Watch a step-by-step video walkthrough for logging and managing timesheets.

Adding Timesheets

You can add timesheets in two ways: via the Learning Activities section or directly from My Placements.

Adding Timesheets from Coursework Section

1. Click Learning Activities on the dashboard. 
   OR 
   Open the hamburger Menu, and select Learning Activities.
    

2. In the Learning Activities page, go to Timesheet.
   You will see all the entries submitted and their statuses. 

   • In Progress

   • Pending Review

   • Not Approved

   • Approved

3. Click on the hour entry in the Hours by Status column to go to the time entry grid for the course.
   

4. Click + Add Time Entry and enter the required information:

   • Date

   • Reviewer, if applicable

   • Start Time  / End Time 

   • Notes (if applicable)

   • (Optional) Click Add More for multiple entries
     In the Reviewer field, select the appropriate reviewer for the time entry. Depending on your course setup, the list may include a Clinical Instructor/Preceptor, Placement Faculty, or No Reviewer.
     The reviewer’s role appears in brackets next to their name.
     If available, select + Add Clinical Instructor to add a Clinical Instructor who is not listed.

     Note:

     You can add a new Clinical Instructor from the Reviewer list, but you cannot add a new Placement Faculty member.

5. Click Save. Your entry will appear with status In Progress.
   Tip: Click Send for Review , to send the entry for review immediately.
   

6. Select one or more entries and click Send for Review.

End --

Add a Timesheet Entry from the Dashboard

1. On the Dashboard, locate the Placement Timeline section.

   

2. Navigate to the Timesheets section.

3. Click Add Time Entry.

   

4. In the Add Time Entry form, enter the required information:
   • Date: Select the date on which the hours were completed.
   • Overnight (if applicable): Indicate whether the timesheet entry spans overnight hours across two calendar days.
   • Start Time: Enter the time at which the clinical activity or shift began.
   • End Time: Enter the time at which the clinical activity or shift ended.
   • Break Time: Enter the total duration of any unpaid breaks taken during the shift.

   • Reviewer: Select the person who should review the hours recorded in this time entry. Depending on your school's Timesheet setup, you may be able to select a Clinical Instructor/Preceptor, Placement Faculty, or No Reviewer.
     The reviewer’s role appears in brackets next to their name.
     If available, select + Add Clinical Instructor to add a Clinical Instructor who is not listed.

     Note:

     • The reviewer options available to you are determined by your school. You may see one or more reviewer types in the list.

     • Placement Faculty cannot be added from the Reviewer list.

   • Student Notes (if applicable): Enter additional information or comments related to the timesheet entry, if required.

     

5. Perform one of the following actions:
   • Click Save to save the entry as a draft.
   • Click Send for Review to submit the entry for review and approval.
     

The timesheet entry is saved or submitted based on the action selected. If a reviewer is assigned, selecting Send for Review submits the entry for review by the selected reviewer.

If location tracking is required by your institution, allow location access when prompted.

End --

Adding Timesheets from Placement Section

1. Click View Placement Details on the dashboard. 
    

2. Scroll to the Timesheets section to view total submitted, approved, and not approved hours.

3. Click the arrow icon → go to the time entry grid.
   

4. Click + Add Time Entry and enter:

   1. Date

   2. Reviewer, if applicable

   3. Start Time  / End Time 

   4. Notes (if applicable)

   5. (Optional) Click Add More for multiple entries

5. Click Save. Your entry will appear with status In Progress.
   Tip: Click Send for Review , to send the entry for review immediately.
   

6. Select one or more entries and click Send for Review.
   Tip: If location tracking is required by your school, allow location access when prompted.

End --

Selecting a Reviewer for Your Time Entry

Use the Reviewer field to assign the time entry to the appropriate person for review.

Depending on how your school configured Timesheets, the list may include:

• A Clinical Instructor or Preceptor
• Placement Faculty
• No Reviewer

Each person's role appears in brackets next to their name to help you select the appropriate reviewer.

If available, select + Add Clinical Instructor when you need to add a Clinical Instructor who is not currently listed.

The reviewer types available in the list are controlled by your school. Placement Faculty cannot be added from the Reviewer list.

Editing and Submission Rules

Editing rights depend on the status of your entry:

Date Range Rules

• You can only log hours for dates within the allowed range set by your school.

• If you need to log hours outside this range, contact your school to adjust the settings.

System Settings Managed by School/University:

• Submission date ranges

• Permissions for reverting submitted entries

Generating Timesheet Reports

You can generate reports to track your timesheet activity.

1. From the hamburger menu select Learning Activities and go to Reports tab.
   OR click Learning Activities Report.
   

2. Choose one of the following:

   1.  Hours by Category

      • Shows total approved hours (including break time) by category.

      • Apply filters: course, rotation, setting, status.

      • Click Generate Report

      • Export to Excel file if needed.

   2. Raw Data Timesheet

      • Displays all timesheet requests for selected rotations.

      • Apply filters and click Generate Report.

      • Export to Excel file if needed.

End--

Enabling Location Access for Timesheet

If your school requires location tracking for timesheets, you must allow Exxat Prism to access your device's location when checking in or checking out.

Location access helps Exxat obtain your location during the applicable timesheet activity.

You may need to enable location permissions in both your web browser and your device settings.

Allow Location Access When Prompted

When you use the Check-In or Check-Out option in Exxat Prism, your browser may request permission to access your location.

1. Sign in to Exxat Prism.
2. Navigate to the Timesheet section.
3. Select Add Time Entry to open the timesheet form.
4. Select Check-In or Check-Out, as applicable.
5. If your browser displays a location permission prompt, select Allow or the equivalent option.
6. Complete the remaining required fields and save your timesheet entry.

Enable or Update Location Permissions in Google Chrome

If you're using Google Chrome on a computer:

1. Open Exxat Prism in Chrome.
2. Select the View site information icon to the left of the website address.
3. Locate Location in the permissions menu.
4. Turn on location access if it is disabled.
5. If prompted, select Allow.
6. Close the permissions menu and refresh the Exxat page.
7. Try Check-In or Check-Out again.

If the Location option is unavailable or blocked

1. Open Chrome.
2. Select the three-dot menu in the upper-right corner.
3. Navigate to Settings > Privacy and security > Site settings > Location.
4. Ensure websites are allowed to request location access.
5. If <Exxat_URL> appears in the list of sites that are not allowed to access your location, open its permissions and change Location to Allow, or remove the blocked permission so Chrome can ask again.
6. Return to Exxat Prism and refresh the page.

 Enable Location Access in Other Browsers

Microsoft Edge

1. Open Exxat Prism in Microsoft Edge.
2. Select the site information icon beside the website address.
3. Open the site's permissions.
4. Set Location to Allow.
5. Refresh Exxat Prism and retry Check-In or Check-Out.

Alternatively, open Settings > Privacy, search, and services > Site permissions > All permissions > Location to review location permissions.

Mozilla Firefox

1. Open Firefox.
2. Select the menu icon and open Settings.
3. Navigate to Privacy & Security.
4. Scroll to Permissions.
5. Select Settings beside Location.
6. Locate steps.exxat.com if it appears in the list.
7. Change its status to Allow, or remove the existing blocked permission.
8. Select Save Changes.
9. Refresh Exxat Prism and allow location access if prompted.

Safari on Mac

1. Open Exxat Prism in Safari.
2. From the Safari menu, select Settings.
3. Open the Websites tab.
4. Select Location from the list.
5. Locate steps.exxat.com.
6. Set its location permission to Allow.
7. Return to Exxat Prism and retry Check-In or Check-Out.

You can also manage permissions for the active website through Safari's website settings.

Enable Location Services on Your Device

Even when your browser allows location access, your device's location settings may prevent Exxat from obtaining your location.

Use the instructions for your device.

Windows 11

1. Open Start > Settings.
2. Select Privacy & security > Location.
3. Turn on Location services, if available.
4. Enable location access for apps or desktop applications as applicable.
5. Return to your browser and try Check-In or Check-Out again.

macOS

1. Select the Apple menu > System Settings.
2. Navigate to Privacy & Security > Location Services.
3. Turn on Location Services.
4. Allow location access for your browser, such as Google Chrome or Safari, if it appears in the list.
5. Return to Exxat Prism and refresh the page.

Android

1. Open your device's Settings.
2. Select Location and turn on location services.
3. Open Location > App location permissions (the wording may vary).
4. Select your browser, such as Chrome.
5. Allow location access while using the browser.
6. Open Chrome and navigate to Settings > Site settings > Location.
7. Ensure the site is permitted to request your location.
8. Open Exxat Prism and allow access when prompted.

iPhone or iPad

1. Open Settings.
2. Select Privacy & Security > Location Services.
3. Turn on Location Services.
4. Select your browser, such as Safari or Chrome.
5. Choose While Using the App, or another available option that permits location access.
6. Turn on Precise Location, if needed for your school's location requirements.
7. Open Exxat Prism in your browser.

Allow website location access when prompted.

Troubleshooting Location Access Issues