Overview

The Experiential Supervisor Intake Form  feature in Exxat Prism streamlines the collection, review, and management of Experiential Supervisor information through a delegator link, guided digital workflow. Using this feature, programs can send a pre-filled intake form directly to Experiential Supervisor's via email, eliminating the need for manual data collection and follow-up communication.

The Experiential Supervisors  Intake Form allows Experiential Supervisors to review existing information, update their details, provide required documentation, and submit responses electronically via delegator link.

Once the Experiential Supervisor Intake Form is submitted, program administrators can review the responses within Exxat Prism and then be synced directly into the system, helping maintain accurate, up-to-date Experiential Supervisor data while reducing administrative effort and manual data entry.

The Experiential Supervisor Intake Form workflow helps programs:

• Simplify Experiential Supervisor onboarding and profile updates
• Reduce manual communication and paper-based processes
• Improve data accuracy and consistency
•  Digitally Collect and manage Experiential Supervisor information
• Accelerate review and approval workflows within Exxat Prism

By combining digital outreach, faster data collection, and centralized review capabilities, the Experiential Supervisor Intake Form feature enables programs to manage Experiential Supervisor information more efficiently and deliver a smoother experience for both administrators and Experiential Supervisors.

You can also watch our video tutorial:

Why use Experiential Supervisor Intake Form?

Experiential Supervisor Intake Form -  End-to-End Workflow

Setup Experiential Supervisor Intake Form

Program administrators should complete the PIF setup before sending any PIF request.  This setup is a onetime activity; the form can be edited and republished the form at any time. 

Steps

1. Login to Exxat Prism using your university credentials.
2. From the Exxat Prism dashboard or the hamburger menu , go to Sites. 
   
3. In the top menu go to Setup, navigate to Form Setup and select Experiential Supervisor Intake. 
   You will see a Experiential Supervisor Intake Form card on the right.
   

Experiential Supervisor Intake Form Status

Status	Meaning	Can send new requests?
Draft  Activate button Disabled	The form configuration has not started.	No
Draft Activate button Enabled	The form configuration is in progress, or the form was modified after it was previously published.	No
Activated	The form is finalized, active, and ready to be sent to the Experiential Supervisor.	Yes

4. Click the Edit button in theExperiential SupervisorIntake Form card. 
   
   The form builder opens in a new browser tab. You will be navigated to the Welcome page of the Experiential Supervisor Intake Form.

   Important:
   If another program adminstrator has the form open, the system shows a message on the Experiential Supervisor Intake Form card as "This form was last updated by the user's name and the date and time when it was updated".
   Ensure you coordiante with your team before you begin editing the form.

    

   Experiential Supervisor Intake Form Builder

   Experiential SupervisorIntake Form Builder has three sections Welcome, Standard Section , and Custom Section

   Welcome

   Welcome page is the first screen the Experiential Supervisors see when the Experiential Supervisor opens the PIF link. 

5. Exxat pre-fills the default content in the form; program administrators can edit the following.

• University Name and program name
• University Logo
• Title 
• Welcome Message
  • Instructions for the Experiential Supervisor- program administrators can enable or disable the Instructions to be visible to the Experiential Supervisor.
    

The system also displays the following standard Exxat message by default and cannot be modified: 

Standard Section

All the information in this section feed into the standard personnel profile within the Sites module of Exxat Prism. So the content here cannot be edited.

What you can do:

• Mark individual fields as required or optional
• Add custom fields inside this section

What you cannot do:

• Edit field text or labels
• Delete fields
• Reorder fields

Pre-configured sections in the form:

• Experiential Supervisor basic information
• Professional summary (education and experience)
• Work site details
• CV, licensure, and certification
• Domain-specific sections (auto-generated for your program discipline — Example: a PT program sees PT-specific fields only)
• Student supervision and capacity
• Documents and notes

6. Navigate to the Standard Section and select the required field or information. In the Attributes section, enable Mark as Mandatory to make the field required.
   

Custom Section

Use the custom section for program-specific content not covered by standard fields.

7. Navigate to the Custom Section

   1. By default, a new section is created with the title Untitled Section. Select the section, then update the section title from the Attributes panel on the right.
      

   2. To add a section description, expand the description area by clicking the arrow icon and enter the required text.
      

   3. You can also configure the following visibility settings for the section:

      1. Visible to Users – Displays the section to users.
      2. Disable– Displays the section to users in a read-only state, preventing any actions or edits.
   4. Click Add Question, to add a question to the section. 
   5. From the drop-down list, select the type of question you want to add. 
   6. In the Attributes section the left do the following. 
      1. Add Field Details
         • Select the required question type. 
         • Enter the question text
         • Provide the following Meta details: 
           • Help Information: Displays a help message when users hover over the ? icon
           • Report Title: Displays as the field title in reports.
         • Configure the question-specific options as needed.

         • You can also configure the following settings for the question:

           • Include a custom field - Add an additional field by entering a custom label.
             
           • Include Comments - Allows users to add comments for the question.
           • Make question mandatory - Makes the question required before submission.
           • Visible to Users – Displays the question to users.
           • Disable– Displays the question to users in a read-only state, preventing any actions or edits.

Supported elements:          

Repeat these steps to add additional sections and questions to the form as needed.

7. Save and Activate
   • Click Save as Draft at any point to save progress. The system also autosaves periodically.
   • Click Preview to see the Experiential Supervisor-facing version before publishing.

   • Click Activate to make the form available for sending. Status changes to Activated
     

     Once Activated the Experiential Supervisor Intake Form status changes to Activated. 
     

Editing a Activated Form

You can edit and re-activate the form at any time - just use the Edit button. The following rules apply to Experiential Supervisors who already received the form:

Send Experiential Supervisor Intake Form  Request

Prerequisites

• The Experiential Supervisor Intake Form must be in Activated status.
• The Experiential Supervisor must exist in your personnel grid with a valid email address.
• The personnel must be marked as a Experiential Supervisor in the Exxat Prism. 
  • You cannot send a request to the non-experiential supervisor.

Steps

1. Login to Exxat Prism using your university credentials.
2. From the dashboard or the hamburger menu, go to Sites. 
3. In the Sites section , go to Personnel tab. 
4. In the Personnel grid, Click on the personnel name to open the personnel's profile.
   
5. In the About section of the personnel , on the top right click Send Intake Form
   
6. In the Compose Email drawer do the following.
   1. Recipients
      1. Recipient is auto-filled with the Experiential Supervisor's email address. - You can enter a new email to over ride the recipients email. 
      2. Upload any files as required
      3. Click Next
         
   2. Compose Email
      1. Pick a email template from the drop-down or compose a new email using Add Template button. 
      2. Click Preview
         
         You will see the sample email with sample values. 
   3. In the preview screen Verify the email content and click send to send the email. 
      

Email or Delegator Link behavior

Exxat Prism manages request links based on the status of the Experiential Supervisor response and the associated program. 

Existing active links are reused for reminders and resends until the request is synchronized. Once synchronization is completed, any new request generates a new link. 

Additionally, link access and responses are maintained independently for each program to ensure data separation and privacy.

Experiential Supervisor Intake Form Responses

The Experiential Supervisor Intake Response processing section gives you a single view of every Experiential Supervisor who has been sent a PIF, with real-time email and response status.

Steps

1. Login to Exxat Prism using your university credentials.
2. From the dashboard or the hamburger menu, go to Sites. 
3. In the Sites section , go to Personnel tab  and navigate to the Experiential Supervisor Intake Responses tab 
   

Experiential Supervisor Intake Responses Grid

Email Status Values Description

Responses Status Values Description

Available Actions

4. In the Experiential Supervisor Intake Response Grid , go to the personnel with response status as Pending Review. 
5. In the action column of the selected Experiential Supervisor, click Review. 
   
    

Review Drawer Layout

The left pane highlights changes between the submitted response and the current profile:

You can update any value in the Right pane: System Information, before syncing the response. The modified values in System Information are saved to the personnel profile.

6. Click any field in the right pane to edit the information.

7. Update the values as needed, such as correcting formatting or applying administrative review changes.
   All changes are automatically saved every 30 seconds.

9. When you are satisfied with all values in the right pane, click Save and Sync.
   The system syncs all right-pane values to the Experiential Supervisor's profile.
   
10. A synced-by record is created with your name and timestamp.
    The request link is permanently locked and Experiential Supervisor Intake Form status changes to Synced. 
    

A record of the change is stored in the data base. After syncing, use the View button in the action column to review the submitted response, you cannot make any edits here. 

You can send reminders to Experiential Supervisor who has not responded or the Experiential Supervisor whose email status is In progress or failed.

Send Reminder Email

1. In the Experiential Supervisor Intake Responses grid, locate the Experiential Supervisor with Response status as No Response and in the action column click Remind.
2. Make changes to the email (if required), review content, and click send. 

When to use different actions

Points to Remember

Form Status Rules

• New form always starts as Draft.
• Clicking Edit on a Published form reverts it to Draft.
• You cannot send new requests while the form is in Draft.
• Editing does not invalidate already submitted responses.

Email or Delegator Link Request Rules

• One unique encrypted link is generated per program-Experiential Supervisor request.
• Email or Delegator Link remains active until you sync the response.
• Remind and Resend both reuse the same active link.
• A new link is generated only after sync + new request.

Experiential Supervisor Intake Responses Rules

• One row per Experiential Supervisor — multiple sends do not create extra rows.
• Requested By column always shows the latest send timestamp.
• Synced status is final and cannot be reversed.

Concurrent Editing Rules

• Two admins editing the form: last published version wins.

• Two admins reviewing the same response: last save/sync wins.

   

Troubleshooting

Frequently Asked Questions