Learning Activities Management brings together the activities used to track student participation, performance, and clinical experiences. Whether you are reviewing a course offering or a specific rotation, the workspace provides a consistent experience for monitoring progress, identifying issues, and accessing reports.

The information and navigation options available in the workspace automatically adjust based on:

• Where you access Learning Activities Management from.

• Which learning activities have been activated.

• Which features are enabled for your institution.

Access Learning Activities Management

You can access Learning Activities Management from either a Course Offering or a Rotation.

Access from a Course Offering

Navigate to the Learning Activities section within the course offering you want to manage.

Steps

1. Login to Exxat Prism using your university credentials. 
2. From the Exxat Prism Dashboard or the hamburger menu, go to Courses.
   
3. In the Course Offerings grid, click on the course name to see the course details. 
   
4. In the left menu , navigate to the Learning activities and click the Setup or Review options. 
   

You will be navigated to the new Learning Activity Management workspace [Introduced from Release 45]. When accessed from a Course Offering, the workspace focuses on learning activities associated with that specific offering and its related placements.

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Access from a Rotation

Navigate to the rotation you want to review and open Learning Activities Management.

Steps

1. Login to Exxat Prism using your university credentials. 
2. From the Exxat Prism Dashboard or the hamburger menu, go to Learning Activities.
   
3. In the left menu select the Learning Activity Group. 
4. In the Rotations grid , click on any of the Learning Activities for the rotation. 
   

You will be navigated to the new Learning Activity Management workspace [Introduced from Release 45]. When accessed from a Rotation, the workspace consolidates information across all course offerings mapped to that rotation.

Switch to Old Learning Activity Management workspace Design

You can switch to the old Learning Activity Management workspace design at any time.

1. In the upper-right corner of the Learning Activity Management workspace, locate the Old Design / New Design toggle.
2. Toggle the switch to Old Design to switch to the previous workspace design.

Navigate the Learning Activities Workspace

The learning activities workspace is organized into functional tabs that remain available as you move between summary, review, and reporting experiences.

This consistent navigation helps you switch between activities without returning to previous pages.

Learning Activities Available from a Course Offering

Depending on your configuration, the following functional tabs may be available:

• Setup
• Forms & Evaluations
• Patient Log
• Timesheet
• Time Off
• Gradebook
• Reports

Learning Activities Available from a Rotation

Depending on your configuration, the following tabs may be available:

• Forms & Evaluations
• Patient Log
• Timesheet
• Time Off
• Student Performance Review
• Reports

• If a learning activity is enabled but has not been activated, the workspace displays a message explaining that activation is required before the activity can be used.
• If placements have not been created or associated with the selected context, the workspace displays a message indicating that no data is currently available.

• If a learning activity has been activated but no records have been created, the workspace displays an informational message indicating that no data is available for review.

   

Context-Aware Navigation

Learning Activities Management automatically opens the area most relevant to the action you performed before entering the workspace.

For example:

• Opening Forms & Evaluations from a course offering opens the Forms & Evaluations workspace.
• Opening Gradebook opens the Gradebook workspace.
• Opening Setup opens the Setup workspace.

This reduces unnecessary navigation and allows you to continue working from the point where you entered the experience.

Default Landing Pages

Each learning activity opens in a view designed to provide immediate visibility into activity status and progress.
 

Forms & Evaluations

Forms & Evaluations opens to the Overview experience, where you can monitor form activity and completion status. By default, placement-based forms are displayed first.

Patient Log

Patient Log opens to the Ongoing Rotations Summary view, providing a high-level overview of the current logged encounters and activity.

Timesheet

Timesheet opens to the Ongoing Rotations Summary view, allowing you to review submitted hours and approval progress.

Time Off

Time Off opens to the Ongoing Rotations Summary view, where you can monitor request activity and status.

 

Gradebook

When a Gradebook has been configured, it opens to the Scores view. you can edit and publish Gradebook from here.

If no learning activity weightages have been configured, Gradebook displays a message indicating that configuration is required before scores can be calculated.

Gradebook provides access to calculated scores and performance information derived from configured learning activities.

To use Gradebook effectively:

• Configure learning activity weightages.
• Activate relevant learning activities.
• Ensure scoring activities are configured appropriately.

If weightages have not been configured, Gradebook displays guidance to help you complete the required setup.

Reports

Reports opens to a list of available reports for the selected context. Selecting a report opens it in a new browser tab.

Student Performance Review

When working from a Rotation, Student Performance Review provides a dedicated area for reviewing performance information associated with placements and student activity.

Workflow Overview

A typical Learning Activities Management workflow follows these steps:

1. Activate the learning activities needed for the course.
2. Collect and manage learning activity data.
3. Monitor progress from the appropriate review workspace.
4. Analyze performance and completion trends.
5. Run reports to support operational and academic decisions.

This workflow allows administrators to move from setup to oversight without switching between multiple areas of the platform.

Setup Learning Activities

Before a learning activity can be monitored or reviewed, it must be activated for the course.

Steps

1. Login to Exxat Prism using your university credentials. 
2. From the Exxat Prism Dashboard or the hamburger menu, go to Courses.
   
3. In the Course Offerings grid, click on the course name to see the course details. 
   
4. In the left menu , navigate to the Learning activities and click  Setup
   
5. In the learning activity setup screen, select the learning activity you want to configure and click the corresponding edit icon.
   
6. Configure the required settings for the Learning Activity (In this example Patient Log).
7. Activate the learning activity using the Activate toggle. 
8. Save your changes.
   

The learning Activity is activated. 

 Repeat these steps for each learning activity you want to use.

Available learning activities include:

• Forms & Evaluations
• Patient Log
• Timesheet
• Time Off

Review Learning Activities

Once learning activities are active and students begin submitting information, the Learning Activities Management workspace becomes your primary review hub. From here, you can monitor learning activity progress, identify records that require attention, and review activity across placements without switching between multiple workspaces.

Each learning activity presents information differently based on the type of data it collects, while maintaining a consistent review experience. This allows you to move seamlessly between activities and quickly understand student participation, documentation, and progress.

Review Records Using Quick Actions

The Quick Actions helps you identify records that require action across the  Learning Activities:

Records in Quick Actions are grouped by learning activity and status, allowing you to open a record directly from the drawer.

After you open a record from Quick Actions, use Previous Record (←) and Next Record (→) to move between other applicable records without returning to the record list.

Records are presented in the same sequence as the originating Quick Actions list. Your current filters and navigation context are retained as you move between records.

Previous Record is unavailable when you are viewing the first record in the sequence. Next Record is unavailable when you reach the last record.

Navigation remains within the context from which you opened the record. This includes the selected:

• Learning Activities module
• Course Offering or Rotation
• Placement-Based or Non-Placement-Based tab, where applicable
• Status group
• Applied filters

When an action changes a record’s status, the counts displayed in Quick Actions are updated to reflect the current actionable records.

If you complete the final actionable record, you remain on the current screen. The Previous and Next controls are refreshed based on the remaining records in the current sequence.

Filter Learning Activity Records

Filters help you narrow the records displayed in Forms & Evaluations, Patient Log, Timesheet, and Time Off so you can focus on the students, placements, or records you need to review.

Each filter supports selecting multiple values using checkboxes.

When you select multiple values within the same filter, records matching any of those values are included. When you apply selections across different filters, the displayed records must meet the selections from all applied filters.

For example, if you select more than one Student Cohort, records belonging to any of the selected cohorts can be displayed. If you then also select a Placement Status, the displayed records must match both the selected cohorts and the selected Placement Status.

Available filter values are based on the records available in your current Learning Activities context. Options that do not apply to the current record set are not displayed for dynamically populated filters.

Review Forms and Evaluations

Forms and Evaluations provides visibility into evaluation activity across placements, making it easy to monitor completion progress and identify forms that require attention.

By default, the workspace displays Placement-Based forms, allowing you to review evaluations associated with individual placements.

 If your course includes forms that are not linked to placements, switch to the Non-Placement-Based view to review those records.

 When you access Forms & Evaluations from a Course Offering, the Placement-Based and Non-Placement-Based tabs maintain separate record lists, counts, and navigation sequences. Previous/Next navigation remains within the tab you are currently reviewing.

When you access Forms & Evaluations from a Rotation, only Placement-Based records are available, and navigation remains within records associated with the selected rotation.

The Overview screen provides a high-level view of form and evaluation activity for the selected Course Offering or Rotation. It helps administrators and faculty monitor completion progress, identify records that require attention, and open individual student or placement records for further review.

By default, Forms & Evaluations opens to the Overview screen.

Review Record Status

The Overview screen groups records according to their current status, helping you identify the type of action required.

• Pending Review: Displays completed records that are waiting for Administrator or Course Faculty review.

• In Progress: Displays records that have been started but have not yet been submitted.

• Get Started: Displays records that have not yet been started.

Each placement includes contextual information that helps you quickly identify the student and placement, location.

Click expand icon to Expand a placement details in new tab. 

The expanded tab displays the forms associated with that placement, allowing you to review activity without leaving the current workspace. Click Review to review the form. 

When multiple rotations are available, the workspace automatically groups placements to help you focus on the most relevant rotation. 

You can review ongoing, upcoming, completed, or all rotations depending on your course configuration.

Use the Forms & Evaluations workspace to:

• Monitor evaluation completion across placements.
• Identify forms that require review.
• Review activity for individual placements.
• Access detailed form information when additional review is required.

Monitor Patient Log Activity

Patient Log helps you understand how students are documenting their clinical experiences throughout their placements.

Rather than reviewing individual logs one at a time, the summary provides an overview of logging activity so you can quickly identify trends, incomplete documentation, and recent clinical encounters.

Depending on your institution's configuration, you can review:

• Log counts by status.
• Logged clinical hours.
• Most recent encounters.
• Recent activity updates.

This information helps you determine whether documentation is progressing as expected and identify placements that may require follow-up.

Click the log counts to review the  documented logs.

Track Timesheet Activity

The Timesheet workspace provides a consolidated view of submitted clinical hours, helping you monitor participation and approval progress across placements.

Review the summary to understand:

• Submitted and approved hours.
• Pending approvals.
• Recent activity updates.
• Comparisons between logged clinical hours and submitted timesheets when hour comparison is enabled.

This allows you to identify missing submissions, monitor approval progress, and ensure clinical hours are being recorded consistently.

Click the entered timesheet hours to review the timesheet.

Review Faculty Timesheet Entries

You can review the faculty timesheet entry for the rotation in the same review workspace. 

1. Click on the Faculty tab 
2. Review Faculty Timesheet entries for the selected rotation.

Monitor Time-Off Requests

The Time Off workspace provides a centralized view of student time-off requests, helping you understand request activity without reviewing individual records.

Use the summary to:

• Monitor request activity.
• Review approval status.
• Identify requests that require attention.
• Understand time-off trends across placements.

Reviewing request activity alongside other learning activities provides a more complete picture of student participation throughout the course.

Analyze Learning Activity Progress

After reviewing activity summaries, you can continue your analysis by exploring additional information available throughout the workspace.

Depending on the selected learning activity, you can:

• View detailed statistics.
• Export information for further analysis.
• Generate reports to evaluate activity trends.  
  
• Open detailed records for additional review.
  When a form requires closer review, you can open a dedicated form workspace to review submissions, manage records, and perform additional actions for that specific form.

These capabilities allow you to move from a high-level overview to detailed investigation without disrupting your workflow.

Troubleshooting

Frequently Asked Questions