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.
Availability ID: Displays a unique ID associated with each availability for better tracking.
Discipline/Specialization: Displays the discipline and specialization associated with the availability.
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Unpublished: Not yet published.
Closed: Slots have been assigned, and availability is no longer active.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- Status: View availability based on its state (Published, Unpublished, or Closed).
- Experience Type: Specify the experience type of the availability; whether individual or a group availability.
- Add Filter: Through the “Add Filter” option, you can bring out the “Start and End Date” filter for your use and click the minus sign beside the filter to hide it again.
- Start Date/End Date: Filter by availability schedule.
- Reset: Remove all applied filters.

Within the filter drop-down:

The filter clearly displays the selected items and their total number.
A Clear Selection button is available to deselect all items quickly.
A Select All button allows you to select all items within a filter instantly.

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, request ID, school details, requested slots, number of student profiles shared, approved info, and request status are displayed. The request ID corresponding to each slot request will help in better tracking of the school requests.

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.
    
    You can see who created a slot request and when it was made, helping you streamline communication and decision-making.
    - Under the Requested Details section, view Requested By and Requested On (date and time) information.
    - Use this to directly connect with the request initiator for clarifications.
    Moreover, in case of approved requests, you can easily track who approved a slot request and when within your site personnel:
    - View the Approved By and Approved On (date and time) information within the approval section for better transparency and internal coordination.
    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:

Calendar View:

You can view a structured calendar corresponding to the requests on a particular availability, directly from the review screen of a school request within the View and Track Availability page.

Simply click on View in Calendar at the top right corner of the screen.

Select a location from the locations’ dropdown containing the locations associated with the availability. Click on Apply.

View the calendar showing the requests and schedules across applicable durations at the selected location. You can also filter by Unit/Department and Discipline and narrow down to view the relevant requests only.

The requests in “Pending Review” and “Review in Progress” status are displayed in the respective days of the calendar across the requested durations.

Click on the request on the calendar to open the “Request Details” drawer where you can review the school request and approve/decline it.

The approved requests are displayed as schedules in the calendar across the schedule duration.

Click on a schedule displayed on the calendar to open a panel where you can view the schedule details (Site name, location name, schedule duration, etc.) and the scheduled student.

If no student has been scheduled on the slots, you can even proceed to schedule student directly from the opened panel by clicking on the “Schedule Student” button and navigating to the schedule drawer where you can schedule the student.

Click on the onboarding status of the scheduled student to view the onboarding requirements’ fulfillment by the students.

Multiple Viewing Modes: You can easily switch between month, week, and day view to get a detailed or high-level overview of schedules and requests.

Moving Slot Requests

You can seamlessly move unreviewed slot requests in “Request Pending” status from one availability to another. This flexibility ensures that sites can manage requests efficiently by aligning them with updated availability at their locations.

You can move the slot request to another availability in the following way:

On the review screen of a school request in “Request Pending” status, click on the “Move Now” button at the top right corner of the Requested Details section.

A modal will appear displaying a list of relevant availability as per pre-selected discipline filter with the disciplines from the previous availability. You can update the applied discipline filter as well.

Moreover, you can also search by availability name and filter by location name to move the slot request to specific desired location.

In the Select Availability section, choose the appropriate availability where you want to move the slot request, by selecting the radio button corresponding to the availability and click on Next.

Inserting image...

Within the Pending Details section, you can view the selected availability details and if the new availability requires additional mandatory information to be filled in as part of the slot request, the system will prompt you to fill in the requested details for the new availability before proceeding.

If no additional details are required to fill, then you will be directly taken to the “Review and Submit” section.

Review the slot request details and the new availability selection.

Click Save to finalize the move.

Assigning direct slots

This feature enables you to assign slots directly to schools, bypassing the need for a request. It simplifies slot management, enhances collaboration, and allows better flexibility in handling school agreements and slot approvals.

You can now assign direct slots under the following flexible scenarios:

Allocating Slots for Schools with Existing Agreements: Assign slots directly to schools with which you have pre-established agreements.
Approving Additional Slots: Grant additional slots directly to a school without requiring a formal request.
Transferring a Student to a New Availability: Move a student to a different availability by assigning a direct slot under the required availability and filling in their details via the Schedules and Onboarding screen.

Assigning Slots Directly to Schools:

Navigate to View and Track Availability from the left action panel.
In the availability grid, click on the desired availability name to open its details.
Under the School Requests tab, click the Assign Slots button at the top-right corner of the requests grid to open the direct slots drawer.
In the Direct Slots Drawer:
- Review availability details and the calendar view under the Manage Slots section to check already approved slots.
- Under School Details, select the school from the dropdown to which you want to assign direct slots.
- Specify the number of slots in the No. of Slots field.
- Enter the Graduation Date, Start Date, and End Date for the slot schedule.
- Select the appropriate discipline and specialization from the dropdown menu.
Click Save at the top-right corner of the drawer to assign the slots.
Once saved, these approved slots will appear on the Schedules and Onboarding screen, where they can be tracked and managed.