Managing Locations – Exxat One For Sites

Quick Overview

The Locations section in Exxat One helps you organise the physical structure of your site. This includes managing locations, departments, and units, along with the people, disciplines, and placement activity associated with them.

This page acts as your site structure management centre, where you can:

Maintain locations where students are placed
Organise departments and units under locations
Assign disciplines and personnel
Track placement activity tied to each location
Manage availabilities, requests, and schedules from a single place

Think of this section as the operational map of your site, showing where placements happen and who manages them.

What You Will Learn

After reading this guide, you will be able to:

Navigate to the Locations page
Search and filter locations
Understand the Locations grid and hierarchy
Add new locations
Add departments and units
Assign disciplines and personnel to a location
Navigate the Location Profile
View and manage placement activity tied to a location

Getting Started

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

Locations are the highest level in the structure.
Departments and Units can be created under a location.
Units can also exist under departments.
Each location, department, or unit has its own profile page.
Placement activities, such as Availabilities, Requests, and Schedules, can be viewed directly from the Location Profile.

This structure helps you keep your site organised and makes it easier to manage placements across different facilities.

Table of Contents

Locating the Locations Page
Searching, Filtering, and Navigating Locations
Understanding the Locations Grid
Adding a New Location
Editing a Location
Understanding the Location Profile

Locating the Locations Page

To access the Locations page:

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

Once inside, you will see a list of all configured locations, departments, and units for your site.

Searching, Filtering, and Navigating Locations

At the top of the page, you will see tools that help you quickly find specific locations.

Search

Use the Search field to search by keyword.

You can type the name of a:

Location
Department
Unit

The list updates automatically to show matching results.

Filters

You can narrow the list using the following filters:

State Filter

Displays locations based on the state configured in their address.

Location Groups Filter

Shows locations belonging to specific location groups.

Coordinators Filter

Filters locations based on assigned location coordinators.

Reset Filters

If you want to clear all applied filters, click Reset Filters.

This restores the full list of locations.

Pagination Controls

At the bottom of the grid, you will see navigation tools to manage long lists.

These include:

Rows per page – choose how many records appear per page
Pagination controls – navigate between pages of results

This helps keep the grid manageable when many locations exist.

Understanding the Locations Grid

The Locations grid shows all configured locations in a structured table.

Each row displays key information about a location, department, or unit.

The grid includes the following columns:

Location

Displays the name of the location.

If a location contains departments or units, you will see a caret icon next to the name.

Clicking the caret expands the hierarchy and shows the departments or units under that location.

Type

Indicates whether the row represents a:

Location
Department
Unit

This helps you quickly understand the hierarchy structure.

Location Address

Displays the address associated with the location.

Group

Shows the location groups the location belongs to.

If a location belongs to multiple groups, the grid will display one group and a “+X more” indicator.

Clicking this indicator reveals the additional groups.

Location Coordinators

Displays the personnel assigned as coordinators for the location.

If multiple coordinators exist, you will see a name + additional count indicator.

Status

Shows whether the location is currently Active or Inactive.

Actions

The Actions column allows you to manage the location.

Available actions include:

Edit
Delete

Deletion is only possible when the location has no associated schedules or availabilities.

Adding a New Location

To create a new location:

Click Add Location in the top-right corner of the Locations page.
The Add Location panel will open.

Adding a location is completed in three steps:

Details
Disciplines
Personnel

Details

The Details step contains three sections: Basic Information, Address Information, and Contact Information.

Basic Information

Enter the core details of the location.

Location Name – Enter the name of the location. (Required)
Alias Name – Enter an alternate name if the location is commonly known by another name or abbreviation. (Optional)
Group – Select a location group from the dropdown if the location belongs to one. (Optional)
Description – Provide a brief description of the location. This information is visible to schools when they explore availabilities at this location. (Optional)
Type – This field is automatically set to Location by default, since this is the highest level in the location hierarchy.

Address Information

Provide the address details for the location.

Address Line 1 – Enter the primary address details, such as street number and street name. (Required)
Address Line 2 – Add additional address details, such as building or suite number. (Optional)
Country – Automatically set to United States.
Zip Code – Enter the ZIP code for the location.
City – Enter the city where the location is situated. (Required)
State – Select the state associated with the location. (Required)

Entering the Zip Code will automatically populate the City and State fields.

Contact Information

Provide a contact number for the location.

Phone Number – Enter the general contact number for the location. This is typically the main phone number for the facility rather than a specific individual.

After entering the details, click Next to proceed to the Disciplines step.

Disciplines

In the Disciplines step, select the disciplines and specialisations that apply to the location.

Use the Search by discipline & specialisation field to quickly locate a discipline or specialisation.
Click Add Now next to the discipline name to add it to the location.
Once added, expand the discipline to view the available specialisations.
Select the required specialisations using the checkboxes.
Use Select All to select all specialisations under that discipline or Clear All to remove all selections.
To remove a discipline that was added, click the Delete icon next to the discipline.
Enable Show Only Selected to display only the disciplines that have already been added.

Once the required disciplines and specialisations are selected, click Next to proceed to the Personnel step.

Assigning Personnel

In the final step, you can associate personnel with the location.

The personnel grid includes:

Name
Designation
Location Coordinator toggle
Location Preceptor toggle

To assign personnel:

Select the checkbox next to the person’s name.
Once selected, you can enable toggles to assign roles.

Roles include:

Location Coordinator
Location Preceptor

When finished, click Save to create the location.

Note: You can associate multiple staff members with a location.

Editing a Location

You can edit a location either directly from the Locations grid or from within the Location Profile.

In the Locations grid, locate the location you want to update.
In the Actions column, click the Edit icon.
The same Edit Location panel used during creation will open, allowing you to update the Details, Disciplines, and Personnel information.

You can also edit location information from the Location Profile:

Click the location name from the Locations grid to open its Location Profile.
In the About section, use the Edit (✏️) icons within each section (such as Basic Information or Associated Disciplines) to update specific details.

After making the necessary changes, save your updates to apply them.

Understanding the Location Profile

When you click a location name from the Locations grid, you are taken to the Location Profile.

The Location Profile is the central management page for that location.

Here you can view configuration details, manage personnel, and track placement activity associated with the location.

Location Profile Header

At the top of the page, the header displays:

Location name
Status (Active / Inactive)
Address
Phone number
Location groups
Location coordinators
Assigned personnel

This header provides a quick snapshot of the location.

Location Profile Tabs

The location profile contains the following tabs:

About
Personnel
Contracts
Availability
Requests
Schedules

Each tab focuses on a different aspect of managing the location.

About Tab

The About tab contains the main configuration details.

Sections include:

Basic Information – name, alias, address, phone number, description
Associated Disciplines – disciplines linked to the location
Departments & Units – hierarchy under the location
Associated Onboarding Requirements
Associated Groups

Adding Departments and Units:

Departments and units can be added from the Departments & Units section.

Click Add Department/Unit to open the configuration panel. You can then fill in the required fields and provide all relevant details to create a department or unit.

Unlike the Add Location screen, the Type field allows you to choose:

Department
Unit

While adding details, you also have the option to inherit information from the parent location, helping you reuse existing data and reduce manual entry.

Using Parent Information:

When creating departments or units, you can inherit information from the parent location.

Available options include:

Use Parent Address
Use Parent Contact Information
Add Parent Disciplines
Add Parent Personnel

This saves time when the department or unit shares the same configuration as its parent.

Personnel Tab

The Personnel tab displays personnel affiliated with the location.

Here you can:

Add personnel
Assign coordinator roles
Assign preceptor roles
Edit affiliations

This allows you to manage who is responsible for operations at that location.

Click the Edit (✏️) icon on the right side of the Personnel Affiliation section.
Select the required person, enable the Location Coordinator or Location Preceptor toggle, and click Save.

Contracts Tab

The Contracts tab shows contracts associated with the location.

This includes:

Site-level contracts (applicable across all locations within the site, including child locations)
Location-specific contracts

Selecting Show More opens additional contracts in a side panel, where you can view all contracts and search by contract name or partner name.

Availability Tab

The Availability tab displays all availabilities associated with the location or child locations under it.

Summary counts include:

Active Availabilities
Awaiting Publishing
Starting in 30 Days
Pending Requests

Users can also navigate between:

All
Upcoming
Current
Completed

You can create new availabilities using the Add Availability button.

Requests Tab

The Requests tab shows placement requests submitted for availabilities at the location or child locations under it.

Summary indicators include:

Request Pending
Review in Progress

Requests can be viewed in:

Grid View
Board View
Calendar View

Users can also review requests or message schools directly from this screen.

Schedules Tab

The Schedules tab shows schedules associated with the location or child locations under it.

You can toggle between:

Individual schedules
Group schedules