Student Guide for Exxat One (Schedules)

After reading this guide, you will be able to:

• Log in and access your schedules in Exxat One
• Identify and complete required payments
• Track onboarding status and complete requirements
• Understand and manage notifications
• Communicate with your site and school using messaging
• Use the Document Library for uploading and managing files
• Track requirement history, expiration, and resubmissions

Before you begin:

• Ensure you have received your Exxat login invitation email
• Set up your password or SSO access
• Keep required documents ready for onboarding uploads
• Check your assigned schedules under My Schedules

You can begin by logging in at login.exxat.com.

• Log In 
• Make Payments 
• Event-Based Notifications for Students 
• View Schedules 
• Check Onboarding Status 
• Verify Employment (Student) 
• Complete Onboarding Activities 
• Messaging 
• Document Library 
• Supported File Formats for Uploads 
• Tracking Requirement Status History of an Onboarding Requirement 
• Viewing Reviewer Comments 
• Expiring and Expired Requirements 
• Carry Forward Requirements
• Video Walkthrough

Log In

1. Go to login.exxat.com.
2. Enter your school email ID.

3. Use the invitation email from Exxat One to set your password.

Make Payments

Payments may be required for certain schedules. You can view and complete payments directly from the Schedule page.

Single Schedule

• If payment is required for one schedule, it will be shown on a card with the location and dates.

Multiple Schedules

• If payment is required for multiple schedules, they’ll appear as stacked cards displaying locations and dates.

Click Pay Now for a single schedule or View Details for a multiple schedule

Follow the instructions on the payment screen.

Event-Based Notifications for Students

Event-based notifications keep you informed about important updates related to your schedules, onboarding progress, and communication with sites or schools. These real-time alerts help you stay on track and take timely action when required.

Trigger Events for Notifications

You will receive notifications for the following events:

• Schedule Confirmed – Your school confirms a schedule
• Schedule Updated – Changes have been made to your schedule details
• Onboarding Status Updates – Your submitted requirements are approved or rejected
• Messages Received – You receive a message from a site or your school
• Schedule Cancellation – A schedule is cancelled

Notifications appear as pop-ups near the Notification Bell icon and are stored in the Notification Centre for later reference.

Accessing Notifications

• Click the Notification Bell icon in the top-right corner
• This opens the Notification Centre, where all notifications are listed from latest to oldest

Understanding the Notification Centre

Notifications are organised into the following tabs:

• All – Displays all notifications
• All Messages – Shows only messages from sites or schools
• All Updates – Includes schedule and onboarding-related updates

Additional behaviours:

• Unread notifications are marked with a blue dot
• Click on any notification to open the relevant details in a side panel
• You can review the information and return to your previous screen seamlessly

Managing Notifications

• Mark as Read / Unread – Update the status of individual notifications
• Mark All Read – Mark all notifications as read at once
• Unread Only Toggle – Filter to view only unread notifications

View Schedules

On the My Schedules screen, your schedules are grouped into three sections:

• Upcoming – Schedules that haven’t started yet.

• In Progress – Schedules are currently ongoing.

• Completed – Schedules that have already ended.

Check Onboarding Status

Our onboarding status shows where you stand in completing all required onboarding tasks.

• Get Started – You have not yet begun your onboarding requirements.

• Some Action Needed – Some requirements are incomplete or awaiting approval.

• Compliant – All requirements have been completed and approved.

Verify Employment (Student)

If you work at your placement site, you may be able to verify employment instead of paying the onboarding fee.

1. Log in to Exxat One and open your approved or pending schedule.

2. On the Onboarding screen, select:

   • Pay, or

   • I am an Employee here (if available).

3. If you choose Employee,

   • A pop-up will appear.

   • Enter the first part of your work email address (before “@”).

   • Select your email domain from the dropdown. The email domain is the part of your email address after the @.

   • Click Submit.

4. Check your institutional email for a One-Time Password (OTP).

5. Enter the OTP in Exxat and click Verify.

If verified:

• Your employee status is confirmed, and payment/onboarding adjusts automatically.

• You’ll see your site-enabled requirements.

If verification fails:

• Retry with the correct email, or

• Choose Pay $20/$25 to continue with the standard onboarding process.

Once verified, both you and your site coordinator will receive confirmation emails.

Complete Onboarding Activities

To become compliant with your schedule, you must fulfil all onboarding requirements.

1. Click Get Started or Some Action Needed to navigate to the Onboarding Requirements page.

2. View the list of onboarding requirements applicable and their status. Requirement status can be as follows:

   • Get Started: Indicates you haven’t begun completing the requirement and need to take action.

   • Pending Review: Shown when you’ve submitted the requirement, but it’s awaiting review by the Onboarding Review Team.

   • In Progress: Indicates you’ve started filling in the requirement and saved it as a draft. You can return to complete and submit it.

   • Approved: Displays once the requirement has been reviewed and approved. 

   • Not Approved: Displays if your submission has been reviewed but rejected.

   • Expired: Indicates an approved certification or vaccination has passed its expiration date. If the requirement is about to expire, then you will see an “Expiring” alert starting 30 days before the expiration date.

3. If the onboarding requirement is mandatory, it will be marked with an asterisk (*).

4. Use the caret icon next to each required item to expand it. Read the guidelines carefully and fulfil each onboarding requirement as directed.

5. On the left-hand side of the screen, you can view the guidelines for each requirement. Click the down caret to open the form or upload area.

6. Complete all required fields and/or upload the necessary documents, then click Save to record your progress.

Messaging

The messaging feature allows you to communicate directly with your assigned site and school regarding schedules and onboarding requirements. This helps ensure timely updates, clarifications, and smooth coordination.

Sending Messages to Site and School

You can send messages directly from your schedule:

1. Go to Placement Schedules
2. Click on the desired schedule
3. On the right-side panel, locate the Messages section
4. Select the recipient by choosing:
   • School
   • Site
5. Enter your message in the text box
6. Click Send

Your message will be delivered to the selected recipient(s).

Receiving and Viewing Messages

You may receive messages from your site or school related to your schedules or onboarding.

• Open the relevant schedule
• Navigate to the Messages section on the right panel
• View messages under:
  • School
  • Site
• Click View more to see the full conversation history

Replying to Messages

• Use the same message box within the Messages section
• Select the recipient (School/Site)
• Type your response and click Send

Document Library

Students have access to a centralised document repository when fulfilling onboarding requirements. This allows them to upload files directly from a stored library instead of searching their device each time.

When a student opens any onboarding requirement that includes a file upload field, they will now see:

1. Browse Files
2. Document Library (New)

Selecting the Document Library opens a panel containing all previously uploaded files.

Depending on the student’s history, the library displays:

• Files Previously Uploaded in Prism

If the student is a Prism student, all the documents they have uploaded in Prism for compliance will automatically appear here.

• Files Previously Uploaded in Exxat One

Any files the student has uploaded in past Exxat One placements can also be stored in the repository.

These will appear only if the student kept the default setting “Save this upload to my document library” turned on during upload.

(That checkbox appears under every file upload when uploading from a device.)

• Files Uploaded During the Current Onboarding

Whenever the student uploads a document from their device, that file gets added to the library by default.

Using the Document Library

When the Document Library opens, all previously uploaded documents are displayed in a centralised list. Each document appears with the following details:

• File Name: The name of the uploaded document.
  • Selecting a document is done by clicking the file name. This attaches the file instantly to the requirement.
• Product: Indicates where the document originated, such as:
  • ExxatOne
  • Exxat Prism
• Date Shared: Shows the date and time the file was added to the library.
• Actions:
  • Preview the file using the 👁️ icon
  • Download the document
  • Delete the document from the library (only deletes the library copy, not previously submitted requirements)

This feature is available only for students (not for Schools, Sites, or Clinical Instructors).

Documents uploaded by schools or sites on behalf of students will not appear in the student’s document library.

The Document Library supports all standard Exxat upload rules (max file size, allowed formats, etc.).

Supported File Formats for Uploads

Exxat One now supports a wide range of file formats for all document uploads across the platform.

Supported formats:

.png, .heic, .pptx, .pptm, .potx, .ppt, .potm, .doc, .rtf, .jpg, .jpeg, .pdf, .docm, .docx, .xlsx, .xls, .csv, .bmp, .gif, .tiff, .mp4

You can upload these file types wherever document uploads are available, including onboarding requirements and any place where the upload field appears. All supported formats can be viewed directly using the built-in document viewer.

Tracking the Status History of an Onboarding Requirement

You can view the complete status history for any submitted onboarding requirement.

Once a requirement has been submitted (i.e., it is no longer in Get Started status), a History button becomes available within that requirement.

1. Click History to open the Status History Drawer.

2. The drawer displays a chronological log of all status updates, including:

   • Status: The current stage of the requirement (e.g., Pending Review, In Progress, Approved, Not Approved).

   • Date and Time: When the status was updated.

   • Updated By: The user who made the update.

   • Comments/Reasons: Any feedback provided by the reviewer for Approved or Not Approved statuses.

Viewing Reviewer Comments

If a requirement has not been approved with a comment, you can view the reviewer’s feedback by clicking the down arrow next to the requirement to expand its details. The reviewer’s comment will appear within the detailed view.

Additionally, for each Approved requirement, the date of last approval is displayed beside the requirement’s due date in the requirement list.

Expiring and Expired Requirements

Requirements that have expiration rules display their status directly on the onboarding list.

• Expiring requirements display: “Expiring in X days on MM DD, YYYY”.
• Expired requirements display: “Expired on MM DD, YYYY”.
  • When a requirement has expired, an "Update Requirement" option is displayed.

Adding a New Record for an Expired Requirement

Students can renew any requirement marked Expired.

To add a new record:

• Open the Schedule Details screen.
• Expand the requirement showing Expired.
• Select Add New Record.
• Confirm the message:
• “Are you sure you want to add new record? We will archive the approved records permanently.”
• Complete and submit the new information.

Archived Records

Students can review previous versions of expired or replaced records.

To view archived records:

• Expand the requirement.
• Select Archived Records.
• View earlier submissions, including dates and documents.

Carry Forward Requirements

Some onboarding requirements that you completed in a previous placement at the same site may already appear fulfilled when you open onboarding for a new placement.

• Previously filled data and statuses carry forward exactly as they were. Only “Approved” requirements appear in read-only mode; requirements in Pending Review, Not Approved, or In Progress can still be edited.
• The requirement displays the approval date from the earlier placement.
• Resubmission is required only if the requirement has expired, is expiring soon, or is configured for resubmission.
• If the site requires a fresh submission for certain items, the requirement will appear as new (Get started) and must be completed again.

Carry-forward behaviour depends on how the site has set up its onboarding requirements.

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