Dec 15th, 2025 Release

What’s New in This Release

This release delivers major improvements that streamline site operations, enhance visibility, and strengthen collaboration with schools. Sites now benefit from enhanced Location Profile, enhanced School Partner views, expanded coordinator permissions, requirement download from reports, clearer filtering, flexible schedule movement, and a streamlined experience of interacting with shift and timing workflows. These updates make it easier than ever for sites to manage placements, monitor onboarding progress, and handle scheduling with accuracy and efficiency.

Table of Contents

1. Location Profile: Manage Availabilities, Requests & Schedules at the Location Level
2. School Partners: Enhanced List & Partner Profile for Easier Management
3. Carry Forward Requirements
4. Expiring and Expired Requirements
5. Supported File Formats for Uploads
6. Expanded Permissions: Coordinators Can Now Add Site Personnel
7. Download Onboarding Requirements from the Reports Screen
8. Filter Experience Refresh
9. Move Schedules Between Locations
10. Shift & Shift-Timing Enhancements

Location Profile: Manage Availabilities, Requests & Schedules at the Location Level

 
From a location’s profile, you can now view availability, requests, and schedules created for that specific location (including its child departments/units), along with helpful summary counts.

Key capabilities include:

• Each tab mirrors the full functionality of the main screens: search, filters, sorting, calendar view, and actions.
• You can review, manage, and navigate without leaving the location context.

This gives sites a clear, consolidated view of everything happening at each location, making it easier to track activity and manage operations efficiently.

School Partners: Enhanced List & Partner Profile for Easier Management

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

When you open a school partner, you’ll now see an improved partner profile with a new header section showing:

• the school’s address
• website
• partner category
• program contacts
• whether you currently have any active contracts with them

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.

Carry Forward Requirements

When students complete multiple placements at the same site, onboarding requirements may automatically carry forward based on site-configured rules.

Supported carry-forward types include:

• No Carry Forward – must be resubmitted each placement
• Indefinite Carry Forward – remains fulfilled for future placements

Additional behaviour:

• Approved Requirements retain the original approval date.
• Carried-forward items remain valid even if the earlier placement is cancelled.
• If placement attributes change (location, discipline, program, experience type), only requirements tied to the changed attribute are removed.
• Expired items appear as expired across all relevant placements based on the requirement’s expiration date and the schedule timeline. For example, if a schedule ends before a requirement’s expiration date, the requirement remains approved for that schedule. However, once the expiration date passes, the requirement will appear as expired on all future schedules where it is applicable.

This gives sites greater control and flexibility in managing onboarding across multiple placements.

Expiring and Expired Requirements

Onboarding requirements with expiration rules now clearly indicate upcoming expirations and expired items in the student or CI list:

• Expiring → “Expiring in X days on MM DD, YYYY”
• Expired → “Expired on MM DD, YYYY”

Expired items show an “Update Requirement” option for renewal. 
Once a new record is submitted, the previous submission is stored under Archived Records for reference. 
This provides clearer visibility into compliance timelines and ensures timely follow-up.

Supported File Formats for Uploads

Uploads across Exxat One now support a wider range of file formats for easier document submission. Students, schools, sites and clinical instructors (in case of group schedules) can upload: 
PNG, HEIC, PPTX, PPTM, POTX, PPT, POTM, DOC, RTF, JPG, JPEG, PDF, DOCM, DOCX, XLSX, XLS, CSV, BMP, GIF, TIFF, MP4

All supported formats can be viewed through the built-in viewer, simplifying verification and review.

Expanded Permissions: Coordinators Can Now Add Site Personnel

Coordinator roles (Location, Department, or Unit Coordinators) can now add new site personnel directly from the Personnel screen, removing the dependency on Site Admins for routine additions. Coordinators will see a new “Add Personnel” button in the personnel list, through which they can add required personnel.

Key points:

• Personnel added by coordinators appear immediately in the site’s personnel list and are visible to Site Admins as well.
• Coordinators can also edit the records they add.
• If they need to associate the newly added person with specific locations, they can do so from the Location Profile.
• Under Personnel Affiliation for a location, coordinators can select the newly added personnel and assign them as a coordinator or preceptor as needed.

Note: While personnel can be created from the Personnel screen, location associations must currently be managed from the Location Profile.

Move slot requests between availabilities:
Coordinators can now move slot requests from one availability to another directly from the Review Request screen.

• This applies to requests in Request Pending and Review in Progress statuses.

• During the move, coordinators select the target availability, complete any required request fields, and confirm the change.

Download Onboarding Requirements from the Reports Screen

You can now download onboarding requirement submissions directly from the Reports screen. A new download icon appears in the Onboarding Requirement Detail Report, allowing you to export submissions for a specific requirement in the form of 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.

Filter Experience Refresh

Filters across all grid-based screens have been redesigned for a cleaner, more spacious browsing experience. Only the most-used filters now remain visible on the main toolbar, while all additional filters have been moved into a new “Add Filter” menu.

Key improvements:

• Prevents filters from spilling into multiple rows.
• Gives more space to the grid itself.
• Users can still access every filter when needed by expanding Add Filter.
• Additional filters can be temporarily added or collapsed to keep the interface minimal.

This update applies across all major list views, making it easier to focus on your data without visual clutter.

Move Schedules Between Locations

Sites now have greater flexibility when managing approved schedules. You can move a 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.

From the schedule drawer, a new Move Schedule option guides you through selecting a new location.

Key behaviour:

• If the move is within the same availability, the schedule simply updates to that location with all details retained.
• If moved outside the availability, the schedule is moved to the new location without any linkage with the prior availability and request.
• Exxat One automatically records who moved it, when it was moved, and provides links back to the original availability and request for auditing clarity.
• During the move, the system also checks whether the new location supports the schedule’s discipline/specialisation. If not, those associations are added automatically.

Note:

• If the new location has additional location-specific onboarding requirements, the onboarding status will update to reflect what must still be completed. Any previously fulfilled requirements that remain applicable will continue to be fulfilled.
• This enhancement also comes with the ability to move the schedule to a location within the availability, which you can already do while editing the location of a schedule.

Shift & Shift-Timing Enhancements

Managing shifts and timing preferences is now much clearer and more consistent across creating availabilities, submitting requests, reviewing approvals, and tracking schedules. All shift-related inputs (including shift timings and days of the week) now appear in a unified Shift Details section, and the final approved timing—whether standard or custom—is displayed consistently everywhere.

What’s New

• A redesigned “Shift Details” experience that brings all shift and timing inputs into one clear, easy-to-understand section.
• One final timing is used across all views (grids, drawers, calendars, student view).
• Custom timings requested by schools, when approved, override standard shift timings and become the final schedule timing.
• While setting up an availability, you can now choose how schools should provide their shift preferences by selecting one of the following:
  • Choose from site-defined shifts
  • Enter custom timings per day
  • Choose a standard shift, and also submit custom, editable timings

This replaces the earlier disconnected checkboxes with a clearer, single decision point for the site.

Across request grids and the request review screen, shift details are now presented in a structured, easy-to-read section, making it clear which shifts and day-specific timings were requested by the school. Once approved, these final timings are reflected consistently in the schedules grid, allowing you to view the confirmed shift timings directly without opening the schedule.

These enhancements ensure that shift preferences, custom timings, and final approved timings flow cleanly from: Request → Approval → Schedule, eliminating confusion and providing full transparency into how schedule timing is determined.