After reading this article, you will be able to…

• Use the Schedule Management Dashboard
• View Approved Availabilities
  • Schedule List
  • Tab View of Schedules
  • Searching, Filtering and Sorting
  • Configure Columns
  • Pagination
  • Exporting Scheduling and Onboarding Data
• Review Individual Availabilities
  • Scheduling Students
  • Replacing or Removing a Student
  • Reviewing Compliance
  • Tracking Student Onboarding for Individual Schedules
  • Messaging
  • View Reviewer Comments
  • Tracking the Status History of the Onboarding Requirement
• Tracking Onboarding for Group Schedules
• Employee Verification
• Reviewing School-Submitted Onboarding Requirements
• Reviewing Ongoing and Offboarding Activities
• Tracking Status History of Ongoing and Offboarding Activities
• Downloading submitted ongoing/offboarding activities
• Adding or changing Clinical Preceptor/ Clinical Instructor
• Move Schedules Between Locations
• Cancelling a Schedule
• Calendar View
• Group Placements
  • List View
  • Searching, Filtering and Sorting
  • Configuring Columns
  • Viewing Group-level Onboarding Requirements
  • Reviewing Ongoing and Offboarding requirements for Groups
  • Scheduling a student
  • Group-level communication with Schools
  • Cancelling a Group Schedule
• Access Schedule and Onboarding Reports
• Expiring and Expired Requirements
• Carry Forward Requirements

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 

Track confirmed and pending schedules and surface confirmation or compliance actions.

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Please note: Every dashboard card, metric, chart segment, and row is clickable — click any item to open the List view with the appropriate filters pre-applied.

Quick counts to help you prioritize work:

• Ongoing Schedules: Count of confirmed schedules currently in progress, with the count of schools associated with those schedules.
• Upcoming Schedules (Confirmed):  Count of upcoming schedules that are confirmed, with the count of schools associated.
• Upcoming Schedules (Pending Confirmation):mCount of upcoming schedules in To Be Scheduledor Not Confirmed states, with the count of schools associated.

Upcoming Schedules Overview

Detailed breakdown of upcoming schedules and their onboarding/compliance status. Use the filter at the top-right of this section to switch between schedules starting in the upcoming 30 days or All upcoming schedules.

This section includes two pie charts

Schedules Overview: Breakdown of upcoming schedules by status:

• Confirmed — Count of upcoming schedules in confirmed state.
• Pending Confirmation: Count of upcoming schedules in To Be Scheduled or Not Confirmed state.
• Cancelled: Count of upcoming schedules that have been cancelled.

Onboarding Overview: Breakdown of onboarding status for upcoming schedules:

• Compliant — Schedules where students have completed onboarding and are compliant.
• Some Action Needed — Schedules where students have started onboarding but still need to complete requirements.
• Not Started — Schedules where students have not started onboarding.
• Not Applicable — Schedules where onboarding is not applicable yet.

Schedule Approvals & Confirmation (12‑month view)

Month-by-month bar graph showing schedule outcomes (Approved / Confirmed / Compliant) by scheduled start month for the next 12 months. Each month’s bar breaks down:

• Approved — slots approved with a start date in that month
• Confirmed — schedules confirmed for that start month
• Compliant — schedules with onboarding complete for that start month

Please note: Use the Discipline filter at the top of the dashboard to dynamically update all sections to the selected discipline(s).

Recent Activities

Live feed of schedule events so you always see the latest confirmations and cancellations. 

Activities Include:

• Schedule updated with students
• Schedule Confirmed
• Schedule Cancelled

Click an activity to open the related schedule or the filtered list view.

View Approved Availabilities 

Schedule List 

Click on the Schedules List Tab at the top to view all schedules in a list format.

The Schedule List  for Scheduling and Onboarding displays each approved availability with columns for:

• Availability Name: name of the availability . Click the name to view, edit, or track the availability.
• Schedule ID: unique ID associated with each availability
• Student details: name and email of the scheduled student. if no student not assigned, then Schedule Students is displayed. You can click on the student email to copy it to your clipboard.
• School name: name of the school associated with the slot.
• Preceptor: Displays the name of the preceptor or clinical instructor who will supervise the student during the availability.
• Location Name: name of the facility for the placement. Where the placement is at a Department or Unit within a Location the facility name is listed below the location. Hover over the location name to view the address.

• Shift: scheduled students are expected to be at the facility during clinical rotations, such as morning, afternoon, evening, or night. 

  • If only standard shifts were requested and approved, then along with the shift name, you can view the timing of the shift as well. 
  • If custom shift timings were requested and approved, then a “Custom Shift Timings” label is displayed, and the custom timings are appended with each applicable day in the “Days of the week” column. 
• Days of the week: days on which the students are expected to be at the facility.
• Schedule Duration: the start and end dates of the approved slot.
• Rotation Details: details filled in by the school during the slot request.
• Course Details: course details filled in by the school during the slot request.
• Schedule Status: student schedule status
  • To be Scheduled:  Slot request is approved, but the school has not scheduled a student.
  • Not Confirmed: school has scheduled a student to an approved slot or includes student details in the slot request, but not yet confirmed the placement
  • Confirmed: school has confirmed a student on the schedule.
  • Cancelled: Displayed when the schedule has been cancelled by you or the school.
• Onboarding Status: onboarding status of the student on the schedule.
  • Not Applicable: when no onboarding requirements are configured for the schedule or the student in not yet confirmed on the schedule .
  • Get Started: when the student has been confirmed on the schedule but has not yet started fulfilling the onboarding requirements.
  • Some Action Needed: when not all the onboarding requirements have been fulfilled or approved yet.
  • Compliant: once all the onboarding requirements are fulfilled and approved.
  • Actions: Displays to edit details , reassign students , manage other aspects of the schedule and to message the school.

Tab View of Schedules  

Schedules and Onboarding screen uses tabs that categorize schedules as:

• All :all schedules. This is the default view when you land on the screen.
• Upcoming: schedules where the today’s date is before the placement Start Date
• Current: schedules where today’s date is after the placement Start Date and before the End Date.
• Completed: schedules where today’s date is after the placement End Date.

Please Note: Filters remain sticky when switching tabs. For example, if you filter by a specific discipline in the Upcoming tab and then switch to Ongoing, the same discipline will remain applied . 

Searching, Filtering and Sorting

 Search by:

• Select Availability Name from the dropdown, and enter the availability’s name to narrow down results
• Select Schedule ID from the dropdown in the search bar and enter the full Schedule ID to find a specific schedule.
• Select Student Name from the dropdown in the search bar and enter the Student Name to find all the schedule(s) assigned to the student.

Filter by:

• Group or Individual Experiences
• Discipline: multiple select for all the availabilities you wish to see
• Schools: multiple select
• Location Groups: multiple select
• Locations: multiple select
  • For locations which have departments or units within them use the  icon to expand and select units.
• Schedule Status: Cancelled, Confirmed, Not Confirmed, To Be Scheduled (multiple select)
• Onboarding Status: Compliant, Non-Compliant or Not Applicable
• Start & End Date: dates of schedule. (Only available in the All tab)
• Starting In: (only available within the Upcoming Tab of Schedule grid) : filters the schedules based on the start date of the schedule, that is whether it is starting in the next 30 days, 60 days, 90 days, or you can apply a custom range for the start date of schedule as well.

• Scheduled Start Date Range: Filter for schedules with Start dates within the range you enter

  

Sort using the up and down arrows in the column header for:

• Requested Slots
• Date of Request
• Confirmed Slots columns for better organization and analysis. 

Configure Columns

Please see Viewing And Tracking Availabilities (Managing Availabilities)  Configure Columns

Pagination

Please see Viewing And Tracking Availabilities (Managing Availabilities)  Pagination

Exporting Scheduling and Onboarding Data

Please see School Requests Exporting Data

Review Individual Availabilities

To view placements for individual students on the grid view, slide the click the Individual button on the top left.

Scheduling Students

Please see School Requests

Please note scheduling students is usually done by the school but can be done by the site. Once a student is scheduled, the status changes from Approved to Not Confirmed until the school confirms the placement.

Best Practice:  Keep the communication open with the school: If students have not been Scheduled least 3-6 month before the placement start date please reach out to the school.

Replacing or Removing a Student 

Please Note: You cannot remove or replace a student once they have been confirmed. Once they have been confirmed please contact support or raise a ticket to remove or replace the student.

1. To replace a student you must first remove the existing student.

2. To remove a student after they have been placed and confirmed click on the pencil  icon in the action column. In the Student Details below the Student information there is a Remover Student at the bottom. Click it if to remove this student from the placement.

   

3. You will be asked if to confirm removing the student. Click Delete to remove the student from this placement. Click Cancel to go back.

4. After the student has been removed from the placement you can replace a new student into the slot by adding a student. Please see School Requests Review and Approve for how to add a student.

Reviewing Compliance

Once a student has been confirmed Exxat One sends an invitation to the student with log in details to view their placement details and begin completing onboarding requirements.

Please Note: Forty-Five days prior to the placement start date If any student has not been confirmed an automated  email is sent to the schools once a week to reminding them to please confirm the placement. Thirty days prior to the placement start date Exxat One sends a notification to the student to log in and complete onboarding documents

1. Students who have not clicked the link emailed to them to start the onboarding process are identified with a yellow caution icon, students who have logged in at least one will not display this on the table view and on the card in the calendar view 

   

2. Students who are confirmed but have not yet started fulfilling their onboarding requirements will have a Get Started onboarding status with an eye icon  beside it, signifying that you can view and track the onboarding progress of the student.

3. Students who have incomplete onboarding requirements, whether by the student or school are show in a pink background with the Some Action Needed label on the Table View and the card on the Calendar View.

   

    

Tracking Student Onboarding for Individual Schedules

1. Click on   or to go to the Onboarding requirements screen.

The onboarding requirements screen for individual schedules is designed as a two-panel layout, bringing all requirements and detailed information into one view.

Requirements List Panel (Left Panel)

• Displays the list of each onboarding requirement applicable to the student for the selected schedule with its status and due date. The possible statuses are:
  • Get Started: The student has not yet begun fulfilling the requirement and needs to take action.
  • In Progress: The student has started completing the requirement and saved it as a draft.
  • Pending Review: The student has submitted the requirement, which is awaiting review 
  • Approved: The submitted requirement has been approved.
  • Not Approved: The submitted requirement has not been declined.
  • Expiring: an alert starting 30 days before the expiration date of a submitted requirement or document.
  • Expired: The submitted requirement has expired and requires resubmission.
• If the onboarding requirement is mandatory, it will be marked with an *.  
• For Approved requirement, the date of its last approval just below the requirement name in the list.
• Click on any requirement to open its detailed view in the right panel.

Downloading submitted requirements:

Once a requirement/activity has been submitted, you can download all associated details and documents for your records.

To do this, simply click the Download icon beside the submitted requirement. A ZIP file will be generated and downloaded to your device with individual folders for each section within the requirement, containing:

• A PDF file containing all completed form details for that section.
• Any uploaded documents (such as certifications, forms, or proof of completion) are saved as separate attachments alongside the PDF.| |Requieent Details Panel (Right Panel)

Requirement Details Panel (Right Panel)

When a requirement is selected on the left panel, its guidelines, form fields, and submission options appear in this panel.

• You can review what the student has entered for the requirement and the fulfilled details in it.
• You can upload any documents if necessary for the student by in the upload and submit area. Use the down carat to expand the area and upload the document. Click submit when you are finished. 
• To review the fulfilled details of the requirement, click on “Document Status” and select “Approved” or “Not Approved”, specifying any comments if required. 
• Click the “Download” button at the top right to download the submitted onboarding requirements. what the student has entered for the requirement and the fulfilled details in it.
• View the audit history of the requirement (who uploaded, reviewed it and when)

Please note: click the Full Screen icon at the top right of this panel to expand the detailed view. The requirements list will be hidden while in full-screen mode.

Messaging

1. Click the Message icon located at the top right of the screen to open the Messages Drawer.

   

2. Within the Messages Drawer, select your recipient(s) by checking the boxes for School, Student, or Clinical Instructor.

3. Type your message in the text box.

4. Click Send to deliver your message.

You can view all your sent and received messages directly within this drawer.

Outside the drawer, the most recent message (sent or received) is displayed next to the Message icon.

• This preview includes the sender’s email ID and timestamp.

  

View Reviewer Comments

When a requirement or activity is approved or not approved with a comment, the reviewer’s comment appears beside the status in the detailed view panel.

Additionally, for every Approved requirement or activity, you can also see the date of the last approval displayed below the requirement name in the list.

Tracking the Status History of the Onboarding Requirement 

You can view the complete history of status changes for any onboarding requirement directly from its Detailed View Panel.

Once a requirement has been submitted (i.e., it is no longer in Get Started status), the History button appears at the top right corner of the Requirement Detail Panel.

1. Click the History button.

   

2. The Status History Drawer opens, displaying a chronological log of all status updates, including:

   • Status – such as Pending Review, In Progress, Approved, or Not Approved.

   • Date and Time of each update.

   • Updated by – the user who performed the action.

   • Comments/Reasons provided by the reviewer (for Approved or Not Approved statuses).

This feature provides a transparent audit trail for every status change made to a requirement.

Tracking Onboarding for Group Schedules

The Onboarding screen under Group Schedules provides a three-panel layout for a consolidated view of all students, clinical instructors, and school-level onboarding requirements within a group.

Left Panel

• Displays the list of Students, Clinical Instructors, and School Requirements associated with the selected group.

• Each name is accompanied by their overall onboarding status, such as:

  • Compliant

  • Some Action Needed

  • Get Started

• Click on a student, clinical instructor, or the group name (under School Requirements that you need to fulfil) to view their specific onboarding requirements.

  

Requirement List Panel (Middle Panel)

• Displays all requirements applicable to the selected student, clinical instructor, or school.

• Each requirement lists:

  • Requirement Name

  • Due Date

  • Current Status

• Click any requirement to open its Detailed View.

  

Requirement Detail Panel (Right Panel)

• Displays the complete requirement guideline, form fields, and submitted information by the student, clinical instructor, or school.

• You can review what has been submitted and mark the requirement accordingly:

  1. Click Document Status.

  2. Select Approved or Not Approved.

  3. Optionally, enter comments if clarification or feedback is needed.

• Click the Full Screen icon to expand the detailed view and focus on the requirement being reviewed.

  

   

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.

Reviewing School-Submitted Onboarding Requirements

As a site, you can configure specific onboarding requirements to be fulfilled by the school as part of a student’s overall onboarding compliance.

If such requirements have been set up for the schedule, they will appear in a separate section titled “For Schools” under the detailed onboarding page of a student’s schedule.

• From the Onboarding. Status Column on the Schedules Grid click on the status label either  or  to open the onboarding details of a confirmed student schedule.

  

1. You'll see onboarding requirements categorized under two headers:
   • For Students: Requirements to be fulfilled by the student.
   • For Schools: Requirements assigned to the school.

2. Click on each school-assigned item to open its detailed view.

3. Review the submitted information carefully.

4. From the Document Status dropdown menu, select one of the following options:

   • Approved

   • Not Approved

5. Click Update Now to save your review and record the selected status.

   

You can also send a message to the school using the message area in the upper-right corner. Check the box for the school as the recipient, type your message, and click Send.

Please Note: the overall onboarding compliance of the student in this case depends on both:

• The student’s own onboarding submissions, and
• The school’s fulfillment of requirements assigned to them.

Ensure both sets of requirements are reviewed and approved to mark the student as compliant.

Reviewing Ongoing and Offboarding Activities

The same workflow is used to track and review the student ongoing and offboarding activities. Described below is how to review Ongoing actives, for Offboarding  please click Offboarding in step 2 and proceed the same.

Please Note: Ongoing and Offboarding activities are only relevant after compliance is achieved and the schedule has begun. 

1. Once a student is compliant and the schedule has started, two additional tabs may appear next to Onboarding:
   • Ongoing
   • Offboarding

Please Note: These activities are only shown if ongoing and/or offboarding activities are configured for the schedule.

2. Click the Ongoing tab to view the list of activities the student must complete during the schedule.

3. Click on an uploaded activity or document to open and review it.

   

    

4. Use the dropdown to select Approved or Not Approved.

   

5.  If needed, add a comment to provide feedback or clarification.

   

6. To add a message to the student or school if the submission is not approved, click on “Message” at the top right corner.

   

    

7. Within the Messages Drawer, select whether to send the message to the Student, the School, or Both.

7. Type your message in the text box and click Send.

8. Previous messages sent to students and schools can be viewed under their respective headers (School or Student).
   Click View More to access the complete message history.

   

Tracking Status History of Ongoing and Offboarding Activities

Just like onboarding requirements, you can also track the status history of ongoing and offboarding activities.

1. Open the desired Ongoing or Offboarding activity.

2. Click the History button for any submitted activity to view its complete status change log.

   

    

        

Downloading submitted ongoing/offboarding activities

Navigate to the Ongoing or Offboarding tab.

To download:

• Click the Download icon beside each submitted activity, or

• Click the Download button in the Detailed View Panel (right side of the screen).

  

   

  Please Note: Site users will now receive notifications when students submit their first and last ongoing or offboarding activities. This ensures timely review and action. Notifications are sent both in-app and via email.

Adding or changing Clinical Preceptor/Clinical Instructor

1. You can add a Preceptor by clicking on the icon in the action column You can add multiple CI’s for a schedule.
2. In the Student Details area click the down carat to select a preceptor from the list of personnel assigned to this site and click save in the upper right hand corner.   

Please note Preceptors must be added in the Personnel list first. Please see  Site Configuration Personnel for more information.

Move Schedules Between Locations

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.

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

From this drawer:

• Select Move Schedule

• 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

Cancelling Schedule 

1. Click on the  icon in the action column to review a placement. Then click on the Cancel Schedule button in the upper right corner.

2.  You will see a screen asking for a reason for the cancellation.  Please enter a reason and click Confirm.  This will send a message to the school, assigned Preceptor/CI and the student notifying them of the cancellation and the reason.

Calendar View

1. Click on the Calendar View Button on the list page.

2. Search Box: Select Availability name or Schedule ID and type in the search box.

3. You can filter by:

• Disciplines: use the dropdown to select one or more.
• Schools: use the dropdown to select one or more schools. Type a school name in search box to find schools quickly.
• Locations: use the dropdown to select on or more location. Type a location, department or unit name in the search box to find locations quickly. For locations with departments and units click the  to expand.
• Schedule Status:
  • Cancelled
  • Confirmed
  • Not confirmed
  • To be scheduled
• Onboarding Status:
  • Compliant
  • Get Started
  • Some action needed
  • Not applicable

• Start and End Dates (Available only in the All tab of the Schedule Grid)

  • View schedules based on their start and end dates.

• Starting In (Available only in the Upcoming tab of the Schedule Grid)

  • Filter schedules based on when they are set to begin — within the next 30, 60, or 90 days.

  • You can also apply a custom date range for the schedule start date.

• Scheduled Start Date Range

  • Filter schedules by selecting a specific duration to view all schedules starting within that period.

4. Click on the name of any student or availability to review or schedule.

    

   

    

5. Click on the “Schedule Student” button to go to the schedule drawer where you can schedule the student.  Please see Scheduling Students

6. To Review a Student’s Onboarding documents click the Compliant  or Not Compliant button in the details screen.

7. Please see Reviewing Compliance

Group Placements

List View

To view placements for groups of students, slide the click the Group button on the top left.

Searching, Filtering and Sorting

Please see Searching, Filtering and Sorting 

Configuring Columns

Please see Viewing And Tracking Availabilities (Managing Availabilities) Configure Columns

Calendar View

1. To view placements for groups of students, slide the click the Group button on the top left of the grid view then click Calendar View.

   For Searching, Filtering and Sorting please see Calendar View

2. Click on the box of an availability to view details

3. Click on Schedule Student in the card to add student information. From this step forward please continue as Scheduling Students .

Viewing Group-level Onboarding 

1. To view the group-level onboarding requirements for a group Go to Schedules and Onboarding and click on the Group tab to navigate to the group schedules screen.
2. Search, filter, and Sort using the same instructions for individual placements. Please see Searching, Filtering and Sorting

3. To view the onboarding progress of the school fulfilling the group-level requirements, click on the group’s onboarding status (Non-compliant or Compliant) along with an , to navigate to the group-level onboarding page. To navigate to the Onboarding page of the group, where you can view the detailed onboarding progress of the school (if any school-level requirements need to be fulfilled).
   This page also displays the onboarding progress of all students and clinical instructors within the group.

   For more details, see Tracking Onboarding for Group Schedules.

4. To view onboarding requirements for the entire group click on Compliant or Non Compliant from the Onboarding status column.

   

5. Click on down carat to the left of any group to review onboarding requirements assigned Preceptors/CIs and students in the group.

Please note: a group will display as Non-Compliant if ANY requirement for a student, preceptors, or school is not approved.

6. Once the view is expanded you can see the names of students and CI/Instructors and students, their compliance status, and school. 

Please Note: Once a student has been confirmed and/or a CI/faculty has been invited, their onboarding status changes to “Get Started”. 

When they start fulfilling onboarding requirements, it changes to “Some Action Needed” and finally to “Compliant” when all the submitted requirements have been approved.

7. Click on the not-started, compliant, or non-compliant button for any student or Preceptor/CI to navigate to the onboarding screen of the group and review their documents. See above Reviewing Compliance for more information.

Reviewing Ongoing and Offboarding requirements for Groups

The same workflow is used to track and review the student ongoing and offboarding activities. Please see Reviewing Ongoing and Offboarding Activities

Scheduling a student

Please see Student scheduling on School Requests.

Please note scheduling students is usually done by the school but can be done by the site. Once a student is scheduled, the status changes from Approved to Not Confirmed until the school confirms the placement.

Best Practice:  Keep the communication open with the school: If students have not been scheduled least 3-6 months before the placement start date please reach out to the school 

To schedule a student from the list view,

1. Open the List View for Group Schedules.

2. Locate the Schedule you wish to add the student to schedule

3. Expand the schedule using the caret

4. Click the schedule student button and continue with the instructions in Scheduling Students

To schedule a student from the calendar view. 

1. Open the Calendar View of Group Schedules as described above.

2. Locate and click on the card for the schedule you wish to add a student to.

3. Click on the Schedule Student button on the card and follow the instructions above Scheduling Students

   

Adding or Scheduling Faculty

Please note: it is the responsibility of the school to schedule faculty.

Please see above Adding or changing Clinical Preceptor/ Clinical Instructor

Group-level communication with Schools

1.  From the group schedules by clicking the Group tab on the Schedules and Onboarding screen

2. Click the icon in the action column for the desired group schedule to open the Messages drawer.

    

3. Select the checkbox corresponding to School and type your message in the Add your message here textbox section. Click Send when you are finished.

   

Cancelling a Group Schedule

1. From the Schedules and Onboarding screen and click on the Group tab. Select the group schedule you want to cancel and click on the corresponding  icon in the action to open the details drawer. 

   

2. In the Group Schedule drawer, click the "Cancel Group" button now available at the top right corner of the drawer

   

3. A popup will appear prompting you to confirm the action and provide a reason for cancellation and click Confirm to cancel the group schedule. 

    

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All student and instructor schedules associated with the group will be automatically canceled, and notifications will be sent to the school, students, and clinical instructors informing them of the cancellation

Access Schedule and Onboarding Reports

The Reports tab gives you access to schedule and onboarding reports.

• Schedule-level Summary Report — detailed summary of schedules across locations, disciplines, and duration.
• Onboarding Requirement-level Detail Report — detailed rows for onboarding requirement submissions, statuses, and more.

For full instructions on running, filtering, and exporting these reports, see the Reports guide.

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:

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

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:

1. No Carry Forward – Requirement must be resubmitted with every placement. Example: Attestation forms.

2. 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.