Overview

Site Communications allow you to communicate with Sites and collect information as part of the same workflow. When setting up a communication, you first provide a title and choose which Add-On Activity to include.

The available Add-On Activities shown in the current interface are:

• Request Slots — Gather availability for student placements.

• Update Location Information — Allow Sites to review and update the information on file for individual locations.

After choosing the activities you need, you configure each selected activity before saving the communication.

Create Communication

1. Login to Exxat Prism using your university credentials.

2. From the Exxat Prism Dashboard or the Hamburger menu, go to Sites. 
   

3. Go to the Email tab, and click Setup new Communication. 
   

4. In the Type of emails step, enter a name in the Title field.

5. Under Add-On Activity, turn on the activities you want to include:

   • Turn on Request Slots to gather availability for student placements.

   • Turn on Update Location Information to allow Sites to review and update their location information.

   If you are sending a general email without an Add-On Activity, leave the available options turned off.

6. Select Next to continue to Configure Add-On Activity.
   

   When Request Slots is enabled, the Configure Add-On Activity page provides the options needed to define the slot request.

   The Configuration Steps panel on the left shows the areas you will configure, including Request Slots, School Contacts, and Instructions and documents.

7. In the Configure Add-on Activity step configure the following. 

   Choose rotations

   1. In Request Slots, go Choose Rotations and select the + icon.
      

   2. In the Rotation drawer, use Calendar year to select the year containing the rotations you want to include.

   3. Select the checkbox for each rotation you want to add.

      When a rotation contains individual schedules, you can select the specific schedules you want to include rather than including every schedule associated with the rotation.

      For example, a rotation may contain several date ranges. Select only the date ranges that should be available as part of this slot request.

   4. Click Save.
      

   The selected rotations and schedules are added to the Choose Rotations table.

Review selected rotations

1. After adding rotations, review the Choose Rotations table. For each selection, you can see the rotation information and Course Code when available.

2. You can also:

   1. Select the + icon under Instruction Note to add information for a rotation.

   2. Use the delete icon under Action to remove a rotation from the request.

      Select the + next to Choose Rotations if you need to add more rotations.

   

Configure settings, slot types, and supervision types

Under Settings, Slot and Supervision types, choose which options Site personnel can use when adding slots.

1. In Settings, select the settings you want to make available.

2. Use Include Slot type to control whether slot types are included in the request. When enabled, use Slot type to select the available options.

3. Use Include Supervision type to control whether supervision types are included. When enabled, use Supervision type to select the options Site personnel can choose.

Only the options selected during configuration are shown to Site personnel when they add slots.

Configure Autonotifications

The Autonotifications section contains automated communications associated with the slot request.

Slot Confirmation:

Use Slot Confirmation to send an automated written acknowledgement when slots are offered.

Turn the option on or off as needed. To review or customize the associated message, select Email Template.

Contact Later for Slots: Follow-Up Slot Request to Sites:

Use Contact Later for Slots: Follow-Up Slot Request to Sites to send an automated email to locations requesting slots on the date specified by the location.

Turn the option on or off as needed. Select Email Template if you want to review or customize the email.

Configure Other Setup options

Under Other Setup, review the additional behavior available for the request.

Allow site personnel to add the slots at the site level:

Turn on Allow site personnel to add the slots at the site level if Site personnel should be able to add slots when the location for those slots has not yet been decided.

Gather responses independently from recipient:

Turn on Gather responses independently from recipient when each recipient associated with a location should be able to view and manage their own response independently.

When this option is turned off, recipients associated with the same location continue to share a single response.

Configure School Contacts

The School Contacts section lists faculty and staff who can serve as contacts for clinicians who have questions during the slot request process.

For each person listed, configure the available options:

• Receive Slot Confirmation Emails — Turn this on if the contact should receive slot confirmation emails.

• Share Contact Information With Site — Turn this on if the contact’s information should be shared with the Site.

Review each contact individually and enable only the options that apply.

Add Instructions and Documents

Use Instructions And Documents to provide information that will help clinicians respond to the request.

1. Find Instructions And Documents and select the + icon.

2. Add the instructions and details you want to provide to clinicians.

3. Add supporting documents when needed.

4. Save your changes.
   

Save the communication

After configuring the selected Add-On Activities:

1. Review your selections to make sure the communication contains the correct configuration.

2. If you need to return to the previous step, select Previous.

3. When the configuration is ready, select Save.

The Site Communication is configured with the Add-On Activities and settings you selected.

Troubleshooting

Frequently Asked Questions