This guide walks you through the complete workflow, including linking sites and locations, filtering linked records, mapping specializations and slot types, and importing schedules.
You will also learn how to process individual and group schedules, manage updates from Exxat One, and maintain synchronization between the two systems .
The integration uses a queue-based workflow with AI-assisted recommendations, helping programs reduce manual work while ensuring accurate schedule management across both platforms.
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
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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.
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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.
-
Click Add New Site
button.
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.
End--
Link Locations
You can link Exxat One Locations to Exxat Prism Locations directly from the Exxat One ↔ Exxat Prism page.
Access Location linking page.
Navigate to Exxat One ↔ Exxat Prism.
Open the Exxat One Sites tab.
Select the Exxat One Site you want to work with.
In the Action column, click Edit.
You will be redirected to the Exxat One Site Details page.
Just below the site details, view the AI-generated recommendations for possible location matches.
AI-recommendation has 3 categories - High Confidence, Medium Confidence, and No Match.
High Confidence
These locations have a very strong match based on name and address. Users can confidently review and link these locations quickly.Medium Confidence
These locations appear to be likely matches, but some details may differ. A review is recommended before linking.No Match
No reliable match was found. These locations require manual search or creation in Exxat Prism.
Link High Confidence and Medium Confidence Recommendation
You can link locations in two ways
Bulk Link locations
Link locations individually
Bulk Link Locations
Use this option to link multiple locations at once using AI match recommendations.
-
In the AI Match Recommendation section, click Review Now on either:
High Confidence tile, or
Medium Confidence tile.
Smart Bulk Link drawer opens.
Select either the High Confidence tab or Medium Confidence tab..
Choose the Exxat One Locations you want to link: Select All, or Select only specific locations.
Click Bulk Link in the top-right corner of the drawer.
The selected locations are linked successfully to Exxat Prism locations.
If needed, you can link a single location directly from this view using Link Now in the Action column.
Link Locations Individually
Use this option to manually link one location at a time. You can link AI-recommended matches or search for a location to link.
Linking Recommended Matches
On the Exxat One Site Details page, review the location list.
If a location is an AI-recommended match, you will see the AI (Leo) icondisplayed on the Link Now button.
Click Link Now for the AI-recommended location.
-
In the confirmation pop-up:
Click Link Now to instantly link the recommended location, or
Click Search to browse available Exxat Prism locations and link manually.
Search Location to link
On the Exxat One Site Details page, locate the Exxat One location you want to link.
In the Action column, click Link.
. The Link Location drawer opens.
-
Select a location from the Exxat Prism Location list.
Use Search or Advanced Search if needed. The search fields are auto-populated based on the selected Exxat One location and can be edited.
-
(Optional) To create a new Prism location:
Click Add New Location.
Enter the Basic Information and Address Information.
-
Click Save.
The new location is added and auto-selected.
Click Link
The Exxat One Location is successfully linked to the Exxat Prism Location.
Link No Match Recommendation
Use this option to manually link Exxat One location to Exxat Prism
In the AI Match Recommendation section, in the No Match tile click Search or Add Location.
-
You can add the location to Exxat Prism Individually or in Bulk.
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Add Individually - Smart Link
For the selected Exxat One Location, in the Action column click the +Add button.
Select the Exxat Prism Site, and click Confirm.
The individual location is successfully linked to Exxat Prism.
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Add Individually Manual Link
For the selected Exxat One Location, in the Action column click the Search button.
In the Link Location drawer, click Add New Location
Select the Exxat Prism Site, and click Confirm.
Add Location drawer opens.In Add Location drawer, review the information and click Save.
In the top right of the Link Location drawer, click Link.
The individual location is successfully linked to Exxat Prism.
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Bulk Add Locations
In the Smart Bulk Link Locations drawer, select the locations you want to add to the Exxat Prism Site.
Click + Bulk Add
Select the Exxat Prism Site, and click Confirm.
Selected Locations are added to the Exxat Prism successfully.
-
Duplicate Location Name Warning
If Prism detects an existing location with the same name, a warning message is displayed:
You can:
- Continue adding the location.
- Cancel and review the existing location before proceeding.
End --
Resolve a location linked to another program
When an Exxat One location is already linked to a Exxat Prism location used by another program, the location displays the Linked Elsewhere status.
Hover over Linked Elsewhere to view:
- The Exxat Prism location currently linked to the Exxat One location.
- The programs mapped to that Exxat Prism location.
To resolve the location for your program:
-
Select Resolve Link for the location.
A message appears informing you that the Exxat One location is already linked to a Prism location used by another program and that your program is not currently associated with that location.
- Choose how you want to link the location:
Reuse Existing Location (Recommended)
Select this option if your program can use the existing Exxat Prism location. You can review the Exxat Prism location name and the programs currently mapped to it before continuing.
Select Map My Program to share location to map your program to the existing Exxat Prism location.
Once the mapping is complete, the following confirmation message appears:
Your program has been mapped to “[Exxat Prism location name]” successfully.
The location status changes from Linked Elsewhere to Linked, and Resolve Link changes to Unlink.
Link to a Location in Your Program
Select this option if your program should use a different Exxat Prism location instead of sharing the existing location.
The manual location-linking drawer opens. Search for an existing location in your program or add a location, then complete the link.
Once the location is successfully linked, its status changes to Linked.
If you close the Resolve Link window without completing either option, the location remains Linked Elsewhere. You can select Resolve Link again when you are ready to complete the linking process.
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.
End --
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.
- 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.
You can import Individual and Group Schedules from Exxat One into Exxat Prism. To import schedules from Exxat One follow these steps.
Mapping Specialization and Slot Type
When integrating Exxat One schedules with Exxat Prism, it is important that the specializations and slot types used in Exxat One align with the corresponding settings in Prism.
The Integration Mapping feature allows administrators to map Exxat One specializations and slot types to the appropriate Exxat Prism settings and slot types. Once configured, this mapping ensures that schedules imported from Exxat One are automatically assigned the correct settings and slot types in Exxat Prism, reducing manual work and ensuring consistency.
The system also includes AI-powered pre-match suggestions, which intelligently recommends mappings based on previous schedule data or similar text matches between Exxat One and Exxat Prism values.
Additionally, once a mapping is selected and saved for a row, the AI recommendation will no longer appear for that row, as the system considers the mapping finalized.
Steps
In the Exxat One <-- --> Exxat Prism dashboard, Click Exxat One Schedules tab.
-
on the top-right corner above the filter, click Specialization and Slot Type Mapping.
A drawer panel will open containing two configuration tabs: Specialization and Slot Type opens.Specialization tab: The Specialization tab allows you to map Exxat One specializations to the corresponding Exxat Prism settings.
Based on your previously mapped schedules, Leo-AI suggests Exxat Prism Settings equivalent to Exxat Once Specialization.Slot Types tab: The Slot Type tab allows administrators to map Exxat One slot types to Prism slot types.
Here you can map the settings to specializations and Slot types using Leo-AI suggestions or do it manually.-
Map using Leo-AI.
in the top-right corner of the Specialization or Slot Type Mapping drawer , click Apply All AI Suggestions.
Click Save Mapping
Leo-Ai suggested mappings saved successfully.
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Map manually
Click the Prism Setting dropdown for the specialization or slot type.
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Select the appropriate setting or slot type from the list.
You can also:Search within the dropdown list to quickly find a setting or slot type.
Clear the selection if the mapping needs to be removed.
Click Save Mapping to apply the mapping.
- Mapping is saved successfully.
Once the mapping is saved:
Incoming schedules from Exxat One will automatically receive the mapped Exxat Prism setting and slot type.
If a mapping is not configured, those fields will remain blank and may require manual assignment.
This mapping activity helps ensure accurate schedule classification while minimizing manual setup.
Import Individual Schedules
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.
The start date of the schedules is automatically set, to see all the schedules Click Reset next to the date configuration.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 Individual Schedules
To Process Exxat One Schedules as slots and placements into Exxat Prism follow these steps.
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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.
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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.Select the appropriate location and site details from the list and Click Next.
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.
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.
Enable the Assign student to this slot
slider and click Next, to place a student in this slot.
orDisable 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.
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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.
- When all required details are preconfigured, clicking “Add to Prism” takes users directly to the final step, allowing them to quickly complete the process without navigating through intermediate screens.
- If an Exxat One location is already linked to a Exxat Prism location used by another program, the location displays the Linked Elsewhere status. Select Resolve Link to either map your program to the existing Prism location or link to a location in your program. For more information, see Resolve a location linked to another program.
End --
Import Group Schedules
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.
The start date of the schedules is automatically set, to see all the schedules Click Reset next to the date configuration.Select Schedule type as Group.
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 Group Schedules
To Process Exxat One Schedules as slots and placements into Exxat Prism follow these steps.
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For a schedule with To Be Added status, Click on the Add to Prism
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.Select the appropriate location and site details from the list and Click Next.
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.
- 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.
- If an Exxat One location is already linked to a Exxat Prism location used by another program, the location displays the Linked Elsewhere status. Select Resolve Link to either map your program to the existing Prism location or link to a location in your program. For more information, see Resolve a location linked to another program.
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.
Enable the Assign student to this slot
orDisable the Assign student to this slot
In the Select Student step, Select the students to make the placement and click Next.
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.
End --
Processing Updates
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.
End--
Edit Processed Schedules
Click View Details
button in the action column.
Make changes as required.
Click Save
.
Placement updated successfully.
End --
Delete Processed Schedules
Click View Details
button in the action column.
In the right top corner click trash
icon
Click Confirm to delete.
This deletes both the slot and placement from Exxat Prism.
End --
Troubleshooting
| # | Issue | What to do |
|---|---|---|
| 1 | I cannot access the Exxat One Schedules tab. | Confirm that you have login access to both Exxat One and Exxat Prism. The Exxat One Schedules tab is available only to users who have access to both systems. |
| 2 | I cannot find the Exxat Prism site I want to link. | Use the search bar in the Link Site drawer. You can modify the auto-populated search details or use Advanced Search to search by address, city, or ZIP code. If the site does not exist in Exxat Prism, select Add New Site, enter the required information, and save it. |
| 3 | I cannot find the Exxat Prism location I want to link. | Use Search or Advanced Search in the Link Location drawer. If the location is not available, select Add New Location, enter the required information, save it, and then complete the link. |
| 4 | AI Match Recommendation shows No Match for a location. | Use Search or Add Location from the No Match tile. You can search for an existing Exxat Prism location or add the location individually or in bulk. |
| 5 | I do not want to use the AI-recommended location match. | Instead of accepting the recommendation, use Search to review available Exxat Prism locations and manually select the appropriate location. |
| 6 | A location shows the Linked Elsewhere status. | Select Resolve Link. Choose Reuse Existing Location and select Map My Program if your program can use the existing Exxat Prism location. If your program needs a different location, select Link to a Location in Your Program and complete the manual linking process. |
| 7 | A location remains Linked Elsewhere after I opened Resolve Link. | Complete one of the available linking options before closing the Resolve Link window. If you close the window without completing an option, the location remains Linked Elsewhere. Select Resolve Link again when you are ready to finish the process. |
| 8 | Exxat Prism displays a duplicate location name warning when I add a location. | Review the warning before proceeding. You can continue adding the location or cancel and review the existing location to determine whether it should be used instead. |
| 9 | I cannot move a linked location to another site in Exxat Prism. | Unlink the location first. After the location is no longer linked to Exxat One, move it to the required site in Exxat Prism and relink it if needed. |
| 10 | Unlinking a site also removed its location links. | This is expected behavior. Unlinking an Exxat Prism site from an Exxat One site also unlinks all locations under that site. If you need to remove only one location link, use Unlink for that specific location instead. |
| 11 | A specialization or slot type is blank when I process an imported schedule. | Review Specialization and Slot Type Mapping. If no mapping has been configured, select the appropriate Exxat Prism setting or slot type and select Save Mapping. Unmapped fields may require manual assignment. |
| 12 | I no longer see an AI recommendation for a specialization or slot type mapping. | Check whether a mapping has already been selected and saved for that row. Once a mapping is saved, the AI recommendation is no longer displayed because the mapping is considered finalized. |
| 13 | I cannot find a schedule in the Exxat One Schedules list. | Review the configured date range. The start date is automatically set when the page opens. Select Reset next to the date configuration to view all schedules, or adjust the Start Date and End Date filters. You can also use the search bar and filters to locate the schedule. |
| 14 | A schedule I expected to process does not appear under To Be Added. | Check the schedule’s Processing Status and review the other processing-status tabs. The schedule may already be under Added to Exxat Prism or Requires Update. |
| 15 | The site and location linking step does not appear after I select Add to Exxat Prism. | If the Exxat One site and location are already linked to Exxat Prism, the linking step is skipped automatically and you are taken to the next required processing step. |
| 16 | Clicking Add to Exxat Prism takes me directly to the final processing step. | When all required details are already preconfigured, Exxat Prism skips the intermediate steps and takes you directly to the final step so you can complete processing. |
| 17 | The rotation I expected is not listed as the first recommendation. | Review the available rotations and select the appropriate Exxat Prism rotation based on the schedule dates. Potential matches are recommended based on the Exxat One slot dates, but you should select the rotation appropriate for the schedule. |
| 18 | I created a slot, but no student placement was created. | Check whether Assign student to this slot was enabled during processing. If it was disabled, the schedule is added as a slot in Exxat Prism and a student can be placed later. |
| 19 | A group schedule did not create placements for one or more students. | Check whether each schedule was linked to an Exxat Prism student using the student dropdown. Only schedules linked to an Exxat Prism student are converted to placements. Schedules without a selected student are converted to slots. |
| 20 | The student I expected is not immediately visible when processing an individual schedule. | Review the search results in the Select Student step. The search is pre-filled with the closest matching student details in Exxat Prism. You can also hover over the information icon next to a student to review the student profile before selecting them. |
| 21 | A processed schedule now shows Requires Update. | Review the New Update indicator to identify the type of change, then select Update. Complete the required student, location, or cancellation update in Exxat Prism. |
| 22 | A student was added to an Exxat One schedule after I had already processed it in Exxat Prism. | Select Update for the schedule. The student selection screen appears. Select the appropriate student and continue with the placement process in Exxat Prism. |
| 23 | A student was removed from an Exxat One schedule that is already a placement in Exxat Prism. | Select Update. From the placement details, delete the placement and convert it to an available slot in Exxat Prism. |
| 24 | A student was replaced with another student in Exxat One. | Select Update. Delete the existing placement and convert it to an available slot in Exxat Prism, then place the new student in that slot. |
| 25 | The location on an imported schedule changed in Exxat One. | Select Update. If the updated location is not already linked, complete the location-linking step and then update the imported slot or placement in Exxat Prism. If the location is already linked, Exxat Prism takes you directly to the slot or placement details with the updated location information pre-filled. |
| 26 | A previously processed Exxat One schedule was cancelled. | Select Update and delete the corresponding slot or placement in Exxat Prism. If the cancelled schedule was processed as a placement, both the placement and its slot become unavailable in Exxat Prism. |
| 27 | I cannot tell what changed on a schedule marked New Update. | Hover over the information icon next to the New Update tag to view the type of update made to the schedule. |
| 28 | I need to change a schedule that has already been processed. | Select View Details in the Action column, make the required changes, and select Save. |
| 29 | I need to remove a processed schedule from Exxat Prism. | Select View Details, select the trash icon in the upper-right corner, and select Confirm. This deletes both the slot and placement from Exxat Prism. |
Frequently Asked Questions
It also supports site and location linking, specialization and slot type mapping, schedule updates, and ongoing management of imported schedules.
This allows availability and schedules associated with Exxat One sites and locations to be processed using the corresponding Exxat Prism records.
If the required Exxat One site and location are already linked when you process a schedule, Exxat Prism skips the linking step.
The newly added Exxat Prism site is automatically selected so you can continue linking it.
Medium Confidence indicates a likely match, but some information may differ and should be reviewed before linking.
No Match indicates that no reliable match was identified. You can search for an existing Exxat Prism location or add a new location.
You can select all locations or specific locations and then select Bulk Link.
In the confirmation window, select Link Now to use the recommendation or Search to manually choose another Exxat Prism location.
The new Exxat Prism location is added and automatically selected for linking.
Select the Exxat Prism site and select Confirm to add the selected locations to Exxat Prism.
You can hover over the status to view the linked Exxat Prism location and the programs mapped to it.
Selecting Map My Program maps your program to that existing Exxat Prism location.
You can then search for an existing Exxat Prism location in your program or add a location and complete the link.
If you only need to remove a specific location link, use Unlink for that location instead.
Use the filter and select Linked with Exxat One.
Once mappings are saved, incoming Exxat One schedules automatically receive the mapped Exxat Prism values when they are processed.
You can select Apply All AI Suggestions and then select Save Mapping to save the suggested mappings.
You can search within the dropdown, clear a selection if needed, and select Save Mapping when finished.
Locations already linked to your current program in Exxat Prism are excluded from the recommendations.
To Be Added identifies Exxat One schedules that have not yet been added to Exxat Prism.
Requires Update identifies previously processed schedules that have major changes in Exxat One, such as student changes, location changes, or cancellations.
You can also use Start Date and End Date to view schedules within a specific date range.
The slot is created in Exxat Prism and a student can be placed later.
Select the appropriate student, complete the placement details, and then select Place or Place & Publish Now.
Select Place & Publish Now to create the placement in Exxat Prism and publish it to the student as part of the same process.
A schedule without a selected student is converted to a slot instead.
Supported update types described in this workflow include student changes, location changes, and schedule cancellations.
You can then proceed to place the new student in that slot.
If the new location is already linked, you are taken to the applicable slot or placement screen with the location information pre-filled. If it is not linked, you first complete the location-linking step before updating the imported slot or placement in Exxat Prism.
You need to delete the corresponding slot or placement. If the schedule was processed as a placement, both the placement and slot become unavailable in Exxat Prism.
This deletes both the slot and placement from Exxat Prism.
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30 January, 2026: Added documentation detailing how to bulk link Exxat One locations using Smart Bulk Link feature.
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