Viewing and Tracking Availability

The View and Track Availability Board allows you to create, manage, and monitor availability details, including application statuses, slot usage, and school requests.

Viewing Availability Details

The following information is displayed on the board:

- Availability Name: The title or name of the availability program.
- Experience Type: Indicates whether the availability is for a group or individual.
- Total Slots: Total number of positions available for students.
- Pending School Requests: Number of school requests pending approval or processing.
- Requested Slots: Number of slots requested by schools or students.
- Status: The availability’s current state:
- Published: Available for schools or students.
- Unpublished: Not yet published.
- Closed: Slots have been assigned, and availability is no longer active.
- Actions: Options to edit, clone, or delete availability.

Filtering Availability

On the View and Track Availability board, Use the following filters to refine the view:

- Discipline: Filter by field of study or career goals.
- Location Groups: Focus on availability within specific regions or groupings of locations. •
- Locations: Specify exact locations or sites.
- Status: View availability based on its state (Published, Unpublished, or Closed).
- Start Date/End Date: Filter by availability schedule.
- Clear Filter: Remove all applied filters.

Reviewing and Editing Availability

On the View and Track Availability window, you can add new availability, close the availability in bulk, and filter the availability using discipline, location groups, locations, status, start date, and end date.

Deleting Availability in Bulk

Close or delete multiple availabilities in bulk by selecting them and clicking Close Availability.

Editing Availability

Click under the Actions column to edit availability details or school requests. You can perform the following for the selected availability:

Editing Availability Details
Editing School Requests

Cloning Availability

The Clone option allows for a quick and effortless way to duplicate an availability, saving you time when creating similar availabilities. To clone an availability, perform the following:

On the View and Track Availability screen, click the Clone icon under the Actions column for any availability you want to duplicate.
A modal will open with pre-populated details from the original availability, including basic information, location, and description. These details can be updated as per need.
Click on Next and get directed to the Publish Preferences tab. Simply fill in the required publish details and click Save to complete the cloning process.

Deleting Availability

To delete an availability, perform the following:

Click for the availability you want to delete.
On the Are you sure you want to delete? window, details about the selected availability are displayed.
On the delete message window, click one of the following:
- Cascade Delete to delete the selected availability.
- Cancel if you do not want to delete the selected availability.

Editing Availability Details

In the Availability Details tab, you can perform the following:

Beside the <<availability name>> click the status drop-down to update the status. Select the required status from the drop-down (Published, Unpublished and Closed). For Publishing and Unpublishing actions, the Publish Preferences window will open, where you can select your choice and click Save.
Click for the required section and update the details. You can update the Basic Information, Location, Description, and Publish Options sections.

The "Onboarding Requirements" section provides details about the necessary requirements.
- Site-Level Requirements: These are the general requirements for all sites.
- Additional Requirements: These are specific requirements that vary depending on the selected locations.
For more information regarding the fields, go to Creating Availability.

Editing School Requests

In the School Requests tab, you can view slot requests from programs. This tab highlights the number of pending school requests, and the total number of slots requested for these pending requests. For each slot request, school details, requested slots, number of student profiles shared, approved info, and request status are displayed.

Filtering School Requests

Click within the search text box and specify the school details to find specific slot details.
Click the Status drop-down to filter the slot request based on the status of the slot request.
Click Review & Approve.Note: The Review & Approve option is not displayed for the school requests that are in Declined status.
On the <<school name>> window, the following details and options are available:
- The top section provides a brief overview of the experience type, offered disciplines and specialisations, the availability period, the locations where slots are available, the units at each location and the unit description.
- Middle Pane: Requested Slot Details
  This section contains the information that was included in the request form by the school while making the request for the availability:
  - Slots requested: Displays the number of available slots the school has requested for their students. This represents the number of positions requested for the schedule.
  - Requested Date: Displays the date on which the request for the slots was submitted by the school.
  - Graduation Date: Displays the estimated graduation date of the students for whom the availability slots are requested.
  - Discipline and Specializations: Displays the list of academic disciplines and specializations under the discipline relevant to the requested availability slots.
  Following information would also be displayed if the below attributes were included in the request form fields by you while creating the availability, and later the school provided the respective information in the request form:
  - Locations and Units: Displays the location and unit preferences for the schedule at the site.
  - Shift and shift timings: Displays preferred shifts, including timing preferences for specific days of the week.
- Other details:
  - Rotation Number: Displays the number of rotations completed by the student, indicating students’ experience level.
  - Semester: Displays the students’ current semester.
  - Number of Hours: Required for community benefit tracking.
  - Preceptors: Displays the preferred preceptor name.
- Right Pane: Requested slot
  The right pane provides information and management options for the requested slots:
  - Slots requested: Displays the number of available slots the school has requested for their students. This represents the number of positions requested for the schedule.
  - Requested Date: Displays the date on which the request for the slots was submitted by the school.
  - Graduation Date: Displays the estimated graduation date of the students for whom the availability slots are being requested.
  - Total approved slots: Displays the total number of available slots approved for the school. This is the total count of vacant positions that have been officially confirmed.
  - Approved Slots with students: Displays the number of approved available slots that have student assignments.
  - Approved Slots without students: Displays the number of approved available slots that do not have student assignments.
    1. Discipline(s): Displays the list of academic disciplines or fields of study relevant to the requested availability slots.
    2. Specialization(s): Displays the list of the specializations under the discipline relevant to the requested availability slots.
  - For the slots that are in Request Pending status, you can specify the number of slots in the Approved slots without students textbox and click one of the following:
    1. Save as draft: Save changes you have made to the request without confirming or denying the request. This changes the slot request status to Review in Progress.
    2. Decline: Decline the program’s request. This will change the slot request status to Declined.
    3. Approve: Confirm slots and/or student schedules as per your choice to the program. This changes the slot request status to Approved.
      Note: Once a slot request is in Approved or Declined status, you cannot update the request.
  - Manage Slots: This calendar view provides insights about availability slot usage and allocation. Click on the top right corner to enable or disable the calendar from the view. Each date displays the following:
    1. Slots Utilised: The number of slots currently assigned to students.
    2. Slots Over Utilised: Instances where assigned slots exceed available capacity.
    3. Requested Date: The date when the slots were originally requested.
  - Messages: You can chat with the program about their slot request. Type your message and click Send Message. The chat history will be displayed for reference.
  - Bottom Pane: Student Details
    The bottom pane provides comprehensive information and management options for students, whose details were shared with the slot request. It includes:
    1. First Name: The student's first name.
    2. Last Name: The student's last name.
    3. Email: The student's email address.
    4. Profile Link: A link to the student's profile for quick access to their detailed information.
    5. Location: Select the slot location from the drop-down menu to assign the student to a specific location.
    6. Actions: Two options are available for managing the student's schedule:
      - Schedule: Assign the student to a slot and schedule them for the clinical rotation.
      - Unschedule: Remove the student from the current schedule or slot.

You can also bulk schedule the students if more student profiles are shared. Simply select the checkboxes for the required students’ record whom you want to schedule and click on Schedule at the top right corner of the Student Details section.

View video tutorial: