Managing Onboarding and Compliance

The Onboarding & Compliance dashboard gives you a consolidated view of onboarding progress and compliance across your placements. It helps you identify compliant and non-compliant schedules, review expired or expiring requirements, and see where students, Clinical Instructors, or schools need to take action.

The dashboard has two main views:

• Overview: Displays summary cards, the Needs Attention section, diagnostic widgets, and charts to help you monitor onboarding and identify areas that require attention.
• Summary: Displays detailed onboarding records in separate views for Students, Clinical Instructors, and Schools. You can review individual onboarding statuses, requirement statuses, and associated schedule details.

You can use the available filters and dashboard interactions to narrow the information displayed. Selecting a card, chart segment, or item in a widget takes you to the relevant records in the Summary view, with the corresponding filters applied.

By the end of this guide, you will learn how to:

• Navigate the Onboarding & Compliance dashboard.
• Use the schedule start date range and other filters.
• Understand the summary cards and identify placements that need attention.
• Review the Needs Attention section and diagnostic widgets.
• Interpret the compliance charts and their different views.
• Review onboarding details for Students, Clinical Instructors, and Schools.
• Filter records by onboarding status, requirement status, and other available criteria.
• Navigate between the Overview and Summary views and clear applied filters.

To access the Onboarding & Compliance dashboard:

1. Sign in to Exxat One.
2. Navigate to Onboarding & Compliance from the left navigation menu.
3. The Overview page opens by default.
4. Use the Overview, Summary, and Report navigation options at the top of the page to access the available views.

The dashboard is organized to help you move from a high-level view of onboarding progress to the specific records that require attention.

Overview of the Onboarding & Compliance Dashboard

The Overview page provides a consolidated view of onboarding and compliance across placements. It brings together key schedule counts, requirements that need attention, and visual summaries of compliance status.

The page includes the following sections:

• Summary Cards: Display key counts for compliant schedules, non-compliant schedules, expired or expiring requirements, and schedules requiring School or Clinical Instructor action.
• Needs Attention: Highlights important onboarding and compliance issues that may affect upcoming placements.
• Diagnostic Widgets: Identify requirements and schools associated with the highest number of outstanding or blocked placements.
• Compliance Charts: Provide visual breakdowns of schedule compliance and requirement statuses.
• Compliance Readiness Timeline: Displays how onboarding readiness progresses in relation to schedule start dates.

You can select items within these sections to open the corresponding records in the Summary view.

Accessing Onboarding Configuration

You can access the onboarding configuration directly from the Onboarding & Compliance dashboard. Select View Onboarding Configuration in the top-right corner of the dashboard to navigate to the Onboarding Requirements page under Site Configuration. From there, you can view and manage the onboarding requirements configured for your site.

Using the Schedule Start Date Range and Filters

The Schedule Start Date Range and filter options help you narrow the dashboard to the placements and records you want to review.

Schedule Start Date Range

The Schedule Start Date Range filter is available at the top-right of the Overview page. It determines which placements are included in the dashboard data.

You can select one of the following options:

• Current: Displays placements within the current date range.
• Next 30 days: Displays placements scheduled to start within the next 30 days.
• Next 60 days: Displays placements scheduled to start within the next 60 days.
• Next 90 days: Displays placements scheduled to start within the next 90 days.
• Custom Date Range: Allows you to specify a start date and an end date.

When you select a different date range, the summary cards, Needs Attention items, widgets, and charts update to reflect the placements within that range.

For a custom date range, select the required start and end dates. The end date must be the same as or later than the start date.

Additional Filters

You can further narrow the information displayed on the Overview page using the following filters:

• Experience Type: Filter placements by Individual or Group experience.
• Disciplines: View placements associated with selected disciplines.
• Program Type: Narrow the results by program type.
• Location: View placements associated with selected locations.
• Schools: View placements associated with selected schools.

Select the required filter and choose the applicable values. The dashboard updates to reflect your selections.

Use the reset filters icon beside the filters to refresh the dashboard results.

Understanding the Summary Cards

The summary cards at the top of the Overview page provide a quick view of onboarding and compliance across the placements within the selected date range and filters.

The dashboard displays the following cards when applicable:

Compliant Schedules

The Compliant Schedules card displays the number of schedules that have met the applicable onboarding requirements.

The card provides a breakdown of individual and group schedules, helping you understand how the compliant schedule count is distributed.

Select the applicable count to open the corresponding records in the Summary view. The records are filtered to display the schedules that meet the compliance criteria.

For group experiences, the Summary view includes the Group ID and Group Status columns so you can identify the group associated with each student schedule.

Non-Compliant Schedules

The Non-Compliant Schedules card displays the number of schedules that have not met the applicable onboarding requirements.

The card provides a breakdown of individual and group schedules. Reviewing this count helps you identify placements where onboarding is incomplete and further action may be required.

Select the count to open the corresponding records in the Summary view, where you can review the onboarding status and identify the requirements that need attention.

Requirement Expired/Expiring

The Requirement Expired/Expiring card displays the number of requirement instances that are either expired or expiring across the placements in scope.

The card separates the count into:

• Expired: Requirements that have already expired.
• Expiring: Requirements that are approaching their expiry date but are still valid.

A placement may have more than one expired or expiring requirement. Each affected requirement is included in the count.

Select the card to review the associated records in the Summary view. The results include placements with expired or expiring requirements across the applicable personas: Students, Clinical Instructors, and Schools. You can switch between the persona views to review the corresponding records.

Schedules Needing School & CI Action

The Schedules Needing School & CI Action card highlights schedules that require action from the School or Clinical Instructor.

Depending on the selected experience type and the applicable requirements, the card displays the relevant School and Clinical Instructor counts.

Select a count to open the corresponding records in the Summary view:

• Selecting the School count opens the School view and displays schedules with pending School requirements.
• Selecting the Instructor count opens the Clinical Instructor view and displays schedules that need Clinical Instructor action.

The card appears only when there are pending School or Clinical Instructor requirements within the selected scope.

Reviewing the Needs Attention Section

The Needs Attention section highlights important onboarding and compliance issues that may affect placements.

Each item identifies an issue and indicates how many placements are affected. Select View to open the corresponding records in the Summary view.

The section can include the following items:

Upcoming Placements Not Ready

This item highlights upcoming placements that have a Some Action Needed onboarding status.

Select View to open the Student view in the Summary page, with the onboarding status filter applied. You can review the affected records and identify the outstanding requirements.

Requirements Blocking the Most Placements

This item identifies the requirement or requirements associated with the highest number of blocked placements.

Requirements with the following statuses are considered blocking:

• Get Started
• In Progress
• Pending Review
• Not Approved
• Expired

Requirements with Approved or Expiring status are not included in this blocking count.

If multiple requirements have the same highest count, all the leading requirements are displayed.

Select View to open the Summary page with the relevant requirements and blocking statuses applied. You can review the affected records and identify where action is needed.

Expired or Expiring Requirements Blocking the Most Placements

This item highlights the requirement or requirements associated with the highest number of placements affected by expired or expiring requirements.

If multiple requirements have the same highest count, all the leading requirements are displayed.

Select View to open the Summary page with the relevant requirements and the Expired and Expiring statuses applied. This helps you identify requirements that need renewal or immediate attention.

Stale Not Approved

This item highlights placements that have at least one requirement in Not Approved status for more than seven days.

Select View to open the corresponding records in the Summary page. The results identify placements with requirements that have remained Not Approved for more than seven days.

The seven-day period is calculated from the date and time the individual requirement was marked Not Approved.

Understanding the Compliance Charts

The charts on the Overview page provide visual breakdowns of onboarding and requirement statuses. The information displayed depends on the selected persona, experience type, and applicable requirements.

Schedule Compliance Status

The Schedule Compliance Status chart displays the distribution of schedules by onboarding status.

You can use the persona selector to view the chart for:

• Student
• Instructor
• School

The chart changes based on the selected persona:

• Student and Instructor: Displays Not Started, Some Action Needed, Compliant, and Not Applicable statuses.
• School: Displays Completed and Pending statuses under the title School Requirement Status.

Select a chart segment to open the corresponding persona view in the Summary page with the selected status applied.

Group Compliance Status

The Group Compliance Status chart is displayed when you select Group under Experience Type.

It provides a breakdown of group placements by their overall compliance status. The group compliance status reflects whether the applicable onboarding requirements have been completed across the students, Clinical Instructors, and School.

A group is considered ready only when all applicable requirements are complete for every student and the associated Clinical Instructor and School.

Select a chart segment to open the Summary view with the corresponding Group Status filter applied. The Group ID and Group Status columns are displayed so you can identify the group associated with each student schedule.

You can switch between the Student, Clinical Instructor, and School views while retaining the selected Group Status filter. This allows you to review the requirements associated with the group across the different personas.

Requirement Status

The Requirement Status chart displays the distribution of onboarding requirements by status.

You can use the persona selector to view requirement statuses for:

• All
• Student
• Instructor
• School

The chart includes the following requirement statuses, where applicable:

• Get Started
• In Progress
• Pending Review
• Approved
• Not Approved
• Expiring
• Expired

The requirements displayed depend on their applicability to the selected persona. Requirements that do not apply to the selected persona are not displayed.

Select a chart segment to open the corresponding Summary view with the selected requirement status applied. When All is selected, the drill-down opens on the Student view by default and provides the applicable persona breakdown.

Compliance Status by Requirements

The Compliance Status by Requirements chart provides a requirement-level breakdown of onboarding statuses using horizontal stacked bars.

Each bar represents an individual requirement, and the segments show how many records fall under each applicable status.

You can use the available selectors to:

• Choose the persona whose requirement statuses you want to review.
• Select the requirements to include in the chart.

The chart updates based on your selections. Requirements that are not applicable to the selected persona are hidden.

Select a segment within a bar to open the Summary view with two filters applied:

• The selected requirement.
• The selected requirement status.

The Summary view displays only the selected requirement column and the records that match the selected status. When All is selected as the persona, the drill-down opens on the Student view by default.

Exploring the Diagnostic Widgets

The Overview page includes diagnostic widgets that help you identify the requirements and schools associated with the highest number of affected placements.

Each widget displays up to five entries. Select an entry to review the corresponding records in the Summary view. Select View to open the full ranked list.

Widgets are displayed when there is relevant information to show.

Top Blockers

The Top Blockers widget lists the requirements associated with the highest number of blocked placements.

The widget displays:

• Requirement: The name of the onboarding requirement.
• Schedules Affected: The number of placements affected by that requirement.

The blocking statuses include Get Started, In Progress, Pending Review, Not Approved, and Expired.

Select a requirement to open the Summary view with that requirement and the applicable blocking statuses selected. This helps you review the records affected by the selected requirement.

Select View to access the full ranked list of blocking requirements.

Expired & Expiring Soon

The Expired & Expiring Soon widget lists requirements ranked by the number of placements affected by expired or expiring requirements.

The widget displays:

• Requirement: The name of the requirement.
• Schedules Affected: The number of placements affected by its Expired or Expiring status.

Select a requirement to open the Summary view with the selected requirement and the Expired and Expiring statuses applied.

Select View to access the full ranked list.

Schools Requiring Attention

The Schools Requiring Attention widget identifies schools with placements that require action. Schools are ranked based on the total number of blocked placement records across the Student, Clinical Instructor, and School views.

Each school entry provides a breakdown of the affected records by persona:

• Students: Student schedules with a Some Action Needed or Not Started onboarding status.
• CI: Clinical Instructor schedules with a Some Action Needed or Not Started onboarding status.
• Schools: School schedules with a Pending status.

Select a school name to review its details, or select an individual persona count to open the corresponding records in the Summary view.

For example:

• Selecting the Students count opens the Student view with the selected school and applicable onboarding statuses.
• Selecting the CI count opens the Clinical Instructor view with the selected school and applicable onboarding statuses.
• Selecting the Schools count opens the School view with the selected school and Pending status.

A placement may appear under more than one persona when action is required from multiple parties. This allows you to review each responsibility separately.

Select View to access the full ranked list of schools requiring attention.

Compliance Readiness Timeline

The Compliance Readiness Timeline chart shows how early or late students become compliant in relation to their schedule start dates. It helps you understand when students typically achieve compliance and identify whether onboarding is being completed before or after placements begin.

The chart includes:

• Horizontal axis – Days Relative to Schedule Start: Displays the time at which students achieve compliance in relation to their schedule start date. The timeline includes intervals such as 60 days or more before the start date, 30 days before, 14 days before, and subsequent intervals leading up to and after the start date.

• Vertical axis – Placements: Displays the number of placements associated with each time interval.

• Data points: Show the number and percentage of placements for each interval, helping you understand the distribution of compliance readiness over time.

Use this chart to assess onboarding readiness trends and understand whether students are generally becoming compliant well ahead of their placement start dates or closer to or after the start date.

Reviewing the Summary View

The Summary view provides detailed onboarding information for individual records. It is organized into three persona views:

• Student
• Clinical Instructor
• School

Select the relevant persona to review its onboarding records. Each view displays information and requirement columns applicable to that persona.

The Summary view helps you identify which schedules need attention, review individual requirement statuses, and understand the onboarding progress associated with each placement.

Student View

The Student view displays onboarding details for students associated with placements.

The table includes information such as:

• Student Details: Student name, email address, and associated school.
• Onboarding Status: The student's overall onboarding status.
• Requirement Details: A summary of the number of requirements requiring student action, pending review, and approved.
• Schedule Details: Schedule ID, experience details, and schedule duration.
• Group Status: The overall status of the associated group, where applicable.
• Requirement Columns: Individual onboarding requirement statuses applicable to the student.

The requirement columns allow you to review the status of each requirement for the corresponding student schedule.

Clinical Instructor View

The Clinical Instructor view displays onboarding details for Clinical Instructors associated with placements.

The table includes information such as:

• Instructor: Clinical Instructor name, email address, and associated school.
• Onboarding Status: The overall onboarding status of the Clinical Instructor.
• Schedule Details: The schedule associated with the Clinical Instructor.
• Group Status: The overall status of the associated group, where applicable.
• Requirement Columns: Individual requirement statuses applicable to the Clinical Instructor.

Use this view to identify Clinical Instructors who have not started or completed their applicable onboarding requirements.

School View

The School view displays onboarding information for schools associated with placements.

The table includes information such as:

• School Name: The name of the school.
• Overall Status: The overall School requirement status.
• Schedule Details: The associated schedule information.
• Group Status: The overall status of the associated group, where applicable.
• Requirement Columns: Individual requirement statuses applicable to the School.

The School view helps you identify schedules where School requirements are still pending.

Filtering and Reviewing Onboarding Records

The Summary view provides search, filter, and requirement-selection options to help you locate specific records.

Searching for Records

Use the search field available in each persona view to search for the relevant Student, Clinical Instructor, or School.

Select the appropriate search option from the dropdown and enter the name or other supported search details.

Using the Summary Filters

The available filters vary depending on the selected persona.

Common filters include:

• Experience Type: Filter records by Individual or Group experience.
• Disciplines: View records associated with selected disciplines.
• Program Type: Filter by program type.
• Onboarding Status: Filter records by their overall onboarding status.
• Group Status: Filter records by the overall status of the associated group.
• Requirement Status: Filter records based on the status of onboarding requirements.
• Schedule Start Date Range: Narrow records based on their schedule start dates.

The Student and Clinical Instructor views also provide filters such as Mandatory/Optional, Location, and Schools, where applicable. The School view provides the applicable filters for School records.

Select Add Filter to access additional filtering options. Choose the required filter and apply the relevant values to narrow the results.

Selecting Requirements

Use the Requirement selector at the top-right of the Summary table to choose which requirement columns you want to display.

1. Select the Requirement dropdown.
2. Review the list of requirements available for the selected persona.
3. Select or clear the requirements you want to include.
4. Use Select all or Clear all when needed.
5. Select Save to apply your selection.

The table updates to display the selected requirement columns.

The requirement list varies by persona. Requirements that do not apply to the selected persona are not displayed.

Understanding Requirement Statuses

The Summary table displays the status of each applicable onboarding requirement.

The available statuses include:

• Get Started: The requirement has not yet been started.
• In Progress: The requirement is being completed.
• Pending Review: The submitted requirement is awaiting review.
• Approved: The requirement has been reviewed and approved.
• Not Approved: The requirement has not been approved.
• Expiring: The requirement is approaching its expiry date but is still valid.
• Expired: The requirement has passed its expiry date.

The overall onboarding status and individual requirement statuses provide different levels of information. Review the individual requirement columns to identify the specific items that need attention.

Viewing Onboarding & Compliance Reports

The Report page provides access to reports related to onboarding requirements and schedule activities. These reports offer detailed information about onboarding requirement statuses, submitted responses, and ongoing and offboarding activities.

The available reports include:

• Onboarding Requirement-level Detail Report: Provides details of individual onboarding requirements for each student and schedule, including due dates, expiration, and review statuses.

• Onboarding Requirements & Schedule Activities Response Report: Provides raw response data for onboarding, ongoing, and offboarding requirements and activities associated with student schedules.

• Ongoing & Offboarding Activity Summary Report: Provides a consolidated summary of student schedule activities across ongoing and offboarding stages, including completion status and pending actions.

You can use the Search by Report Name field to find a specific report. Note that these reports are updated every 24 hours, with the latest refresh occurring daily at 3:30 AM EST.