School Partners

After reading this article, you will know how to:

• Add School Partners 

• Request to add new School Partners to the list

• Edit School Partners

• Add School Partner Contracts

• Edit a School Partner Contract

• Add School Partner Program Contacts

• Edit a School Partner Program Contact

• Log a communication with a School Partner

• Enhanced List and Partner Profile for Easier Management 

Click on the icon on the left hand menu to open the School Partners page.  You can expand the menu by clicking on the icon.

Add School Partners

1. Click +Add Partner

3. Click on the Select Program button to view a list of Schools and Programs, and click the name of the Program. Select a Partner Category to assign the Program and click Save to create a new program partner.

Request to add new School Partners to the list

 If a Program does not appear in the list above, you can request that it be added.

1. Click +Add Partner, and the Request to add a new program in the upper right.

2. Complete the required fields: University Name, Website, Program Name. First and Last Name and Email for a contact at the site for Exxat One to reach out to, and any notes you would like Exxat to know about this program.  Click Request in the upper right corner to send this request to Exxat One, who will reach out to the program.

   

Edit School Partners

There are two ways to edit information about an existing Program Partners:

1. Click on the pencil icon in the action column for the partner you would like to update.  Basic Information: University Name, Alias Name, and Website are standardized and updated by Exxat One.

2. In the drawer, you can change the category the partner is assigned. Click the Update button in the upper-right corner to save any changes. 

3. Alternatively click on the Name of the Program from the list of Partners.

4. The next screen has tabs for About, Contract, Program Contacts, and Engagement Logs

   

5. Click on the About Tab, then the pencil icon in the right corner to edit the category as described above.

   

6. You can add documents by clicking the icon  in the Related Documents.  In the new drawer add a title, description, and document type. Then click Upload a file to select the file to attach.

    

   

7. Click Save in the upper right corner.

   
   Please note: if the Open ended is marked Yes then End Date is left blank. 

Add School Partner Contracts

1. Click  the Contract tab

2. Click the Add Contract button located in the upper right corner.

   

3. An Add Contract drawer will open. Under the Basic Information section, fill in the following fields:
   • Name: Enter the name of the contract.
   • Number: Enter the contract reference number.
   • Contract Type: Choose between:
     • Site-specific: Applicable to all site locations.
     • Location-specific: Applicable only to selected locations.
   • Start Date and End Date: Define the duration of the contract.
   • Open Ended: Select Yes if the contract has no end date. If Yes is selected, the End Date field will be disabled.
   • Template Type: Specify the template type if applicable.
   • Notes: Add any relevant notes regarding the contract.
4. Once all fields are filled, click the Save button in the upper right corner.

5. The newly added contract will now be visible in the Contract tab, organized into the following sections:

   • Basic Information: Displays contract details as entered.
   • Associated Locations (only for Location-specific contracts): Displays the list of selected site locations (and departments/units if selected).
   • Additional Documents: Lists any documents uploaded to the contract.

Edit a School Partner Contract

1. From the contracts tab, you can click on the icon to update the contract.

2. Update the necessary fields and click save

   

3. To make a contract location-specific, click the Location(s) Specific Contract option and save by clicking update.

4. You will then see the Associated  Locations page under the basic details. Click the pencil icon to add or edit locations.

Please note: you must first have marked a contract as Location Level for the Associated Locations area to be displayed.

5. In the Associate Locations drawer, you can select the desired:

   • Locations.

   • Departments/Units configured under those locations.
6. Click Save in the upper right hand corner to update the locations associated with the contract.

7. You can click the to add a document to a contract.

8. Add the contract information, upload the document and click Save.

9. You can view or delete an uploaded contract document by clicking on the paper icon to view and the trash can icon to delete.

10. To delete a contract, click on the trash can icon to the right in the contract. 

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11. A dialogue box will appear with the message: “Are you sure you want to delete this contract?"

    

12. Click Delete if you are sure you want to remove the contract. Click Cancel to close the dialogue and keep the contract unchanged.

Please note: Once deleted, a contract cannot be restored. You will need to re-add it, IIf the deleted contract is location-specific and associated with one or more locations, departments or units the contract will no longer appear for those locations, departments or units.

Add School Partner Program Contacts

1. Click on the Program Contacts tab to view staff at programs.

   

2.  To add a contact to the program, click the Add User button in the upper-right corner.

   

3.  Fill in the fields, First Name, Last Name, Phone number and Email. Click the Save button when you are finished.

   

Edit a Partner Program Contact

1. To edit or delete a contact at a program by clicking the  to edit or the trash can icon to delete. 

   

2. To edit, change the information and click Update to save the changes or Delete to delete the Personnel.

Log a Communication with a School Partner

1. Click on the Engagement Logs tab to view, edit and add records of interactions with Program Contacts.

   

2. Click on the + button on the right to add a new log

3. Complete the required fields and click Save in the upper right when you are finished.

   lPease note staff must be added to the Program Contacts before you can create an engagement log. 

   

4. To add an update to an existing log, click on the pencil icon to the right. The person who added the log is the only person able to edit an engagement log, but all users from the Site side can view other Engagement Logs regardless of who added it.

   

5. You may edit any of the fields and click Save.

   

6. Click on the + Add Follow Up at the bottom of the page to add new details regarding who was contacted at the program and the reason. 

7. You may add an update or mark the engagement complete and click save.

   

Enhanced List & Partner Profile for Easier Management 

The School Partners list has been updated with newly added columns: Website, Address, Contracts, and Program Contact, providing a clearer snapshot of each partner at a glance. 

• Website – Displays the school’s website for quick reference and access.
• Address – Shows the school’s primary address.
• Contracts – Indicates the number of active and expired contracts associated with the school.

• Program Contact – Lists the primary program contact(s) configured for the school, with an option to view additional contacts if available.

  

School Partner Profile

Selecting a school from the School Partners list opens the School Partner Profile.

At the top of the profile, a header displays key information about the selected school, including:

• School name
• Contract status
• Address and website
• Partner category
• Program contacts

This header remains visible as you navigate between different sections of the school partner profile.

Two new tabs—Requests and Schedules—let you view all requests and schedules associated with that school directly from the partner profile, along with helpful summary counts, making it easier to track partnership activity without navigating across multiple screens

Viewing Requests from a School Partner

Within the School Partner Profile, selecting the Requests tab displays all placement requests submitted by the selected school.

From this view:

• Only requests associated with the selected school are shown
• Requests can be reviewed directly from the grid
• Users can switch between grid, board, and calendar views
• Search, filters, column configuration, and export options are available

At the top of the screen, request counts are displayed for:

• Pending Review
• Review in Progress

All request-related actions available elsewhere in the system are accessible from this view.

Viewing Schedules from a School Partner

Selecting the Schedules tab displays all schedules associated with the selected school.

This view includes:

• Individual schedules
• Group schedules

From this screen, site users can:

• Assign students to schedules
• View schedules in calendar view
• Track onboarding progress
• Use search, filters, column configuration, and exports

Summary indicators at the top of the screen show:

• Pending Confirmation
• Upcoming Schedules
• Ongoing Schedules

These counts reflect all schedules tied to the selected school.

Key Notes:

• The School Partners grid includes additional columns for contracts and program contacts
• Requests and Schedules can be reviewed directly from each school’s profile
• All grids behave consistently with their respective main screens
• School-specific views help manage activity without navigating across multiple screens