This guide provides detailed instructions on configuring and managing various settings within the Exxat Talent system, designed to streamline and enhance the user experience. From setting up user profiles and managing passwords to configuring assessment rubrics and curriculum mapping, this guide covers all essential aspects to help you make the most of the system's capabilities.

Jump to a Section:

• User Settings
• Setting Up Site Configuration
  • Setting Site Details 
    • Adding Basic Details
    • Creating Designations, Shifts and Specializations
    • Location Grouping 
    • Locations
    • Personnel
      • Viewing Personnel
      • Filtering Personnel
      • Adding Personnel
      • Editing Personnel 
      • Updating Personnel
  • Viewing and Editing Availability Details
  • Adding Program Partners
  • Managing Notifications

User Settings

You can change the password or log out of Exxat Talent on the User Setting screen.

To change the Password, perform the following:

1. On the top right corner, click on your Exxat Talent username.
2. On the User Settings screen, click Change Password.
   

3. An email is sent to the registered email address.

4. Click Update Account
   
   

5. On the Perform the following action(s) Update Password window, click Proceed with Action.

6. On the Update password window, type the required password into the New Password. In the Confirm Password text box, specify the password provided in the New Password text box. Click  to view the specified password.
   Note: The password must contain a minimum of 8 characters, at least one upper and lower case, one numeric, and one non-alphanumeric character.

7. Click Submit. The new password is created.

Setting Up Site Configuration

To set up availability and handle slot requests from schools, you must set up your site details. You can create your site profile, add locations, manage the availability, and invite site personnel to Exxat Talent.

• Setting Site Details 
• Viewing and Editing Availability Details
• Adding Program Partners
• Managing Notifications

Setting Site Details

On the Site Details menu, you can perform the following:

• Adding Basic Details
• Creating Designations, Shifts and Specializations
• Location Grouping 
• Locations
• Personnel

Adding Basic Details

1. From the Configuration menu, click Site Details.
   
2. Click Basic Details.
3. On the Basic Information section, click .
   
4. On the Site Information screen, specify the following details and click Save:
   a. Alias Name – Specify your alternative name, if any. 
   b. Address Line 1 – Specify the main address details such as site number, street name, location, and so on.
   c. Address Line 2 – Specify additional address details that might help clarify the location.
   d. City – Specify the city name.
   e. State – Select the state name from the drop-down list.
   f.  Zipcode – Specify the zip code for your address.
   g. EIN – Specify the Employer Identification Number.
   h. Phone number – Specify the site phone number.
   i.  Website – Specify the site website.
   
5. Click Upload a file to upload the site logo.
   

Creating Designations, Shifts and Specializations 

You can use the Designations, Shifts, and Specializations created in Designations when setting up availability and registering site users. To create or modify a designation, view all existing designations, and make the required edits.

1. From the Configuration menu, click Site Details.
2. Click Designations.
   
3. In the Designation section, click .
   
4. In the Designation section, you can create or edit a designation.
5. To create a new designation, perform the following:
   1. 1. Specify the required text in the text box.
      2. Click  to select the required color from the color pallet.
      3. Click Add to save the designation.
         
   2. To edit or delete an existing designation, perform the following:
      • Click  for the designation you want to edit and make the required changes.
      • Click  to delete the required designation.
        

Location Grouping

On the Location Grouping window, you can group various locations. You can use these location groups while creating availability. For example, you can group the locations based on country, state, area, and so on. You add, edit, delete, or filter a group.

Filtering Groups

To filter groups, perform the following:

1. From the Configuration menu, click Site Details.
2. From the Site Details drop-down menu, click Location Grouping.
3. On the Location Grouping window, you can view the
   • Group
   • Group Coordinators
   • Locations
   • Actions
     
     
4. You can filter your view based on the following options:
   • Search - Click within the search text box and specify the group name you want to search for.
   • Coordinators – Click the drop-down list and select the required coordinators. You can select more than one coordinator from the drop-down list.
     

 

Adding Group 

To add a group, perform the following steps:

1. Click Add Group.
   
2. On the Add group screen, on the Locations tab, specify the following details:
   1. In the Group text box, specify the required group name.
      
      
   2. From the Group Coordinator drop-down menu, select the required group coordinator. You can select more than one group coordinator from the list.
      Note: For more information regarding group coordinator, go to Personnel.
   3. From the location list, select the required location you want to group. You can filter the location based on:
      1. Search:  Click within the search text box and specify the name you want to search for.
         
      2. State: Click the drop-down menu to filter the location based on state.
         
   4. Click Next.
      
3. On the Summary tab, you can review all the details specified in the Locations tab.
4. Click Previous to edit the details on the Locations tab.
5. Click Save to save the location grouping. You can view all the locations in the Locations grouping window.
   

Editing Group

To edit a group, perform one of the following:

1. Click on the required group name.
2. On the Group details screen, click Edit.
   OR
   Click  under the Action column for the required group name
   
3. Make the required edits. For more information about the options on the Location tab, go to Adding Group.

Deleting Group

To delete a group, perform one of the following:

1. Click on the required group name.
2. On the Group details screen, click Delete.
   
   OR
   Click  under the Action column for the required group name.
   
3. On the Are you sure you want to delete? Window, details about the selected group and information about how deleting it will impact other groups and locations.
   On the delete message window, click one of the following:
   1. Cascade Delete to delete the selected group.
   2. Cancel if you do not want to delete the selected group.

Locations 

You can use location view to see a list of all the locations created for your site, the status of your location, address, and groups that the locations are assigned to. You can also edit, update, and add locations.

Filtering Location

On the Location window, you can filter locations based on the following:

• Search: Click within the search text box and specify the location name you want to search for.
  
• State: Click the drop-down menu to filter the location based on state.
  
• Group: Click the drop-down menu to filter the location based on the groups for the locations.
  Note: You can view the groups only if you have created groups within the Location Grouping option. For more information, go to Adding Group.
  
• Coordinators: Click the drop-down list and select the required coordinators. You can select more than one coordinator from the drop-down list.
  
  

Adding Location 

To add a location for your site, perform the following:

1. Click Add Location.
   
2. On the Add Location window, specify the following details:
   1. In the Basic Information section, Specify:
      • Location Name: Specify the location name within the text box.
      • Alias Name: Specify an alternate name.
      • Group: Click the drop-down menu to filter the location based on the groups for the locations.
        Note: You can view the groups only if you have created groups within Location Grouping. For more information, go to Adding Group.
      • Location Coordinator: Click the drop-down menu to select the coordinator you want to assign to the location.
   2. In the Address Information section, specify:
      • Address Line 1: Specify the main address details such as site number, street name, location, and so on.
      • Address Line 2: Specify additional address details that might help clarify the location.
      • Phone number: Specify the location phone number.
      • City: Specify the city name.
      • State: Select the state name from the drop-down list.
      • Country: The United States is selected by default and is the only available option.
      • Zipcode: Specify the zip code for your address.
   3. Click Save.
      

Editing Location 

To edit an existing location, perform the following:

1. Click  under the Action column for the required location.
   
2. On the Edit Location window, edit the required details.
   Note: For more information about the options on the Edit Location window, go to Adding Location.
3. In the Basic Information section, for Active select one of the following:
   • Click Yes if the location is still functional.
   • Click No if the location no longer exists.
     
4. Click Update.
   

Updating Location

To update the location using the location name, perform the following:

1. From the Locations column, click the required location name.
2. On the <<location name>> window, the details are segregated based on:
   • Basic Information: On the Basic Information section, click . For more information about the fields, go to Adding Location and Editing Location.
     
   • Units: You can add or edit units. Perform the following:
     • Click edit in the Units sections top right corner to add new units.
       OR
     • Click edit under the Action column for the required unit.
       
     • In the Name text box, specify the unit’s name and in the Descriptions text box, specify the description for the unit.
       
     • Click Save if you are creating a new unit. Click Update if you are updating an existing unit. The new unit is saved and displayed within the location name.
       
     • Click  under the action column to delete the required unit.
       
   • Associated Disciplines & Specializations – Select the disciplines and specializations for the selected location. You can add or delete disciplines & specializations,
     • Click within the Associated Disciplines & Specializations section.
     • Click Add Disciplines and select the required disciplines.
     • Click  to delete the disciplines.
       
   • Associated with Groups: Select the groups you want to associate this location with. Click within the Associated with Groups section. On the Managed associated groups:
     1. Click within the Search text box and specify the group name.
     2. Select or deselect the groups you want to associate with or disassociate the location.
     3. Click Update.
        Note: The Associated with Groups header will display the number of groups associated with the location.
   • Personnel Affiliation – Select the coordinator for the selected location. On the Manage personnel affiliations screen:
     1. Click the checkboxes to select the required coordinators for the location.
     2. Enable or disable the Location Coordinator.
     3. Click Update.
        
        Note: You can click on the personnel name to view the information in the Personnel window.

Personnel 

You can add your colleagues and invite them to access the Exxat Talent. You can view, add, and edit personnel details for group and location coordinators.

On the personnel window, you can perform the following actions:

• Viewing Personnel
• Filtering Personnel
• Adding Personnel
• Editing Personnel 
• Updating Personnel

Viewing Personnel

On the personnel window, you can view all the following details of the members added to view the data.

• Name: Displays the name of the personnel. You can click on the required name to view or edit the details. For more information about editing personnel, go to Editing Personnel.
• Email: Displays the email address of the personnel.
• Designation: Displays the designation assigned to the personnel. The list of designations will be listed based on the designations created. For more information, go to Creating Designations, Shifts and Specializations.
• Actions:  allows you to edit the personnel details.
  

Filtering Personnel

On the personnel window, you can filter the personnel details based on the following filter options:

• Search: Click within the search text box and specify the personnel name.
  
• Designation: From the drop-down menu, select the designation to view the personnel information based on the personnel designation.
  
  

Adding Personnel

To add new personnel, perform the following:

1. Click Add Personnel.
   
2. On the Add Personnel screen, specify the following details:
   • In the Contact Information section, provide Email and Phone number in the text box.
   • In the Basic Information section, specify the following:
     • First Name: The given name of an individual, used to identify them on a personal level.
     • Last Name: The family name or surname of an individual, used to identify them as part of a family or lineage.
     • Prefix: A title or honorific used before an individual's name (for example, Mr., Mrs., Dr., Ms.) to indicate the status or professional role.
     • Credentials: Qualifications or certifications held by the personnel that indicate their expertise or professional standing.
     • Designation: The job title or role that you want to assign to the personnel. You can select the designation from the drop-down menu. The designation is displayed based on the designation created within the Designations. For more information, go to Creating Designations, Shifts and Specializations.
     • Nation Provider Identifier: A unique code or identifier assigned to the personnel based on their nationality.
     • Is This Person a Supervisor: Indicates whether the individual holds a supervisory role. Click Yes if the personnel are supervisors. Click No if the personnel are not supervisors.
   • In the Address Information section, specify the following details: 
     • Address Line 1: The primary street address or location where the individual resides or where the business is located, including house number and street name.
     • Address Line 2: Additional address details that supplement Address Line 1, such as apartment number, suite number, or secondary address information.
     • Phone Number: The contact number used to reach the individual or organization.
     • City: The name of the city where the location is set.
     • State: The name or code of the state or province within the country where the location resides.
     • Country: The name of the country where the location resides.
     • Zipcode: A postal code used to identify a specific geographic area for mail delivery purposes.
3. Click Save.
   

Editing Personnel

To edit the personnel details, perform the following:

1. Click  under the Action column for the required personnel.
   
2. For more information about the fields, go to Adding Personnel.

Updating Personnel 

To update the personnel details, perform the following:

1. Click the required personnel name.
2. On the <<Personnel name>> window, the details are segregated based on:
   • Basic Information: On the Basic Information section, click . For more information about the updating fields, go to Adding Personnel and Editing Personnel.
     
   • Associated Locations: Addresses or geographic locations linked to the personnel. On the Managed associated locations, perform the following:
     1. Select the checkboxes to assign the required locations.
     2. Enable or disable the Location Coordinator to assign the location of the personnel.
     3. Click Update.
        The locations to the personnel are displayed in the Associated location section.
   • Notes and documents: You can add notes and upload documents for the personnel. To add notes or upload documents:
     1. Click .
        
     2. On the Notes and documents window, provide the following details:
        1. Title: The name or heading assigned to a document or item, providing a summary of the content or purpose.
        2. Description: A summary or explanation of the document, outlining key details, purpose, or content.
        3. Document Type: The category or format of the document, such as report, presentation, invoice, or form.
        4. File Upload: This allows you to attach or submit a file. Click Upload a file to attach the required file.
           Note: We support PDF, DOCX, XLSX, PPT, PNG, JPG, and GIF up to 10MB.
     3. Click Save.
        
   • Coordinator for groups: Select the groups you want to associate this personnel with. Click    within the Coordinator for groups section.
     
     On the Managed associated groups:
     1. 1. Click within the Search text box and specify the group name.
        2. Select or deselect the groups you want to associate or disassociate the groups.
        3. Click Update.
           

   • Note: The Coordinator for groups header will display the number of groups assigned to the coordinator.

Viewing and Editing Availability Details

On the Availability Details menu, you can view details about:

• Disciplines & Specialization
• Program Type
• Shifts
  

Disciplines and Specializations

On the Disciplines and Specializations window, you can view all the wide-ranging fields of study. Within each discipline, more specific areas within those disciplines are displayed.

The following disciplines are displayed:

1. Medical-Physics
2. Occupational Therapist Assistance
3. Occupational Therapy
4. Physical Therapist Assistance
5. Physical Therapy
   

Note: You cannot add or edit any discipline and specialization. However, you can contact Exxat support to add disciplines and specializations based on your requirements.

Program Type

On the Program Type window, you can view the available category or level of an educational program. We currently offer the following program types:

• Graduate
• PhD
• Undergraduate
  
  

Note: You cannot add or edit any program type. However, you can contact Exxat support to add program type based on your requirements.

Shifts

The different work schedules available for employees or participants, such as morning, afternoon, evening, or night shifts. This field allows you to select or indicate their work times or availability.

On the Shifts window, you can search, view, add, or edit shifts.

Viewing Shift

On the Shifts window, you can view the following details:

• Name: Displays the name of the shift.
• Timings: Displays the time scheduled for the shift.
• Description: Displays the description of the shift.
• Actions:  to edit the shift details.
• Search - Click within the search text box and specify the shift name.
  
  

Adding Shift

To add a new shift, perform the following:

1. Click Add Shift.
   
2. On the Add Shift screen, provide the following:
   1. Name: The label or title given to the shift. This will help in identifying and differentiating from other shifts. For example, the Morning Shift, and Evening Shift.
   2. Shift Timings: The specific start and end times for the shift. Defining the hours during which the shift is active. For example, 9:00 AM - 5:00 PM.
   3. Descriptions: Additional details about the shift, including any relevant information about responsibilities, tasks, or special instructions associated with that shift.
3. Click Save.
   

Editing Shift and Updating Shift

To edit or update the shift, perform one of the following:

1. Click the required <<shift name>>.
   Or
2. Click  under the Action column for the required shift.
3. On the Update shift screen, edit or update the required field.
4. Click Update.

Adding Program Partners 

Configure your partner schools as program partners.

Note: Set up your Site Profile before configuring Program Partners.

On the Program Partners menu, you can configure the following:

• Category
• Partners
  

Category

Define and categorize your relationships with schools based on their significance or type. For example, you can create categories such as Tier One, Gold Partner, or other labels that reflect the level of engagement or partnership with each school. This allows you to organize and prioritize your connections according to the frequency and nature of interactions, such as regularly accepting students from certain schools.

Adding Category

To add a category, perform the following:

1. Click  in the top right corner.
   
2. On the Categories screen, perform the following:
   • In the text box provide the category name. The label or title assigned to the category helps identify it from other categories. For example, Gold Partner, Tier One.
   • Click to select the required color from the color pallet. The selected color is associated with the category. This will allow you to visually differentiate the categories.
3. Click Add.
   

Editing Category

To edit a category, perform the following:

1. Click  in the top right corner.
2. For the category you want to edit, Click .
   
3. Edit the required fields.
4. Click  to save the edits.
5. Click  to cancel the edits.
   

Partners

In the Exxat Talent, the Partners section allows you to access a central directory of schools (Exxat Program Directory) where you can locate and add any school as a Program Partner.

Tip: Before adding partners, make sure you have created Partner Categories if you want to organize and group them into different tiers or classifications. This feature helps you manage and categorize your program partnerships efficiently.

On the partners window, you can view the following details:

• University and Program Name: Displays the name of the shift.
• Category: Displays the time scheduled for the shift.
• Actions:  to edit the shift details.
  

Filtering Partners

You can filter the view based on the following filter options:

• Search - Click within the search text box and specify the partner name to efficiently navigate through the list of program partners.
• Category: A filter to view partners based on predefined categories or tiers, from the drop-down menu helping you organize and group them according to their level of engagement or type.
  

Adding Partner

To add a partner, perform the following:

1. Click Add Partner.
   
2. On the Add Program Partner screen, perform the following:
   • Select Program: Choose the required program from a drop-down list. This allows you to specify which program you are working with or referencing.
   • Basic Information: In this section, the first name associated with the program is automatically filled in and displayed, providing a quick view of key details.
   • Partner Category: Select a category from the drop-down menu to classify or group the partner according to predefined tiers or classifications.
3. Click Save to add a partner.
   

Adding New Program

To add a program, perform the following:

1. Click Add Partner.
   
2. On the Add Program Partner screen, click Request to add new program in the right corner.
   
3. Specify the following details:
   • In the Program Details section, provide the following details:
     • University Name: Enter the official name of the university offering the program.
     • Website: Provide the URL of the university's or program's official website for reference.
     • Program Name: Specify the name of the program being described or listed.
   • In the Program Partner Contact Details section, provide the following details:
     • First Name: Enter the first name of the primary contact person for the program partner.
     • Last Name: Enter the last name of the primary contact person for the program partner.
     • Email: Provide the email address to contact the program partner.
     • Notes: Include any additional information or relevant comments about the contact person or program partner.
4. Click Select Program.
   

Editing Partners

To edit partners, perform the following:

1. Click the required <<university and program name>>.
2. The Program Partner window displays the following tabs:
   • About: Provides an overview and information about the program. You can perform the following actions in the About tab:
   1. 1. In the Basic Information section, click  to edit the category.
      2. In the Related Documents section, click .
         3. In the Related Documents section, specify:
         • Title: Enter the name or heading of the document to provide a clear and concise identification.
         • Description: Provide a summary or explanation of the document’s content and purpose to give context and relevance.
         • Document Type: Indicate the category or format of the document, such as report, memo, or contract, to specify its nature and usage.
         • File Upload: This allows you to attach or submit a file. Click Upload a file to attach the required file.
           Note: We support PDF, DOCX, XLSX, PPT, PNG, JPG, and GIF up to 10MB.

4. Click Save.

• Contract: Contains information about the main contractual agreement between parties, including terms, conditions, and obligations that govern the relationship or arrangement. You can perform the following actions in the Contract tab:

1. In the Basic Information section, click  to edit the category.
   
   
   1. In the Update Contract section, specify:
      • Name: Enter the title or designation of the contract to identify it.
      • Number: Provide the unique identification number or reference for the contract to ensure proper tracking and management.
      • Start date: Specify the date when the contract becomes effective and officially begins.
      • End date: Indicate the date when the contract terminates or expires.
      • Open ended: Indicate the date when the contract terminates or expires. Select Yes, if the contract terminates. Select No, if the contract does not terminate.
      • Template Type: Choose the type of template used for the contract, such as standard, custom, or specific to certain agreements, to determine its format and structure.
2. Click Update.
   

• Program Contracts: Lists and details of the specific contracts associated with various programs, outlining the agreements, terms, and conditions pertinent to each program's operations and management. The tab displays the Name, Email, and Phone of the program contacts. You can perform the following actions on the Program Contacts tab:
  1. Adding User:
     1. Click Add User. 
        
     2. Specify First Name, Last Name, Email, and Phone of the contact.
     3. Click Save to save the contact.
     4. Click Delete to delete the contact.
        
  2. Editing User:
     1. Click under the Action column for the required contact and make the edits.
        
     2. Click Update to edit the user details.
     3. Click Delete to delete the user details.
        

 

Editing Partners Category

To edit the category, perform the following:

1. Click  under the Action column for the required program.
   
2. On the Edit Category screen, from the Partner Category drop-down list, select the required partner category.
3. Click Update.
   

Managing Notification

To ensure you stay updated on the activities related to your account, Exxat Talent allows you to set the required notification settings. We will continue to send you critical notifications outside of these settings.

To enable or disable notifications, select the required check boxes and click Save Now.

Following notification options are available:

• Message Notification: Enable this option to receive notification when you receive a message. 
• Slot Request Raised by School: Enable this option to receive notifications when a new slot request is submitted by your school.
• Update a Request: Enable this option to get alerted whenever your school updates a previously submitted request.
• Update Schedule of Scheduled Student: Enable this option to be notified if there are any alterations to the schedule of a student who is already scheduled.
• Revoke a Slot Request: Enable this option to receive notifications when your school revokes a previously raised slot request.