The Faculty Timesheet feature allows placement faculty to log supervision hours at clinical placement locations using a mobile app.

The system uses GPS-based location verification to confirm faculty presence at placement sites and ensures accurate reporting of supervision hours.

Using the Exxat Faculty Mobile app, placement faculty can:

• Check in and check out at assigned placement locations

• Log supervision hours

• Add notes for location discrepancies

• Submit timesheet entries for review

• View timesheet history

• Edit and resubmit entries when needed

Administrators review and approve the submitted entries through the web interface.

Download Faculty Mobile APP

The Exxat Faculty mobile application is compatible with both Android and iOS mobile devices.

Download the application directly from the App Store or the Google Play. 
 

Before You Begin

The Faculty Timesheet feature must be enabled by a program administrator at the course level before a placement faculty can access it.

Once enabled:

• All assigned placements automatically appear in the mobile app.

• Placements are grouped by location, not by course.

For example:

Faculty will see one card per location in the app.

Login to Exxat Faculty Mobile 

1. Tap the Exxat Faculty icon on your iOS or Android device, to open the application. 
   

2. Click Get Started, Click Next or Skip, and then click Login. 
   

3. Enter your Login ID,  click Continue, and enter your Password 

   • Login ID is your university email ID. Example: Heyansh@exxatuniversity.edu 

   • Password is your password to login to Exxat Prism (Exxat University).

4. Click Sign In.
   

Navigating the Exxat Faculty Mobile App

The Exxat Faculty Mobile App contains three main tabs:

Location Permission

The system uses GPS location to verify that faculty are at their assigned placement site.

If location access is denied:

1. A message will appear indicating location access is required.

2. Tap Allow  Location Access.

3. Set location permissions for the app.
   For best results, set location permission to: Always Allow or While Using the App

Note: Without location access, check-in is not possible.

Location Cards

Timesheet tab contains location cards representing each placement-location the faculty is assigned to.  Each card shows the location name and the number of placements at that location.

 For example: If the placement faculty have five placements at City Hospital and two placements at Downtown Clinic, two location cards will be seen. 

Important: The Timesheet tab view is organized by location, not by course. If the placement faculty have placements across different courses at the same location, they are grouped together under a single location card.

Checking In

Check In At Location

If you are within 200 meters of your placement location:

1. Open the Timesheet tab.

2. Locate the location card.

3. Tap Check In.
   

4. The system records the check-in details.

   • Date 

   • Timestamp

   • GPS coordinates

5. Click Confirm Check In
   

   The session begins a duration timer and the location card shows Ongoing status.

Check In Away from Location

If you are more than 200 meters away:

1. Open the Timesheet tab.

2. Locate the location card.

3. Tap Check In.
   
   The system displays your distance from the location.

4. Edit the check In date and time if required.

5. Enter a Check In Discrepancy Note (mandatory for manual check-in).

6. Tap Confirm Check In.
   

The session begins and the location card shows Ongoing status. Manual entries are flagged for administrator review.

Checking Out

Checkout At Location

If you are within the 200 meters of your placement location:

1. Open the Timesheet tab.

2. Locate the location card (Ongoing status).

3. Tap Checkout.
   

4. The system records the check-out details.

   • Date 

   • Timestamp

   • GPS coordinates

5. Tap Confirm Check out. 
   

6. A summary screen appears showing:

   • Check-in time

   • Checkout time

   •  Duration

7. Review the summary screen. 

8. Tap:

   • Submit – send for admin review

   • Save and Close – save as draft
     

Note: If you tap the back button while you have unsaved changes, the checkout details will be lost. 

 Checkout Away from Location

If you are outside the location radius:

1. Open the Timesheet tab.

2. Locate the location card.

3. Tap Check Out.
   The system displays your distance from the location.

4. Edit the check Out date and time if required.

5. Enter a Check Out Discrepancy Note (mandatory for manual check-in).

6. Tap Confirm Checkout.
   

7. A summary screen appears showing:

   • Check-in time

   • Checkout time

   •  Duration

8. Review the summary screen.

9. Tap:

   • Submit – send for admin review

   • Save and Close – save as draft
     

Note: If you tap the back button while you have unsaved changes, the checkout details will be lost. 

Submitting vs Saving an Entry

Viewing Timesheet History

To review past entries:

1. Open the Timesheet tab

2. Tap the History icon

3. Entries are grouped by location and display:

   • Location

   • Check-in time

   • Checkout time

   • Duration

   • Status

   • Notes

You can filter entries by:

• Check-in date

• Location

• Status

Note: Timesheet history shows entries across all courses for a given location. Filter by location to see all the timesheet check-ins for that location. 

Entry Statuses

Each timesheet entry moves through a review lifecycle. The status of the timesheet entry can be seen in the Timesheet History section. 

If corrections are required, the administrator will include comments explaining what must be fixed.
 

Editing Entries

You can edit entries with the following statuses:

• In Progress

• Pending Review

• Need Attention

Editable fields depend on how the entry was created.

GPS data cannot be modified.

1. Tap  the Check-in record in the History screen to edit the entry. 

2. Tap Edit, to make changes 

3. Tap Submit when done.
   

Impact on Edits to Timesheet Status

Deleting an Entry

Entries can be deleted from the Edit screen.

Deleted entries are permanently removed and cannot be recovered.

1. Tap the Check-in record in the History screen to edit the entry. 

2. Tap the delete icon

3. Tap Delete, to delete the entry

Manage Multiple Active Sessions

Faculty can manage multiple active sessions simultaneously within the system.

If a placement faculty member is responsible for multiple placement locations, they can check in at more than one location at the same time.

Each placement location operates independently, allowing faculty to run active sessions across multiple locations simultaneously.

For every location:

• A separate location card is displayed.

• Each card shows its own “Ongoing” status.

• A duration timer is displayed for each active session, indicating how long the session has been running.

This allows faculty to monitor and manage sessions across multiple placement locations efficiently from a single view.

Example:

Troubleshoot Issues

If you are unable to log in or access the Timesheet feature, try the following steps:

1. Forgot Password
   Click Forgot Password on the login page to reset your password, then try logging in again.
    

2. Cannot access the Location Card
   Ensure that you are assigned to a placement at the selected location in the system.
    

3. Check Timesheet Feature Access
   Confirm with your program administrator that the Timesheet feature is enabled at the course level.

    

4. Contact Your School Administrator
   If the issue persists after trying the above steps, contact your school administrator for assistance.

Frequently Asked Questions