The Faculty Timesheet feature in Exxat Prism provides administrators with a centralized interface to monitor, review, and manage faculty supervision hours recorded during clinical placements.

Placement Faculty log their working hours through the mobile app by checking in and checking out at their assigned placement locations. The system captures timestamps and location data to ensure accurate time tracking. 

Administrators can then review these entries within the Exxat Prism web interface to verify activity, provide feedback, and approve or reject submissions.

Through the Faculty Timesheet dashboard, administrators can:

• Enable Faculty Timesheet

• View faculty supervision activity across placement locations

• Review submitted timesheet entries and discrepancy notes

• Approve entries or flag them for corrections

• Edit check in or check out times when necessary

• Apply bulk actions to manage multiple entries efficiently

• Export timesheet data for reporting and program oversight

• Track entry history through a detailed audit log

Enable Faculty Timesheet

To enable Faculty Timesheet follow these steps.

1. Login into Exxat Prism using your university credentials. 

2. From the Exxat Prism Dashboard or the hamburger menu, navigate to the Courses section. 
   

3. In the Course Offering tab click on the  required course name.
   

4. In the left menu, go to the Learning Activities and click Setup

5. Click Faculty in the top right of the Learning Activity Setup page to switch to the Faculty tab.
    

6. In the Faculty Activity Setup tab, click the edit icon for the TimeSheet section. 
   

   1. Toggle on the Activate button to activate the Timesheet

   2. In the  Review and Approval section enter the email ids of email recipients who should receive the email notification every time a timesheet is submitted by the faculty. 

   3. [Optional] Click View email Template to preview the email notification template.

   4. Save the configuration

All placements associated with the course now support faculty timesheet logging.
 

Accessing the Timesheet Dashboard

To access the timesheet dashboard follow these steps. 

1. Login into Exxat Prism using your university credentials.  

2. From the Exxat Prism Dashboard or the hamburger menu, navigate to the Courses section. 
   

3. In the Course Offering tab click on the  required course name.
   

4. In the left menu, go to the Learning Activities and click Review
   

5. In the left-menu, go to Timesheet and then click Faculty in the top right of the Learning Activity page to switch to the Faculty tab 
   
   This opens the the Faculty Timesheet Summary Screen

Timesheet Summary Screen

The timesheet summary Screen provides a summary grid as a overview of all faculty timesheet activity.

The timesheet summary grid displays faculty activity across placements.

Reviewing Timesheet Entries

Click any Timesheet Hours By status chip in the TIMESHEET HOURS BY STATUS (HRS:MINS) column for the faculty member to open the Review Drawer.

This view shows all entries for a specific faculty and location combination.

The Review Grid displays the important entry data.

Manual entries show an alert icon indicating distance from the location.

Review Individual Entries

1. Click Review button in the Action column to open the detailed time sheet entry record.
   

2. Administrators can:

   • Edit check in or check out timestamps
     Original timestamps remain visible. Faculty are not notified when administrators edit entries, and Changes are recorded in the audit log.

     1. Click the edit icon in the Check-In and Checkout details section. 

     2. Make changes and click Confirm

     3. Click Update to submit the changes.
        

   • Add reviewer comments

   • Change the Status of the entry to Approve , Not Approve , or Needs Attention. 
     

Bulk Review

Administrators can update multiple entries simultaneously.

Steps:

1. In the Review  Grid, select multiple entries using the checkboxes 

2. Choose one of the action:

   • Approve

   • Needs Attention

   • Not Approved

Adding Comments is mandatory for Needs Attention and Not Approved.

Audit Timesheet Log

Every entry contains a complete change history. Click the audit log icon next to each entry to see the change history. 

The audit log records:

• Field changes

• Status updates

• User responsible for changes

• Date and time of changes

Entries appear in reverse chronological order.

Email Notifications

Administrators receive notifications when:

• A faculty member submits an entry

• A faculty member resubmits an edited entry

• A corrected entry is submitted after being flagged

Recipients are defined in the review configuration settings.

Timesheet Status Lifecycle

Administrators can move entries between statuses when necessary.