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Creating Availabilities (Setting up opportunities for Student placements)

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Create an Availability

There are two methods to create a new availability.

  • Click on the  Availability icon  view and track icon.pngon the left menu, then click  +Add Availability at the top right corner of the screen, then Create single Availability.

  • Click on Create Availability under Quick Actions section of the landing dashboard.

    Create Availabity Dashboard.png

  1. The Create Availability Screen will appear with the following tabs: Location, Basic Information, Description, Request Fields, and Publish Preferences.

    Please Note: make sure all the five tabs as listed below are filled with all the required fields which are marked with a red asterisk (*) to complete the availability creation. 

Create Tabs.png
  1. In the upper left, you can click the pencil icon to change the Availability name. Providing a meaningful name for Availabilities is essential for aiding Schools and Programs searching for availabilities or opportunities. 

 Best Practice: naming convention for Availabilities is Location Name (Or Abbreviation), Inpatient (IP) or Outpatient (OP), Discipline, Year (of placement dates). For example, a suggestion for North Miami Hospital, Inpatient, Nursing, for June-September of 2026 would be N MIA IP NUR 2026.

Add Locations

  1. On the Location tab select the facility for the availability by selecting a check box on the left-hand side of the location list. Availabilities may be at a Location, Department or Unit. To view departments and units under locations use the to expand locations to see departments or units.
  • When a location is selected all Departments and Units at the location are automatically selected. They can be unselected if desired.
  • Multiple Departments and Units can be selected for one availability. 

 Best Practice: One availability for one location: this assists in tracking the number of students at each location. It is possible to select multiple locations if the  locations do NOT have Departments or Units.

  1. Using Search and Filter to find locations:
  • Type the name of Location, Department or Site to search.
  • Click on the drop downs for State and Location Group.
create availablity location search.png

 Please note: Selecting a Group from the filter does not select those sites as the location for this                                 availability.

  1. Click Next in the upper right corner to continue.

Adding Basic Info 

  1. On the Basic Info screen, add the following details. Those with a red asterisk (*) are required:
  • Experience Type:(required) select Group or Individual.
  • Discipline: Select relevant disciplines.
  • Specialisation: Select relevent specialization if specialisations are available for that discipline. 
    • Specialisations are displayed based on the selected discipline(s). 
    • At least one specialisation is required for each applicable discipline.
    • Select All and Clear All options are available while selecting specialisations within a discipline 
    • Validation ensures a specialisation is selected before submission. 

  • Start Date:(required)First date students will be required to be at the location. 

  • End Date:(required)Last date students will be required to be at the location. 

  • Program Type: Degree awarded, Undergraduate or Graduate lets the school know the level of study desired for this availability, multiple select. 

 Please note: For group availability, when you select Nursing as the discipline, the Program Type filter will display only Pre-Licensure and Post-Licensure options, along with the ability to select sub-programs under each: 

  •   Pre-Licensure Options: ADN, BSN, CAN, LPN, LPN-RN, Master's Entry.

  •  Post-Licensure Options: Certificate, CRNA, DNP, Master's, PhD, RN-BSN, RN-to-Master's. 

     

  • Student Year: Year in the program student will be when the opportunity takes place, this is not mandatory but is highly recommended because it indicates the level of training the student has. 

  • Slot Type: First Come First Served (FCFS) or Interview Required, informs schools if these availabilities need special attention. 

  •  Shift: select one or more from the list. See Site Configuration for how to create and edit these options. 

  •  Days of the Week: days students are expected to be at the location. 

  • How many students are required: turn to yes to limit the number of slots available. This is predominantly used in hospital and In Patient locations and programs, such as nursing where the maximum number of students at one time is more regulated. 

Please note: the number of students is not seen by the school, it is for internal use only.

  • If yes, please enter the maximum number of students accepted for this opportunity. (mandatory if yes) 

  1. Click Next to proceed. 

Add Description

The Description tab has areas to give information about the Site and availability.

  1. Availability Details field may be used to enter additional information about the Site Company, a link to the Site webpage, stipends, and types of Clinical Instructors for this opportunity. (optional)
  2. Eligibility criteria field can be used to further define student characteristics such as course or placement prerequisites, more information about the location, and student interests.  (optional)

  3. The Onboarding requirements that will be applicable for a schedule at availability. These have been added by the onboarding team to view only. If any changes are required, please email support or raise a ticket within the platform.

     

    • Requirements created at a site level will show for all locations.
    • If the availability is at a location level, only the location-level requirements (if any) will be shown under additional requirements.
    • If the availability is at the department level, the additional requirements will include both location-level and department-level requirements (if any).
    • If the availability is created at the unit level, the additional requirements will include location-level, department-level, and unit-level requirements (if any).
    • Discipline-specific requirements: are displayed if configured for the disciplines selected for the availability
    • For group availabilities configured group-level onboarding requirements are displayed.
    • Program-specific requirements will also be visible, if applicable for the availability as per your configuration.
Create Requirements.png
  1. Internal notes are not visible to schools; only site staff can view. Example: CI Johnson is on PTO Aug-Nov.
  2. Click Next in the upper right corner to save any information you have entered or continue without adding information.

Add Requested Fields

The Request Fields tab defines the information schools are required to provide when requesting availability.

  1. Default Fields are already required to be entered.
    • Number of slots requested by the school
    • Start Date of the Placement
    • End Date of Placement
    • Discipline and Specialization of Placements
    • Graduation Year and Month of students placed
  2. Add New Fields requires additional information from the school in the following categories. For each item you may check the boxes next to each field to turn it on for schools to complete. Items with a red asterisk * require previous configuration; there is red text near the field linking back to configure them.
    • Rotation Number: Indicates the number of previous rotations students are required to complete before this experience.
    • Semester: To specify the students' current semester.
    • Number of Hours: The total number of hours students are required to beat the location. This information is essential for community benefit tracking.
    • Locations: To provide specific details regarding site placement, including the school's preferred site facilities where the students want to attend.
    • Preceptor Name: To allow schools to indicate a preferred preceptor.
    • Days of the week*: To indicate preferred days of the week for the schedule.
    • Program Type*: To specify the program type of the students for whom the school will be requesting slots.

    • Shift Details*:

      Within the Shift Details section, you can clearly view and configure Days of the Week as a required field to capture the school’s preferred schedule days.

      For Shift Timing preferences, you can select one of the following options, based on how the availability is configured:

      • Standard Shifts only : * Schools must choose from the predefined site-configured shifts of the availability. 

      • School-Defined Timings:* Schools must enter and request their own specific timings for each applicable day. 

      • Customised Standard Shifts: * Schools can choose from predefined standard shifts and edit it to request custom timings.

        A screenshot of a computer AI-generated content may be incorrect.

  3. If you do not need to go back to configure fields, click Next to continue. 

    Create Availabity Add required feilds.png

 

 Please note: Should you need to go back to configure areas click on the tabs at the top of the screen to navigate quickly. You can then use the Next button to advance. Previously entered data will not be lost. 

Managing Publish Preferences

The Publish Preferences section allows you to control who can see an availability and when it becomes visible. You can now configure multiple publish preferences within a single availability to manage visibility for different audiences.

This helps you control staged publishing, allowing you to provide early access to partner schools or tiered partner categories and then open it to all schools.

  • Public – Makes the availability visible to all schools on Exxat One.

  • All Partners – Makes the availability visible to all of your configured School Partners.

  • Tiered Partners – Allows you to select specific partner tiers and control which groups can view the availability.

  1. After selecting the audience, select when you would like schools to see the availability.
  • Select Now to allow schools to see it immediately. After selecting this, you can enter a due date (the last day schools can request this availability, not required), which allows you to indicate what future date you would like the availability to be visible to schools.   
  • Schedule allowing you to indicate what future date you would like the availability to be visible to schools.
  • Do not publish, save your availability as a draft, not visible to schools.

You can click Add Publish Preferences to create an additional publish rule and configure a new visibility setting for this availability.

Click Remove to delete an existing publish preference from the list.

 

You can repeat this process to configure multiple publish preferences within the same availability. You may set up publishing separately for Public, All Partners, or Tiered Partners, depending on your visibility strategy and capacity planning needs.

This is designed to support phased visibility, allowing you to provide early access to Tiered Partners and Partner Schools before making the opportunity available more broadly to Public (All Schools). 

Please note: even if you select do not publish it will prompt you to confirm and publish, which is the process of completing the workflow.  When you are redirected to  the view and track availability screen, the availability will still be in unpublished status

  1. After selecting how and when to publish the availability, click Save in the upper-right corner.

  2. The Confirm Availability Details panel will appear on the right side of the screen. Review the details, then click Confirm in the upper-right corner to publish the availability.

Please note: After Confirm and Publish, you will be redirected to the View and Track Availability screen. Please see Viewing And Tracking Availabilities (Managing Availabilities)

 

Bulk Availability Creation

Bulk Availability Creation allows sites to create multiple availabilities in a single flow instead of creating them one by one. This is especially useful for organisations that manage multiple locations, departments, or units and need to create similar availabilities repeatedly each year or semester.

  1. Go to Availability from the main menu.
  2. Click Add Availability.
  3. Select Create Multiple Availabilities in Bulk.

You’ll see a banner at the top indicating that you’re in Bulk Creation Mode. This banner confirms that:

  • A new availability will be created for each selected location.
  • All other availability details will remain the same for all created availabilities.

 

Location

The first step is selecting where the availabilities will be created.

You’ll see a list of locations, with departments and units nested underneath them.

How selection works

  • Selecting a location creates one availability, even if it contains multiple departments or units.
  • Selecting a department creates one availability, and all units under that department are selected automatically.
  • Selecting multiple departments under a location creates multiple availabilities.
  • Selecting units directly creates one availability per selected unit.
  • To create availabilities at the most granular level, make your selection at the lowest level (unit).

The number of checkboxes selected always equals the number of availabilities that will be created.

Select All behavior

  • You can select all locations on the current page.
  • You can also select all locations across all pages.
  • When “Select all across pages” is used, individual selections are disabled.
  • To change selections in this case, you must use Clear all and reselect.

Filters and navigation

To help manage large location lists:

  • Use Search, State, and Groups filters at the top.
  • Use Reset filters to clear selections.
  • Pagination controls and items per page are available at the bottom.

Once locations are selected, click Next.

Availability name and naming rules

At the top of the flow, you’ll see the Availability name field. This name applies to all availabilities but is dynamically generated for each one.

You can use Quick insert variables by typing @, including:

  • @Location Name
  • @Location City
  • @Location State
  • @Year of Start Date
  • @Availability ID

Example:

@Location Name - @Year 


 

Important naming notes

  • Spaces must be added between variables. Without spaces, values will appear joined.
  • You may use special characters, but spacing is required for readability.
  • @Availability ID is strongly recommended to ensure every name is unique.
  • If duplicate names are detected, the system will prompt you to update the naming convention.

 

Basic information

All information entered here applies to every availability being created.

Experience and discipline

  • Select the Experience Type (Individual or Group).
  • Choose one or more Disciplines.
  • If a discipline has specializations, Specialization becomes mandatory.
    • Specialisations are displayed based on the selected discipline(s). 
    • At least one specialisation is required for each applicable discipline. 
    • Select All and Clear All options are available while selecting specialisations within a discipline 
    • Validation ensures a specialisation is selected before submission.
  • There is no separation between “associated” and “not associated” disciplines in bulk mode.

If a selected discipline or specialization is not currently associated with a location:

  • It is automatically associated in the background.
  • No confirmation pop-up appears, but the association still happens.

Additional details

  • Select Program type and Student year, if applicable.
  • Define availability dates using Start date and End date.
  • Select Shift and Days of the week, if needed.
  • Enable slot limits and enter the number of slots, if required.

Click Next to continue.

 

Description

You can optionally add:

  • Availability details
  • Eligibility criteria
  • Internal notes

Onboarding requirements

You’ll see:

  • Site-level requirements
  • Discipline-specific requirements
  • Program-specific requirements
  • Group-level requirement (If applicable)

Note: 
Location-specific onboarding requirements are not shown during bulk creation. 
These are automatically added after the availabilities are created.

 

Request Fields

Request fields work the same way as single availability creation.

  • Default fields are already included.
  • You can add optional fields such as semester, locations, rotation number, and more.
  • Shift-related request fields (days of week and shift timing options) apply uniformly to all availabilities.

Any field selected here is required for all generated availabilities.

 

Publish preferences

Publishing works the same as single availability creation.

You can:

  • Choose who can discover the availability (Public, All partners, Tiered Partners).
  • Publish immediately, schedule for later, or save without publishing.
  • Set due dates as needed.

Consortium publishing options remain unchanged and behave the same way in bulk creation.

Review and confirmation

Before completing the process, you’ll see a summary showing:

  • The number of availabilities that will be created
  • The naming pattern that will be applied

When you confirm:

  • Bulk creation is initiated in the background.
  • You can continue working while the process completes.

A success message appears once creation finishes, indicating who initiated the action.

 

Filters and navigation

All bulk creation actions are tracked in Bulk Creation History, accessible from the Availability screen.

This history shows:

  • Who initiated the bulk creation
  • When it was initiated
  • The naming pattern used
  • Completion status

This provides a clear audit trail for all bulk operations.

After creation

Once completed:

  • All availabilities appear in View & Track Availability.
  • Dashboard counts update automatically.
  • Availabilities are visible in list and map views.
  • Availability discovery works as expected for sites, schools, and students.

 

 

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