Managing School Partners

The School Partners page is your central hub for managing relationships with the universities and academic programs that send students to your site.

From here, you can:

• Add and categorise partner programs
• Manage contracts (site-wide or location-specific)
• Add and maintain program contacts
• Log and track communications
• View all requests and schedules tied to a specific school

Instead of navigating across multiple areas of the system, everything related to a school partnership is organised in one place, helping you manage partnerships more efficiently and with better visibility.

After reading this guide, you will be able to:

• Add a new School Partner
• Request a new program if it does not appear in the list
• Edit partner details and upload related documents
• Add and manage School Partner contracts
• Configure location-specific contracts
• Add and edit Program Contacts
• Log and update communication records
• View school-specific Requests and Schedules directly from the Partner Profile
• Use the enhanced grid and profile features for easier management

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

• Schools and Programs are standardised by Exxat. If a program is not available in the list, you must request it to be added.
• Contracts can be site-wide or location-specific. Location-specific contracts must first be marked accordingly before locations can be assigned.
• Adding Program Contacts is optional when logging communications (the “With” field is not mandatory); however, it is recommended to add them beforehand for better tracking and context in your engagement logs.
• Deleted contracts cannot be restored. If removed, they must be re-added manually.
• The School Partner Profile centralises all partnership activity, including contracts, contacts, requests, and schedules, in one place.

Understanding these basics will help you avoid confusion as you proceed.

1. Accessing the School Partners Page
2. Adding a School Partner
3. Requesting a New School or Program
4. Editing School Partner Information
5. Managing Related Documents
6. Managing Program Contacts
7. Adding and Managing Contracts
8. Logging and Managing Engagement Logs
9. Viewing Requests from a School Partner
10. Viewing Schedules from a School Partner
11. Video Walkthrough

Accessing the School Partners Page

1. From the left-hand navigation menu, click the School Partners icon.
2. If the menu is collapsed, click the hamburger icon (☰) to expand it.

You’ll see a grid listing all configured school partners.

Searching, Filtering, and Navigating the List

The School Partners list includes search and filtering options to help you quickly locate specific partners.

• Search – Type at least three characters to search for a school by name.
• State Filter – Filter partners based on their state. Multiple states can be selected.
• Category Filter – Filter partners by their assigned partner category.
• Contract Status Filter – Filter schools based on contract status:
  • Active
  • Expired
  • Missing
• Program Contact Status Filter – Filter schools based on whether program contact details have been configured:
  • Added
  • Not Added
• Reset Filters – Clears all applied filters and restores the full list.

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

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

Adding a School Partner

To add a new partner:

1. Click + Add Partner.

2. Click Select Program to view the list of available schools and programs.

3. Choose the appropriate Program.
4. Select a Partner Category.
5. Click Save.

The program has now been added as a partner.

Requesting a New School or Program

If the program you’re looking for does not appear:

1. Click + Add Partner.
2. Click Request to Add a New Program (top right).

3. Complete required fields:
   • University Name
   • Website
   • Program Name
   • Contact First & Last Name
   • Email
   • Additional Notes
4. Click Request.

Exxat will review the request and reach out to the program directly.

Editing School Partner Information

You can edit a partner in two ways:

Option 1 – From the Grid

Click the pencil icon in the Action column.

You can update:

• Partner Category

Note: University Name, Alias, and Website are standardised and maintained by Exxat.

Click Update to save changes.

Option 2 – From the Partner Profile

Click the Program Name from the list.

Inside the profile:

1. Go to the About tab.
2. Click the pencil icon in the Basic Information section to edit category details.

Managing Related Documents

Within the Partner Profile (About Tab):

1. Click the + icon under Related Documents.

2. Enter:
   • Title
   • Description
   • Document Type
3. Upload the file.
4. Click Save.

Documents remain attached to that school partner for reference.

Managing Program Contacts

To add a contact, within the Partner Profile (About Tab):

1. Scroll to the Program Contacts section.
2. Click Add User.
3. Enter:
   • First Name
   • Last Name
   • Phone
   • Email
4. Click Save.

To edit or delete:

• Click the pencil icon to edit.

Click the trash icon to delete.

Adding and Managing Contracts

At the top of the Contracts tab, you can view the counts for Total Contracts, Site-Specific Contracts, and Location(s)-Specific Contracts.

Adding a Contract

Within the Partner Profile,

1. Go to the Contract tab.
2. Click Add Contract.

Complete:

• Name
• Contract Number
• Contract Type:
  • Site-specific (applies to all locations)
  • Location-specific (applies only to selected locations)
• Start & End Dates
• Open-Ended (if applicable)
• Template Type
• Notes

Click Save.

The contract will now appear under the Contract tab.

Editing a Contract

1. Click the pencil icon in the Basic Information section of the contract.
2. Update required fields.
3. Click Save.

Managing Associated Locations

For contracts that are marked as Location-specific, an Associated Locations section will be displayed within the contract details.

To assign locations:

1. Click the pencil icon in the Associated Locations section.
2. In the drawer that opens, select the required:
   1. Locations
   2. Departments or Units configured under those locations
3. Click Save in the upper-right corner.

The selected locations, departments, or units will then be linked to that contract.

Deleting a Contract

1. Click the trash icon.
2. Confirm deletion.

Logging and Managing Engagement Logs

Engagement Logs help you track communication history with program contacts.

To add a log:

1. Open the Engagement Logs tab.
2. Click the + button.

3. Select the Mode of Engagement (Audio Call, Video Call, Email, In Person, or Other).
4. Enter the required details such as With, Date of Engagement, and Subject.
5. Add notes or upload supporting documents if needed.
6. Click Save.

Engagement Log Cards

Once an engagement log is created, it appears as a card in the Engagement Logs list, providing a quick summary of the interaction.

Each card includes:

• Last Updated – Displays the most recent update date and time for the log 
• Status – Indicates whether the engagement is completed or still in progress 
• Subject – The title or topic of the engagement 
• Initiated By – Shows the creation date 
• Number of Follow-Ups – Displays how many follow-ups are associated with the engagement 
• Engagement With – Shows the selected Program Contact (if added); displays blank or “No With” if not specified 
• Mode – Indicates how the interaction took place (e.g., Audio Call, Video Call, Email, In Person) 
• Next Follow-Up – Displays the scheduled next follow-up date, if added 

Additional actions available on the card:

• View – Opens the full details of the engagement log 
• Edit (pencil icon) – Allows editing (only for the user who created the log and if not marked as Complete) 

This card view helps you quickly review past interactions, track follow-ups, and identify logs that may require further action.

Editing Logs

• Only the user who created the log can edit it.
• All site users can view logs.

To edit:

1. Click the pencil icon.
2. Update fields.
3. Click Save.

You can also:

• Add follow-ups
• Mark engagement as complete

Viewing Requests from a School Partner

The Requests section displays all placement requests submitted by the selected school.

At the top of the screen, summary indicators provide a quick overview of request activity:

• Request Pending
• Review in Progress

These counts help you quickly understand the current status of requests from that school.

Request Views

Requests can be viewed in three formats:

• Grid View
• Board View
• Calendar View

Each view allows you to review requests in a different way depending on your workflow.

Grid View

The Grid View displays requests in a table format.

Search

You can search requests using:

• Request ID – Enter the full request ID to retrieve results.
• Availability Name – Enter at least three characters to search.

Filters

The following filters are available:

• Discipline
• Location Groups
• Locations
• Status
  • Request Pending
  • Review in Progress
  • Approved
  • Declined
  • Cancelled

Additional filters can be applied using Add Filter, including:

• Partner Category
• Experience Type (Group or Individual)
• Requested By (Site or School)
• Request Pending Duration
• Requested Since
• Requested Start Date Range

You can also Reset Filters to clear all applied filters.

Configure Columns

Use Configure Columns to customise how the grid appears.

You can:

• Rearrange columns using the drag handle
• Change column order using arrow controls
• Freeze columns to the left, right, or fixed position
• Toggle column visibility using the eye icon

Click Save to apply the changes and update the grid layout.

Export

To export the current view:

1. Click the Export icon at the top-right corner of the grid.
2. Exxat One generates a spreadsheet containing all visible data in the current view, including any applied searches, filters, or sorting.

This allows you to review or share request information outside the system.

Additional Actions

From the Action column, you can:

• Review – Opens the View and Track Availability screen, where the request can be approved or rejected.
• Message – Send a message related to the request.

Board View

The Board View organises requests into status-based columns, allowing you to quickly see where each request stands in the review process.

Search and filter options are the same as the Grid View, except for the Status filter, since the board is already organised by request status.

You can also export the current board view or reset applied filters.

Calendar View

The Calendar View displays requests in a calendar format.

To load the calendar:

1. Select one or more Locations.
2. Click Apply.

Filters

You can filter calendar results by:

• Discipline
• Experience Type (Group or Individual)

A Reset Filter option is also available.

Calendar Navigation

You can view and manage slot requests using different calendar views:

• Month View – Provides a high-level overview of all requests in a month, with indicators for multiple entries on each date. 
• Week View – Displays requests for a specific week, helping you review activity in a shorter timeframe. 
• Day View – Shows detailed information for all requests on a selected day. 

Use the left and right arrows to navigate between time periods, and the month selector to jump to a specific date. You can also apply filters like Locations, Discipline, and Experience Type to refine the calendar view.

You can also move between dates or return to Today.

Request Details

A legend is displayed at the bottom-right corner indicating:

• Pending Review
• Review in Progress
• Schedules

Clicking Pending Review opens the request details, where the request can be approved or rejected.

Clicking Review in Progress opens the request details drawer, where you can review the request and take final action by accepting or rejecting it.

Clicking Schedules opens a pop-up displaying the associated schedule details.

Viewing Schedules from a School Partner

The Schedules section displays all schedules associated with the selected school partner. Only schedules related to that specific partner are shown here.

At the top of the page, summary indicators provide a quick overview of schedule activity:

• Pending Confirmation
• Upcoming
• Ongoing

These counts help you quickly understand the current schedule status for that partner.

Schedule Views

Schedules can be viewed in two formats:

• Grid View
• Calendar View

You can also switch between Individual and Group schedules using the toggle on the page.

Grid View

The Grid View displays schedules in a table format.

Schedule Type Toggle

Use the Individual / Group toggle to switch schedule types.

• Individual schedules show each student’s schedule separately.
• Group schedules include outer rows for group details and inner rows showing individual student information, with that group, along with any CI details.

Quick Navigation

Below the toggle, you can filter schedules using:

• All
• Upcoming
• Current
• Completed

This allows quick navigation between schedule states.

Search

You can search schedules by:

• Student Name (minimum 3 characters)
• Availability Name (minimum 3 characters)
• Schedule ID (full ID required)

Filters

Available filters include:

• Discipline
• Location Groups
• Locations
• Schedule Status
  • Cancelled
  • Confirmed
  • Not Confirmed
  • To Be Scheduled
• Onboarding Status
  • Compliant
  • Non-Compliant
    • Not Started
    • Some Action Needed
  • Not Applicable
• Start and End Date

Additional filters can be applied using Add Filter, including:

• Scheduled Start Date Range
  • Next 30 days
  • Next 60 days
  • Next 90 days
  • Custom date range

You can also reset filters or hide the second filter row using the up/down chevron.

Export and Grid Customisation

• Export – Downloads the current grid view as a spreadsheet, including applied searches and filters.
• Configure Columns – Allows you to rearrange columns, freeze their position, or toggle visibility.

Add Schedule

Use the Add Schedule button to create a new schedule directly from this screen.

To add a schedule:

1. Click Add Schedule. 

2. In Step 1: Location, search and select the required location (or choose to proceed without a location if applicable). 
3. Click Next to move to Step 2: Schedule Info. 
4. Enter required details such as School, Experience Type, Number of Slots, Discipline, Specialisation, Program Type, and Placement Dates. 
5. Add additional details like Shift, Days of the Week, Shift Timings, and Student Details (optional). 
6. Click Save to create the schedule. 

The newly created schedule will be added and visible in the schedules list.

Calendar View

The Calendar View displays schedules in a calendar format.

Search and Filters

You can filter schedules by:

• Availability Name
• Discipline
• Schools
• Locations
• Schedule Status
• Onboarding Status
• Start and End Date Range

Calendar Navigation

Schedules are displayed in a month-based Gantt-style view, providing a timeline of all schedules across the selected date range.

Each schedule appears as a bar spanning its start and end dates, allowing you to easily track overlaps, duration, and status (e.g., ongoing, upcoming, completed) at a glance.

Use the date range filter and navigation controls to adjust the timeframe and view schedules accordingly.

Schedule Details

Schedules appear as cards in the calendar. Clicking a card opens a panel with relevant details.

Schedules are displayed as cards within the calendar. Each schedule is listed as a card on the left side (vertically), and a corresponding bar appears across the timeline, spanning the schedule’s duration. This bar visually represents the schedule period and key details.

A legend is displayed at the bottom right corner, showing:

• Completed
• Ongoing
• Upcoming schedules
• Compliant status
• Non-compliant status

These indicators help you quickly understand schedule status directly from the calendar.

🎥 Video Walkthrough
Refer to this video for a detailed walkthrough: School Partners