After reading this article, you will be able to…
Go to Site Configurations by clicking the gear icon
on the lower left.
Edit 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.
From the Configuration Page expand the Site Details tab and click on Basic Details.
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To edit Basic Information section, click Basic Details then click on the pencil icon
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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.
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For site logo you can upload a logo by clicking on Upload a file on the right-hand side.
Locations
Locations has now moved outside of configuration with its own tab. Please see Locations
Location Grouping
Click on Location Grouping on the left side menu under Site Details
Search for a Location Group
Begin typing a Goup name in the search box or filter by coordinators to narrow your search
Add a Location Group
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From Location Groupings tab, Click on the +Add Group button on the right.
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On the Locations tab enter:
A Group Name(required).
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Group Coordinator by selecting from the drop-down.(not required)
Search in the Group Coordinator text box by typing a name. (not required)
Please note: Multiple Coordinators can be assigned to one group.
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Select at least one facility for the group by clicking the boxes to the left a Location, Department, or Unit
Use Search to find locations, departments, or units.
Select a State from the drop down to filter the facilities.
Click the Reset button to clear all filters you have used on this page
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From the list of locations displayed use the click the select box.
To add a specific department or unit configured under a location, click the caret
next to the location name to expand the hierarchy.
Please note: It is not required to add a location to a group to add departments or units under a group
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When a location checkbox is marked all departments and units under it are also selected, this can be changed by unclicking any departments and units you do not want to add to the group. Likewise ,if a department is selected all units under that department are automatically selected. You can change this by unchecking any units not wanted in the group.
- Click Next to review the information you have added.
- On the Summary tab, review all the about the group. If changes are needed click Previous and edit the information in the Locations tab. Click Save to finalize the location grouping.
Edit a Location Group
To edit an existing group go to the Location Grouping screen under Site Details.
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There are two methods to edit a group from the table view:
Click on the pencil icon
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Click on the group name
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On the Group details screen, click Edit.
Make the required edits. For more information about the options on the Location tab, go to Location Groups.
Delete a Location Group
To delete a group go to the Location Grouping screen under Site Details.
There are two methods to edit a group from the table view:
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Click on the pencil icon
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On the Group Details page click Delete in the upper right corner.
- You may also click the
Icon in the Action column.
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After you click the Delete bottom or the trash can Icon a new window appears asking Are you sure you want to delete?” and displaying details about the group including the associated locations, departments and units.
On the delete message window, Select one of the following:
Cascade Delete to delete the selected group and all the associated entities like locations.
Cancel if you do not want to delete the selected group.
Please note: Only the group is deleted faculty and personnel will remain as singular entities.
Personnel
Personnel has now moved outside of configuration with its own tab. Please see Personnel
Designations
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. Please contact support to request for access for site level, group level or location level talent-support@exxat.
Click on Designations under Site Details
Click on the pencil icon
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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.
To edit a designation, click the pencil icon
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.
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 caret 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. If you feel one is missing, please contact support at talent-support@exxat.com.
★ 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.
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 talent-support@exxat.com.
Add or Edit shift details
Click on Shifts to view a list of all programs or degree tracks available.
- To add a new shift, click the Add Shift.
- 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.
To Edit an existing shift there are two methods:
Click on the pencil icon
- 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.
Program Partners
Program Partners has now moved outside of configuration with its own tab School Partners . Please see School Partners
Add or Edit Partner Categories
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Click on Category under Program Partners.
To add a new category, or edit an existing one click on the pencil icon
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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.
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Click the pencil icon
Delete Partner Categories
- Click the delete icon beside each partner category to delete it.
- A Confirmation pop up comes up, asking for confirmation.
- Click on “Delete”.
Please note: schools in a category which has been deleted will display thecategory name with “Deleted” tag beside it to retain context.
Configure Notifications
Click on Notifications and then Notifications Configurations under Configuration.
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.
Onboarding Requirements
Please note: If you need to edit requirements to assign to facilities/groups please contact support at one-support@exxat.com or submit a request using the Submit a Ticket section in the Resource Center.
Requirement groups are specific according to the following onboarding requirement levels:
Site-Level Requirements: Global requirements applicable to all students scheduled at a site, regardless of location. These are mandatory for every student.
Site-Level Group Onboarding Requirements: Global requirements applicable to the group members (Students, Clinical instructors, or both) for a group schedule. These requirements are to be fulfilled by the school. For group schedules, the school must complete these global requirements that apply to all group members, including students, clinical instructors or both.
Location-Level Requirements: Specific requirements for students scheduled at particular location, department and unit within a site.
Discipline-Level Requirements: Specific requirementsfor all students(or clinical instructors) scheduled for a particular discipline within a site.
Discipline-Level Group Onboarding Requirements: For group schedules of particular disciplines which have group-level onboarding requirements configured, the school must complete these requirements that apply to all group members, including students, clinical instructors or both.
Program and Sub-program level Requirements: Specific requirements for all students (or clinical instructors) scheduled for a particular program type within a site.
Experience-type specific onboarding requirements can also be configured, which will be applicable to either Individual schedules or group schedules.
Requirement groups are displayed as cards containing the following information:
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Identification:
Location Specific
Site Specific
Site specific; Group Level
Discipline Specific
Discipline Specific; Group Level
Program Specific
Name of the onboarding requirement group.
Number of requirements under the group
Number of locations where the requirement group apply, (if a location-specific requirement group.)
Number of disciplines for which the requirement group will apply (if it is a discipline-specific requirement group.)
- Number of programs for which the requirement group will apply ( if it is a program-specific requirement group.)
- All Students or All Faculty is displayed on the card if it is a site-specific or discipline-specific requirement group, applicable to all students across locations or all faculties across locations respectively
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If it is a Site Specific: Group Level or Discipline Specific: Group Level requirement group, then All Students, All Faculties or All Students & Faculties is displayed on the card, depending on whether the requirements are applicable to all the students only, clinical instructors only, or both respectively.
Expiring and Expired Requirements
Requirements that have expiration rules display their status directly on the onboarding list.
- Expiring: “Expiring in X days on MM DD, YYYY”
- Expired: “Expired on MM DD, YYYY”
Adding a New Record for an Expired Requirement
Expired requirements provide a clear way to submit a renewal.
To add a new record:
- Expand the requirement displaying Expired.
- Select Add New Record.
- Confirm the message:
- “Are you sure you want to add new record? We will archive the approved records permanently.”
- Submit the renewed information.
- The expired record is automatically archived once the new record is submitted.
Note: After selecting Add Record, the page refreshes, and the requirement status changes to “Get Started".
Archived Records
Archived Records retain a history of expired or superseded submissions.
To view archived records:
- Expand the requirement.
- Select Archived Records.
- Review prior entries, including completion/dose details, expiration information, and previously uploaded documents.
Carry Forward Requirements
When students complete multiple placements at the same site, previously fulfilled requirements may carry forward based on the site’s configured rules.
Carry-forward rule types
Configured through onboarding templates submitted by the site and set up by Exxat One:
- No Carry Forward – Requirement must be resubmitted with every placement. Example: Attestation forms.
- Indefinite Carry Forward – Once fulfilled, the requirement remains fulfilled for future placements. Example: Immunisation records that do not change over long periods.
No Carry Forward is the default configuration for all onboarding requirements unless the site explicitly requests a different carry-forward rule during setup.
Notes:
- Requirements eligible for carry-forward show the approval date from the earlier placement.
- All data and statuses from the previous placement carry forward exactly as they were.
- Requirements not eligible follow the standard submission process.
Notes:
- Placement cancellation: A carried-forward record remains valid even if the earlier placement is cancelled.
- Placement context changes: If attributes such as location, discipline, program type, or experience type change, only requirements that existed because of the changed attribute are removed.
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Requirement expiration: If a requirement expires in the original placement, it also appears expired in placements where it was carried forward.
- If a requirement expires during a later placement, it will show as expired there, but not in an earlier placement that has already ended.
View Audit History
View Audit History at Requirement Group Level
To view the audit history for a Requirement Group:
- From the list of displayed requirement groups, locate the group you wish to review.
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Click on Audit History 🕒 in the top right corner of the group card.
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The Audit History window opens, showing a summary of requirement group-level updates, including:
- Created By – Name and email ID of the user who created the requirement group and the date/time of creation.
- Last Updated By – Name and email ID of the user who last modified the group, and the date/time of modification.
- Current Status – Displays the current state of the group (Active or Inactive).
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Timeline – Sequential list of changes showing username, timestamp, and a short summary of what was changed.
View Audit History at Requirement Level
To view audit details for an individual Requirement within a group:
- Locate the required Requirement Group and click on it.
- The Configuration drawer opens on the right side of the screen, displaying all requirements listed under that group.
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Click on the Audit History 🕒 option next to the requirement you want to review.
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The Audit History window opens, displaying the following information:
- Created By – Name and email ID of the user who created the requirement, with date and time of creation.
- Last Updated By – Name and email ID of the user who last modified the requirement, with date and time.
- Current Status – Displays whether the requirement is Active or Inactive.
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Timeline – Sequential list of changes showing username, timestamp, and a short summary of what was changed.
Configure Location Level Requirements
Click on Onboarding Requirements and then Requirements under Configuration.
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 talent-support@exxat.com to make any changes to these requirements.
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To edit Location specific requirement, click the Location Specific button within the card for those requirements.
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.
★ Please note: Any configured departments or units under the selected location will also be automatically selected once you select the parent location. However, you can edit the selections by deselecting the parent location and specifically selecting a department/unit within the tree structure opened through the infront of the location name.
Ongoing and Offboarding Activities
Ongoing and Offboarding activities allow you to add forms and evaluations for students to complete during a rotation (Ongoing Actives) and after the rotation ends (Offboarding Activities) . Due dates can be added to each document and you can view the student’s completion.
Please Note: The list of activities, their name, type, and status are backend configured. Please contact our support team via ticket if you need to make updates.
Configure an Ongoing Activity
- From the Site Configuration page select Configure Activities/Requirements and Ongoing Activities
- .You’ll see a grid displaying all existing Ongoing Activity groups activity group with columns displaying the following information:
- Activity Name: Assigned at activity creation.
- Type: Type of activity (e.g., Assignment, Evaluation, Logbook, Feedback, or Survey Form[JT1] ).
- Assigned To: who completes the activity; student, faculty, or both.
- Discipline: Applicable discipline(s) for the activity.
- Location: Applicable location(s) for the activity.
- Status: whether the activity group is active or inactive.
3. You can expand each Activity Group by clicking on the 
for each.
- Under the Action column, click Configure to open the configuration panel where you can view and edit the set up for all actives within the group:
- View Assigned To (Student/Faculty/Both).
Please Note: When reaching out to Support to create a new activity please specify if the form is applicable to Students Only, Faculty Only, or both. This is not editable from the front and must be set by support.
- If the activity is discipline/location-specific, filters will appear allowing you to select and associate the applicable disciplines or locations.
Please Note: When reaching out to Support to create a new activity please specify if the form will be discipline specific, location, specific or both.
Set the activity group to be applicable to all schedules or specific disciplines or specific locations.
- To select the activity should become effective for the selected schedules after a certain date click on the Select When dropdown to choose from:
- Future: schedules that are starting: applicable for schedules starting after the prescribed date
- Future and ongoing: schedules that are starting after the prescribed data and are still on going on or after that date.
- Select the start date for the activity and click Save to save the configuration.
Edit an Ongoing Activity
To edit individual actives within the group click on the activity name
- Click on the Configure button at the top to set and edit publish and due date.
- Publish On: When the activity becomes visible to the student or faculty: Click the field to choose a number of days before or after the start, middle or end of the schedule.
- Due Date: Deadline for the student or faculty to complete the activity: click the field to choose a number of days before or after the start, middle or end of the schedule using the same method as above.
- Click Save to confirm.
- Click on Forms and the down caret to view guidelines and questions for each activity.
- Click the down caret within the form to view the questions.
Please Note: Contact Support at one-support@exxat.comto create the questions for each form.
Configure Offboarding Activities
- From the Site Configuration page select Configure Activities/Requirements and Offboarding Activities
Offboarding activities follow the same structure and configuration process as Ongoing activities:
Please refer Configuring an Ongoing Activity for details.
Filter Experience Refresh
Filters across all grid-based screens are now organised in a cleaner and more streamlined layout, making it easier to focus on the grid content while still accessing all available filters when needed.
This update applies consistently across major list views such as Availabilities, Requests, Schedules, Reports, and other grid-based screens.
Updated Filter Layout
When opening any grid-based screen, only commonly used filters now appear directly on the main toolbar.
These primary filters are immediately accessible and do not change how filtering works.
All remaining filters are available through the Add Filter option.
Using the Add Filter Menu
Selecting Add Filter opens a menu that contains all additional filters supported by that screen.
From this menu, users can:
- Select one or more additional filters to apply
- Temporarily add filters to the toolbar
- Remove or collapse filters once they are no longer needed
Filters selected from the Add Filter behave the same way as toolbar filters and apply instantly to the grid.
Filter Experience – Key Notes
- All filters previously available remain supported
- Filtering logic and results remain unchanged
- The grid automatically adjusts to provide more visible space for data
- The refreshed layout helps prevent filters from wrapping into multiple rows
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