Integration of Exxat Prism and Exxat One allows users to import approved schedules from Exxat One to Exxat Prism for further processing.

To understand the Exxat Prism - Exxat One Integration, its benefits, and features see section, Overview.
To Link a Exxat One site to a site in Exxat Prism see section, Link Sites.
To Link a Exxat One location to a site in Exxat Prism see section, Link Location.
To Unlink the linked sites/location in Exxat Prism see section, Unlink Sites and Locations.
To Filter the Linked sites and location in Exxat Prism see section, Filter Linked Sites and Locations in Exxat Prism.
To Import Exxat One Schedules into Exxat Prism see section, Import Exxat One Schedules into Exxat Prism

You can also watch our video tutorial to learn about Exxat One and Exxat Prism integration.

1) Linking Sites and Locations in Exxat One and Exxat Prism

2) Import Exxat One Schedules into Exxat Prism

Overview

This is a queue-based workflow enabling users to process Exxat One schedules into Exxat Prism efficiently.

Users are required to link sites/locations between Exxat One and Exxat Prism. This is a one-time activity to establish a connection between the site/location data maintained by the schools in Exxat Prism and the corresponding details in Exxat One.

After linking schools can filter sites/location linked to Exxat One, to ensure that these linked sites/locations are excluded from slot request emails sent from Exxat Prism.

Benefits

Streamlined Workflow

The queue-based workflow simplifies the process of importing approved schedules from Exxat One into Exxat Prism, reducing manual effort and ensuring a smoother transition between the two systems.

Improved Data Organization

The one-time linking of sites and locations establishes a structured connection between school-maintained data and Exxat One, enabling better organization and reduction in redundancy.

Enhanced Efficiency

By linking sites/locations, schools can easily filter out Exxat One sites from slot request emails, saving time and ensuring communication is focused on relevant sites/locations.

Future-Ready Integration

The planned synchronization of site names, addresses, and contact information will further reduce manual updates, ensuring data in Exxat Prism remains up to date with Exxat One, paving the way for a more robust integration.

Key Features

Link Site/Locations
- A one-time activity where schools link their sites and locations in Exxat Prism with the corresponding sites and locations in Exxat One.
- This ensures that availability added by a site in Exxat One is visible in the corresponding sites in Exxat Prism.
Importing Exxat One schedules into Exxat Prism:
- Exxat Prism users can view all the approved schedules from Exxat One.
- It is a queue-based system. Users can process the queue items one at a time.
- Users can import the schedules as slots or placements based on the need for further activities in Exxat Prism.
- Exxat Prism provides alerts to the users for any major changes done on the schedules post the import (like location updated, student updated, and schedule cancelled).

Link Sites and Locations

To link sites and locations between Exxat One and Exxat Prism, follow the steps provided below.

Link Sites

Login to the Exxat Prism using your university login credentials.
Go to Exxat One tile and click Process Now button to start linking sites/locations to Exxat Prism.

You will be taken to Exxat One Sites screen. The Exxat One Sites screen populates list of all the sites in Exxat One, along with their details.
Choose a site you want to link, and then click on the Link button in the ACTION column for that site.

Alternatively, you can click on the value in the NO. OF LOCATIONS column, and then in the locations screen click Link PRISM Site in the top panel.

The Link Site drawer populates the list of sites in Prism that closely match with the details of the selected Exxat One site.
Select a site in Exxat Prism to link.
- You can pick one or more sites from the list.
- You can search for the site in the search bar. The search data in the search bar is auto populated with the selected site, users can change the search details if required.
- You can use the Advanced Search option to search site by its address, city or zip code.
- You can add a new site if the site you are looking for is not available in Prism.
  1. 1. Click Add New Site button.
    2. Fill all the Basic Information and Address Information as required and Click Save.
      The newly added site details are auto selected for linking.
Click Link button in the top right corner of the Link Site drawer.
Exxat Prism site is successfully linked to the selected Exxat One site.

The status column has two statuses “Linked” and “Not Linked”, and in the ACTION column the button changes to Edit.
Linked means the site is linked to a site in Exxat Prism. Not Linked means the site is not linked to a site in Exxat Prism.

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Link Locations

In the Exxat One Sites screen click Edit button in the ACTION Column for the site of which you want to link locations.
Click Link button in the Action Column of the Exxat One location you want to link.
In the Link location drawer, select the Exxat Prism Location from the Exxat Prism location list.
- You can also use the search and advanced search options to look for a location. The search information is auto populated with the selected location details; users can edit the search information if required.
- You can also add a new location, if the location is not present in the Prism.
  1. - Click Add New Location .
    - Enter the Basic Information and Address Information as required and click Save.
    The location is added to the list and is auto selected.
Click Link button in the top right corner of the Link location drawer.
The Exxat One Location is linked to the location in Exxat Prism.

You will see the link icon next to the location name, the Status of the location changes to Linked , and the Action button changes to Unlink .

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Unlink Sites and Locations

In the Exxat One Sites screen, select the site from the list, which you want to unlink sites/locations, and click Edit button in the Action Column.
Click Unlink PRISM Site in the top panel to unlink the sites between Exxat One and Exxat Prism. Unlinking the site will unlink all the locations linked under it as well.
You can choose to unlink the location only. To unlink a location click Unlink button in the action column of the location list.

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Filter Linked Sites and Locations in Exxat Prism

Go to Sites from the dashboard.
In the top right of the screen, click the funnel icon also known as the filter .
Select Linked with Exxat One, and Click Apply.

All the linked locations will be marked to notify it is linked to Exxat One.

Note:

You cannot move a linked location to another site in Prism. You must unlink the location first and then move the location.
You can filter linked sites and location in Exxat Prism from the Sites tab, Location tab, and the email tab.

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Import Exxat One Schedules into Exxat Prism

Exxat One and Exxat Prism linkage enables seamless processing of Exxat One schedules in Exxat Prism. This means you can process the schedules offered in Exxat One as slots and placements in Exxat Prism.

This section covers how to process Exxat One schedules into Exxat Prism as slots and placements.

Exxat One Schedule tab provides a list of all the site-approved Exxat One Schedules along with their details such as availability name, site, location, student assigned and other schedule details.

Import Exxat One schedule to Exxat Prism, the user needs to perform a set of steps.

Note: Exxat One Schedule tab is accessible only if you have both Exxat One and Exxat Prism login access.

Navigate to the Exxat One Schedules tab

In the Exxat One <-- --> Exxat Prism dashboard, Click Exxat One Schedules tab.

Alternatively, you can navigate to the Placements section and on the banner click on the Process Now button and go to Exxat One Schedules tab; or in the Placements section click on the Exxat One Schedules tile.

This screen provides the list of all the site-approved Exxat One Schedules along with their details.
Use search bar to search for a particular schedule. Use the Start Date and End Date option to filter the schedules in a date range.
Use filter icon to refine the table by Schedule Status and Processing Status.
Schedule Processing Status

Schedules can fall under one of the following three processing statuses:

Added to Prism: Schedules successfully added to Exxat Prism.
To Be Added: Schedules from Exxat One that have not yet been added to Exxat Prism yet.
Requires Update: Major updates to schedule such as location change, student updates or cancellations made in Exxat One from the Exxat One school or site side, after the schedule was processed into Exxat Prism.

Toggle between the Processing Statuses tabs to see schedules in that process status.

Process Schedules

To Process Exxat One Schedules as slots and placements into Exxat Prism follow these steps.

For a schedule with To Be Added status, Click on the Add to Prism button in the Action column. A process Schedule drawer opens.

The left pane of the drawer provides details of the Exxat One schedule. This is an easy reference point while importing schedules.

Based on the processing step, the left pane expands the respective cards (Slot Dates, Slot Dates, and Student Details) for reference while processing the schedule.
Link location and sites in Exxat Prism.
If you have not linked the site and location in the Exxat Prism, you will have to first link the site and location in Exxat Prism.
1. Select the appropriate location and site details from the list and Click Next.
2. You can also add the locations and sites to the Exxat Prism.
  For detailed instruction on linking sites and locations, see section Link Sites and Locations, for a step-by-step instruction on how to link Sites and Location.
  Note: If the Exxat One Site and location is linked to Exxat Prism site previously, then this step is skipped and user lands on the Select Rotation step.
In Select Rotation step, Select Exxat Prism rotation to the Exxat One schedule, according to the slot dates of the schedule, and Click Next.
System recommends the potential rotation matches on top of the list, based on the Exxat One slot dates.

The Slot Details tab opens, and the location and details fields are pre-filled based on the selection made in Step 3.
In the Slot Details screen, Update or Enter the slot details as per your requirement.
1. Enable the Assign student to this slot slider and click Next, to place a student in this slot.
  
  or
2. Disable the Assign student to this slot and click Add slot button – to add a slot to Exxat Prism and place a student later. Slot is created successfully in Exxat Prism.
In the Select Student step, Select the student to make the placement and click Next.
The search bar is pre-filled with the student details that match the closest in the Exxat Prism.

Hover over the information icon next to the student for details on the student profile.
In the Placement details tab edit / fill the placement details according to the requirement.
In the top right of the screen click Place button to make the placement or click Place & Publish Now button to make the placement and publish the placement.

Placement is created successfully and published to the student. In Exxat One Schedules tab processing status changes to Processed and action. column changes to View Details.

In the Placements section, in the Placements tab list view, Placement ID has a Exxat One logo appearing next to it.

Click on the Exxat One logo to see the details of the schedule in Exxat One.

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Processing Update

When schedules are processed into Exxat Prism as Slots or Placements, changes made in Exxat One—either by the school or the site—may affect the schedule details.

Ensure consistency between Exxat One and Exxat Prism, users must process these updates within Exxat Prism.

The Exxat One Schedules tab in the Exxat One <-- -->Exxat Prism linking highlights schedules with changes as follows:

The Prism Processing Status column updates to Requires Update.
The Last Updated column is tagged as New Update.
The Action column changes to display the Update button

Hovering over the information icon next to the New Update tag, user can view the type of update.

Three types of updates are possible

Student updates

1. For a schedule which had no student assigned to it previously, Exxat One can assign a student.

In the Action column, click the “Update” button, the student selection screen is displayed, and select the student and proceed to place them.

2. A student can be removed from a schedule
In the Action column, click “Update” button, the placement details screen is displayed, and users should delete the placement and convert it to an available slot.

3. A student can be replaced with another student for the schedule

In the Action column, click “Update” button, the placement details screen is displayed, and users should delete the placement and convert it to an available slot.
- Users then will need to proceed to place the new student in the available slot.

Location updates

1. For a schedule which had no location assigned to it previously, Exxat One can assign a location. Or a location may be replaced with another location for a given schedule.

In the Action column, click “Update,” the Link Location screen is displayed (if updated location was linked previously, then the slot or placement screen is displayed directly, with pre-filled location details).
Users can choose the appropriate location to link and proceed forward, to make changes in the imported slot or placement details.

Schedule cancellation

A schedule may be cancelled from Exxat One school side or on site’s end. This means that the schedule is no longer valid.

In the Action Column, click “Update,” and user will need to proceed with deleting the slot or placement (as processed earlier).
If the cancelled schedule was processed as a placement, then the placement and slot both will be unavailable in Prism.

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