July 4th, 2025 Release

We’ve made foundational improvements to how Locations, Departments, and Units are structured and managed across the platform. These changes bring flexibility, allow inheritance of set up, and support scalable workflows. Along with this change, we've improved workflows for onboarding configuration, reporting, and role-based access. These updates better reflect real-world organizational complexity.

Structured Hierarchy for Locations, Departments & Units

We’re introducing out a multi-level hierarchy to help you maintain your clinical site information in Exxat matching the physical and administrative structures more closely. Previously, Departments/Units were equivalent  profile attributes under a Location, limited to just a name and description.

Now Departments and Units are now structured entities, just like Locations. Sites have multiple locations, each of which may have one or more departments, units exist within departments.

This means:

• Each level can be created and managed independently as part of the entity hierarchy.
• Personnel and disciplines can be associated with departments/units just like locations
• They support inheritance of data and configurations (like onboarding requirements) from their above locations.
• They are now fully integrated into downstream workflows like availability creation, personnel assignment, reporting, and role-based access control.

This redesign improves data clarity, supports shared configurations, and lays the foundation for scalable, multi-level organizational setups.

Any physical place where a student could be placed - whether a location, department, or unit.

• Location: The main building or site where placements occur.
• Department: A functional or specialized division within a location (e.g., Pediatrics, Emergency Medicine).
• Unit: A more specific care team or location within a department (e.g., Pediatric ICU).

These levels help in aligning the system with your real-world operational structure.

Adding and Managing Locations

Enhanced Add Location Workflow

• Users can now associate disciplines and personnel's with specific departments and units at a location.

Hierarchical View of Locations

• You can now view locations/departments/units in a hierarchical view
• Search by name and filter by State, Group, and Coordinator.
• Users can only see and edit Location, Department, or Unit they have access to.

Location Groups: Multi-Level Grouping Enhancements

Create and manage Location Groups with greater flexibility:

• Add mixed-level items (location, department, unit) to a group.
• Auto-Inclusion: Adding a higher hierarchal level includes all its lower levels by default.
• Selective Inclusion: Unselect a higher level to selectively choose lower items.
• Hierarchy-aware Interface: checkbox-based selection and full visibility into hierarchical relationships.

Improved Availability Creation and Management

Location-Driven Creation Workflow

• In the creation of availabilities, location selection will be the first step.
• Step 1: Select the location from a tree structure (where it exists) showing the full hierarchy. Users can select a particular location hierarchy or single department or unit as well.
• Step 2: Select a discipline are defined by the selected location.
• Step 3: Onboarding requirements are identified with the selected location and the discipline.

If no discipline is associated with the selected location, all disciplines will be shown as available; users can select based on this list.

Consistent Location Visibility Across Modules

All location filters and references now show the full hierarchy.

Example:

Location A > Dept B > Unit 1

This format is applied to:

• Availability views
• Schedule assignments
• School request grids
• Calendar workflows

Discipline-Level Onboarding and Role Based Access Control

Discipline-Specific Onboarding Requirements

• Onboarding steps can now be configured per discipline.
• These requirements will automatically apply when:
  • A discipline is selected during availability creation
  • A schedule is approved under a matching discipline

Enhanced Role-Based Access: New Roles for Discipline, Location, and Read Only Control

Existing Roles

• Site Admin: Full access to site configurations, placements, requests, and user management.
• Location Coordinator: Manages day-to-day activities at a specific location.

New Roles

• Discipline Coordinator
  • Manages a specific discipline across all locations
  • Access to:
    • Availability creation
    • Scheduling
    • Student assignments
  • no access to broader site or unrelated location data
• Location - Discipline Coordinator
  • Scoped to a selected discipline(s) within an assigned location(s)
  • Access to:
    • Discipline-specific placements
    • Schedules and onboarding workflows at the assigned location
  • Limited access to their location or discipline
• Read-Only Site Admin
  • View-only access to all site-level workflows
  • Cannot edit or manage data

Advanced Reporting: Granular Insights with Enhanced Filters, Search, and Export Options

This release introduces more reporting tools designed to give site users end-to-end visibility across all major workflows - scheduling, onboarding, availability, and slot requests. Each report includes comprehensive filters, search, and export capabilities to support deeper analysis, planning, and compliance tracking.

All reports support:

• Full hierarchy-location filtering (Location/Department/Unit)
• Discipline and specialization filters
• Date range, shift, schedule status, onboarding filters (as applicable)
• Export functionality with applied filters
• Additional search parameters

Schedule-Level Summary Report Provides a consolidated view of each student’s schedule and associated onboarding progress. Includes key metrics like:

• Number of requirements by status (approved, pending, expired, etc.)
• Schedule and student information
• Preceptor details and assignment status

Onboarding Requirement-Level Detail Report Tracks onboarding compliance at the most granular level: per student, per requirement. Enables institutions to monitor:

• Due dates, status, and review comments
• Mandatory/optional tagging
• Associated schedule and discipline data

Comprehensive Availability Report

Offers a detailed summary of available slots by location, discipline, specialization, and more. Helps identify:

• Slot capacity and usage
• Pending and approved requests
• Availability behavior at every hierarchy level

Comprehensive Request Report Analyze all incoming requests in detail.

Helps identify:

• Requested vs. approved slots with or without student assignments.
• Filter by discipline, specialization, and locations.
• Export request data with full context, including location hierarchy and timing.

Tab View on Schedules Page

• Schedules screen now features tabbed views:
  • All
  • Upcoming
  • Current
  • Completed
• Reports are now exported separately from each tab: All, Current, Ongoing, Completed.

Search Enhancements

• Search group schedules by student or clinical instructor name.
• Exported schedules contain only the data in filtered screen.

Location Logic for Scheduling

• Discipline and location are now interdependent fields.
• Only entities associated with the selected discipline will be selectable.
• Onboarding requirements are automatically inherited from the selected location and its hierarchy.

Slot Requests and Movement

• Requests can be moved across entities (e.g., from Department to Unit).
• Once approved, onboarding requirements are recalculated based on the new location.
• Role Based Access Control applies: Only site admins can move requests.
• Updated tree-view drop-down and filters guide this process.

Calendar and School-Side Enhancements

• Location drop-down now shows the entire hierarchy.
• View calendars directly if the user has access to a single level of hierarchy or location.
• Location field in school requests, availability cards, and bookmarks now reflect the full location hierarchy path.