Efficiently tracking clinical hours is crucial for many educational programs. Exxat's timesheet feature allows students to log their hours electronically, making it easier for instructors to monitor and review their progress. This guide will walk you through the steps to activate timesheets, set preferences, and review submitted hours for students enrolled in your courses. With Exxat, managing and validating clinical hours becomes streamlined, ensuring accurate and organized records for both students and instructors.

• Activating Timesheets
• Reviewing Timesheets by Course

Activating Timesheets

Tracking time in clinic may be important to your program. Timesheets can get the job done! 

1. Select Courses from your dashboard or left menu. 
   
   
2. On the Course Offerings page, find and select the course you’d like to manage. 
   
   
3. Expand the Learning Activities option on the left panel and select Setup.
   
   
4. The system will load all learning activities and will indicate any that are activated. Click on the pencil icon for Timesheet.
   
   
5. A drawer will open. Make sure to activate the timesheet and set your preferences. Once done, click Save.
   
   a. Each option will be pre-filled on your behalf, but make sure to read through each one and update based on your program’s needs. 
   
   
6. Your form will now be activated! 
   
   a. If you need to make any changes, click on the pencil icon.
   
   

Reviewing Timesheets by Course

Once students begin completing their learning activities, you can review them for all students registered for a course you are associated with!

1. Select Courses from your dashboard or left menu.
   
2. On the Course Offerings page, find and select the course you’d like to manage.
   
3. Expand the Learning Activities option on the left panel and select Review.
   
4. Select Timesheets from the left panel.
   
5. You’ll be taken to the Timesheets Page, which will display all placed students and the number of hours they have logged each week. 
6. To view additional details and approve timesheets, click on the hours for the week you’d like to review.
   a. If you set up timesheets to be reviewed clinicians, they will receive an email once the student submits a timesheet.
   
   
7. A drawer will open where you can view hours submitted for each day, along with any details you are collecting (categories, number of patients) and student notes.
   
8. If you are reviewing timesheets, you can provide comments.
9. To make a comment on a single entry, select Add Comment.
10. To make a comment that will apply to multiple entries, select the timesheets, and click Add Comment. 
    a. Please note, if you are marking a timesheet as “Not Approve”, comments are mandatory.
    
11. A drawer will open. Provide your comments and click Save. 
    a. If you selected multiple timesheets, select the checkbox “Apply comments to all the selected records” option.
    
12. Select the entries you’d like to review using the open checkbox and select Approve or Not Approve on the top right corner.
    
13. A pop-up will appear asking you to confirm your review of the selected timesheets. Click Ok.