Scheduling

On the Schedules and Onboarding screen, you can view and manage approved slots. Each approved slot is displayed as a separate availability, making it easy to track and manage multiple assignments:

• Availability Name: Displays the name of the availability for which the slot was approved. Click the name to view, edit, or track the availability.
• Student details: Displays the name of the student scheduled to an approved slot. If a student is not assigned, then go to Schedule Students option to schedule a student for the slot.
• School name: Displays the name of the school associated with the slot.
• Preceptor: Displays the name of the preceptor or clinical instructor who will supervise the student during the availability.
• Location: Displays the location where the availability will take place.
• Schedule Duration: Displays the start and end dates of the approved slot.
• Actions: Displays  to edit details, reassign students, manage other aspects of the assignment, and  to message the school.

Note: If your site has published a group availability and approved slots in it, then you will see a Group Tab alongside an Individual Tab in the Schedules and Onboarding screen.

Group Schedules:

•Clicking the Group tab allows you to view schedules for group availabilities.
•In the Group schedule grid, you can expand the availability name dropdown to display the list of approved slots for the schedule.

 On the Schedules and Onboarding window, you can perform the following:

1. Filtering Schedules
2. Viewing or Editing Availability Name
3. Scheduling Students
4. Exporting Schedules
5. Cancelling Schedule
6. Editing Location

Filtering Availability 

On the Schedules and Onboarding window, you can view the schedules using the following filters:

• Search: Click within the search text box and specify the availability name.
• Discipline: Enables you to narrow down availability opportunities based on the discipline.
• Status: Enables you to filter the schedules by the status of the onboarding (Compliant and Non-compliant)
• Start date: Select the required date from the calendar to filter the availability that begins on the selected date.
• End date: Select the required date from the calendar to filter the availability that ends on the selected date
• Clear filter: Resets all the applied filters, displaying all the available data without filters.

Viewing or Editing Availability Name

Click on the required availability name to view and edit the details. You will be redirected to the School Requests window where you can update or review the information. For more information, go to <<View and Track Availability>> section.

Scheduling Students

You can assign students to the required slots by performing the following steps:

1. Click Schedule Student or click .
2. In the <<Slot Name>> screen, specify the following details:
   • In the Availability Details:
     • Location: Select the required location from the drop-down menu.
     • Unit: Displays the number of units available for the selected slot.
     • Discipline(s) & Specialization(s): Select the necessary discipline and expand the menu to select the specializations.
     • Shift: Select the appropriate shift from the drop-down menu.
     • Days of the Week: Specify the days the rotation will take place.
       
   • In the Student Details:
     • First Name: Enter the student’s first name.
     • Last Name: Enter the student’s last name.
     • Email: Provide the student's email address.
     • Preceptor: Select the preceptor who will mentor the student.
     • Placement Start Date: Enter the start date for the schedule.
     • Placement End Date: Enter the end date for the schedule.
       
   • In the Message Received During Track Requests section: View all messages received from the location related to the schedule.
   • In the Message section:
     1. Select the checkbox corresponding to School if you want to send a message to the school.
     2. In the Add your message here text box, type your message.
        OR
     3. Click  under the Actions column to message the school.
     4. Click Send Message to reply to the school on this schedule.
        

Communicating with schools regarding schedules at the group-level:

• Navigate to the group schedules by clicking the Group tab on the Schedules and Onboarding screen.
• Click the message icon corresponding to the desired group schedule to open the Messages drawer.
  
• Select the checkbox corresponding to School and type your message in the Add your message here textbox section.
• Click on Send to send the message.
  

Exporting Schedules

You can download the schedule details in excel format directly from the Schedules and Onboarding screen. Simply click the Export button at the top right corner of the screen to export your data with all the relevant details included. A confirmation message will appear to let you know that the file is being prepared and will be available shortly.

Cancelling Schedule

To cancel a schedule, perform the following:

• Inside the edit schedule drawer, click on Cancel schedule at the top right corner.
  
• A dialogue box will appear asking Are you sure you want to cancel schedule?
• You need to provide a reason for cancellation and click on Confirm to cancel the schedule.
  

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