Overview

The Courses > Setup area provides administrators with the configuration options needed to organize courses and support learning activities.

Course Organization defines the Terms, Professional Years, and Academic Years that can be used when creating and managing course offerings. These values also support Academic Calendar configuration.

Course Management provides options for bulk importing course offerings, organizing course measures into categories, and creating policies that can be associated with course offerings.

The Academic Calendar defines the start and end dates for terms within an academic year.

Under Learning Activity, administrators can create and manage Patient Log forms, configure lookup values used within learning activity forms, and define default Timesheet categorization settings.

Together, these settings establish the course structure and supporting configurations used throughout the Courses module.

You can also watch our video tutorial.

Course Organization

The Course Organization page allows administrators to configure organizational attributes used across course offerings, including Terms, Professional Years, Academic Years, and an Additional Course Identifier.

To access the Course Organization page:

1. Navigate to Courses.
2. Select the Setup tab.
3. Click Course Organization.

The following options are available.

Terms

The Terms section allows administrators to create and manage the academic terms used throughout the Courses module. Configured terms are available when creating course offerings and are also used while configuring the Academic Calendar.

To manage terms

1. Navigate to Courses > Setup > Course Organization.
   

2. In the Terms section, click the Edit icon.

3. Add, edit, or remove term values as required.
   

4. Click Save to apply your changes.
   From the Edit Terms drawer, you can perform the following actions:

Add a term

1. In the Term field, enter the name of the term.
   Maximum length: 300 characters.
2. Click Add.
3. Click Save.

Edit a term

1. Modify the required term directly in the list.
2. Click Save.

Reorder terms

Use the Up (↑) and Down (↓) arrows to change the display order of terms.

The order of terms in this window is the same order in which terms are displayed in the curriculum grid.

Delete a term

Click the Delete icon next to the term you want to remove.

Before deleting a term, verify that it is no longer required by your institution or associated with existing course configurations.

Rearrange terms

Drag and drop a term using the drag handle (⋮⋮) to reorder the list.

Professional Years

The Professional Years section allows you to create and manage the professional year values used to classify course offerings within a curriculum. These values are available when creating and managing course offerings.

To manage professional years

1. Navigate to Courses > Setup > Course Organization.
   
2. In the Professional Years section, click the Edit icon.
3. The Edit Professional Years drawer opens.
   

From the Edit Professional Years drawer, you can perform the following actions.

Add a professional year

1. In the Professional Year field, enter the name of the professional year.
   Maximum length: 300 characters.
2. Click Add.
3. Click Save.

Edit a professional year

1. Update the required professional year directly in the list.
2. Click Save.

Reorder professional years

Use the Up (↑) and Down (↓) arrows or drag and drop the professional year using the drag handle (⋮⋮) to change its display order.
The order of professional years in this window is the same order in which they are displayed in the curriculum grid.

Delete a professional year

Click the Delete icon next to the professional year you want to remove.
Before deleting a professional year, ensure that it is no longer associated with any existing course offerings or curriculum configurations.

Academic Years

The Academic Years section allows you to create and manage the academic year values used throughout the Courses module. Configured academic years are available when creating course offerings and are used when configuring the Academic Calendar.

To manage academic years

1. Navigate to Courses > Setup > Course Organization.
   
2. In the Academic Years section, click the Edit con.
3. The Edit Academic Years drawer opens.
   

From the Edit Academic Years drawer, you can perform the following actions.

Add an academic year

1. In the Academic Year field, enter the academic year.
   Maximum length: 300 characters.
2. Click Add.
3. Click Save.

Edit an academic year

1. Update the required academic year directly in the list.
2. Click Save.

Delete an academic year

Click the Delete icon next to the academic year you want to remove.
Before deleting an academic year, ensure that it is no longer associated with existing course offerings or academic calendar configurations.

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Course Management

The Course Management section allows administrators to configure course-related settings, including importing course offerings, managing course measure categories, and defining course policies.

Import Course Offerings

The Import Course Offerings page displays the history and status of bulk course offering import jobs.

Each import instance includes details such as the import title, the user who initiated the import, the date and time of the import, the import status, and the uploaded file.

To import course offerings

1. Navigate to Courses > Setup > Course Management > Import Course Offerings.
2. Click the Add (+) icon.
3. The Import Course Offerings wizard opens.
   

The import process consists of three steps:

Step 1: Prepare your data

1. Click Download Template to download the course offering import template.
2. Open the downloaded template and enter the course offering information.

3. Click Next.
    

   Note:

   • Mandatory columns in the template are marked with an asterisk (*).
   • Ensure that the values for Term, Academic Year, Professional Year, Cohort (if applicable), and any configured Additional Course Identifier already exist under Courses  Setup  Course Organization.
   • Do not rename or remove any columns from the template.
   • Bulk importing course offerings does not automatically register students to those offerings. Students must be registered separately after the import is complete.

Step 2: Upload and analyze

1. Enter a Title for the import.
2. Upload the completed import template.
3. Wait while Exxat analyzes the file for validation errors and warnings.
4. Review the analysis results.
5. Click Next.

Step 3: Review and import

1. Review any validation errors or warnings displayed.
2. If errors are found, correct the import file and upload it again.
3. After all issues are resolved, click Import to start the bulk import process.

View Import History

The Import Course Offerings page displays all bulk import instances.

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Course Measure Categories

The Course Measure Categories section allows administrators to create and manage categories used to classify and organize course measures within course offerings. These categories help standardize course-related assessments, objectives, and outcomes across the curriculum.

To manage course measure categories

1. Navigate to Courses > Setup > Course Management > Course Measure Categories.
   
   
2. Perform one of the following actions:
   • Click Add (+) to create a new course measure category.
   • Click Edit icon to modify an existing category.
   • Click Delete icon to remove a category.

Add a course measure category

1. Click the Add (+) icon.
2. The Add Course Measure Categories drawer opens.
   
3. (Optional) Turn on the Active toggle to make the category available for use.
4. In the Course Measure Category Name field, enter a name for the category.
5. Click Save.

Edit a course measure category

1. Click the Edit icon next to the category you want to modify.
2. Update the required information.
3. Click Save.

Delete a course measure category

Click the Delete icon next to the category you want to remove.

Deleting a course measure category may affect course offerings or configurations that currently reference the category.

Course Policies

The Course Policies section allows administrators to create and manage policies that can be associated with course offerings. These policies provide course-specific guidelines and instructions for students and faculty.

To manage course policies

1. Navigate to Courses > Setup > Course Management > Course Policies.
   
2. Perform one of the following actions:
   • Click Add (+) to create a new course policy.
   • Click Edit icon to modify an existing policy.

Add a course policy

1. Click the Add (+) icon.
2. The Add Course Policies drawer opens.
   
3. In the Policy Name field, enter a name for the policy.
4. In the Policy Description field, enter the policy details using the rich text editor. You can format the content by using the available text formatting options, hyperlinks, and lists.
5. (Optional) Click Browse to upload to attach a supporting document.
6. Click Save.

Edit a course policy

1. Click the Edit icon next to the policy you want to update.
2. Modify the required information.
3. Click Save.

Academic Calendar

The Academic Calendar section allows administrators to configure the start and end dates for each academic term within an academic year. These dates are used to define the academic calendar for course offerings.

Before creating an academic calendar, ensure that the required Academic Year and Terms have been configured under Courses > Setup > Course Organization.

Create an academic calendar

1. Navigate to Courses > Setup > Academic Calendar.
   
2. Click Add New.
3. The Create Academic Calendar drawer opens.
   
4. From the Academic Year list, select the academic year for which you want to create the calendar.
5. (Optional) Select Apply these dates to existing course offerings if you want the updated term dates to be applied to existing course offerings associated with the selected academic year.
6. For each term, specify the Start Date and End Date.
   
7. Click Save.

Edit an academic calendar

1. Navigate to Courses > Setup > Academic Calendar.
2. Expand the required academic year.
3. Update the start and end dates for the required terms.
4. Click Save.

Learning Activity

The Learning Activity section allows administrators to configure learning activity forms and lookup data used throughout the system. From this page, you can create and manage Patient Log and Timesheet forms, as well as configure lookup values that can be used within those forms.

Patient Logs

The Patient Log [PL] section allows administrators to create and manage patient log forms that students use to record clinical encounters and patient care activities during their placements. Administrators can create new PL forms, manage existing PL forms, publish updates, and configure lookup values to ensure consistent documentation across courses and programs. These settings help standardize patient log data collection while supporting institution-specific clinical requirements.

Setup Patient Logs

The Setup Logs tab displays all PL forms created for the course

For each form, you can view:

• Form Name
• Status (Draft or Published)
• Last Updated By
• Available Actions

Available actions include:

• Publish a draft form.
• Archive a published form
• Clone an existing form.
• Edit a form.
• Delete a draft form.
• Access additional options from the More (⋮) menu.
  • Download Form JSON

You can also search for a form using the Search Form.

Create a new Log

1. Navigate to Courses > Setup > Learning Activity > Patient Log
2. Click Create New Log.
   
   Create a new Log drawer opens.
3. Select one of the available creation methods.

Available log creation methods

Using Template

Create a new form using an existing template.

1. Select Using Template.
2. Search for and select a template. Click the preview icon to see the form template.
3. Click Continue & Use Template.
   

You can also click Add New Template to create a new reusable template.

1. Click Add new template.
   
   You will navigate to the form builder.

2. Design the form as per the requirement and click Save Template.

   1. Add Name to the Form

   2. Add sections and questions as required.

   

    

Using Document

Create a form by uploading a supported document.

1. Select Using Document
2. Click Browse to upload ir drag & drop to upload the document data. 
   Ensure you upload only pdf files and the file size is less than 10MB.
3. Click Upload & Create
   

Create from JSON

Create a form by providing a JSON configuration. You can upload a JSON file or copy paste the JSON code. 

Once done click Upload & Import form.

From Scratch

Create a completely new form without using an existing template.

1. Select From Scratch and click Continue & Create
   

   You will navigate to the form builder.

2. Design the form as per the requirement and click Publish.

   1. Add Name to the Form

   2. Add sections and questions as required.
      

Edit, Publish, Clone , Archive, and Delete PL Form 

You can edit, publish, clone, archive, and delete the PL forms using the action options in the Action column.

• Edit : Click the edit icon , make changes as required in the form builder and click Publish.
• Publish: Click Publish button for the form in draft stage
• Clone: Click clone icon to clone the form and publish. 
• Archive: Click Archive button for the Published form.
• Delete: Click Delete to delete the form. 
• Download Form JSON: Click the more More (⋮) menu and click Download Form JSON.

Lookups

The Lookups tab is used to manage lookup categories and lookup values that are available in learning activity forms.

Each lookup category can contain one or more predefined values that users can select while completing a form.

Some lookup categories are marked as Standard, indicating they are system-provided.

Examples include:

• CPT
• Medication
• Disease and Condition

Add a lookup

1. Navigate to Courses > Setup > Learning Activity.
2. Click the Lookups tab.
   
3. Click +.
4. The Add New Lookup panel opens.
   
5. (Optional) Download the sample lookup file to view the required import format.
6. Upload an Excel (.xlsx) file containing lookup values.
7. Select the Lookup Category.
8. Add one or more Participation Levels, if applicable.
9. Click Save.

Timesheet

The Timesheet settings allow administrators to configure how students categorize their timesheet entries. These settings apply to all courses by default but can be overridden for individual courses during timesheet configuration.

Configure Timesheet Categories

1. Navigate to Courses > Setup > Learning Activity > Timesheet.
2. Click the Edit (pencil) icon.
3. The Timesheet configuration panel opens.
   
4. Choose whether students should categorize each timesheet entry.
5. Configure the category settings.
6. Click Save.

Configuration Options

Categorization: The Categorization section determines whether students must categorize each timesheet entry.
The categories configured here apply by default to all courses. However, you can override these categories for individual courses within their respective timesheet setup.

Do you want students to categorize each Timesheet entry?

Choose one of the following options:

• Yes – Students are required to select one or more categories when submitting a timesheet entry.
• No – Students can submit timesheet entries without selecting a category.

Category Alias: Specify the label that will be displayed to students for the category field.

For example:

• Category
• Activity Type
• Work Type
• Service Type

Type: Choose how students can select categories.

• Single-select – Students can select only one category.
• Multi-select – Students can select multiple categories for a single timesheet entry.

Category List: Enter the list of categories that students can choose from.

Examples include:

• Simulation
• Patient Care Hours
• Direct
• Indirect
• Available

Use the available actions to manage categories:

• + — Add a subcategory.
• Delete (Trash bin icon) — Remove a category.
• Add Category — Add another top-level category.
• Expand All — Display all configured categories and subcategories.
  

Troubleshooting

Frequently Asked Questions