| Quick Overview |
The Reports section in Exxat One provides site administrators with detailed insights into key operational areas such as availabilities, slot requests, schedules, onboarding progress, and engagement with schools.
These reports help you analyse trends, monitor onboarding compliance, track placement activity, and evaluate how schools interact with your site’s opportunities.
All reports can be searched, filtered, sorted, and exported, allowing you to quickly find and analyse the data that matters most to your site.
| Important: Reports are refreshed automatically every 24 hours, with the latest refresh occurring daily at 3:30 AM EST. |
| What You Will Learn |
In this guide, you will learn how to:
- Access and navigate the Reports section
- Understand the purpose of each available site report
- Open and review report data
- Use search, filtering, and sorting tools
- Configure report columns to customise the view
- Export report data for offline analysis
| Getting Started |
To access reports:
- Click Reports from the left navigation menu.
- The Reports page displays a grid listing all available reports.
Each row in the grid includes:
- Report Name
- Category
- Description
From here, you can quickly identify the report you need and open it to view detailed data.
You can also use the search bar to locate a specific report.
| Table of Contents |
Reports Overview
The Reports landing page provides a central location to access all available site reports.
From this page, you can:
- Search for a report
- Review the report category and description
- Open a report to explore detailed data
- Configure the columns displayed in the report list
Available Reports
Schedule-level Summary Report
This report provides a consolidated view of student schedules along with onboarding compliance information.
It allows you to quickly track schedules and determine whether onboarding requirements are being completed on time.
Key Data Included
- Schedule ID
- Student Name
- Student Email
- School
- Discipline
- Specialization
- Experience Type
- Location / Department / Unit (Hierarchy)
- Location Group
- Schedule Start Date
- Schedule End Date
- Shift
- Days of Week
- Number of Hours
- Preceptor Name
- Preceptor Email
- CI Name
- CI Email
- Schedule Status
- Onboarding Status
- Total Number of Requirements
- Requirement Name
- Number of Requirements Pending
- Number of Requirements Not Approved
- Number of Requirements Approved
- Number of Requirements Expiring
- Number of Requirements Expired
This report is commonly used for monitoring onboarding compliance and schedule readiness.
Onboarding Requirement-level Detail Report
This report displays each onboarding requirement individually, allowing you to review detailed compliance information.
Key Data Included
- Requirement Name
- Student Name
- Student Email
- Schedule ID
- Requirement Status
- Reviewer Comment
- Requirement Mandatory or Optional
- Schedule Status
- Onboarding Status
- School
- Location / Department / Unit (Hierarchy)
- Discipline
- Specialization
- Experience Type
- Schedule Start Date
- Schedule End Date
- Shift
- Days of Week
- Guidelines for Student
- Guidelines for Clinical Instructor
- Guidelines for Reviewer
Downloading Requirement Submissions
The Action column includes a download icon for each requirement submission.
Clicking the icon downloads a ZIP file containing:
- A PDF summary of submitted form responses
- Any uploaded supporting documents
This feature helps with:
- Compliance audits
- Offline document review
- Sharing records with stakeholders
Comprehensive Availability Report
This report provides a complete summary of all availability records, along with related slot request data and audit information.
It helps you understand how opportunities are structured, how many requests they receive, and how slots are being utilised.
Key Data Included
- Availability Name
- Availability ID
- Location / Department / Unit (Hierarchy)
- Discipline
- Specialization
- Experience Type
- Program Type
- Student Year
- Slot Type
- Start Date
- End Date
- Shift
- Days of Week
- Slots Capped (Yes/No)
- Total Slots
- Total Slot Requests
- Total Schools that have Requested Slots
- Total Pending Requests
- Total Requested Slots
- Total Approved Slots
- Total Pending Slots
- Description
- Eligibility Criteria
- Onboarding Requirement
- Internal Notes
- Requested Fields
- Publication Settings
- Who can View Availability
- When do You Want to Publish
- Created By
- Created On
- Updated On
- Updated By
This report is especially useful when reviewing placement capacity and demand across locations.
Comprehensive Slot Request Report
This report provides detailed insights into each slot request submitted by schools, including student and instructor information.
It allows you to monitor how schools interact with your availabilities and track approval outcomes.
Key Data Included
- Request ID
- Program Name
- Program Category
- Availability Name
- Availability ID
- Location / Department / Unit (Hierarchy)
- Location Group
- Discipline
- Specialization
- Requested Start Date
- Request End Date
- Requested Slots
- Student Name
- Student Email
- CI/Faculty Name
- CI/Faculty Email
- Approved Slots
- Approved Slots with Students
- Approved Slots without Students
- Status
- Approved On
- Requested Date
- Experience Type
- Program Type
- Shift
- Days of Week
- Preceptor
- Semester
- Rotation Number
- Graduation Month
- Graduation Year
- Created By
This report provides end-to-end visibility into slot requests and allocation decisions.
School-level Engagement and Utilisation Report
This report provides a summary of school activity and engagement with your site’s opportunities.
It helps evaluate how actively schools request and utilise available placements.
Key Data Included
- School
- Number of Requests Made
- Number of Requests Approved
- Number of Requests Declined
- Number of Requests Pending Review
- Requested Slots
- Approved Slots
- Approval Rate (%)
- Average Time to Approve (Days)
- Confirmed/Utilised Slots
- Confirmation Rate (%)
- Location Requested/Engaged With
- Student Count
- Ongoing Schedules Count
- Upcoming Schedules Count
- Completed Schedules
This report helps you assess engagement levels and identify strong school partnerships.
Location-level Engagement and Utilisation Report
This report provides a location-based view of slot activity and school engagement.
It helps identify how different locations, departments, or units perform in terms of availability utilisation.
Key Data Included
- Location Name (Hierarchy)
- Location Group
- Address
- Availabilities Posted
- Number of Schools Requested
- School Requests Received
- Cumulative Requested Slots
- Cumulative Approved Slots
- Approval Rate (%)
- Average Time to Approve (Days)
- Confirmed/Utilised Slots
- Confirmation Rate (%)
- Location Coordinators
- Ongoing Schedules Count
- Upcoming Schedules Count
- Completed Schedules
This report is particularly helpful for analysing placement demand by location.
Ongoing and Offboarding Activity Summary Report
Provides a consolidated summary of student schedule activities across ongoing and offboarding stages, offering visibility into completion status and pending actions.
It helps site administrators monitor activity completion, track status updates, and review associated schedule and participant details.
Key Data Included
The report includes the following columns:
- Activity Name
- Type (Ongoing, Offboarding)
- Student Name
- Student Email
- Schedule ID
- Activity Status
- Comment
- Mandatory / Optional
- Due Date
- Schedule Status
- School
- Experience Type
- Location / Department / Unit
- Location Group
- Discipline
- Specialization
- Schedule Start Date
- Schedule End Date
- Shift
- Days of Week
- Guidelines for Student
- Guidelines for Reviewer
This report supports better visibility into operational workflows and helps ensure required activities are completed on time.
Data Tools
All reports include several tools that help you quickly analyse and organise data.
Searching
Each report includes a search bar that allows you to quickly find specific records.
The searchable fields vary by report, but typically include identifiers such as:
- Availability Name or ID
- Request ID
- Student Name or Email
- School Name
- Location Name
Simply type into the search field to instantly filter results.
Filtering
Filters allow you to narrow report data based on specific criteria.
Filters appear at the top of each report grid and vary depending on the report type.
You can apply multiple filters simultaneously to refine the data shown.
Additional filters are available through the Add Filter option.
Use Reset Filters to quickly remove all applied filters and restore the full dataset.
Comprehensive Availability Report
Available filters:
- Search
- Location / Department / Unit
- Location Groups
- Discipline
- Experience Type
- Start Date & End Date
- Program Type
- Shift
- Days Of Week
Comprehensive Slot Request Report
Available filters:
- Search
- Start Date & End Date
- Location / Department / Unit
- Location Groups
- Discipline
- Status
- Shift
- Experience Type
- Program Type
- Days Of Week
Schedule-level Summary Report
Available filters:
- Search
- Location / Department / Unit
- Location Groups
- Discipline
- Start Date & End Date
- Schedule Status
- Onboarding Status
- Experience Type
- Shifts
- Days Of Week
Onboarding Requirement-level Detail Report
Available filters:
- Search
- Discipline
- Location Groups
- Start Date & End Date
- Onboarding Status
- Requirement Status
- Experience Type
- Schedule Status
- Shifts
- Days Of Week
- Requirement Mandatory / Optional
School-level Engagement and Utilisation Report
Available filters:
- Search
- Start Date & End Date
- Discipline
- Experience Type
- Approval Rate
- Confirmation Rate
Location-level Engagement and Utilisation Report
Available filters:
- Search
- Location Groups
- Discipline
- Experience Type
- Start Date & End Date
- Approval Rate
- Average Time To Approve (Days)
- Confirmation Rate
Activity Summary Report
Available filters:
- Search
- Type (Ongoing, Offboarding)
- Activity Status
- Mandatory / Optional
- Schedule Status
- Ongoing Status
- Offboarding Status
- Experience Type
- Discipline
- Schedule Start Date & End Date
- Shift
- Days Of Week
- Location Groups
Sorting
You can sort report columns to quickly organise data.
Sorting is available for many numeric and date-based columns.
Click the column header arrow to sort.
Sorting follows this order:
- First click → Ascending order
- Second click → Descending order
- Third click → Default order
Configuring Columns
You can customise how report data appears using the Configure Column Options panel.
This allows you to:
- Show or hide specific columns
- Change column order
- Freeze columns to the left, right or fixed
This helps tailor the report layout based on your workflow.
Tip:
You can also drag and reorder columns directly within the grid to personalise your report layout.
Exporting Reports
Reports can be exported for further analysis or sharing.
Exporting allows you to download report data so it can be reviewed outside the platform, such as in spreadsheet applications.
Pagination Controls
Large reports are divided into pages for easier navigation.
At the bottom of each report, you will find:
- Rows per page selector – control how many records appear on each page
- Pagination navigation – move between report pages
This helps you quickly browse large datasets without loading everything at once.
Note: Coordinator roles such as Location Coordinators, Location Group Coordinators, Discipline Coordinators, and Location-Discipline Coordinators can access the Reports directly. They have full access to available reports and dashboards within Exxat One, similar to Site Admins, but with data visibility restricted to their assigned scope.
Based on their role, users will only see data relevant to their assigned location(s), location group(s), discipline(s), or a combination of both, with all dashboards, reports, filters, and exports automatically reflecting this scope. Users cannot view or access data outside their permissions, and all metrics and aggregations are calculated only within their visible data.
This ensures coordinators can independently track performance, monitor activities, and export reports, while maintaining strict data boundaries and controlled access.
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