This article walks Experential Supervisors through how to complete the Experential
Supervisor Intake Form
— from accessing the secure form link to reviewing, completing, and submitting
the form.
It explains pre-filled data, document uploads, autosave functionality, submission workflow, and common troubleshooting steps.
The guide also covers security, privacy, and key form features to help users complete the process smoothly and accurately.
It explains pre-filled data, document uploads, autosave functionality, submission workflow, and common troubleshooting steps.
The guide also covers security, privacy, and key form features to help users complete the process smoothly and accurately.
Overview
The Experiential Supervisor Intake Form is a online form that program uses to collect or update your professional information. The data you provide helps the program meet accreditation requirements.
What you need before you start
- The email form your program, containing the form link
- A modern web browser: Chrome, Firefox, Safari, or Edge
- Your professional information: Credentials, license details, work site or lcoation details, and CV
- Any documents you need to upload (CV, licenses, certifications)
Workflow
| Step | What happens |
|---|---|
| 1 | You receive an email from your program with a unique secure link (delegator link) |
| 2 | You open the delegator link; a welcome page displays instructions |
| 3 | You click "Get Started" to open the form (some fields may already be filled in) |
| 4 | You review pre-filled information, complete any missing fields, and upload documents |
| 5 | You submit the form |
| 6 | Your program reviews the information and updates their records |
Note:
You do not need an Exxat Prism account or password. The form delegator link is your access to the form. Keep the link safe and do not share it with others.
You do not need an Exxat Prism account or password. The form delegator link is your access to the form. Keep the link safe and do not share it with others.
Note:
Experiential Supervisors are referred to by different terms depending on the domain.
For example:
Experiential Supervisors are referred to by different terms depending on the domain.
For example:
- In PT, they are called Clinical Instructors.
- In PA, they are called Preceptors.
You can also watch our video tutorial:
Experiential Supervisor Intake Request Email
Email with Delegator Link
You will receive an email from your program with a subject line that includes "Experiential Supervisor Information Request." The email will include a button or link to access the form.
Tip:
If you cannot find the email, check your spam or junk folder. Contact your program coordinator if you still cannot locate it.
If you cannot find the email, check your spam or junk folder. Contact your program coordinator if you still cannot locate it.
Click the Delegator Link
- Click the delegator link in the email.
The Experiential Supervisor Form opens in a new browser tab and The welcome page is displayed.
Important:
The delegator link is unique to you and for this specific request. Do not forward it to others. Any response submitted through your link will be associated with your record.
The delegator link is unique to you and for this specific request. Do not forward it to others. Any response submitted through your link will be associated with your record.
Experiential Supervisor Intake Form
Pre-filled Data
If you are a returning or an existing Experiential Supervisor, to save your time - Exxat Prism automatically fills in fields in the form using information already on file. You do not need to re-enter data that is already correct; just review it and update anything that has changed.
Can a Experiential Supervisor Change Pre-Filled Values?
Yes. Every pre-filled field is editable. Click any field and type your update. You are responsible for the accuracy of all information you submit.
Where Pre-Filled Data Comes From
| Your situation | Pre-fill source |
|---|---|
| First time receiving a form from this program | Information the program already has on file (may be partial or empty) |
| Returning — you previously gave consent to save responses | Your latest submitted response (for standard and domain-specific fields) |
| Returning — you did not give consent | Information the program has on file |
Note:
Custom questions added by the program (school-specific questions) are never pre-filled; they always start blank.
Custom questions added by the program (school-specific questions) are never pre-filled; they always start blank.
Completing the Experiential Supervisor Intake Form
The form has two sections : Welcome Page and the Actual form.
Welcome Page
When you click on the delegator link , you will be navigated to the Experiential Supervisor Intake Form landing you on a Welcome page.
- The school name, program name, and school logo
- A personalized welcome message from the program
- Instructions for completing the form
- Information from Exxat about what you will need
When you are ready, click Get Started to open the form.
The Actual Form
Form Sections
The form is organized into the following sections:
| Section Title | Description |
|---|---|
| Basic Details | Captures identity, contact, and address information for the Experiential Supervisor |
| Professional Summary | Includes professional credentials, specialty, and clinical background details. |
| Practice Sites | Lists the locations and facilities where the Experiential Supervisor practices. |
| CV | Allows upload of the curriculum vitae or resume document. |
| Licensure | Stores license details and related verification documents. |
| Certification | Captures professional certifications and additional credentials. |
| Supervision & Capacity | Defines student supervision availability, scheduling, and capacity information. |
| Additional Document | Allows upload of supporting or compliance-related documents. |
| General Notes | Provides space for additional comments, instructions, or remarks. |
| Custom Fields | Displays institution-specific fields configured by the school or program. |
| Fill once, use everywhere with Exxat | Saves responses for future auto-prefill across Exxat requests. |
Note:
You only see domain-specific fields for the discipline of the program that sent this form. For example, if a PT program sent the form, you see PT-specific fields only.
You only see domain-specific fields for the discipline of the program that sent this form. For example, if a PT program sent the form, you see PT-specific fields only.
Required VS. Optional Fields
- Fields marked with an asterisk (*) are required by the program.
- You cannot submit the form until all the fields marked as mandatory are filled.
- If you try to submit with missing required fields, the system highlights them so you can find them quickly.
Expand and Collapse Fields
Use the toggle at the top right of the form to Expand and Collapse fields,
| View mode | Shows |
|---|---|
| Expand All | Opens all sections in the form at once so users can view and complete every section without manually expanding each one individually |
| Collapse All | Closes all expanded sections in the form to provide a cleaner and more compact view, making it easier to navigate between sections |
Upload Files
Some sections ask you to upload files such as your CV, licenses, or certifications.
- Click the upload area "Browse to upload"
- Select the file from your device.
- Wait for the upload to complete before proceeding.
Tip:
Accepted file formats and size limits are shown next to each upload field.
Accepted file formats and size limits are shown next to each upload field.
Save your Progress
You do not need to complete the form in one sitting.
- The form saves your progress automatically as you type.
- You can also click Save as Draft at any time to save manually.
- When you return to the form using the same link, your draft is restored exactly where you left off.
Form status
| State | What you can do |
|---|---|
| Draft (not yet submitted) | Edit any field, upload files, save at any time, submit when ready |
| Submitted | View your response only — no further edits are possible |
Submit The Form
- Complete all required fields (marked with *).
- Review your responses to confirm accuracy.
- Click Submit.
- A confirmation dialog appears: "Are you sure you want to submit the form? You will not be able to make changes once submitted."
- Click submit.
- A thank-you message confirms your submission was received.
Tip:
Once you submit, you cannot edit your response. If you need to make a correction, contact your program and ask them to resend the request after they have processed your current submission.
Once you submit, you cannot edit your response. If you need to make a correction, contact your program and ask them to resend the request after they have processed your current submission.
- Your response is sent to the program's review queue.
- The program reviews your information and updates their records.
- The form link becomes view-only — you can reopen it to review what you submitted, but you cannot make changes.
Data Security
- The form link is unique to you, encrypted, and cannot be accessed by anyone else.
- Your response is stored securely in Exxat Prism.
- Custom questions (school-specific) are never shared across programs.
Troubleshooting
| Issue | What to do |
|---|---|
| I cannot find the email | Check your spam/junk folder. Search for "Experiential Supervisor Information Request." Contact your program if not found. |
| The link does not open | Try opening in a different browser (Chrome, Firefox, or Edge). Make sure you are not behind a restrictive firewall. |
| The form shows a "link expired" message | Your previous submission was already processed. Contact your program to request a new link. |
| I cannot submit — the Submit button is greyed out | One or more required fields (*) are incomplete. Fill all mandatory fields before submitting. |
| I made a mistake after submitting | Contact your program and ask them to resend the request. They can initiate a new form once your current submission is processed. |
| My uploaded file did not attach | Check that the file is in an accepted format and within the size limit shown. Try uploading again. |
| The pre-filled data is incorrect | Edit the incorrect fields directly. You are responsible for the accuracy of your final submission. |
| My progress was lost | Autosave is always active. Reopen the same link — your draft should be restored. |
Frequently Asked Questions
1. Do I need to create an Exxat account?
No. The form link is your access. You do not need a username or password.
2. How long do I have to complete the form?
The link remains active until the program processes your submission.
There is no hard deadline unless your program has communicated
one.
3. Can I complete the form on my phone?
Yes. The form is accessible from any modern browser on any device,
including smartphones and tablets.
4. Why are some fields already filled in?
The program may have existing data about you, or — if you consented —
your
last submitted response has been used to pre-fill the form.
Review all fields for accuracy before submitting.
5. Can I save and come back later?
Yes. The form auto-saves continuously. Reopen the same link to
resume.
6. What happens after I submit?
Your program reviews the information and updates their records.
You receive a thank-you confirmation on screen. The link becomes
view-only
after submission.
7. Can I edit my response after submitting?
No. Once submitted, responses are locked. Contact your program
if
corrections are needed — they can resend the form after processing your
current
response.
8. I receive forms from multiple programs. Are my answers shared?
No. Each program sees only the response submitted to their request.
If you consent to data reuse, only standard and domain-specific fields
—
not custom questions — may be used to pre-fill future forms.
9. What do the domain-specific questions mean?
These are fields specific to the healthcare program that sent you the
form.
For example, a Physical Therapy program includes PT-specific credential
questions.
You only see fields relevant to that discipline.
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