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Viewing And Tracking Availabilities (Managing Availabilities)

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Viewing and Tracking Availabilities

  1. Navigate to the View and Track Availabilities by clicking the icon   on the left-hand side of the screen

Edit previously created Availabilities

  1. Locate the Availability you wish to edit from the list displayed on the View and Track Availability screen. 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.

2. You may only edit an availability which is Unpublished, to change the Status box and change to Unpublish.

3. You will automatically be taken to the Edit Availability Drawer, on the Publish Tab, click the Previous Tab or the name of any tab to navigate to information you need to edit. Please see **link to creating availability help doc** for more information about each field.

4. Use the Save and Next or Previous buttons to move through the tabs to review and edit availability information.

5. You will see the Successfully Updated message in the upper right corner as you move through the tabs.

6. 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you get to the Publish Preferences tab follow the same workflow as creating an Availability to Publish Now, Schedule or Do Not Publish.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 ***hyperlink to creating an availability, publish** 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.

  1. 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
  2. You will then see the Create Availability Screen with information added from the original availability Click on the pencil icon to change the information in any field.  Use the Next, Previous buttons to locate the fields you need. Please see **hyperlink for Creating Availability** for more information on each field.
  • Best Practices is to update the Availability Name first to avoid confusion.

    3. On the Publish tab enter your choices for whom and when to publish this new availability to.  See **Creating Availability, Publishing** for more information about publishing availabilities.

   4. Click Confirm and Publish button after reviewing the details. 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.

Adding an Availability

  1. 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 *insert hyperlink to Creating Availability** for more information.

Review and Approve Requests

  1. 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 in the action columns or click on the name of the Availability.
  2. 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. 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.

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. 

  1. 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.

  1. For that request you will be taken to the details page to approve, decline or send a message.
  2. You can also select an approved request to schedule students, shown in green. 

3. For approved requests you can view student compliance and schedule additional students.

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. See ** glossary Closed** for more details

Closing Availabilities

  1. 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 View and Track Availability screen. You can edit any detail in two ways; click on the pencil icon in the action columns or on the name of the Availability.
    • 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.

  1. Locate the Availability from the list displayed on the View and Track Availability screen. You can change the status in two ways; click on the pencil icon in the action columns or on the name of the Availability.
  2. Click on the caret in the Status indicator and select Publish or Unpublished.
  3.  The Publish Preferences tab on the Edit Availability workflow continues from this point.  See ***hyperlink to creating an availability, publish** for more details regarding publishing availabilities.
  4. 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

  1. Locate the Availability for which you wish to message a school from the list displayed on the View and Track Availability screen. You can edit any details in two ways; click on the pencil icon in the action columns or on the name of the Availability.
  2. Click on the School Requests Tab
  3. 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.

4. After typing your message click the Send Message button under the text field.

5. Once sent this message and all previous messages for this request are displayed in below the new message field.

Delete Availabilities

  1. Click on the trash can icon  from the action column.
  2. 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

  1. Locate the Availability you wish to assign slots from in the list displayed on the View and Track Availability screen. Click on the pencil icon  in the action columns or click on the name of the Availability. Please note the availability must be Published to Assign Slots. See **hyperlink to View and Track, publishing” for how to publish.

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 that 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.

Using Filters to Organize/Manage Date

  1. On the View and Track screen there are multiple fields which can be used to filter information:
    • Search: enter the name of the Availability
    • Discipline: multiple select for all the availabilities you wish to see
    • Location Groups: multiple select
    • Locations: multiple select
    • States: multiple select
    • Status: Published, Unpublished or Closed
    • Experience Type: Individual or Group
    • Start & End Date:  Dates of the Availability

2. For each of these variables you may choose one or multiple values to narrow down the list of availabilities.

3. For the Availability Name column you can use the up or down arrow in the column header to sort alphabetically.

Configure Columns

You can choose to hide or view columns and the order they appear

  1.  You can drag and drop any column in the table to change column order.
  2. 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.
      • 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

  1. Click on down caret of items in view and choose your selected view: 50 (default), 70, or 100.
  2. Use the < and > arrows to move one page to the left or right
  3. Use << or >> to jump to the first or last pages.
  4. Click on any page number to jump directly to that page.

 

 

 


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