Personnel

After reading this article you will be able to:

• Locate the Personnel Page

• Search and Filter Personnel

• Add Personnel

  • Adding Site Personnel as a Coordinator

• Edit Personnel

• Add Personnel Access

Locate the Personnel Page

To get to the Personnel page click on the icon on the left hand menu .  You can expand the menu by clicking on the icon.

The page lists all your added personnel displaying 

• Name

• Role

• Email

• Designation

The role column lists the assigned role and if access is active. Click on the to see the access avalable for each of the defined roles:

• Site Admin: access to data for all disciplines and locations.
• Location Coordinator: access to data for assigned locations only.
• Discipline Coordinator: access to data for assigned disciplines only.
• Location Discipline Coordinator:  access to data for assigned disciplines within assigned locations only.
• Site Admin (Read Only): view-only access to data for all disciplines and locations

Search and Filter Personnel

1. On the Personnel page you can search by  typing a person’s name in the search box. 

2.  Click on Designation and select from the dropdown to filter by designation.

   

    

Add Personnel

Please note: Adding people to this screen does not invite them to Exxat One or grant them access, it is for the purpose of tracking, raise a support ticket to invite/provide access to personnel.

1.  Click the Add Personnel button. 

   

2. Complete the details  in the required fields marked with a red asterisk (*).  Designation is a dropdown list to select. Please see Designations for more information on adding designations. Click Save after adding staff information. After adding the basic information you can use the Edit Personnel function to add additional information.

    

    

Adding Site Personnel as a Coordinator

Coordinator roles can now add new site personnel directly from the Personnel screen.

This allows Location Coordinators, Department Coordinators, and Unit Coordinators to create personnel records without relying on Site Admins.

When a coordinator opens the Personnel screen, a new Add Personnel button is available.

Managing Location Associations:

Personnel created from the Personnel screen are not automatically linked to locations.

To associate a person with a location:

• Open the relevant Location Profile

• Navigate to Personnel Affiliation

  

• Select the personnel and assign them as:
  • Coordinator

  • Preceptor

    

These assignments control the person’s access and role at that location.

Note: Location Coordinators must associate newly added site personnel with locations from the Location Profile screen. Site Admins can continue to manage location associations directly from the Personnel Profile. This restriction applies only to coordinator roles.

 Notes:

• Personnel added by coordinators are visible to Site Admins immediately
• Coordinators can edit the personnel records they create
• Location-level role assignments are managed from the Location Profile
• This enhancement reduces administrative dependency while maintaining role control

Edit Personnel

1. Click a person's name to open the edit  personnel screen.

   

2. A screen with the following sections will open.  For each section you can click on the edit pencil icon to edit the following.

• Basic Details
•  Associated Locations
•  Discipline 
• Coordinator for Groups
•  Notes and Documents will open. 

3. Basic details appear as described above click the to make any changes. Click Update to save any changes.

4. Associated locations; click the in the locations box to make any changes. Locations, Departments, and  Units have check boxes to select or unselect each entity to be assigned to that person and an on/off designate a person as location coordinator.

Please note: Any departments or units under the selected location will also be automatically selected once you select the parent location. However, you can edit the selections by deselecting the parent location and specifically selecting a department/unit

6. For locations with departments and units click the to display departments and units.

7. Click the location Coordinator button for those persons in the role

8. Click Update in the upper right corner to save changes.  

9. To update Discipline, click the in the Discipline box to make any changes or the click Add Discipline (if no discipline has been added). Click update to save any changes.

10. Coordinator for Group has check boxes on the left of each group listed. Use the check box to select or deselect Groups to be associated with this person. Click Update in the upper right to save your changes

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11. Notes and Documents please select the +  icon to add a document. You will be prompted to upload the document along with a title, description and the document type.  Previously added documents appeared in a list, click the trash can icon to delete the document. Click the document icon to view and delete the document. 

Add Personnel Access

There are different roles defined by the level of access need.  Please email support at  or raise a new help ticket indicating a person’s name, email, and the level of access needed.

The roles are:

1. Site Admin: Full access to site configurations, placements, requests, and user management.

2. Location Coordinator: manages day-to-day activities at a specific location.

   • Access to: Creating Availabilities, Scheduling, Student Assignments at specific location(s),departments or units.

     • Location Level Coordinator: access to all departments and units at a location regardless of discipline

     • Department Level Coordinator: access to all placements in a Department and Units within that Department, regardless of discipline

     • Unit Level coordinator: access to all placements in a Unit, regardless of discipline

   • No site level access or access to information for other locations

3. Discipline Coordinator: access across all locations where a specific discipline offered

   • Access to: Creating Availabilities, Scheduling, Student Assignments for specific disciplines(s)

   • No site level access or access to information for other disciplines

4. Location Discipline Coordinator: Manages selected disciplines only at specific locations, departments or units..

   • Access to placements for selected discipline(s) and select location(s), departments and units.

     • Location Discipline Level Coordinator: access to all departments and units at a location for selected discipline

     • Department Level Coordinator: access to all placements in a Department and Units within that Department, for the selected discipline

     • Unit Level coordinator: access to all placements in a Unit, at the selected discipline

   • Scheduling and onboarding for selected disciplines and locations

5. Read Only Site Access: cannot add, delete, or ANY information    

   • View only at Site level (all locations)