the Calendar View

For School Requests:

• Navigate to the School Requests screen and select View Calendar option from the top. You can also view the calendar from within each school request or from the school requests tab in the View and track availability screen, to view the requests and schedules in calendar for that availability.
• Choose a specific location to display all pending slot requests and approved schedules at that location.
• You can now view the requests and schedules (approved requests) in the calendar across their duration.
• Click on any request or schedule visible in the calendar to view its details, including the requested (or scheduled) dates, school information, and slot details.
• You can act directly from the calendar by opening the review screen of slot requests and approving or declining them.

Multiple Viewing Modes: Easily switch between month, week, and day view to get a detailed or high-level overview of schedules and requests.

For Schedules and Onboarding:

• Navigate to the Schedules and Onboarding screen and click on Calendar View to see an organized display of all schedules across the calendar.
• Use this view to easily track student placement over time and you can even directly schedule students and/or clinical instructors from the calendar.

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.

Enhancements for Nursing Discipline 

Edit Group Name in Group Schedules 

For group schedules, you can now assign a meaningful and recognizable Group Name instead of relying on system-generated names.

Editing Group Name:

1. Open the Schedules  screen.
2. Click the Pencil Icon corresponding to a group schedule in the grid.
3. Click the Pencil Icon next to the Group Name at the top of the drawer.
4. Enter a new name and click Save.
5. The updated Group Name will reflect at once under the Group Name column in the Schedules grid.

Visibility of Group-Level Onboarding Requirement Completion 

Easily track the completion of group-level onboarding requirements by school for group schedules.

When a school submits group-level onboarding requirements and they get approved, you will see a "Group Requirement Completed" label in the schedule. This label confirms that all necessary group-level requirements have been fulfilled by the school, contributing to the compliance of the scheduled group.

This enhancement provides greater visibility into onboarding progress, helping you stay informed and manage schedules efficiently.

Note: In addition to the group-level onboarding requirements fulfilled by the school, both clinical instructors and students must fulfill their individual onboarding requirements for the entire group to be compliant and ready for the schedule.