Scheduling and Onboarding

Click the Schedules icon on the left-hand navigation panel. You will land on the Overview tab by default. Use the tabs at the top to switch between Overview, List, and Reports.

Schedule Management Dashboard

The Overview tab provides a centralized view of your scheduling and onboarding activities. It helps you monitor schedule progress, track onboarding readiness, and identify schedules that may require attention.

Use the Discipline filter at the top of the page to view dashboard information for one or more disciplines. All summary cards, charts, and metrics update automatically based on the selected discipline.

Summary Cards

The summary cards at the top of the dashboard provide an overview of your current scheduling activity. Each card is clickable and opens the Schedules List with the relevant filters already applied.

Ongoing Schedules

Displays the total number of confirmed schedules that are currently in progress.

The card also displays the number of schools associated with these schedules.

Select View to open the schedule list filtered to ongoing schedules.

Upcoming Confirmed Schedules

Displays the total number of upcoming schedules that have already been confirmed by the school.

The card also shows the number of schools with confirmed upcoming schedules.

Select View to review all upcoming confirmed schedules.

Upcoming Non-Confirmed Schedules

Displays the number of upcoming schedules that still require confirmation.

These include schedules that are awaiting student confirmation or are yet to be confirmed before the placement begins.

Select View to review schedules that require follow-up.

Upcoming Schedules Overview

This section provides a visual summary of upcoming schedules and onboarding readiness using two interactive pie charts.

Use the toggle in the upper-right corner to switch between:

• Next 30 Days – Displays schedules starting within the next 30 days.
• All Upcoming – Displays all upcoming schedules regardless of start date.

Schedules Overview

The Schedules Overview chart shows the distribution of upcoming schedules based on their current scheduling status.

The chart includes:

• Confirmed – Schedules that have been confirmed by the school.
• Not Confirmed – Schedules where a student has been assigned but confirmation is still pending.
• To Be Scheduled – Approved schedules where no student has yet been assigned.
• Cancelled – Schedules that have been cancelled by either the site or the school.

This chart helps identify how many upcoming placements still require scheduling or confirmation before their start dates.

Student Onboarding Overview

The Student Onboarding Overview chart displays the onboarding status of students assigned to confirmed schedules.

The chart includes:

• Compliant – Students who have completed and received approval for all required onboarding requirements.
• Some Action Needed – Students who have started onboarding but still have pending or unapproved requirements.
• Not Started – Students who have not yet begun completing their onboarding requirements.

This chart provides a quick view of onboarding readiness and helps identify students who require follow-up before their placements begin.

Slot Approvals and Confirmation (Based on Start Month)

This chart provides a 12-month overview of schedule activity based on each schedule's start month.

For every month, the chart compares:

• Schedules Approved – Number of approved schedules created for that month.
• Schedules Confirmed – Number of schedules that have been confirmed by schools.
• Students Fully Compliant – Number of confirmed schedules where students have completed all onboarding requirements.

Use this chart to compare approvals, confirmations, and onboarding completion over time, making it easier to forecast upcoming placement readiness and identify months that may require additional follow-up.

Recent Activities

The Recent Activities panel provides a chronological log of the latest scheduling events across your organization.

Each activity displays relevant information, including:

• Schedule type (Individual or Group)
• Schedule dates
• Discipline
• Location
• Date and time of the activity
• User who performed the action

Select any activity to open the corresponding schedule and review its details.

Schedules List

The Schedules List provides a centralized workspace to view and manage all student schedules. You can access schedules from a combined All Schedules view or switch to dedicated Group and Individual schedule views, depending on the type of placement you want to manage.

All Schedules

The All Schedules tab combines both Individual and Group schedules into a single view, allowing you to monitor and manage every schedule from one place.

Schedule Views

Use the schedule status tabs to quickly switch between different schedule stages:

• All – Displays every schedule regardless of its status.
• Upcoming – Displays schedules that are scheduled to begin in the future.
• Current – Displays schedules that are currently in progress.
• Completed – Displays schedules that have been completed.

Search and Filter Schedules

Use the search and filter options to quickly locate specific schedules.

You can:

• Search schedules using the Search field. Search by:
  • Schedule ID
  • Request ID
  • Group Name
  • Student Name
  • Clinical Instructor
  • Preceptor Name
  • Availability Name
  • Location Name
• Filter schedules by:
  • Schedule Type
  • Discipline / Specialization
  • School
  • Start & End Date
• Use Add Filter for additional filtering options, including:
  • Schedule Status
  • Onboarding Status
  • Schedule Start Date Range
  • Includes School Requirement
  • Cancellation Reason
  • Employee Status
  • Programs

Needs Attention Cards

The Needs Attention section highlights schedules that require immediate action.

The cards include:

• To Be Scheduled – Schedules that have not yet been assigned.
• Not Compliant – Confirmed schedules with pending onboarding requirements.
• Cancelled – Schedules that have been cancelled.

Click View on any card to automatically apply the corresponding filter and display only the relevant schedules.

Schedule Grid

The schedule grid displays key information for each schedule, including:

• Schedule ID
• Student
• School Name
• Availability
• Location
• Schedule Duration
• Discipline / Specialization
• Shift
• Days of Week
• Preceptor
• Clinical Instructor
• Program Type
• Rotation & Course Details
• Ongoing Status
• Offboarding Status
• Schedule Status
• Onboarding Status
• Actions

Configure Columns

Click the Configure Columns icon to personalize the schedule grid based on your preferences.

From the Configure Column Options panel, you can:

• Show or hide columns by clicking the Eye icon in the Show column. Visible columns display the eye icon, while hidden columns are removed from the grid.
• Reorder columns by dragging and dropping them using the Drag Handle beside each column name.
• Change the column order using the Up and Down arrow icons to move a column higher or lower in the grid.
• Freeze columns by selecting a position from the Freeze drop-down:
  • Left – Keeps the column fixed on the left side of the grid.
  • Right – Keeps the column fixed on the right side of the grid.
  • None – Removes any fixed positioning.
• Click Save to apply and retain your customized column layout.

Export Schedules

Click the Export icon to download the schedules currently displayed in the grid. Applied searches and filters are reflected in the exported data.

Pagination Controls

Use the pagination controls at the bottom of the page to:

• Navigate between pages.
• Select the number of records displayed per page.

Group Schedules

The Group tab displays all group schedules in a single grid, allowing you to monitor slot filling, instructor assignments, student confirmations, onboarding progress, and compliance from one place.

Schedule Views

Use the schedule status tabs to quickly view groups based on their current stage.

• All – Displays every group schedule.
• Upcoming – Displays schedules that have not yet started.
• Current – Displays schedules that are currently in progress.
• Completed – Displays schedules that have ended.

Search and Filter Group Schedules

Use the search bar to quickly locate a group schedule. You can search using:

• Availability Name
• Group Name
• Group ID
• Request ID
• Student Name / Email
• Clinical Instructor Name / Email
• Preceptor Name / Email
• Location Name

Use filters to further narrow the results by:

• School
• Discipline / Specialization
• Start & End Date
• Location Groups
• Group Schedule Status
• Group Onboarding Status
• Includes School Requirement
• Group Filling Status
• Cancellation Reason
• Programs

Need Attention Cards

The Need Attention cards highlight group schedules that require immediate action.

The cards display:

• Groups to Fill – Groups that still have vacant student slots.
• Non-Compliant – Groups with onboarding or compliance issues.
• Canceled Groups – Groups that have been canceled.

Click View on any card to open the filtered list of matching group schedules.

Group Grid

The Group grid provides a consolidated view of every group schedule.

The grid includes information such as:

• Group Name & ID
• School Name
• Availability / Request ID
• Group Slots
• Group Members
• Location Name
• Preceptor
• Schedule Duration
• Discipline / Specialization
• Shift
• Days of Week
• Program Type
• Rotation & Course Details
• Group Ongoing Status
• Group Offboarding Status
• Group Schedule Status
• Group Onboarding Status
• Actions

Understanding the Group Details Drawer

Click on the Group Name to open the Group Details drawer.

The drawer provides a detailed overview of the selected group schedule.

Group Information:

The top section displays high-level information about the selected group schedule, including:

• Group Name and Group ID
• Group Schedule Status
• Group Onboarding Status
• School
• Location
• Availability
• Discipline & Specialisation
• Program Type
• Preceptor
• Shift details
• Days & Time
• Schedule Duration
• Rotation Details
• Course Details
• Number of Hours per Student

You can also use the following actions:

• Show Schedule Details – Expands or collapses the schedule information section.
• Edit Group – Opens the group schedule for editing.

Group Progress:

Below the schedule information, a progress summary provides an overview of the group's current status.

The progress section displays:

• Slots Filled – Number of assigned students and instructors.
• Confirmation – Number of students who have confirmed their schedules.
• Compliance – Number of compliant members and any pending school requirements.

These indicators provide a quick snapshot of the group's readiness.

Instructors:

The Instructors section displays information about the instructor assigned to the group.

For each instructor, you can view:

• Instructor name
• Invitation status
• Email address
• Contact information (when available)
• Current onboarding status

Students:

The Students section lists every student assigned to the group.

For each student, the table displays:

• Student Details
• Schedule ID
• Graduation Date
• Schedule Status
• Ongoing Status
• Offboarding Status
• Onboarding Status
• Available Actions

From this section, you can review each student's progress and perform available schedule actions.

Schedule Student:

Click Schedule Student to assign additional students to the group schedule when slots are available.

Show Unfilled Slots:

Use the Show Unfilled Slots toggle to display vacant and cancelled unfilled student slots within the group. This helps you identify available positions and manage them directly from the Group Details drawer. You can assign students to available slots, cancel unfilled slots, reinstate cancelled slots, and use the existing messaging options for unfilled slots.

Configure Columns

Click the Configure Columns icon to personalize the Group grid.

You can:

• Show or hide columns using the Eye icon.
• Reorder columns using the Drag Handle.
• Move columns up or down using the Arrow icons.
• Freeze important columns to the Left, Right, or select None.
• Click Save to apply your changes.

Export Data

Click the Export icon to download the currently displayed group schedule data for offline review and reporting.

Pagination

Use the pagination controls at the bottom of the page to:

• Change the number of rows displayed per page.
• Navigate between pages.
• Jump directly to a specific page.

Individual Schedules

This view provides a centralised list of individual student schedules, allowing you to monitor schedule progress, onboarding status, and perform schedule-related actions from a single location.

Schedule Views

Use the schedule status tabs to quickly view groups based on their current stage.

• All – Displays every group schedule.
• Upcoming – Displays schedules that have not yet started.
• Current – Displays schedules that are currently in progress.
• Completed – Displays schedules that have ended.

Search and Filters

The Search and Filters section helps you quickly locate individual schedules and narrow the schedule list based on specific criteria.

You can search using the search bar by selecting one of the following search options:

• Schedule ID
• Request ID
• Student Name
• Preceptor Name
• Availability Name
• Location Name

In addition to search, you can refine the schedule list using the available filters:

• Discipline / Specialization
• School
• Start & End Date
• Additional Filters – Click Add Filter to apply more advanced filters, including:
  • Location Groups
  • Locations
  • Schedule Status
  • Onboarding Status
  • Schedule Start Date Range
  • Includes School Requirement
  • Cancellation Reason
  • Employee Status
  • Programs

These search and filter options can be combined to quickly find the schedules you want to review or manage.

Needs Attention

The Needs Attention cards provide a quick summary of schedules that require action.

These cards display counts for:

• To Be Scheduled
• Not Compliant
• Cancelled

Select View on any card to filter the schedule list and review the corresponding schedules.

Available Grid Columns

The Individual Schedules grid includes the following columns:

• Schedule ID
• Student
• School Name
• Availability
• Location
• Schedule Duration
• Discipline / Specialization
• Shift
• Days of Week
• Preceptor
• Program Type
• Rotation & Course Details
• Ongoing Status
• Offboarding Status
• Schedule Status
• Onboarding Status
• Actions

You can customize the grid by showing or hiding columns, reordering them, and freezing important columns to the left or right based on your preferences.

Configure Columns

Click the Configure Columns icon to personalize the grid.

You can:

• Show or hide columns using the Eye icon.
• Reorder columns using the Drag Handle.
• Move columns up or down using the Arrow icons.
• Freeze important columns to the Left, Right, or select None.
• Click Save to apply your changes.

Export Data

Click the Export icon to download the currently displayed group schedule data for offline review and reporting.

Pagination

Use the pagination controls at the bottom of the page to:

• Change the number of rows displayed per page.
• Navigate between pages.
• Jump directly to a specific page.

 

Schedule Calendar

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Use the Calendar view in Schedules and Onboarding to visually monitor placements across Month, Week, and Day views. The calendar provides schedule summaries, filtering options, insights, and direct access to schedule details, making it easier to identify schedules that require attention and manage placements without leaving the calendar.

Access the Calendar

From Schedules and Onboarding, select the Calendar tab to switch from the Schedules List to the calendar view.

The calendar opens in Month view by default. The filter bar, calendar view controls, and schedule summary counts are available at the top of the calendar.

View Schedules

Use the Month, Week, and Day options to view schedules at different levels of detail.

• Month View: Displays the entire month in a calendar grid. Each day shows the first two schedules directly within the day cell. If additional schedules are available, a +N more link appears to show the remaining schedules for that day.
• Week View: Displays the selected week across seven columns. Each schedule appears within the corresponding day and includes key information such as the student name and site.
• Day View: Displays all schedules for the selected day in an hourly timeline. Schedule cards provide detailed information, including the site, location, duration, and days of the week.

Use the arrows next to the displayed date to move to the previous or next month, week, or day, depending on the selected view. Select Today to return to the current date.

Search and Filters

The Search option lets you quickly find schedules by Schedule ID, Request ID, Group Name, Student Name, Clinical Instructor, Preceptor Name, Availability Name, or Location Name.

Use the filters above the calendar to focus on specific schedules. Filters can be combined to narrow the schedules displayed and remain applied when you switch between Month, Week, and Day views.

Available filters include:

• Schedule Type – Filter schedules by Group or Individual.
• Schools – Filter schedules by one or more partner schools.
• Locations – Filter schedules by one or more site locations.
• Shifts – Filter schedules by configured shifts.
• Schedule Status – Filter schedules by their current schedule status.
• Onboarding Status – Filter schedules based on their onboarding status.
• Additional Filters – Select Add Filter to access additional filtering options, such as Discipline / Specialization, Location Groups, and Programs, where available.

View Schedule Summary Counts

The summary area at the top-right of the calendar provides an overview of schedule activity for the period currently displayed.

• Schedules active – Shows the total number of active placements, along with schedules Starting and Ending during the selected period.
• Action needed – Shows placements that require attention, including To Be Scheduled and Not Compliant schedules.

The summary counts update automatically when you navigate between dates or apply filters, allowing you to quickly understand the activity represented in the calendar.

View Additional Schedules and Insights

When a day contains more schedules than can be displayed in the Month or Week view, select the +N more link to open the Insights panel.

The Insights panel provides a summary of schedule activity for the selected day and helps you quickly identify schedules that may require attention. It also organizes schedules into:

• All – Displays all schedules for the selected period.
• Starting – Displays schedules starting during the selected period.
• Ending – Displays schedules ending during the selected period.
• Action Needed – Displays schedules that require attention.

Use the Group and Individual options within the panel to further narrow the displayed schedules by schedule type.

The Insights panel also provides AI-generated schedule summaries to give you a quick understanding of the schedule activity for the selected period.

Select a schedule from the Insights panel to open its schedule details.

View Schedule Details

Select any schedule from the calendar or the Insights panel to open the schedule in the Edit Schedule side panel. You can view the schedule information and use the available actions to manage the placement without leaving the Calendar view.

Identify Schedules at a Glance

Schedule cards and indicators provide a visual representation of schedule status, making it easier to identify placements that require attention.

• Green-tinted schedules indicate confirmed and compliant placements.
• Red or pink-tinted schedules indicate placements that require attention, such as unconfirmed, cancelled, or non-compliant schedules.
• Day-level indicators provide counts for schedule activity and items requiring attention.

These visual indicators, combined with the summary counts and Insights panel, help you quickly identify priorities and monitor schedule activity across the selected period.

 

Scheduling Students

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Note: Student scheduling is typically performed by the school. However, sites can also schedule students when needed. Once a student has been scheduled, the schedule status changes from Approved to Not Confirmed until the school reviews and confirms the placement. Best Practice: Maintain open communication with the school throughout the scheduling process. If students have not been scheduled at least 3–6 months before the placement start date, follow up with the school to help ensure placements are confirmed on time.

Schedule an Individual Student

To schedule an individual student:

1. Locate the schedule with the To Be Scheduled status and click Schedule Student.

2. Review the schedule details, including the Location, Shift, and Days of the Week.
3. In the Student Details section, enter the student's:
   • First Name
   • Last Name
   • Email Address
   • Graduation Date

4. Select a Preceptor, if applicable.
5. Specify the Placement Start Date and Placement End Date.
6. (Optional) Use the Messages panel to communicate with the school regarding the schedule.
7. Click Save.

Schedule Students for a Group

To schedule students for a group schedule:

1. Open the required group by clicking the Group Name.
2. In the Students section, click Schedule Student.

3. In the Student Details dialog, review the number of available slots.

4. To assign additional students, click Add Student until all available slots are filled.
5. Enter the required details for each student:
   1. First Name
   2. Last Name
   3. Email Address
6. If needed, remove an unsaved student entry using the Remove (×) icon.
7. Click Save.

Remove or Replace a Student

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Individual Schedule

Important: You cannot remove or replace a student after the placement has been confirmed. If a confirmed student needs to be removed or replaced, please contact Exxat Support or raise a support ticket.

To remove or replace a student in an individual schedule:

1. Locate the required schedule and click the Edit (pencil) icon in the Actions column.
2. Scroll to the Student Details section.
3. Click Remove next to the student's information.

4. In the confirmation dialog, click Delete to remove the student from the schedule.
5. Click Save to apply the changes.
6. If you want to replace the student, enter the new student's details, and click Save.

Group Schedule

To remove or replace a student in a group schedule:

1. Click the required Group Name to open the Group Details drawer.
2. In the Students section, locate the student you want to remove.
3. Click Remove in the Actions column for that student.

4. In the confirmation dialog, click Delete to remove the student from the group schedule.

5. If you want to replace the student, click Schedule Student, enter the new student's details in the available slot, and click Save.

    

Canceling Schedules

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Cancel an Individual Schedule

Important: Canceling a schedule cannot be undone. Provide a cancellation reason before confirming the cancellation.

To cancel an individual schedule:

1. Locate the required schedule and click the Edit (pencil) icon in the Actions column.
2. In the Edit Schedule drawer, click Cancel Schedule.

3. Select a Reason for Cancellation from the dropdown list.

4. (Optional) Enter additional comments to provide more context.
5. Click Confirm Cancellation to cancel the schedule.

Cancel a Student from a Group Schedule

To cancel an individual student's schedule within a group:

1. Click the required Group Name to open the Group Details drawer.
2. In the Students section, locate the student you want to cancel.
3. Click Cancel in the Actions column for that student.

4. Select a Reason for Cancellation from the dropdown list.
5. (Optional) Enter additional comments.
6. Click Confirm Cancellation to cancel the student's schedule.

To reinstate a canceled student schedule:

1. In the Students section of the Group Details drawer, locate the student with the Canceled status.
2. Click Reinstate in the Actions column.
3. The student's schedule is restored, and the previous schedule status is reinstated, allowing the student to continue through the placement and onboarding workflow.

Cancel a Group Schedule

To cancel a group schedule:

1. Locate the required group and click the Edit (pencil) icon in the Actions column.
2. In the Edit Group drawer, click Cancel Group.

3. Select a Reason for Cancellation from the dropdown list.
4. (Optional) Enter additional comments.
5. Click Confirm Cancellation to cancel the group schedule.

 

Edit Schedules

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You can edit schedule details at any stage of the schedule lifecycle, including after onboarding has started. From the Schedules and Onboarding grid, click the Edit icon in the Actions column for the schedule you want to update.

In the Edit Schedule drawer, you can update supported details such as:

• Discipline and Specialization
• Program Type
• Location
• Shift and Days of Week
• Student details
• Placement start and end dates

This applies to both Individual and Group schedules.

Important: Changes to Discipline, Program Type, Location, or schedule dates automatically re-evaluate applicable onboarding requirements and compliance. When onboarding has already started, you’ll receive an informational message explaining the potential impact of the changes on onboarding requirements. Students, Schools, and Clinical Instructors are informed through enhanced schedule update notifications when applicable. For confirmed schedules where payment eligibility is based on Program Type, Discipline and Program Type cannot be edited to preserve payment configuration. If a student has already completed payment, the assigned student cannot be changed or removed, and the schedule cannot be cancelled. Other supported schedule details can still be updated, subject to the applicable editing rules.

 

Move Schedules Between Locations

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Sites can now move an approved schedule to any location, including locations not originally part of the availability.

This allows sites to adapt placements when operational needs change, without cancelling or recreating schedules. 

Moving a Schedule to a New Location, not originally part of the availability(IND/GRP)

When a site user opens an approved schedule, the schedule details open in a drawer view.

From this drawer:

1. Select Move Schedule
2. The system opens a location selection screen listing all available locations

From this screen, users can:

• Search locations by name
• Filter locations by State or Groups
• View location address details
• Select one location to move the schedule to

Once a location is selected, choose Move to proceed.

Viewing Locations Within the Same Availability During Move Schedule:

When moving a schedule, site users can limit the location list to only those locations that are part of the same availability.

On the Move Schedule screen:

• Enable Show only locations associated with availability

• The location list updates to display only the availability’s parent location and its child locations (such as departments or units)

This helps users quickly select a valid location within the same availability when moving a schedule.

Note: The schedule remains approved, and all existing details are retained. Onboarding requirements update automatically if the selected location has different requirements.

Confirmation Before Moving:

Before completing the move, a confirmation message is displayed explaining what will happen to the schedule.

This confirmation highlights that:

• The schedule will be moved to the selected location
• All existing schedule details (student, dates, shift, etc.) will remain unchanged
• The onboarding status may change if the new location has additional requirements

The user must confirm the action to complete the move.

What Happens After the Schedule Is Moved:

After the move is completed:

• The schedule is updated to the new location
• The schedule continues as an approved schedule
• All existing schedule details are retained
• The schedule is no longer linked to the original availability
• The original request and availability are retained only for reference

A system message is added to the schedule indicating:

• The schedule was moved
• Who moved it
• When it was moved
• A reference to the original availability and request

Discipline and Specialisation Handling:

When a schedule is moved, Exxat One automatically checks whether the selected location supports the schedule’s discipline and specialisation.

If the discipline or specialisation is not already associated with the new location:

• It is added automatically during the move
• No manual update is required from the user

Impact on Onboarding Requirements:

If the new location has additional location-specific onboarding requirements, the onboarding status of the schedule is updated accordingly.

• Previously fulfilled requirements that are still applicable remain fulfilled
• Any new location-specific requirements must be completed

This ensures onboarding remains accurate based on the location where the schedule will take place.

Key Notes

• Schedules can be moved without cancelling or recreating them
• Schedules can be moved to locations outside the original availability
• All schedule details remain intact after the move
• Movement history is recorded for tracking and audit purposes
• Onboarding requirements automatically adjust based on the new location

 

Expiring and Expired Requirements

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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:

1. Expand the requirement displaying Expired.
2. Select Add New Record.
3. Confirm the message:
4. “Are you sure you want to add new record? We will archive the approved records permanently.”
5. Submit the renewed information.
6. 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:

1. Expand the requirement.
2. Select Archived Records.
3. Review prior entries, including completion/dose details, expiration information, and previously uploaded documents.

 

Carry Forward Requirements

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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.
• 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.

 

Flag for Hire

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Site users can mark high-performing students as Flagged for Hire based on their performance during placements, helping build a structured internal hiring pipeline directly within Exxat One.

This feature is available to Site Admins and Coordinator roles and can be accessed from Schedule Grid and Schedule Details (for current and completed schedules). The flag is applied at the student level, meaning it remains consistent across all placements of that student within the same site.

• Each user can flag a student once, while multiple users within the same site can contribute
• Flagging is site-specific with no cross-site visibility
• Users can optionally add internal remarks, which are visible only within the site
• The total flag count updates dynamically based on contributions from different users

Clicking Flag for Hire opens a panel where you can view existing flags and remarks, and add your own. You can also remove (unflag) your own entry, which updates the count accordingly.

Once flagged, the student is marked with a Flagged for Hire indicator across relevant areas, helping your team easily identify and track potential candidates for future hiring opportunities.

 

Reviewing Individual Onboarding

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Once a student is confirmed, Exxat One automatically sends the student an invitation email with login instructions to access their placement and begin completing their onboarding requirements.

Important: If a student has not been confirmed 45 days before the placement start date, Exxat One sends a weekly reminder email to the school requesting that the placement be confirmed. 30 days before the placement start date, Exxat One sends a notification to the student reminding them to log in and complete their onboarding requirements.

Understanding Student Onboarding Statuses

Exxat One provides visual indicators that help you quickly identify each student's onboarding progress.

Student Has Not Logged In:

Students who have not yet clicked the onboarding invitation link are identified with a yellow caution icon. Once the student logs in for the first time, this icon is no longer displayed in either the Table View or Calendar View.

Not Started:

Students who have been confirmed but have not yet started completing their onboarding requirements display the Not Started onboarding status.

Click Not Started to open the student's onboarding requirements.

Some Action Needed:

Students with incomplete onboarding requirements—whether pending action from the student or the site—display the Some Action Needed status with a pink background in both the Table View and Calendar View.

Click Some Action Needed to review and manage the outstanding requirements.

Review Individual Student Onboarding

To review a student's onboarding progress:

1. Locate the required student.
2. Click Get Started or Some Action Needed in the Onboarding Status column.
3. The Onboarding Requirements screen opens.

The Individual Onboarding screen uses a two-panel layout, allowing you to review requirements and their details without leaving the page.

Header Overview

The header provides a quick summary of the student and schedule.

It includes:

• Student name
• Employee Verification indicator (if the student has declared themselves as an employee)
• Schedule status
• Flag for Hire option
• Schedule details, including site/location and duration
• Days of the week for the placement

Requirements List (Left Panel)

The left panel displays every onboarding requirement assigned to the student along with its current status and due date.

If a requirement is mandatory, it is marked with an asterisk (*).

The following statuses may be displayed:

• Get Started – The student has not started the requirement.
• In Progress – The student has started the requirement and saved it as a draft.
• Pending Review – The requirement has been submitted and is awaiting review.
• Approved – The requirement has been approved.
• Not Approved – The submitted requirement was not approved and requires further action.
• Expiring – Displayed within 30 days of the document's expiration date.
• Expired – The submitted document has expired and must be resubmitted.

For approved requirements, the last approval date is displayed below the requirement name.

Click any requirement to view its details in the right panel.

Requirement Details (Right Panel)

When you select a requirement, the right panel displays all related information and actions.

From this panel, you can:

• Review the student's submitted information.
• View requirement guidelines and form responses.
• Upload documents on behalf of the student (if permitted).
• Submit uploaded documents.
• Review submitted documents.
• Change the document status to Approved, Not Approved, pending Review or In Progress.
• Add reviewer comments when approving or rejecting a submission.
• Download submitted documents.
• View the audit history for the requirement, including who uploaded and reviewed it.
• Add a new record.

Messaging

Use the built-in messaging feature to communicate directly with schools or students.

To send a message:

1. Click the Message icon in the upper-right corner.
2. Select one or more recipients:
   • School
   • Student
3. Enter your message.
4. Click Send.

The Messages drawer also displays your complete conversation history.

Outside the drawer, the latest message preview displays the sender's email address and timestamp for quick reference.

View Requirement Status History

You can review the complete audit trail for every onboarding requirement.

The History button becomes available after a requirement has been submitted (that is, once it is no longer in the Get Started status).

To view the status history:

1. Open the required onboarding requirement.
2. Click History in the upper-right corner of the Requirement Details panel.
3. The Status History drawer opens.

The drawer displays a chronological history including:

• Status changes (In Progress, Pending Review, Approved, Not Approved, etc.)
• Date and time of each update
• User who performed the action
• Reviewer comments or reasons (when applicable)

This provides a complete audit trail for every onboarding requirement throughout its lifecycle.

Review Group Onboarding

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How Group Compliance is Determined A group displays Non-Compliant if any onboarding requirement assigned to a student, clinical instructor, or the school is not approved. A group is considered Compliant only when all required onboarding items for every student, clinical instructor, and school-level requirement have been approved.

The Group Onboarding screen provides a three-panel layout that allows you to review and manage onboarding requirements for students, clinical instructors, and school-level requirements from a single location.

To review onboarding requirements for a group:

1. Open the required group.
2. Click the group's Onboarding Status (for example, Not Started or Some Action Needed).
3. The Group Onboarding screen opens.

Left Panel

The left panel displays all onboarding entities associated with the selected group, including:

• Students
• Clinical Instructors
• School Requirements

Each item displays its overall onboarding status, such as:

• Compliant
• Some Action Needed
• Get Started

Click a student, clinical instructor, or the group name (under School Requirements) to view its onboarding requirements.

Note: An icon next to a student's name indicates that the student has verified themselves as an employee.

Requirement List (Middle Panel)

The middle panel displays all onboarding requirements for the selected student, clinical instructor, or school.

Each requirement includes:

• Requirement name
• Due date
• Current status

The following statuses may be displayed:

• Get Started – The requirement has not yet been started.
• In Progress – The requirement has been started and saved as a draft.
• Pending Review – The requirement has been submitted and is awaiting review.
• Approved – The requirement has been approved.
• Not Approved – The requirement was reviewed but not approved.
• Expiring – The submitted document is approaching its expiration date.
• Expired – The document has expired and must be resubmitted.

Click any requirement to open its detailed view.

Requirement Details (Right Panel)

The right panel displays the complete details of the selected requirement.

From this panel, you can:

• Review the requirement guidelines.
• View submitted information and uploaded documents.
• Upload documents, if applicable.
• Change the Document Status to Approved or Not Approved, Pending Review, or In Progress.
• Add reviewer comments, if required.
• View the requirement's audit history.
• Download submitted documents.

Click the Full Screen icon in the upper-right corner to expand the requirement details for easier review.

View Reviewer Comments

When a reviewer approves or does not approve a requirement and includes comments, those comments appear beside the requirement status in the Requirement Details panel.

For approved requirements, the last approval date is also displayed below the requirement name in the Requirements List.

Employee Verification

Enabling Employee Verification:

Employees who have students at your facilities can now bypass some or all onboarding requirements. To enable Employee workflow, please email to the one-support@exxat.com with your requirements using the following template:

Subject: Request to Enable Employee Workflow for [Site Name]

To: one-support@exxat.com

Body:

Dear Exxat Support Team,

We would like to enable the Employee Workflow for our site. Please find our configuration requirements below:

1. Persona: Student

• Onboarding Requirements: [Custom / Skip]
  • If Custom, please specify: __________________________
• Payment Mode: [Custom / No Change / Skip]

2. Persona: Clinical Instructor (CI)

• Onboarding Requirements: [Custom / Skip]
  • If Custom, please specify: __________________________

Kindly confirm once the workflow has been enabled for our site.

Thank you,
[Your Name]
[Your Role / Designation]
[Your Institution / Site Name]
[Your Contact Information]

Reviewing Employee Verification 

1. From the Schedule or Onboarding Screen identify the schedule you wish to review employees for.
2. With in the schedule identify the student or Clinical Instructor.
3. If the student or Clinical Instructor has been verified as an employee an icon will be displayed next to their name. Hover your cursor  over the icon to view details: date of employee verification.

Review School-Submitted Onboarding Requirements

As a site, you can configure onboarding requirements that must be completed by the school as part of a student's overall onboarding process.

If school-assigned requirements exist for a schedule, they appear under a separate For Schools section on the student's onboarding page.

Review School Requirements

To review school-submitted onboarding requirements:

1. Open the onboarding details for a confirmed student by clicking Get Started or Some Action Needed in the Onboarding Status column.
2. On the onboarding page, locate the For Schools section.
3. Click the required school-assigned onboarding requirement.
4. Review the submitted information and any uploaded documents.
5. From the Document Status dropdown, select either:
   • Approved
   • Not Approved
   • Pending Review
   • In Progress
6. (Optional) Enter reviewer comments, if required.
7. Click Update Now to save your review.

Review Ongoing and Offboarding Activities

The workflow for reviewing Ongoing and Offboarding activities is the same as the onboarding review workflow. Once a student begins submitting ongoing or offboarding activities, you can review, approve, or reject each submission using the same interface and review process used for onboarding requirements.

Once these conditions are met, the Ongoing and Offboarding tabs appear next to the Onboarding tab on the student's schedule.

From these tabs, you can:

• Review submitted activities and supporting documents.
• Change the Document Status to Approved or Not Approved, Pending Review, or In Progress.
• Add reviewer comments, when required.
• Download submitted documents.
• View the status history and audit trail for each activity.
• Communicate with the student, school, or clinical instructor using the Messages panel.

Add a Clinical Preceptor/Clinical Instructor

You can assign one or more Clinical Preceptors to a schedule. Assigned preceptors are responsible for supervising students during their placement.

To assign or update a Clinical Preceptor/Clinical Instructor:

1. Navigate to Schedules and Onboarding.
2. Open the required Individual or Group schedule.
3. Click Edit to open the schedule details.
4. Scroll to the Preceptor Details section.
5. Click Select Site Personnel.
6. Select one or more preceptors from the list of site personnel.
7. Click Save in the upper-right corner to apply your changes.

The selected preceptor(s) will be assigned to the schedule.