Managing Personnel

The Personnel section in Exxat One helps you keep track of the people who manage your site — such as Site Admins, Discipline Coordinators, Location Coordinators, Location Discipline Coordinators, and Read-Only Admins.

This page is your central place to:

• Maintain contact details
• Define responsibilities
• Assign coordinators to locations, departments, units, or disciplines
• Manage internal documentation

Think of it as your internal directory + role management center for site leadership. 

After reading this guide, you will be able to:

• Navigate to the Personnel page
• Understand different Personnel roles and what they mean
• Search and filter personnel
• Add new personnel records
• Assign coordinators to locations, departments, units, or disciplines
• Edit personnel details
• Upload notes and documents
• Request system access for personnel

Before you begin, here are a few important things to know:

• Adding someone to the Personnel page does NOT automatically give them access to Exxat One.
• If someone needs system login access, you must raise a support ticket with their details.
• Only users with appropriate permissions (like Site Admins or certain Coordinators) can add or edit personnel.
• Coordinators can create personnel records, but location associations may need to be completed from the Location Profile, depending on their role.

Keep this in mind as you go through the guide.

1. Locating the Personnel Page
2. Understanding Personnel Roles
3. Searching and Filtering Personnel
4. Adding New Personnel
5. Coordinators Adding Personnel
6. Linking Personnel to Locations
7. Editing Personnel Information
8. Requesting System Access
9. Summary

Locating the Personnel Page

To access the Personnel page:

1. Go to the left-hand menu.
2. Click the Personnel icon.
3. If the menu is collapsed, click the hamburger (☰) icon to expand it.

Once inside, you’ll see a list of all added personnel with:

• Name
• Role
• Email
• Designation

This list gives you a quick snapshot of who manages what at your site.

Understanding Personnel Roles

Each person is assigned a role that defines what data they can access.

Site Admin

Full access to all disciplines and locations. Can manage configurations, placements, scheduling, and users.

Location Coordinator

Access limited to assigned location(s). 
Can manage scheduling, student assignments, and availabilities for that location.

Discipline Coordinator

Access across all locations for one or more assigned disciplines.

Location Discipline Coordinator

Access only to selected disciplines within selected locations.

Site Admin (Read Only)

View-only access across the entire site. Cannot edit or delete anything.

Searching, Filtering, and Navigating the List

The Personnel page includes search and filtering options to help you quickly locate specific personnel records.

• Search – Type at least three characters to search for a person by name.
• Designation Filter – Filter the list based on the personnel designation.
• Reset Filters – Clears any applied filters and restores the full personnel list.

At the bottom of the grid, pagination controls help manage how many records are displayed:

• Rows per page – Select the number of personnel records displayed on a page.
• Pagination controls – Use the navigation arrows or page numbers to move between pages.

Adding New Personnel

Reminder: This creates a personnel record only. It does not grant login access.

Also remember: This does NOT invite them to the platform.

Steps to Add Personnel

1. Click Add Personnel
2. Complete required fields (marked with *)
3. Select a Designation from the dropdown
4. Click Save

That’s it, the record is created.

You can always return later to edit or add more details.

Coordinators Adding Personnel

Location Coordinators, Department Coordinators, and Unit Coordinators can add personnel directly.

This reduces dependency on Site Admins and allows faster record creation.

Important:

• Coordinators must link personnel to locations from the Location Profile screen.
• Site Admins can manage location associations from either the Personnel profile or Location profile.

Linking Personnel to Locations

Newly added personnel are not automatically linked to locations.

Location Profile

Navigation Path: 
Locations (left menu) → Select Location Name

When you click a location’s name from the Locations list, you are taken to its Location Profile.

The Location Profile is the detailed page for that specific location. It is where you manage all location-level configurations and associations in one place

To associate someone with a location:

1. Open the Location Profile
2. Click Personnel Affiliation
3. Select the person
4. Assign them as:
   1. Coordinator
   2. Preceptor

These assignments determine their access and visibility for that location.

Note: Assigning a person as a Location Coordinator with system access requires a backend update. Please raise a support ticket with the required details, and the access will be configured accordingly.

Important:

• Location Coordinators must assign personnel from the Location Profile.
• Site Admins can manage associations directly from the Personnel profile.

Editing Personnel Information

1. Click a person’s name to open their profile.

Each section includes an edit (✏️) icon.

You can update:

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

2. Always click Update to save changes.

Basic Information

Edit name, email, designation, and other core information.

Notes and Documents

Click the + icon to upload a document.

Add:

• Title
• Description
• Document Type

You can view or delete documents as needed.

Associated Disciplines

Add or modify assigned disciplines. 
This controls cross-location discipline access.

Associated Locations

• Selecting a parent location automatically selects all departments and units under it.
• To assign only specific departments or units, uncheck the parent location first and then select individually.
• Use the Location Coordinator toggle where applicable.

Coordinator for Groups

Use checkboxes to assign or remove group coordination responsibilities.

Notes and Documents

This section allows you to maintain documentation for internal reference.

To upload a document:

1. Click the + icon
2. Add:
   • Title
   • Description
   • Document Type
3. Upload the file
4. Save

You can:

• View documents using the document icon
• Delete them using the trash icon

Requesting System Access

If someone needs login access:

1. Raise a support ticket.
2. Provide:
   1. Full Name
   2. Email Address
   3. Required Role

Access Levels Available:

• Site Admin
• Location Coordinator (Location / Department / Unit level)
• Discipline Coordinator
• Location Discipline Coordinator
• Read Only Site Admin

Access determines what the person can view and manage within their assigned scope, including:

• View
• Create
• Edit
• Schedule
• Assign students
• Manage onboarding

Be precise when requesting access to avoid delays.