Exxat One Overview 

Exxat One is a network for sites, schools, and students (coming soon!) to connect and collaborate. It is a platform for schools and students to discover and apply for internships published by the sites. The vision is for the schools and students to get access to more available opportunities which in turn helps the site to find the right candidates. It is a win-win situation for all users.

Exploring and applying for Availability

On the Explore & apply availability page, you can understand how to identify and apply to the availability that is relevant to your program. First, let’s go through how to explore availability on the Exxat One and then once you have identified the availability you are interested in, you can understand how to apply these availabilities by creating a request for slots. This section will also cover how to communicate back and forth with the site in context of the request you have created.

Viewing Availability Using Filters

This page comprises of the following components that will help you explore the internships:

• Site - Indicates the different sites that have hosted their internships on the platform.
• Discipline(s) and Specialization(s) - Indicates the discipline(s)-specialization(s) of students the site wants to accept for an internship, example: IP-Cardiopulmonary-PTA, IP-Home Health-PTA, etc.
• State - Indicates the state(s) of location(s) where the availability will be taking place. You can explore internships for a specific state.
• Program - Indicates the program(s) for which the availability has been published by sites.
  
• Nearby Availability - With this filter, you can now search for availability based on zip codes. There will be two options in this filter:
  • Nearby School - You can provide the distance from your school (in miles), and you will be able to view availability within the given radius.
  • Internships in Selected Area - Enter a zip code, and you will be able  to view availability in the given zip code.
    
• All Filters – Under all filter we have 3 filters
  • Start date – This filter is within the “All filters” button. Indicates when the availability will be starting. You can filter the internships starting after a certain date.
  • End date – This filter is within the “All filters” button. Indicates when the availability will be ending. You can filter the internships ending before a certain date.
  • Due date – This filter is within the “All filters” button. Indicates by when the site is expecting the schools to submit their requests.
    
• You also get a clear filter option to remove all the filters.
  

Viewing Availability Using Search

This functionality helps you search for internships by Location name.

Viewing Availability Using Map

The map is an interactive way to explore internships. By default, the map is set to view internships published by sites within 50 miles radius of your school’s current location.

The map shows pins at each location where internship(s) is/are published. On the top, there is a banner that shows the number of opportunities across the locations currently visible in the map view.

Zoom out

• You can zoom out on the map to explore opportunities outside the default set radius of 50 miles. When you do so the map view changes from showing pins to a cluster(s) of pins with an aggregate number of internships depending on the zoom level.
• The banner on the top of the map dynamically updates as you zoom out. The number of opportunities and locations will increase as you zoom out.
  

Zoom in

• You can zoom in on the map to narrow down your search to a specific state, city, location, etc. When you do so the map view changes from a cluster(s) to pins.
• The banner on the top of the map dynamically updates as you zoom in. The number of opportunities and locations will decrease as you zoom in.
  

Viewing Availability Using List of internships 

On the left you can see the list of internships. This is a dynamic list and as you interact with the map this list gets updated. This means the list is always in sync with the map even when you zoom out or zoom in.

Each item on the list has the following attributes of the availability–

1. Site name – the site who has published the internship.
2. Discipline – the discipline(s) of students the site wants to accept for an internship, example: PT, PA, Nursing, OT etc.
3. Availability duration – the start date and end date of the internship.
4. Location – the location(s) where the site will be conducting the internship.
5. Due Date – the date by which you need to submit the request for slots.
6. Handshake icon – this icon indicates whether you are a program partner of the site
   

Creating New Requests

Follow the below steps to create a request –

1. Click on the internship.
2. A panel opens right next to the list of internships as an overlay on the map.
3. You can view more information provided by the site –
   • The program type (undergraduate, post-graduate, or PhD), student year (1st, 2nd, 3rd, or 4th), shift, and days of week when the availability will be occurring.
   • the Roles and Responsibilities, Eligibility Criteria, and Onboarding requirements.
   • Slot type – whether it is FCFS or is an interview required.
4. Based on the information shared by the site you can decide whether you want to create a request for slots. You can click the location name to see its address.
   
   

   To create a request you need to give below information:

   • Enter the No. of slots you want for your program.
   • You will have to specify the desired Availability Start & End Dates while sending the request.
     
   • Select the discipline(s)-specialization(s)
   • Enter graduation date
     
5. You can send out note to the site as well under the “Message to site” section.

   Note:  You can send a message to the site without requesting for slots.
   

6. You have the option to include student details for the site to make an easy decision.
   • Click on the “Include student profiles”.
     
   • A drawer opens where you enter the student details – “First Name”, “Last Name”, and “Contact Email”.
   • Click on “Add row” to add more students.
   • Press Save after adding in all the student profiles
     
   • Click on “Apply”.
     

Creating Multiple Requests

On the “Search and explore” screen you can raise slot request(s)

For the first time users, users can raise a request by giving below details related to slot request

• Number of slots
• Start date end date
• Discipline and specialization
• Graduation date
• Student profiles

If users need to ask for more slots for the same internship, you can do it by clicking on “Create New request”. Users will have to provide the same details for the new request. Users can also view the details of previous requests on the same page.

Viewing and Tracking All the Requests

Once you have submitted your application, opening the same application again enables you to review, or make edits to it provided the site has not acted on it yet.

If the application is in “Pending Approval” clicking the availability listing enables you to:

1. View all details about the availability along with the request details (Number of slots requested, Message sent, and Student profiles shared)
   
2. Edit the application by making changes to the corresponding fields and clicking ‘Update Request’ to submit.
3. Revoke the request by clicking ‘Revoke Request’.
   

Requesting Summary 

Once you have made slot requests, you may view and track them by navigating to “View & Track section” in the Action Panel. Critical details about each availability are displayed, such as:

1. Availability Details, such as Site Name, Location Name, Discipline, and Availability Duration
2. Number of slots requested: Represents the total number of slots requested to the site.
3. Number of approved slots: Represents the total number of slots the site has approved against the request.
4. Date Range: Represents the date range for which the internship has been published by the sites
5. Slot Request Status: Represents the internship’s stage in its lifecycle as
   • Pending Approval: Site is yet to act on the request.
   • Approved: Site has finished reviewing the request and has allotted X slots to you. Hence, you can no longer edit the slot request.
   • Approval in progress: Site is reviewing the request, and the final decision is awaited.
   • Declined: Site has finished reviewing the request and has not allotted any slots to you. Hence, you can no longer edit the slot request. For the declined slots you will be able to view the reason for declination shared by site.
   
   

Note: You may use filters (Duration and Discipline) to trim the view as needed.

Viewing and Editing Slot Requests 

Slot requests can be edited at any time if they are in Pending or Approval in Progress status. In this case, you will see a pencil icon next to the request, indicating that you may edit the request. If the request is Approved or Declined, the pencil icon will be replaced by an eye icon, indicating that you may only view the request.

On pressing the pencil/eye icon, the availability details along with details of the slot request show up in a drawer. Here you can

1. Review all availability details, such as Site name, Location name, Units, Shifts, Due Date, Slot Type, Status as well as more descriptive information like Roles and Responsibilities and eligibility criteria (provided the Site has entered them)
2. Review the number of slots requested and the student profiles shared against the internship. If the request is in Request Pending or Approval in Progress, you can also edit the number of slots requested and profiles shared.
3. Revoke the slot request in case you want to withdraw your application.

Sending messages to Sites

You can have chat-based conversations with the site in the context of your slot request to clarify any questions or share updates with them as required.

To send a message, press the Message icon against the slot request and enter the message in the text box and hit ‘Send’!

Schedules and Onboarding

Tracking Schedules

You can track all schedules confirmed to you by different Sites on the “View Schedules & Assign Students” panel on the left action panel. Critical details about each schedule are displayed, such as:

1. Student Name: This column shows data based on whether the student has already been assigned.
   1. When the student is assigned: Student Name is displayed for ready reference
   2. When the student is not assigned: An “Assign Student” button is displayed that prompts you to take the necessary action. Due Date for assigning the student is also displayed if the Site has set up this parameter.
      
2. Site Name: Represents the site at which the schedule is confirmed.
3. Location Name: Represents the location at which the schedule is confirmed.
4. Discipline: Represents the discipline at which the schedule is confirmed.
5. Duration: Represents the duration of the Schedule. It can be same as requested but site can always override based on the availability of preceptors, unit etc.

Fields mentioned above are non-editable for school users, but you can always reach out to your site partners through messaging feature to get location, discipline and deration confirmation.

Assigning Students 

Follow the below steps to assign a student to the Schedule:

1. Click on the “Assign Student” button against the Schedule.
2. A drawer opens wherein you can:
   • Enter student details (Name, Email ID, Placement Start & End Dates)
   • Leave notes or have conversations with the student & site.
     
3. Once the student is placed, you are also empowered to remove the student from the schedule and add in another student if needed.
   

Sending messages to Sites

You can have chat-based conversations with the site in the context of your schedule to clarify any questions or share updates with them as required.

Communication history, including historical communication between the site and school based on the schedule created, is now visible on the Schedule.

To access this feature, navigate to the Schedules and Onboarding page. Click on the "Assign Student" or "Edit" button and look for "Message received during track requests."

Configuration

As a school administrator if you have multiple campuses or programs, you have the capability to switch between them seamlessly through user settings on the landing page.

Help Guides 

You can view all the help documents related to Exxat One will be available under “Question mark” on the static upper bar. You can also view the updated release notes in this section.

In app notifications

You can view the notifications received regarding updates or messages from the site end. You will receive notifications for the following events:

1. A message has been sent by a site.
2. Changes are made to an internship where you have applied/received slots.
3. Site approves/declines a request.
4. Site cancels an assignment.
5. Site makes changes to approved slots.
6. Site makes changes in an assignment.

Follow the below steps to view the notifications:

1. At the top right of the screen, click on the notification badge icon to open the notification center. This icon indicates new notifications, and the notifications received pops-up at this position.
   
2. The notification center displays all the notifications received in the order of latest to oldest. These notifications could be either messages or updates from the site end. Accordingly, the notification center has 3 sections:
   1. All: Displays all notifications including both messages and updates.
   2. All messages: Displays only the messages sent from site end, during the process of tracking slot requests or scheduling.
   3. All updates: Displays only the updates; whenever site approves/declines a request and cancels or makes any changes to any schedule.
      

3. Click on the desired notification to navigate to the required action panel to view the update or message received.
   

4. If you haven’t acted on any notification, then a blue dot appears against the notification with a “Mark as read” option.

    Click on “Mark as read” to mark the notification as read and the blue dot disappears, with a “Mark as unread” option now visible.
   

   Clicking on “Mark as unread” changes the status of notification to unread and the blue dot appears again.

5. Click on “Mark all read” option at the top, to mark all the notifications as read.

   Selecting the “Unread Only” toggle button, displays all unread notifications.
   

Notification Configuration

Click on the settings icon at the top right corner of the notification center, to open the notification configurations screen.

This displays the events which trigger the notifications. Here you can customize your preferences of receiving specific notifications by selecting the events for which you want to get notified.

Click on Save Now to save the configuration settings.