After reading this article you will be able to...
- Get to the Availabilities page
- Use the Availability Management Dashboard
- Availability List
- Edit previously created Availabilities
- Use Clone to create an Availability
- Create an Availability
- Review and Approve Requests
- Moving Slot Requests
- Use the Calendar View
- Close, Publish, and Unpublished Availabilities
- Message Schools
- Delete Availabilities
- Assign Direct Slots to Schools
- Track Requests for a Particular Availability
- Search, Filter and Sort on the List View
- Configure Columns
- Pagination
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Explore Availabilities on the Map
Getting to the Availabilities Page
Navigate to the View and Track Availabilities by clicking the icon on the left-hand side of the screen.
This screen contains four tabs at the top:
- Overview: Availability Management Dashboard (default)
- Availability List: Grid view of all availabilities (same as the previous View & Track screen)
- Explore on Map: Link to the Map view guide
- Reports:Access to availability reports
Overview — Availability Management Dashboard
This dashboard gives you quick, actionable insights into your availabilities across all site locations. It helps you manage and prioritize published and draft availabilities.
Please note: Every data point in the dashboard is clickable. Click a number, chart segment, or row to navigate directly to the Availability List or the appropriate screen with the relevant filters pre-applied.
Summary Numbers
Displays clickable summary counts for quick navigation and action.
- Active Availabilities: number of published availabilities and the count of unique locations where those availabilities are published.
- Awaiting Publish: number of unpublished availabilities, including those scheduled to be published in the future.
- Availabilities starting in next 30 days: availabilities whose start date falls within the upcoming 30 days.
- Availabilities with pending requests: availabilities that have one or more pending school requests awaiting review.
Category Breakdown
Displays distribution of your availabilities by important categories.
- Experience Type: number and percentage split of individual vs. group availabilities.
- Publish Type: number and percentage for availabilities published to Public, Program Partners, and Consortium (where applicable).
- Slot Number Specification: number and percentage of availabilities that have slot numbers specified versus those that do not.
Availabilities with High Demand
A ranked list (top 5) of published availabilities with the highest demand so you can prioritize follow-up or publish additional capacity.
Each row in the table shows:
- Availability name
- Location name
- Experience type
- Requests received
- Pending requests
- Requested slots
- Approved slots
Discipline filter: at the top of the dashboard to narrow the dashboard information. Applying the discipline will update all dashboard sections.
Recent Activities
A feed of recently created/updated availabilities so you always see the latest changes.
- Availability created: new availability was published or saved.
- Availability updated:changes to existing availabilities.
Availability List (Grid View)
Go to Availability List by clicking the Availability icon from the left navigation panel and selecting the Availability List tab.
Edit previously created Availabilities
Locate the Availability you wish to edit from the list displayed on the View and Track Availability screen.
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You can edit any details in two ways; click on the pencil icon
in the action columns or click on the name of the Availability.
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You will be taken the availability screen, Click on Availability Details.
- For any section you wish to edit the information click on the
- You will automatically be taken to the Edit Availability Drawer, click the Previous Tab or the name of any tab to navigate to information you need to edit. Please see Creating Availabilities (Setting up opportunities for Student placements) for more information about each field.
- Use the Save and Next or Previous buttons to move through the tabs to review and edit availability information.
- You will see the Successfully Updated message in the upper right corner as you move through the tabs.
- When you get to the Publish Preferences tab follow the same workflow as creating an Availability to Publish Now, Schedule or Do Not Publish. See Creating Availabilites for more details regarding publishing availabilities. After you click Save and Confirm your publish preferences you will be taken back to the edit/information screen for that availability.
Use Clone to create an Availability
Cloning allows you to make copies of any availability and make edits to the information. This allows you to make multiple availabilities quickly with minor changes, for example a series of available at on different dates but at the same location, unit, discipline, and student year etc.
- Locate the availability you wish to clone from the list on the Review and Track Availability Screen and click on the
icon in the action column
- You will then see
Best Practice: Update the Availability Name first to avoid confusion.
- On the Publish tab enter your choices for whom and when to publish this new availability to. See Creating Availabilities (Setting up opportunities for Student placements) for more information about publishing availabilities.
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Click Confirm and Publish button after reviewing the details.
Please note: The Availability is now Live screen will appear even if you elected to schedule a future publish date or not to publish. Click the Done button and you will be automatically redirected to the View and Track Availability screen.
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Adding an Availability
To add a new availability, click the Add Availability button in the upper right corner, you will be taken to the Create Availability screen. Please see Creating Availability for more information.
Review and Approve Requests
- Locate the Availability you wish to review from the list displayed on the View and Track Availability Screen. You can edit any details in two ways c lick on the pencil icon
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Click on the School Requests button. You can use the Search button and the Status button to search and filter the requests.
3. Click the Review button in the action column for a school you wish to reply to their request.
Please note: The Review button does not appear if a request has been declined.
4. For the school request the following information is displayed.
Please note: You may need to scroll down to see all fields.
- About Availability
- Request Details by School
- Review Requests
- Messages
5. Click the down caret to expand the Request Details by School displays who and when the request made along with the number of slots requested, the dates requested and the graduation date for the students.
6. Review Requests allows you to Approve, Edit, Decline, or Save as Draft as a response to a school request.
Please Note: The Approve, Decline or Save as Draft buttons remains at the bottom of the page as you scroll up or down.
- Click the Approve button to agree to the school request without changes. The request will now be visible on the School Request and Scheduling and Onboarding pages.
- Click in a Start Date, End Date, Number of Slots and Discipline in the Basic Details area to modify the schools request by adding your data. You can then click Approve or Save as Draft.
- Click on Decline to reject a school’s request for slots. You can use the Messages area on the right to send a note to the school.
Best Practice: If you are unsure if a request can be accommodated use Save as Draft status to let the school know that the request has been seen and is still pending. If not, the school may think the request has not been seen.
Please note: Once a request is declined it cannot be edited or change to approve.
- Click into the Messages box in the top right and enter your text. Click the Send Message button when you are ready to send. You will return to the Review screen after sending. Your previously sent messages are displayed beneath the message text box.
Moving Slot Requests
Slot requests with Request Pending and Review in Progress status may be changed from one availability to another. This might be necessary because of a school request or because of changes of preceptor availability at locations.
- 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.
- The screen displaying a list of relevant availability as per pre-selected discipline filter with the disciplines from the previous availability. You can change the applied discipline filter if needed.
- You may also search by availability name and filter by location name to move the slot request to specific desired location. Within the location filter, you can select a location from the dropdown containing the facilities associated with the availability. If departments or units are configured within location, you can expand the caret next to the location name to select a specific department or unit.
- Choose the availability to move the request to by selecting the button to the left of the availability name and click Next. This may be a location, department, or unit.
- On the Pending Details section, review detail of the selected availability 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 complete them before proceeding. Click Next to move to Review and Submit.
- When moving slot request to new availability, if you need to fill in additional details (request fields).
Please note: the locations dropdown will display only those locations for selection that are associated with the selected discipline/specializations
- If no additional details are required to fill or after you have completed Pending details you will see the “Review and Submit” tab. Review the details and click Save to move the request. Click previous if you need to change details.
- Once you have successfully moved the slot request to a new availability and it has been approved, the onboarding requirements for the resulting schedule will be updated based on the discipline-specific and location-specific requirements—if any—associated with the discipline and location of the new availability.
Calendar View
The calendar displays requests and schedules across applicable duration's at the selected location. You can also filter by Unit/Department and Discipline and narrow down to view the relevant requests only. Calendar View.
- Click on the name of the availability you would like to see in calendar view, then click on the Calendar view button on the right-hand side.
2. Click on the location you would like to see the requests for and the apply button.
3. Click on any request in the calendar to view the details.
- For that request you will be taken to the details page to approve, decline or send a message.
- You can also select an approved request to schedule students, shown in green.
- For approved requests you can view student compliance and schedule additional students. Please see School Requests for more information.
Closing/Publish/Unpublish Availabilities
There are two ways to close availabilities. Closing prevents schools from requesting these availabilities. The dates of the availability may have passed or may be at capacity.
Closing Availabilities
- To close multiple availabilities simultaneously by clicking the check box to the right of each availability you wish to close and then click the Close Availabilities button on the left sign.
2. You can also Close an availability by editing an individual availability.
- Locate the Availability from the list displayed on the Availability screen. You can edit any detail in two ways; click on the pencil icon
- Click on the caret in the Status indicator and select Closed.
- The status will change to Closed and you can use the cookies to return to the View and Track Requests page.
Publish/Unpublishing Availabilities
Publishing an availability allows it to be seen by schools, either all schools using Exxat One or you selected program partners. For example, you may choose to publish an availability which was previously saved as Unpublished to store it as a draft.
- Locate the Availability from the list displayed on the Availability screen. You can change the status in two ways; click on the pencil icon
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Click on the caret in the Status indicator and select Publish or Unpublished.
- The Publish Preferences tab on the Edit Availability workflow continues from this point. See Creating Availability for more details regarding publishing availabilities.
- After you click Save and Confirm your publish preferences you will be taken back to the edit/information screen for that availability. Please note you must save and confirm even if you select Do Not Publish.
Message Schools
- Locate the Availability for which you wish to message a school from the list displayed on the Availability screen. To send a message to a school who has made a request there are two methods.
- Click on the
icon in the action column to send a message without reviewing the request details.
- Click on the Review button in the action column to view the availability details and then Messages box in the right.
- Click on the
- After typing your message click the Send Message button under the text field.
- . Once sent this message and all previous messages for this request are displayed in below the new message field.
Delete Availabilities
- Click on the trash can icon
from the action column.
- A screen asking to confirm deleting an availability and all associated data will appear. Click Cascade Delete to proceed; any associated schedules will be deleted. Click Cancel to not delete.
Assign Direct Slots to Schools
- Locate the Availability you wish to assign slots from in the list displayed on the Availability screen. Click on the on the name of the Availability. Please note the availability must be Published to Assign Slots.
2. Click on School request and then on the Assign Slots button.
3. Click on the Select a School button.
4. Select the school to assign slots to from the list.
Please note: If a school is listed as “Not on Exxat One” the school will NOT get a notification email from Exxat. You will need to contact the school separately.
5. Complete the information for the availability, they may be the same as the original available or updated.
- No of Slots: Number of Students assigned to this school for this availability (required).
- Graduation Date: For tracking new graduates for recruitment (optional).
- Start Date-End Date: Dates students will be at the location (required).
- Discipline & Specializations: What type of student is best suited for this availability (optional).
- Location and Units: Where are the students to attend the learning experience. (optional).
6. Click Save in the right-hand corner.
7. You are automatically returned to the review requests page for the availability. The new directly assigned slots are shown in the list of requests as Approved. Click the Review button to go back to the information.
Tracking Requests for a Particular Availability
- On the View and Track Availability Grid click on the name of the Availability to view details.
- The School Requests tab will open a grid with all school slot requests for this availability displaying:
- School Details: Name of the school that submitted the request
- .Request ID: A unique identifier assigned to each school request.
- Requested By: Displays 'School' if the request was sent by a school, or 'Site' if direct slots were assigned to the school by the site.
- Location Name: Displays the location(s) requested by the school. If location is not selected as a request field, it will show the default location(s) defined in the availability.
- Shifts: Displays the shift(s) requested by the school. If shift selection was not enabled during school request, it shows the availability’s default shift(s).
- Days of Week: Displays the specific days requested by the school. If not selected as request field, the default days defined in the availability are shown.
- Requested Slots: Number of slots the school has requested.
- Requested Duration: Requested Start and End Dates along with the Number of Weeks school has requested.
- Student Profile Shared: Number of student details shared by the school along with the request.
- Approved Info: Number of slots you (the site) have approved. If any slots were canceled in the Schedules screen, the number of canceled slots will be displayed here in brackets.
- Status: Indicates the status of the request
- Request Pending: Request has not been reviewed by you
- Review in Progress: Request has been viewed by you but no decision has been made and has been saved as draft
- Approved
- Declined
- Canceled
- Within the School Requests grid, you can:
- Search by
- School Name :Using the search bar at the top, select School Name from the dropdown, and enter the school’s name to narrow down results.
- Request ID: Select Request ID from the dropdown in the search bar and enter the full Request ID to find a specific request
- Search by
- Filters:
- Status: Use the Status filter option to view requests based on their status: Request Pending, Review in Progress, Approved, Declined, or Canceled.
- Requested By: whether Site or School.
Searching, Filtering and Sorting on List View
On the Availabilities List screen there are multiple fields which can be used to find specific information:
To Search select from these variables to search within
- Availability Name
- Created By: name of the personnel who created the availability.
- Availability ID: the full Availability ID
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To filter use the drop downs to select one or multiple values for:
- Discipline: Multiple select for all the availabilities you wish to see.
- Location Groups: multiple select.
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Locations: (multiple select) specific location, department, or unit name where the availability has been created.
- Click on the
to view departments and units under locations.
- All departments and units are automatically included when a location is selected but can be unselected.
- Click on the
- States: multiple select.
- Status: Published, Unpublished or Closed.
- Experience Type: Individual or Group.
- Start & End Date: Dates of the Availability.
- Starting In: availabilities starting in the next 30 days, 60 days, 90 days, or a custom date range.
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Pending Requests: availablities with and without pending requests.
Please note: or each of these variables you may choose one or multiple values.
To sort on the Availability Name column use the up or down arrow in the column header to sort alphabetically.
Configure Columns
This is a feature you can use to manage what data you are viewing on the Grid. This may include hiding the columns, freezing the columns, and ordering the columns.
- You can drag and drop any column in the table to change column order.
- You may also click the wrench icon
on the right had side to open the table settings drawer.
- Use the up or down arrows to move a column closer to the left. The higher an item appears on the list the closer to the left it appears.
- Use the eye icon
to hide or view the column.
- The down caret for each item allows you to freeze a column on the left or right side so that it is continuously visible when scrolling left or right. By default Availability Name is frozen on the left side and Status and Action columns are frozen on the right.
- Left: the column is always visible at the left of the screen
- Right: the column is always visible at the right of the screen
- Fixed: the column is held in current location but will remain in view at the left or right side depending on the direction scrolled.
- None: the column will be hidden from view when scrolling.
- Click Save in the upper right to confirm your choices for the columns. These changes customize the view for your log in only, others in your organization can customize their own view.
Pagination
The View and Track Requests page has a pagination feature to allow you to manage large amounts of data. On the bottom of the gird view are the options for view customization.
- Click on down caret of items in view and choose your selected view: 50 (default), 70, or 100.
- Use the < and > arrows to move one page to the left or right.
- Use << or >> to jump to the first or last pages.
- Click on any page number to jump directly to that page.
Explore on Map
The Map View tab opens the map experience for availabilities. For detailed instructions on using the map, see the dedicated guide Map View
Reports
The Reports tab provides access to availability-related reports . You can view the Comprehensive Availability report, which summarizes all available slots across availabilities by location, discipline, and specialization, and includes associated slot requests. Please see Reports
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