You cannot login as a faculty using your program administrator login; however, you can use the "View As" feature. Go to Faculty & Staff, select the faculty member and click "View As".

Yes, by selecting "uploaded by school" when setting up documents—only for common items like insurance.

Yes – Compliance officers or Administrators can upload documents for students.

Compliance officers or Administrators can send expiration notifications to students.

Yes, there's a "PRISM Administrator Without Compliance" role with restricted access.

Yes, templates or sample documents can be added under each requirement.

Yes, choose a previous cohort template from the dropdown during setup to clone it.

Sensitive data features can be activated by support, but there is currently no cumulative report.

Prism is self-service, managing placements, compliance, mapping, etc. Approve adds a team of medical professionals to handle setup, approvals, and documents for you.

Refer students to the “Uploading Compliance Documents” guide for step‑by‑step instructions.

See the “Request Universal Background Check” guide for full steps.

No – Administrator notifications on student uploads are not available currently.

You can share via: 1. Student profile (Share Profile link), or 2. Placement section (Notifying Sites link).

Contact your CSS, Account Manager, or email prism-support@exxat.com.

Mark the student "Inactive" via their profile to remove them.

Students can share via Profile → Share Profile → include compliance documents and send to emails :contentReference[oaicite:1]{index=1}

No—grading scales are set at the school/program level. Individual courses can only choose between letter grade or pass/fail :contentReference[oaicite:2]{index=2}

You deactivate unwanted accreditation standards rather than remove them.

Not currently—uploading a custom syllabus template isn’t supported.

No—bulk import is not available at this time.

Activate standards in Program Details, and map them via the Curriculum mapping setup grid.

Yes—attributes are configurable in Curriculum mapping and can be customized.

Yes—use the cloning feature to roll over mapping data to a new curriculum.

Yes—when editing in the course catalog, use "Update course offerings?" to restrict change to one cohort.

Course measures define goals/objectives linked to standards for curriculum mapping.

Attributes are tracking tools (like instructional methods or assessment modes) used in mapping and accreditation reporting.

There can be several reasons why you are not able to submit patient logs:

Placement Dates: You can fill and submit your patient logs only within your placement start and end date window for the course. Students cannot enter or submit patient logs or timesheets for dates outside the placement period. If you need to adjust your placement date window, please contact your course faculty or clinical education team.

Restricted Date Choices: If you are unable to select dates or they appear greyed out, it may be due to your school's limitations on the number of days you are allowed to enter the patient log before approval. Please reach out to your clinical education team or course faculty to request changes in the setup of the patient log.

Browser Issues: Try logging in using a private browser, or log out and log back in. Additionally, clearing the cache and cookies of your regular browser may help you access Exxat seamlessly.

Different logs can be set up in a single course; however, only one log can be activated for a course.

Yes, CPT codes are chargeable at $18 per student per year.

Yes, schools can add attestation with their own verbiage, which the reviewer needs to attest to while reviewing the logs.

No, this is not possible as of now.

As of now, multiple logs can be approved only for one student at a time.

It shows the total number of students that have submitted the logs.

No, this is not possible as of now.

Yes, this list can be customized.

Yes, you can.

No, this is not possible as of now.

No, this is not possible as of now.

The site may not have whitelisted the IP address for Exxat. If preceptors/educators/CI/TS/FS are not receiving emails, contact your IT support to add the Exxat domain and IPs to the site's firewall whitelist.

IP addresses to whitelist:
159.183.127.158
159.183.123.80
20.242.145.220

There can be several reasons why you are not able to submit timesheets:

Placement Dates: You can fill and submit your timesheet only within your placement start and end date window for the course. Students cannot enter or submit patient logs or timesheets for dates outside the placement period. If you need to adjust your placement date window, please contact your course faculty or clinical education team.

Restricted Date Choices: If you are unable to select dates or they appear greyed out, it may be due to your school's limitations on the number of days you are allowed to enter the timesheet before approval. Please reach out to your clinical education team or course faculty to request changes in the setup of the patient log.

Browser Issues: Try logging in using a private browser, or log out and log back in. Additionally, clearing the cache and cookies of your regular browser may help you access Exxat seamlessly.

Yes, the timesheet can be signed off by the preceptor, but it entirely depends on the administrator configuring the timesheet. If a school decides not to have it signed off by the preceptor, the admin just needs to skip the question "Select users who should receive an email each time a timesheet is submitted?"

A placement faculty can give a final sign-off to all the hours approved by the CI; it is like a final check-off to the time entries.

You can customize only the categories at the moment. You can also get geocoding configured for timesheets that will allow you to capture your student's location coordinates.

You can add more than 10 categories for the timesheet.

A checkbox with the "Overnight" option allows students to capture the Night Shift Hours.

When a CI rejects the timesheet, they can add the reason for rejection, allowing the students to make changes and resubmit the timesheet.

Students can select the "No Preceptor" option while adding non-clinical hours and submit the timesheet; this will allow only the school to review the time for non-clinical hours.

One timesheet covering the entire week is not supported today. However, students can send a bulk timesheet review at the end of the week to reduce the number of review emails for the preceptor.

If students fill in the timesheet for the entire week and save, this will not send an email to the preceptor. After the week's entry, students can select all the time entries and send them for review. This will generate a single email for the preceptor to review all the time entries.

Currently, this is not possible. Admins/Preceptors/Faculty have to click on the dropdown for each rotation/course and review the timesheet for one student at a time. This feature is on the roadmap.

No, this is optional. Admin can set up preceptor tagging only if they would like to include the time spent by each preceptor in their thank you emails.

To view how much time a student has to enter/has entered you can use the reports for the review. For the step-by-step guide, please click on the link Timesheet Management.

Yes, it is possible for students to edit and resubmit their Timesheets for approval for the ones that are in ‘Pending Review’ status. Timesheet entries that are in ‘Approved’ status cannot be edited or resubmitted by the students unless school admins change the status to ‘Not Approved’.

At the moment, the custom form can only be created by contacting support.

Schools can reach out to their CSS or AM or send a ticket to the support team.

Yes, the student can.

Here is the link for Distributing Evaluations [link].

Yes, the actors and the workflow for a form can be configured by the school.

Yes, 0 can be added to publish the form on the placement start date and select the anchor as before placement start date.

To email midpoint evaluations, please follow the steps from this link.

Yes, they can, however the workflow needs to be setup accordingly while configuring the evaluations.

To resend an automated evaluation, please follow the steps from this link.

The site may not have whitelisted the IP address for Exxat. Contact your IT support to add the Exxat domain and IPs to the site's firewall whitelist.
IP addresses to whitelist:
159.183.127.158
159.183.123.80
20.242.145.220

Navigate to Learning Activities → Select group → Click ‘Rotations’ → Forms/Evaluations → Scroll to “Student Performance Review” → Click on ‘Export Summary’.

Learning Activities → Reports → Select report type (Raw Data or Raw Data for Non-Placement Forms) → Choose form, rotation, and status = In Progress by Student → +Generate Report → Click export icon.

To change already activated Action Based Notifications, please reach out to Exxat support at prism-support@exxat.com.

Go to the coursework section and select the course. A more detailed guide can be found under this link.

A form cannot be deleted but can be marked as 'Inactive' via Courses → Learning Activities Setup → Click pencil icon → Toggle off 'Active' → Save Changes. To permanently delete, contact Exxat support.

Courses → Learning Activities Setup → Click pencil icon on form → Update due date field → Save.

A learning activity cannot be deleted but can be marked inactive. Caution: deactivation might lead to data loss.

No, only students can add a time log from their own account.

Here is the guide link.

Learning Activities → Forms/Evaluations → Locate form → Click status → Review drawer → Unsubmit if needed. If Pending School Review, mark as reviewed or allow edits.

Yes, only one CI can complete the CIET for a student at a time.

Students cannot extend time. Admins can specify days under “Log must be created within days of patient encounter”.

Students cannot log hours beyond rotation dates unless school admins configure grace days in system settings.

No, students cannot approve their own timesheets. Only Admins and Preceptors can approve them.

This is a student-initiated placement request, where students submit their placement request with all the details about the site/location and preceptor. The school then reviews and approves/disapproves the request. Approved requests are converted into placements by the school.

Setup a demo call with Customer Success Specialist or AMs to review your current process. Complete the My Request Requirement Sheet Provided by Exxat. Once the setup is complete, review and provide signoff.

Yes, you can open multiple 'My Request - Wishlist' instances if you have multiple rotations in the same course or if you would like to capture placement request data for separate tracks, campuses, or groups (On-campus or Online).

Yes, we can have multiple my request forms for each track or program.

Not mandatory if, under 'My Request' for selecting a student, you check off 'Automatically update student selection when course registration is updated.'

Yes, we can set a threshold for placement requests raised by students. Under Wishlist Type, the school needs to specify the number under 'Maximum allowed.'

Yes, we can uncheck the students from the "select student" page while setting up My Request wishlist.

No, we cannot open a My Request wishlist for an individual student, but we can change the My Request 'Close Date.' The grace period provides students with the opportunity to ensure they add all the necessary cross-check details and submit/update the request prior to approval.

Yes, we can edit the placement request on behalf of the student by clicking on the right-hand side corner where it says 'Edit student response.'

Yes, the admin will receive a notification if, under the 'My Request' wishlist for the 'Email Notification' section, the 'Notify School' option has been checked off. The status type should be set to 'Overall,' and for the option 'Select Status,' it should be set to 'Submitted.' Under additional recipients, you can add the person's name who should receive the email notification.

Yes, while setting up My Request wishlist for Email Notifications under notify school, you will be able to add "Additional Recipients."

Yes, we can notify the student if the school has checked the checkbox for 'My Request Comments Notification.'

No, we cannot set specific instructions in the wishlist. However, if there are generic instructions that can be shared with all students every time, we can pass on the request to the Exxat Team when sharing the My Request Requirement sheets. The team will set them up on the top of the form.

Your school/Clinical Education Team handles the approval and processing of your My Requests. They manage the responses submitted and creating placements after the approval of your request. For assistance with any questions regarding My Request, please contact your school/Clinical Education Team.

Your school/Clinical Education Team handles the approval and processing of your My Requests. They manage the responses submitted and creating placements after the approval of your request. For assistance with any questions regarding My Request, please contact your school/Clinical Education Team.

All the slot-related information is available under Placements >> Slots. Schools can manage the slots for a course or a group of courses. There are filters available for slot type and settings, etc.

As of now, the questions cannot be copied over from one wishlist to another. Schools have to type in the questions for each wishlist set-up.

As of now, this needs to be updated manually by the school. Once done, the schools can mark it updated to track the updates.

As of now, the schools cannot delete a wishlist. However, they can reach out to the support team to do so.

Yes, this is available under the Slot dashboard. Schools can get the report from the slots page by going to Placements >> selecting the course or the placement group >> Slots >> using the Filter for Slot status and exporting the page to Excel.

As of now, the schools cannot set-up a due date for the published slots for students. However, they can inform the students through the published slot emails for the due date.

Students can upload a resume or a cover letter for a slot-based wishlist, provided the schools have selected the option to allow the students to upload while setting up the wishlist.

Schools can include the response by date in the email template that they send out to the sites for the slot request.

Yes, the sites can add a slot at the location not known section, provided schools have set the option while slot request configurations that states - "Allow the SCCE/site coordinator to provide slots at site level for location not known."

Published slots for the students are to express their interests in a specific slot that the school has received, mostly the best option for the FCFS slot type. Wishlist is to collect multiple preferences from the students and allow them to rank their preferences. There are multiple types of wishlists supported in Prism. These can be slot-based, location-based (without slots), setting-based, area-based, etc.

Yes, schools can send the slot cancellation email for all the courses for a cohort by creating the placement group. Go to Placement >> Slot >> list >> Select all the canceled slots and click on notify site.

Sending Slot Notifications to Sites.

As this is a system-generated email, the schools cannot update the email template.

The system does not allow editing the number of slots. However, schools can add a slot by clicking add or delete the slot to remove it.

Currently: The students need to manually upload the resume or related docs each time individually. Students may require to tweak their profile resumes for specific slots based on the setting/specialty. For this reason, they need to upload their resume separately while responding to those slots in wishlists.

No, as of now, the email log is not available. However, if the site responds, this will be visible under the response report.

The slots offered by the sites on the slot request link will be added to the rotation. Schools do not have to add the slots manually.

See Adding Courses to Course Catalog

See Adding/Editing Course Offerings

Placements >> Course name >> Setup >> Rotation >> Click on three dots from the top right >> Delete

See Adding Rotations.

See Understanding Course vs. Rotation

See Manage Student Course Registration

No, when the course is offered to a cohort, all the students from the cohort will be auto-registered only if the program is set up as Lockstep. You can always edit the registration for individual students post this.

This will help you locate the rotation you are working with on the placement and LAM page. Term and professional year, along with the academic year, help you identify the unique course offering (e.g., same course offered every year).

The Setup Advanced Schedule option allows the school to break down a longer rotation. For example, a 16-week rotation can be split into two 8-week rotations.

Supervision percentage is helpful when students have more than one CI. It helps calculate the hours for the Thank You email. This data appears under the Emails and Publish page.

PA programs can use the CEU section to add CME credits, and they can edit the email template.

Yes, you can clone course offerings by clicking on Courses >> Select Course >> Select Clone from.

As of now, schools must reach out to the support team to make these changes.

It appears on the Site Resource page under the Clinical Education Schedule section.

The information will appear on the Site Resource page.

Schools can view the compliance status (not the actual documents) from the course >> student >> student compliance section.

Use the Student Registration section on the course details page to add/remove students from the course.

PA schools can add a term as "Clinical" and assign that to all clinical courses.

The Exxat Prism system is designed around courses. All curriculum-related activities such as student registrations, rotations, and learning activities are tagged to course offerings.
- For PT/OT: Each clinical rotation = a course
- For PA: Each course = a clinical setting with multiple rotations

Yes, this is possible by accessing the Site Module >> Contract Tab >> Filter option >> Applying Expiration Filter >> Generating the report in Excel using the download option.

Yes, we can track this information using the Site Module >> Report Section >> Licensure Entered Report. Link

As per the existing functionality, this is not possible. It's in the future roadmap. However, users can access data using Site Module >> Contract Tab >> Filter option.

This feature is not available as the site resource page is a common/public page for everyone. It cannot be customized for individual sites and locations.

This feature is not available. However, users can access a comprehensive placement report and apply filters on the Raw Data report (Excel file format).

Yes, this is available. Users can navigate to Site Module >> Select Location >> Click on Placement tab from the left side Location menu.

This is not possible. However, CEU credits and clinical hours can be shared with Evaluators from the Notify Preceptor Option. (Placement Module >> Email And Publish tab >> Notify Preceptor option).

Yes, we do have this report. We can download the site assessment report, which provides information on the assessment. However, the raw data pertaining to this report is in the pipeline and will be available in the near future. Site Module >> Report Section >> Location Assessment Status & Assessment Details Report.

Yes, this is possible. Users can navigate to the Site Module >> Click on location >> Click on Move location option. (This allows users to move the location & location-specific data from one parent site to another).

Yes, this is possible by following the below steps. Users need to move all the locations to the new site. If required, link contracts and inactivate the old site.

As of now, this is not available. Currently, program administrators can upload the personnel profile from their end. Evaluators/Site contacts will be able to manage their profile using the Exxat Rubix platform in the future.

For site communication, instead of setting up the template in Site Announcement, users can make use of the Site Module >> Email tab. School users can send emails to clinicians using Site Module >> Email tab >> Add Communication option. The system allows selecting the site recipients while composing emails.

This is possible. Please refer to the help center.

Please refer to the below document. Link

Settings, Requirements, Student Requirement upload, Categories, Notes, Documents.

Yes, we can unlink the contract on the site level. Follow the path - Site Page >> Contracts Tab >> Click on contract name in the left-hand menu >> Click on Unlink Contract on the right side of your screen.

We can map the contract with locations by following this path - Site Page >> Contracts Tab >> Click on contract name in the left-hand menu >> Click on Locations Covered (Pencil Icon).

To associate staff/personnel with a site, follow this path - Select site name >> Personnel Tab >> Click on Add Person >> After adding all details >> Click Save >> Will get an alert to check if the personnel added has to be associated with all locations under the site.

To associate a person with multiple locations, follow this path - Select site name >> Personnel Tab >> click on Personnel name >> Click Association from the left-hand menu >> Click on "+" icon next to Associated Locations.