This release brings more precision to onboarding. You can now configure onboarding requirements by program type, sub-program, and experience type so students and Clinical Instructors see only what’s relevant to their placement. Program- and experience-specific requirements appear directly in availabilities and flow into schedules, ensuring everyone completes the right documents from the start.
Let’s take a closer look at the updates included in this release:
Program- & Experience-type Specific Onboarding Requirements
Make onboarding precise: configure requirements that apply only to specific program types, sub-programs, or experience types so students and CIs see only what matters.
- Configure onboarding groups by Program Type (Undergraduate, Graduate, PhD, Pre-licensure, Post-licensure, etc.), Sub-Program (e.g., RN-BSN, LPN), and Experience Type (Individual vs Group) in the onboarding configuration.
- Select which program/sub-program(s) a requirement group applies to during setup, and those requirements will apply only when the availability/schedule matches the selected program or experience type.
- Program- and experience-specific requirements will be displayed in the availability description during availability creation, and will flow to schedules created from that availability.
This helps in ensuring students and CIs see accurate, contextual checklists for their specific program/placement, reducing unnecessary uploads and confusion.
Enhanced Onboarding Review Experience
A focused 3-panel review workspace
A redesigned reviewer workspace gives you the full context: who, what, and the submission details - all in one view and reduces the number of clicks required to do the review.
- Left panel: This shows personas (students, Clinical instructors) and any school-level requirements for the availability, along with their onboarding statuses.
- Middle panel: When you select a persona, see their full list of onboarding requirements with due dates and current statuses.
- Right panel: Open a submitted requirement to review uploads/fields, guidelines, and reviewer actions (Approve / Not Approve). Additionally on this panel you can view:
- Latest comment added by reviewer for “Approved” and “Not Approved” Requirements.
- Date of last approval of an “Approved” Requirement.
- Latest sent/received message upfront.
This ensures less context switching, fewer clicks, and faster, more accurate reviews.
Moreover, within the Onboarding Review screen, you can now also view the following details at a glance:
The latest reviewer comment for requirements marked as Approved or Not Approved.
The date of last approval for requirements with an Approved status.
The most recent sent or received message, displayed prominently for quick reference.
Changing Submitted Requirement Status Between Approved and Not Approved
Adjust decisions without requiring a resubmission from the student/CI/school when new evidence or corrections arise.
- You can now change a submitted requirement’s status directly from Approved to Not Approved or Not Approved to Approved via the Status dropdown on the submitted requirement.
- No student/CIs re-submission required when you correct a decision after re-review.
This helps with simpler error correction and faster resolution during review.
Viewing Expiration Status for Submitted Requirements
Track the expiration of submitted requirements, so you can prompt student renewals for those requirements.
- Submitted onboarding items which have an expiration date will show an expiration status based on the expiration logic configured by you for that requirement. (for example expires at rotation end, expires in one calendar year, etc)
- Items within 30 days of expiry display a expiration alert - “Expiring in 30 days”; and after the expiration date passes, the requirement is shown as Expired.
- If a schedule is not over and an item has expired, it will require re-submission for compliance.
This helps you be proactive regarding expiring documentation and reduces non-compliance risk.
Downloading Submitted Onboarding Requirements
Easily download and retain copies of submitted onboarding items for recordkeeping and reporting.
You can now download the onboarding requirements submitted by a student or clinical instructor directly from the review screen.
Simply click the Download icon beside any submitted/uploaded requirement to generate a ZIP file.
You can extract the ZIP file, which contains:
- Folders for each section within the requirement.
- Within each folder, there will be a PDF file capturing all filled-in form details for that section of the requirement, and any uploaded documents (e.g., certifications, forms, or proofs) will be present as separate attachments within the same folder.
This enhancement enables you to conveniently store, share, or reference onboarding documentation offline, making audits, reporting, and compliance tracking much easier.
Introducing Rich Text in Guidelines of Onboarding Requirements
Clearer, structured instructions for students, clinical instructors, and reviewers!
Make onboarding guidelines more readable and actionable with full basic formatting.
- The Guidelines field on onboarding requirements now supports rich text: bold, italics, underline, headings, bullet/numbered lists, and hyperlinks.
- Use structured guidance (steps, links to resources/forms) so students, CIs, and reviewers understand exactly what to submit.
Audit Trail Across Requirement Configuration and Onboarding
Introducing Audit Trail, providing clear visibility into who did what and when across requirement setup and onboarding.
Requirement Group-Level Audit Trail:
- A new Audit Trail icon is now available on each Requirement Group card.
- View when a group was created, who created or last updated it, and its current status.
- Each time the configuration changes, such as adding requirements or updating locations or disciplines, for let's say location and discipline-specific requirements, then a new timeline entry is added showing who made the change and when.
Requirement-Level Audit Trail:
- Each requirement form now includes its own Audit Trail icon.
- See when a requirement was created or updated and by whom.
- All configuration edits, like guideline or field changes, appear as separate timeline entries, creating a clear record of updates.
- Onboarding Requirement Audit Trail:
- For every onboarding requirement, view when it was submitted, by whom, and all status changes (Pending Review, Approved, Not Approved, In Progress, or Expired).
- Reviewer comments added during a status update appear directly alongside the timeline.
This update helps site users easily track actions, review changes, and maintain accountability across onboarding and configuration activities.
Deleting Program Partner Categories
Remove outdated or incorrect program partner categories from site configuration to keep partner lists accurate.
- Delete Program Partner Categories from Site Configuration when they are no longer needed.
- Schools that had the deleted category will show that category with a “Deleted” tag beside it (so you retain context for historical records).
This leads to simplified partner management and fewer irrelevant categories when classifying school partners.
Deleting Locations / Departments / Units
Remove unused locations/departments/units, with safeguards to prevent breaking schedules or availabilities existing at those locations.
- You may delete locations, departments, or units from the Locations list only when they have no existing availabilities or schedules.
- Note: Deleting a parent location cascades to child locations, and any personnel associations to deleted locations will be removed.
Program Type & Graduation Date as part of Schedules
Record and view program type and the student’s graduation month/year directly on schedules for better schedule tracking and reporting.
- Program Type is viewable and editable on the schedule details page; it flows from slot requests or can be added/edited by you for any schedule.
- Graduation Date (month & year) for scheduled students flows from the school’s slot request and is viewable and editable on the schedule’s student details.
- Program Type and Graduation Date are also available as fields to enter while assigning direct schedules.
Moving “Review in Progress” Requests between availabilities
Move requests that you have opened and saved as a draft (Review in Progress) to another availability as per your need.
- In addition to moving requests in “Request Pending” state, you can now move requests in Review in Progress to another availability or location.
- This will be useful when you have reviewed and saved the request as a draft, but decide that the capacity/fit is better at some other availability.
This gives you more flexible triage and reduced friction when balancing capacity across availabilities.
Accessing Locations, Personnel & School Partners in Main Navigation
Quicker access to main entities
Frequently used entities have been moved to the main menu navigation for faster access from the Configuration section.
- New top-level menu items in the left navigation: Locations, Personnel, and School Partners.
- These screens are the same configuration pages as before, but are now easier to reach from the main context for day-to-day use.
These main screens will have further enhancements in our future releases.
Associating Disciplines & Specializations to locations during availability creation
Add disciplines/specialisations to availability and associate them with selected locations in a single flow; no back-and-forth configuration required.
- While creating an availability, you can now select from all other disciplines/specialisations (not just ones already tied to the selected locations).
- Any discipline/specialisation you add as part of availability creation will get associated with the selected locations if they weren’t already.
This reduces your effort of associating disciplines to locations within configuration, and results in immediate readiness for school requests and schedules involving any selected disciplines at the chosen locations.
Viewing the assigned role of site personnel
Quickly see assigned roles for each person, so you can identify access and responsibilities without opening records.
- The New Role column in the Personnel grid shows assigned roles (e.g., Site Admin, Location Coordinator, Discipline Coordinator, Location-Discipline Coordinator, Site Admin (Read-Only)).
- If a person has no role and access to the system, the column displays “No Access”.
For role changes or provisioning, you can contact Exxat Support as required.
New Filters Across Major Screens
Below are the new filters that will help you find availabilities, requests, and schedules that need attention.
- Availabilities — “Starting In” (View & Track Availability screen)
- You can simply select a duration and view availabilities starting in that duration.
- Filter availabilities starting in the next 30 / 60 / 90 days or within a custom date range.
- Availabilities — “Pending Requests” (View & Track Availability screen)
- You can use this filter to view availabilities with pending school requests or not.
- School Requests — “Requested Since” (Requests screen)
- Filter requests by when they were submitted: Last 7 / 14 / 30 days or Custom range.
- Simply select the duration to view all requests received within that period.
- School Requests — “Requested Start Date Range” (Requests screen)
- You can select a duration and view school requests with a requested start date falling in that duration.
- Filter by the requested start date: Next 30 / 60 / 90 days or Custom range.
- Schedules — “Schedule Start Date Range” (Schedules screen)
- You can select a duration and view schedules with a start date falling in that duration.
- Filter schedules by start date: Next 30 / 60 / 90 days or Custom range.
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