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Site Configuration

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After reading this article you will be able to…

Adding or Editing Site Details

Your site details have been uploaded by the support team already. This section will allow you to update or add new site information. */hyperlink to glossary for Site/*

Editing Site Details

  1. Navigate to the Configuration menu by clicking by the gear icon on the lower left.
  2. Click on Site Details to view or edit your site’s basic information.
  3. To edit Basic Information section, click Basic Details then click on the pencil icon  .
  4. On the Site Information screen, you may edit the following details and click Save
    • Alias Name: an alternative name for your site, if applicable.
    • Address Line 1: the primary address details, such as building number, street name, and location.
    • Address Line 2: Include any additional address information to clarify the location.
    • City
    • State: select from dropdown menu.
    • Zip Code:  postal code for the address.
    • EIN:  Employer Identification Number.
    • Phone Number:  general contact number for the site.
    • Website: site’s official website URL.
      Total number of locations is calculated from the number of locations added.
  5. For site logo you can upload a logo by clicking on Upload a file on the right-hand side.  
    • Important Note: this is only available for those with site level access, those with location and group level access cannot upload site logos,

 

Add or Edit Locations

  1. To click on the Locations tab under Basic Information on the left-hand side of the screen. To add a location, click on the + Add Location button on the upper right.
  2. In the Add Location window add some or all the listed fields and then click Save on the upper right when you are finished.
    • Location Name – Enter the name of the location in the text box.
    • Alias Name – Provide an alternate name, if needed. You may consider adding this if a location is commonly known by a nickname.
    • Group - Use the drop-down menu to select the group for the location. See Groups */insert hyperlink for Groups instructions/* for more information about creating and using Location Groups (optional).
    • Location Coordinator – the person involved in student experiences at that location. You can select from a dropdown list. Please go to */insert hyperlink to Adding and Editing Personnel/* for instructions on adding people to the list (optional).
    • Address Line 1 – Enter the primary address details, such as site number, street name, and location.
    • Address Line 2 – Add additional address details, such as suite number (optional).
    • Phone number – Provide the location’s contact number, this is usually the general number for a location not a specific person.
    • City 
    • State 
    • Country – The default and only available option is United States.
    • Zip code

 

To edit an existing location

To edit an existing location, there are two workflows.  For both find the location name on the list.  You can find specific sites by typing the name in the Search bar or filter locations by State, Group, and Coordinators.

  1.  Click the edit pencil icon  in the Actions column on the right side for the location.
    • This allows you to edit Basic Information such as name, address and phone number.
    • Edit the basic information on the location page as needed. The Active field allows you to mark locations no longer in use. Click the Update button on the upper right to save your changes
  2. Edit by clicking on location name from the list.  On this screen there are pencil edit icons in each section to edit
    • Basic Information
    • Units: departments or units at a location.  */hyperlink to Glossary for Units/*
    • Associated Disciplines and Specializations: Programs accepted at this location for clinical experiences. A specialization can include settings at this location.
    • Associated Groups: Link this location to a Group. For more information see */hyperlink to groups in help docs/*
    • Personnel Affiliation: add or delete staff for this site. For how to add personnel please see */insert hyperlink to Personnel/*

  1. Clicking on the pencil icon for Basic Information allows you to edit the information as described above */insert hyperlink to Editing basic Information/*
  2. To add a new unit, click on the pencil/edit icon in the right-hand corner of the Unit area.  
    • Add new details about the Unit name and Description then click save.
  3. To edit an existing unit at the location, click the pencil icon in the action column for that unit.
    • Edit Unit name and Description then click Update to save
    • Click the trash can icon in the action column to delete a unit at a location.
    •  You can also remove a Unit by clicking the Delete button within the update screen
  4. To add or edit Associated Disciplines and Specializations click on the edit pencil icon in the Discipline and Specializations area.
    • To add a discipline, click the Add Discipline button in the upper right corner and select from the list.
    • Click the carrot to click on or off any specializations for that Discipline or click Select All.
    • Click the Add Now button to add the discipline and the selected specializations. Note: you mean to scroll down to find this.
    • You can delete a discipline and the associated specialties by clicking the red circle  icon.
    • You may edit the specialties for any discipline by clicking the down carrot to select them on or off. Click the Update button to save your changes.
      Note: you may need to scroll down to view the Update button.
  5. To add or edit Associated Groups click on the pencil icon  in the corner of the Grouping location.
    • Click the check boxes to the left of each group name to select or deselect groups and click Update to save changes.
  6. To add or delete Personnel Affiliation for a location click the edit pencil  icon the Personnel area.  Note all personnel and their designations are added under Personnel, see */hyperlink Personnel/*
    • To add a staff member, click the box to the right of their name, location coordinator and location preceptor roles are automatically selected. Use the switches to allow or deny the level of access.  To learn more about levels of access please see */hyperlink to access roles/
    • Uncheck the box to the right of the person to disaffiliate them from the site.
    • Click Update in the upper right corner to save changes.
    • Once this has been added you will be able to see the location staff and their level of access.
  7. Required Onboarding documents are displayed on the location information page for locations that have specific locations.  Please consult support at *insert support link* to edit these.

 

Adding or Editing Location Groupings

 

  1. Click on Location Groupings on the left side menu under Site Details.
  2. To add a new group, click on Add Group on the upper right. Add a name for the new group and click the boxes for each location to be included in the group. Search to find specific locations by typing the name in the Search bar or selecting a state. You can choose to add a group coordinator by selecting from the drop-down list of personnel.  Click Next to review the details.  

 

 

  1. After reviewing the information click Save create the new group.
  2. To edit an existing group, click on the pencil icon in the action column for the desired group.  
  3. Select or unselect the locations to include and edit the Group Coordinator if required and click Next.
  4. Review the details on the summary page and click Save to confirm changes.

 

Add or Edit Personnel

  1. To add  staff after selecting Personnel from the right side under Site Details click the Add Personnel button.

 

  1. Complete staff details such as name, prefix, credentials, and address information.  Designation is a dropdown please see */insert hyperlink to Designations/* for more information on adding designations. Click Save after adding staff information. Please note that adding people to this screen does not invite them to Exxat One or grant them access.  To invite someone to Exxat One for your site please contact Support at **insert Support email** indicating the person’s name, email and the level of access they are to be given.

 

  1. Editing Personnel contact information can be done two ways:
    • click the pencil icon  in the action column for the staff member and click Update to save changes.

 

  • Click the person's name, a screen with areas for Basic Details, Associated Locations, Coordinator for Groups and Notes and Documents will open.
  • For each section you can click on the edit pencil icon to edit the following.
    • Basic details appear as described above.
    • Associated locations have check boxes to select or unselect each location to be assigned to that person and an on/off designate a person as location coordinator. Click Update in the upper right corner to save changes.  

 

  • Coordinator for Group has check boxes on the left of each group listed. Use the check box to select or deselect Groups to be associated with this person. Click Update in the upper right to save your changes.  

 

  • Notes and Documents please select the +  icon to add a document. You will be prompted to upload the document along with a title, description and the document type.  Previously added documents appeared in a list, click the trash can icon  to delete the document. Click the document icon  to view and delete the document.

 

 

Add or Edit Designations

Note: Designations are for tracking personnel within the system, it is not mandatory. The designation doesn’t need to be the same as job title.  */insert hyperlink to glossary for designations/* Please contact support to request for access for site level, group level or location level. */ talent-support@exxat.com/*

  1. Click on Designations under Site Details 
  2. Click on the pencil icon  in the upper right corner.

 

 

  1. To add a designation, type the title in the box at the top, click on the page icon to select a color to assign to it then click the blue Add button.

 

  1. To edit a designation, click the pencil icon  to the right of its label.  Type in the text box to change the label, click the  to edit the assigned color.   In the action column click the check icon to save your changes, click the X to keep the previous text and color.  Click the trash can  to delete the designation.

 

View Availability Details

Click on Availability Details in the Configuration Section.

 

View disciplines and specializations

Click on Disciplines and Specialization to view a list of all disciplines, for each click the carrot on the right side to view the specializations.  Use the Search Bar in the upper right-hand corner to look for specific discipline or specialization.  Please note search will return the Discipline which must be expanded to view specializations.  Disciplines and Specializations are added by support, if you feel one is missing, please contact support at ***hyperlink for support.*** For more information, please see ***hyperlink to glossary**

 

View program types

Click on Program Type to view a list of all programs or degree tracks available.  Program types are added by support. If you feel one is missing, please contact support at ***hyperlink for support***. For more information, please see ***hyperlink to glossary**

Add or Edit shift details

  1. Click on Shifts to view a list of all programs or degree tracks available.
  2. To add a new shift, click the Add Shift.

 

  1. Add a Name for the shift, the start and end times (in 24-hour format) and a description if desired. Click Save in the upper right corner to create a new shift.

 

  1. To Edit an existing shift there are two methods:
    • Click on the pencil icon  in the action column to the right of each shift.
    • Click on the name of the Shift from the list.

 

 

  • In both cases a drawer opens where Name, shift times and Description can be changed. Click Update to save your changes.

 

Add or Edit Program Partners

Click on Program Partners under Configuration. For more information about Program Partners see *//insert hyperlink to glossary Program Partners//*

 

Add Program Partners

  1. Click on the Partner to view a list of existing partnered programs. Click +Add Partner.

 

  1. Click on the Select Program button to view a list of Schools and Programs and click the name of the Program. Select a Partner Category to assign the Program to if applicable **hyperlink to glossary Categories**. Click Save to create a new program partner.

 

Request to add new program partners to list

If a Program does not appear in the list above you can request for it to be added.

  1. Click +Add Partner, and the Request to add new program in the upper right.

 

  1. Complete the required fields: University Name, Website, Program Name. First and Last Name and Email for a contact at the site for Exxat One to reach out to, and any notes you would like Exxat to know about this program.  Click Request in the upper right corner to send this request to Exxat One who will reach out to the program.

 

 

Editing Partners

There are two ways to edit information about an existing Program Partners:

  1. Click on the pencil icon in the action column for the partner you would like to update.  Basic Information: University Name, Alias Name, and Website are standardized and updated by Exxat One.

 

  • In the drawer you can change the category the partner is assigned. Click the Update button in the upper right corner to save any changes.

 

 

  1. Click on the Name of the Program from the list of Partners.
    • The next screen has tabs for About, Contract, Program Contacts, and Engagement Logs
      1. Click on the About Tab, then the pencil icon in the right corner to edit the category as described in pathway 1.  
      2. You can add documents by clicking the + icon  in the Related Documents.  In the new drawer add a title, description, and document type. Then click Upload a file to select the file to attach and click Save in the upper right corner.

 

  1. The Contract Tab to view basic information, click the pencil icon to update information including Name, Number, Start Date, End Date, if the Contract is Open ended (evergreen) and Template by typing in the appropriate text boxes.
  2.  Click the Update button in the right corner to sabe ay changes. Please note if the Open ended is marked Yes then End Date is left blank.    Should you wish upload Additional documents please click the + button.

 

  1. Click on the Program Contacts tab to view staff at programs. To add another contact at the program, click the Add User  button in the upper right corner and fill in the fields, First Name, Last Name, Phone number and Email. Click the Save button when you are finished.

 

  1.  For existing contacts at the site click the pencil icon in the action column to the right of the person’s name to update their information, edit the information as desired and click Save to update changes.
  2. To delete a contact at a program you may click the trash can icon to the right of their name in the action column or click the Delete button within the edit drawer.

 

  1. Click on the Engagement Logs tab to view, edit and add records of interactions with Program Contacts. Click on the + button on the right to add a new log
  2.  Enter the method of contact, your name is prefilled, select the name of the contact at the program from the list. Please note staff must be added to the Program Contacts before you can create an engagement log. Date will default to the current day but can be changed by clicking on the date.  Add the Subject, Note and Upload a Document if necessary. Click Save in the upper right when you are finished.

 

  1. To add an update to an existing log, click on the pencil icon  to the right, the person who added the log is the only person able to edit an engagement log but all users from the Site side can view other Engagement Logs regardless of who added it.
  2. Click on the + Add Follow Up at the bottom of the page to add new details regarding who was contacted at the program and the reason. Check the Mark this engagement completed to finish this discussion.

 

Add or Edit Categories

Click on Category under Program Partners.  See **Insert hyperlink to glossary for Category** for more information.

  1. To add a new category, or edit an existing one click on the pencil icon in the right corner.

 

 

  1. To add a category, type the name in the box above the list of existing categories, click the  icon to select a color to associate with this category and click save to the right of the text box to create a new category.

 

  1. Click the pencil icon to the right of a category to edit. Type in the text box to edit the name, the  to change the color. Click the check mark to save your edits or the X to revert to the previous settings.  Please note changes to existing categories will change the color and or name in all areas such as location details.

 

 

Configure Notifications

  1. Click on Notifications and then Notifications Configurations under Configuration. 
  2. Identify which notifications you would like to receive and which method (email, in app or both. Please note these settings are only for log in, each user sets their own notifications. For each item click on or off the check box on the right indicating which notifications you select, you may also click the box on each header row to select all notifications of that type. Click Save Now in the lower right-hand corner to set your notifications.

 

 

View onboarding requirements

  1. Click on Onboarding Requirements and then Requirements under Configuration.
  2. Site Specific and Group Level Site Specific Requirements can only be edited by the support team. These are marked with the red lock icon.  Please contact support at ***/insert hyperlink to support**/ to make any changes to these requirements.

 

  1. To edit Location specific requirement, click the Location Specific button within the card for those requirements.

 

 

  1. In the configuration drawer on the right side, you can edit the locations where a requirement is applicable by clicking or unclicking the name of locations in the list.  Please click Save when you are finished.

 

 

 

 

 

 

 

 

FAQ

How do I edit a location?  *insert hyperlink to edit a location**

How do I create a location? *insert hyperlink to add a location*

How do I configure notifications? How do I get email notifications? *insert link to configure notifications*

How do I change site personnel? * insert link to Site details, Location, personnel*

How do I add personnel? *insert link to add personnel*

How do I connect personnel with a location? *insert link to locations, adding personnel*

How can I edit a personnel’s information?  *insert link to Personnel*

How can I change the personnel at a location? *insert link to site configurations,  locations, personnel*

How do I add a shift? *insert link to Availability Details, Shifts*

How do I edit a shift? *insert link to Availability Details, Shifts*

How do I look up a school to add it as a program partner? * insert link to add Program Partners*

How do I make a school a Program Partner? * insert link to add Program Partners*

How to a add a point of contact for a Program Partner? *insert link to Program Partners, Program Contacts*

How do I add a contract or affiliation agreement to a program partner? ** insert link to Program Partners, Contracts*

How do I view onboarding requirements *link to requirements* * link to locations, requirements*

What does FCFS mean? *Link to glossary FCFS*

How do i get to the configuration menu? * insert link to editing site details**

How do I add a preceptor? **insert link to Personnel, Add Personnel**


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