The Availability module allows sites to create, publish, manage, and review availabilities and school slot requests. From this module, sites can monitor availability activity, track requests, manage schedules, and review or approve requests submitted by schools.

This guide explains how to:

• Access and manage availabilities
• Use the Overview dashboard
• Search and filter availabilities
• View availability details
• Create and manage availabilities
• Review school requests
• Approve or decline slot requests

By the end of this guide, you will be able to:

• Navigate the Availability module
• Understand the Overview dashboard
• Manage availabilities from the Availability List
• Use search and filters effectively
• Review availability details
• Track school requests
• Review and approve slot requests
• Communicate with schools directly from requests

To access the Availability module:

1. Log in to Exxat One.
2. From the left navigation menu, select Availability under the Availability Management section.

The View and Track Availability screen opens.

• Availability Module Overview
• Overview Tab
• Availability List Tab
• Edit Availabilities
• Bulk Edit Availabilities
• Clone Availability
• Delete Availability
• Viewing Availability Details
• Review and Approve Requests
• Move Slot Requests
• Assign Direct Slots to Schools
• Slot Request Management
• Overview Dashboard
• Slot Requests List

Availability Module Overview

The Availability screen includes the following tabs:

• Overview
• Availability List
• Map View
• Reports

Overview Tab

The Overview tab provides a dashboard view of all availability-related activities and summary insights.

The dashboard includes summary cards for:

• Active Availabilities
• Awaiting Publish
• Availabilities Starting in the Next 30 Days
• Availabilities with Pending Requests

Each summary card displays the count of related availabilities and includes a View option to navigate to the corresponding records.

Category Breakdown

The Category Breakdown section displays availability statistics grouped by:

• Experience Type
• Publish Type
• Slot Number Specification

This section helps monitor how availabilities are distributed across different categories.

Availabilities with High Demand

The Availabilities with High Demand section displays the top availabilities based on:

• Requests Received
• Pending Requests
• Requested Slots
• Approved Slots

This section helps identify availabilities receiving high request volumes.

Recent Activities

The Recent Activities panel displays recently created or updated availabilities along with:

• Discipline details
• Location details
• Availability dates
• Activity information

Availability List Tab

The Availability List tab displays all availabilities in a grid view.

Availabilities can be viewed using the following tabs:

• All
• Upcoming
• Current
• Completed

Availability Grid

The grid includes the following columns:

• Availability Name
• Availability ID
• Location Name
• Discipline/Specialisation
• Program Type
• Experience Type
• Total Slots
• Pending Requests
• Requested Slots
• Created On
• Availability Duration
• Created By
• Status
• Actions

Search Option

You can search availabilities using:

• Availability Name
• Availability ID

For Availability Name searches, enter at least 3 characters.

For Availability ID searches, the complete ID must be entered.

Available Filters

The following filters are available:

Discipline Filter

Use the Discipline filter to view availabilities associated with specific disciplines or specializations.

You can select one or multiple disciplines based on your requirement.

Programs Filter

Use the Programs filter to display availabilities associated with specific program types.

This helps narrow down availabilities based on academic programs.

Location Groups Filter

Use the Location Groups filter to view availabilities associated with specific location groups.

This is useful when managing availabilities across grouped locations.

Locations Filter

Use the Locations filter to search and display availabilities for specific locations.

Multiple locations can be selected if required.

Status Filter

Use the Status filter to filter availabilities based on their current status.

Available status options include:

• Published
• Unpublished
• Closed

Add Filter Option

Click the Add Filter option to access additional filters and apply them as required.

Experience Type Filter:

Use the Experience Type filter to filter availabilities based on the availability type.

Available options include:

• Group
• Individual

Pending Requests Filter:

Use the Pending Requests filter to identify availabilities based on pending request activity.

Available options include:

• Yes
• No

Reset Filters

Use the Reset option to clear all applied filters and return to the default grid view.

Edit Availability

Option 1: Edit from the Availability List

1. Locate the required availability.
2. Click the Edit icon available in the Actions column.
3. Use the Edit icons available beside each section to update the availability details.

Option 2: Edit from the School Request View

1. Open the required availability request.
2. By default, the page opens in the School Requests tab for reviewing requests.
3. Click the Availability Details tab.
4. Use the Edit icons available beside each section to update the availability details.

For any section you want to update, click the Edit icon available beside that section.

The system opens the Edit Availability drawer, where you can update the availability information.

You can navigate between sections by:

• Clicking the Previous or Next buttons
• Clicking directly on any tab name

The following sections can be edited:

• Location
• Basic Information
• Description
• Request Fields
• Publish Preferences

For detailed information about each field and configuration option, refer to the Creating Availabilities (Setting up opportunities for Student Placements) guide.

Use the Save and Next or Previous buttons to move through the tabs while reviewing and updating the availability information.

After saving changes, a Successfully Updated message appears in the upper-right corner of the screen.

In the Publish Preferences tab, you can:

• Publish the availability immediately
• Schedule the availability to publish later
• Save the availability without publishing

Follow the same workflow used while creating an availability for managing publish preferences. Refer to the Creating Availabilities guide for additional details about publishing options.

After clicking Save and Confirm in the Publish Preferences tab, you will be redirected back to the Availability Details page.

Bulk Edit Availabilities

The Bulk Edit feature allows you to update multiple availabilities at once directly from the Availability List. Instead of editing each availability individually, you can apply common changes across selected records in a single action.

This helps save time and ensures consistency when making updates across multiple availabilities.

Accessing Bulk Edit

1. Navigate to View and Track Availability.
2. Go to the Availability List tab.
3. Select one or more availabilities using the checkboxes.
4. Click Edit in the top-right corner.

The Bulk Edit Availabilities side panel will open.

Updating Multiple Availabilities

Inside the Bulk Edit side panel:

1. Click Select Field to choose the field you want to update.
2. Enter the Value.
3. Click Add Field if you want to update additional fields in the same action.
4. Click Update to apply the changes.

Any updates made here will apply to all selected availabilities.

Clone Availability

The Clone option allows you to quickly create a new availability using an existing availability as a template. This is useful when creating multiple availabilities with similar details, such as the same location, discipline, shifts, onboarding requirements, or request fields with only minor changes.

To clone an availability:

1. Navigate to Availability > Availability List.
2. Locate the availability you want to duplicate.
3. Click the Clone icon available in the Actions column.

The system opens the Create Availability flow with all information from the selected availability pre-filled.

The cloned availability includes:

• Selected locations
• Experience type
• Discipline and specialisation
• Schedule details
• Request fields
• Publish preferences
• Other configured settings

You can edit any section of the cloned availability as needed.

Updating the cloned availability

Use the Previous, Next, or tab navigation options to move between sections and update the required information.

The following sections can be updated:

• Location
• Basic Information
• Description
• Request Fields
• Publish Preferences

For detailed information about each field and configuration option, refer to the Creating Availabilities (Setting up opportunities for Student Placements) guide.

Publish Preferences

In the Publish Preferences section, configure:

• Who can view the availability
• When the availability should be published
• Whether the availability should be published immediately, scheduled for later, or saved without publishing

Refer to the Creating Availabilities (Setting up opportunities for Student Placements) guide for more information about publishing workflows.

Finalize the cloned availability

1. Review all updated information.
2. Click Confirm and Publish to complete the process.

After saving:

• The system displays the Availability is now Live confirmation screen.
• This confirmation screen may appear even if the availability is scheduled for future publishing or saved without immediate publishing.

• Click Done to return to the View and Track Availability screen.

   

Delete Availability

If an availability is no longer needed, you can delete it from the Availability List.

1. Locate the availability you want to delete.
2. In the Actions column, click the Delete icon.
3. A confirmation dialog appears, displaying the availability and any related records (such as schedules, locations, requests, or assignments) that will be deleted.
4. Review the affected items, then click Cascade Delete to permanently delete the availability and all associated records.

5. If you do not want to proceed, click Cancel to close the dialog without deleting the availability.

Viewing Availability Details

Click an Availability Name to open the Availability Details page.

The summary card displays key information about the selected availability.

It includes:

• Availability Name
• Publication Status (Published, Draft, Closed, etc.)
• Experience Type
• Discipline(s) and Specialisation(s) with a Show More option when multiple values exist
• Availability Duration
• Due Date
• Location Name
• Location Address
• Last Updated By
• Last Updated On

On the right side, summary counters display:

• Total Slots
• Total Approved

The following tabs are available within the availability:

• Availability Details
• School Requests
• Schedules

Availability Details Tab

The Availability Details tab provides a complete overview of the selected availability. It is organized into multiple sections that display the information configured while creating the availability.

The tab includes the following sections:

• Basic Information – Displays the target disciplines, specializations, program types, student year, availability duration, shifts, days of the week, and the number of available slots.
• Location – Displays the locations associated with the availability.
• Description – Displays the availability description, eligibility criteria, onboarding requirements, and internal notes.
• Request Fields – Displays the default and custom request fields that schools must complete when submitting slot requests.
• Publish Options – Displays the publishing preferences, publication status, published date, and due date.

Each section includes an Edit icon in the upper-right corner. Clicking Edit opens the Edit Availability drawer, where you can modify the information for that specific section.

School Requests Tab

The School Requests tab displays all requests submitted by schools for the selected availability. From this tab, you can search, filter, review requests, configure the grid, and access the calendar view.

Search and Filters

You can search requests by:

• School Name (Minimum three characters)
• Request ID (Enter the complete Request ID)

Use the available filters to narrow the request list.

Status: Filter requests by one of the following statuses:

• Request Pending
• Review in Progress
• Approved
• Declined
• Cancelled

Requested By: Filter requests based on who created the request:

• School
• Site

A Reset Filters option is available to clear all applied filters.

School Requests Grid

The grid displays all requests submitted for the selected availability.

The available columns include:

• School Details
• Request ID
• Requested Slots
• Requested By
• Program Type
• Student Profile Shared
• Approved Info
• Location Name
• Shifts
• Days of the Week
• Requested Date Range
• Status
• Actions

The grid supports sorting on applicable columns.

The Actions column provides quick access to request-level actions.

Available actions include:

• Review – Opens the request review screen.
• Message – Opens the conversation panel to communicate with the requesting school.

The Messages option in the Actions column allows you to communicate directly with the school regarding a specific slot request.

1. Click the Messages icon in the Actions column for the required request.
2. The Messages drawer opens on the right side of the screen.
3. Enter your message in the Add your messages here text box.
4. Click Send Message to send the message to the school.

Pagination controls are available at the bottom of the grid, allowing you to:

• Select the number of rows displayed per page.
• Navigate between pages.

Configure Columns

Click the Configure Columns icon above the grid to customize how information is displayed.

You can:

• Drag and drop columns to reorder them.
• Move columns up or down using the arrow controls.
• Freeze columns to the Left, Right, or remove freezing by selecting None.
• Show or hide columns using the visibility toggle.
• Click Save to apply your changes.

View Calendar

Click View Calendar to open the Request and Schedule Calendar for the selected availability.

If the availability is associated with multiple locations, a Select Location dialog appears. Choose the required location and click Apply to open the calendar.

The calendar provides a visual representation of requests and schedules over time.

The calendar includes:

• Location and Discipline filters.
• Year and Month selector.

• Month, Week, and Day view options.
• Year and Month selectors for navigating to a specific period.
• Previous and Next navigation arrows to move between months, weeks, or days depending on the selected view.

• Status indicators at the bottom of the calendar showing:
  • Pending Review
  • Review in Progress
  • Schedules

Schedules Tab

The Schedules tab displays all schedules created from approved requests for the selected availability. It allows you to search schedules, apply filters, customize the grid, access the schedule calendar, and edit schedules.

Search and Filters

You can search schedules by:

• Student ID
• Student Name

Use the available filters to narrow the request list.

• School

• Schedule Status

• Onboarding Status

Use the Reset icon to clear all applied filters.

Schedules Grid

The grid displays detailed information for each schedule.

The available columns include:

• Schedule ID
• Student
• School Name
• Location
• Schedule Duration
• Discipline / Specialization
• Shift
• Days of the Week
• Preceptor
• Program Type
• Rotation & Course Details
• Ongoing Status
• Schedule Status
• Onboarding Status
• Actions

The Actions column provides quick access to schedule-level actions.

Available actions include:

• Edit – Opens the Edit Schedule drawer, where you can modify the schedule.
• Message – Opens the conversation panel for the schedule.

Pagination controls are available at the bottom of the grid, allowing you to:

• Select the number of rows displayed per page.
• Navigate between pages.

The grid supports sorting on applicable columns.

Configure Columns

Click the Configure Columns icon to customize the schedule grid.

You can:

• Drag and drop columns to reorder them.
• Move columns up or down.
• Freeze columns to the Left, Right, or remove freezing.
• Show or hide columns using the visibility toggle.
• Click Save to apply the updated configuration.

Calendar View

Click the Calendar View icon to display schedules in a calendar layout.

The calendar provides a timeline view of all schedules for the selected availability.

The calendar includes:

• School, Schedule Status, Onboarding Status, and Start & End Date filters.
• Previous and Next navigation controls for moving through the timeline.
• Schedule cards displaying key information, including the student, location, schedule duration, and compliance status.
• Clicking a schedule card opens a pop-up displaying additional schedule details.
• Status indicators at the bottom of the calendar identify:
  • Completed schedules
  • Ongoing schedules
  • Upcoming schedules
  • Compliant schedules
  • Non-Compliant schedules

Review and Approve Requests

1. Click the Availability Name
2. The availability opens on the School Requests tab, where all requests submitted by schools for that availability are displayed.

You can use:

• The Search option to search by School Name or Request ID
• The Status filter to filter requests based on request status

Locate the school request you want to review and click Review from the Actions column.

The page is divided into multiple sections to help manage and review the availability efficiently.

Request Summary Section

The Request Summary section, displayed at the top of the page, provides a quick overview of the selected slot request and the information submitted by the school. It includes:

• School name requesting the slots.
• School tier and the current request status.
• Request ID.
• Associated discipline and specialisation.
• Graduation date (if provided).
• Requested schedule duration, including the days of the week.
• Number of slots requested, along with the number of student profiles shared.
• Shift and timing details.
• Location requested for the placement.
• Program type.
• Total number of hours per student.
• Requested by and Requested on information.
• A Show More/Show Less option to expand or collapse additional request details.
• A Move Request button to move the request to another availability.

Availability Information Panel

The Availability Information panel on the right provides a summary of the availability against which the request is being reviewed. It includes:

• Availability name.
• Availability type (such as Group Availability, when applicable).
• Availability duration.
• Availability capacity, including:
  • Maximum group size
  • Groups approved
  • Total slots approved
• Associated discipline and specialisation.
• Location name and address.
• Location description.
• View More option to display additional availability information.
• Show Less option to collapse the expanded details.

Messages Panel

The Messages section allows sites to communicate directly with the requesting school.

• Enter the message in the text box.
• Click Send Message to send updates or request clarifications.

Review Request Section

The Review Request section provides a comparison between the school's request and the site's approval. It displays:

• School Requested – Shows the total number of slots requested by the school and the number of student details shared.
• You Are Approving – Displays the total number of slots being approved, including the number of slots with students assigned and slots without students.
• Validation messages are displayed when the approval exceeds the configured availability capacity or group size.

Student Details Grid

The Student Details grid lists all students included in the request. It displays the following information:

• Slot
• Student Name and Email ID
• Profile Link

Use the checkboxes to select or deselect students for approval.

Additional options available in this section include:

• Search – Search for a student within the request.
• Group Location – Filter the student list by location, when applicable.

The total number of displayed student records is shown at the bottom of the grid.

Approve Additional Slots

If you want to approve more slots than originally requested, enable the Approve additional slots for this request toggle. Additional fields are displayed, allowing you to configure the extra slots before approving the request.

Clinical Instructor Details

The Clinical Instructor Details section displays the instructor assigned to the request, including:

• Instructor Name
• Contact Number
• Email Address

Basic Details

The Basic Details section allows you to review and modify request information before approving it. The available fields include:

• Start Date
• End Date
• Discipline
• Specialisation
• Program Type
• Location
• Number of Hours
• Shift
• Days of the Week

Action Buttons

The following actions are available at the bottom of the page:

• Save as Draft – Saves your progress without submitting the review, allowing you to continue reviewing the request later.
• Decline – Rejects the request.
• Approve – Approves the selected slots and student assignments for the request.

Note: For Approved requests, a View Schedules option is available. Selecting it opens the All Schedules page with the associated Request ID automatically applied as a filter.

Moving Slot Requests

If a slot request can no longer be fulfilled using the original availability, you can move it to another compatible availability without asking the school to submit a new request. Moving a request retains the existing request information, messages, and notifications while associating the request with a different availability.

1. Open the required school request from the View and Track Availability page.

2. In the Requested Details by School section, click Move Request.

   The Move Slot wizard opens with a three-step workflow:

   • Select Availability
   • Pending Details
   • Review and Submit

Step 1: Select Availability

1. Browse the list of compatible availabilities.

2. Use the available options to locate the required availability:

   • Search by Availability Name.
   • Filter by Discipline or Location.
3. Select the destination availability using the radio button.
4. Click Next.

Step 2: Pending Details

After selecting an availability, the system checks whether the destination availability requires any additional request information.

If additional request fields are configured:

• Review the Selected Availability Details.
• Complete all mandatory fields displayed on the page.
• Click Next.

If no additional information is required, the system skips this step and takes you directly to Review and Submit.

Step 3: Review and Submit

The final step displays both the current availability and the selected destination availability for comparison.

1. Review the details carefully.
2. Click Save to complete the move.
3. A confirmation message appears indicating that the request has been moved successfully

After the Request is Moved

After the request is successfully moved:

• The request is associated with the newly selected availability.
• All existing messages and in-app notifications move with the request.
• The request continues through the normal review and approval workflow from the new availability.

Assign Direct Slots to Schools

Direct Slots allow sites to assign placement slots to a school without waiting for the school to submit a slot request. This is useful when placements are coordinated directly between the site and the school.

1. From the View and Track Availability page, open the published availability from which you want to assign slots.

2. Select the School Requests tab and click Assign Slots.

The Direct Slots drawer opens, displaying:

• About Availability – A summary of the selected availability, including the experience type, discipline, specialisation, availability duration, location, and location description.
• Manage Slots – A calendar that provides a visual overview of slot utilisation. Days are marked to indicate whether slots are fully utilised or over-utilized, helping you assign slots while monitoring capacity.

3. Under School Details, click Select School and choose the school to which you want to assign slots.

4. Complete the required placement details.
5. Review the slot utilisation shown in the Manage Slots calendar to ensure the selected dates have sufficient capacity.
6. Click Save.

The slots are assigned directly to the selected school, and the request is automatically created with an Approved status. The newly assigned slots are displayed in the School Requests list for the availability, where you can review the assigned request if needed.

Note: The Manage Slots calendar is intended to help monitor availability capacity. It visually highlights days where slots are fully utilized or over-utilized, enabling informed scheduling decisions before assigning additional slots.

Slot Requests Management

The Slot Requests Management module provides a centralized workspace for reviewing, tracking, and managing all slot requests submitted by schools for your published availabilities. Instead of opening each availability individually, you can view requests across all availabilities from a single location, monitor request trends, review pending requests, communicate with schools, and take action directly from one place.

The module consists of two primary sections:

• Overview – Displays request metrics, charts, and recent activity.
• Slot Requests List – Displays all slot requests in Grid, Board, or Calendar view, where you can search, filter, review, and manage requests.

Overview Dashboard

When you open Slot Requests Management, you land on the Overview tab by default.

The dashboard provides a high-level summary of slot request activity across your published availabilities.

Filter the dashboard

Use the Discipline filter at the top of the page to display data for one or more disciplines.

Selecting a discipline updates all summary cards, charts, and recent activity displayed on the dashboard. To return to the complete view, clear the applied filter.

Summary Cards

The summary cards provide an overview of current slot request activity.

The dashboard displays:

• Total Requests – Total number of slot requests received (Last 30 days).
• Requests Approved – Number of approved requests and approved slots (Last 30 days).
• Requests Declined – Number of declined requests and declined slots (Last 30 days).
• Request Pending – Requests waiting for review.
• Review in Progress – Requests currently being reviewed.

Each card displays both the request count and the total number of slots associated with those requests.

Slot Requests and Approvals (Next 12 Months)

This chart compares requested slots and approved slots for the next twelve months based on the requested start date.

The chart helps you understand upcoming demand and approval trends by month.

Request Aging Overview

The Request Aging Overview shows how long requests have remained open without a final decision.

Requests are grouped into the following aging categories:

• Less than 7 days
• 7–15 days
• 15–30 days
• More than 30 days

Only requests that still require site action, such as Request Pending and Review in Progress, are included.

Selecting any section of the chart filters the Slot Requests List accordingly.

Request Distribution Density

The Request Distribution Density map displays the geographic distribution of requested slots by state.

Use the Year dropdown to switch between different reporting years.

States with darker shading indicate higher request volumes.

Selecting a state filters the Slot Requests List to display requests originating from that state.

Monthly Inflow of Requests (Last 12 Months)

This chart displays request activity over the previous twelve months.

It includes:

• Monthly request count
• Total slots requested

This helps identify seasonal trends and fluctuations in request volume.

Selecting a month filters the Slot Requests List for requests submitted during that period.

Recent Activities

The Recent Activities panel displays the latest slot request events.

Activities include:

• New slot requests
• Requests approved
• Requests declined
• Reviews initiated

Each activity displays details such as:

• School name
• Discipline
• Location
• Requested duration
• Date and time of the activity

Selecting an activity opens the related request.

Slot Requests List

Select the Slot Requests List tab to view and manage all slot requests.

By default, requests are displayed in Grid View, although you can switch to Board View or Calendar View.

Search and Filter Requests

Use the search bar to quickly locate a request.

You can search by:

• Request ID
• School Name
• Availability Name

The following filters are available by default:

• Discipline
• Programs
• Location Groups
• Locations
• Status

Select Add Filter to access additional filtering options.

Available filters include:

• Partner Category
• Experience Type
• Requested By
• Requested Since
• Requested Start Date Range
• Request Pending Duration

Use Reset Filters to clear all applied filters and return to the default view.

Grid View

Grid View displays each slot request in a tabular format.

Each row represents a single request and displays details such as:

• Request ID
• School Details
• Availability Name
• Experience Type
• Requested Slots
• Requested Location
• Requested Shifts
• Requested Days of the Week
• Requested Date
• Request Pending Duration
• Status
• Actions

Sort Requests

Several columns support sorting.

Click the sort icon to:

• Sort ascending
• Sort descending
• Return to the default order

Configure Columns

Select Configure Columns to customize the grid.

You can:

• Reorder columns using drag and drop
• Move columns up or down
• Freeze columns to the left or right
• Remove frozen columns
• Hide or display columns

Click Save to apply your changes.

Your column preferences are retained for future sessions.

Export Requests

Select Export to download the current list of slot requests.

The exported file includes all active search criteria and filters.

Messaging

Select the Message icon in the Actions column to communicate directly with the school regarding a specific request. 

Pagination

Use the pagination controls at the bottom of the page to navigate between pages.

You can also change the number of requests displayed per page.

Board View

Select the Board View icon to organize requests by status.

Requests are grouped into columns such as:

• Request Pending
• Review in Progress
• Approved
• Declined
• Cancelled

Each request is displayed as a card containing:

• School name
• Request ID
• Availability name
• Request duration
• Shift information
• Days of the week
• Location
• Requested slots
• Shared profiles
• Approved or declined slot counts

Select the Message icon on any card to communicate with the school.

Similar search, filters, and export options available in Grid View are also available in Board View.

Calendar View

Select the Calendar View icon to display requests and schedules on a calendar.

Before opening the calendar, select at least one location.

After selecting a location, click Apply.

The calendar displays requests based on the selected location.

Use the available filters to further refine the results by:

• Discipline
• Experience Type

Switch between Month, Week, and Day views as needed.

Navigate through dates using the calendar controls.

The calendar includes a legend identifying:

• Pending Review
• Review in Progress
• Schedules

Selecting a Pending Review or Review in Progress request opens the Review Request screen.

Selecting a schedule opens the corresponding schedule details.

Review a Slot Request

Select Review for any request to open the Review Request page.

The Review Request page displays the complete request submitted by the school and allows you to review, modify, approve, decline, or move the request.

From this page, you can:

• Review the requested slot details.
• Edit request information before approval.
• Move the request to another availability.
• Communicate with the school using the messaging panel.
• Save your progress as a draft.
• Approve or decline the request.

The Review Request experience is the same regardless of whether you accessed it from Slot Requests Management or View and Track Availability.