Creating Availabilities (Setting up opportunities for Student placements)

After reading this article you will be able to…

• Create an Availability
• Add the Locations
• Adding  Basic Information
• Add Description
• Add Request Fields
• Publish Availabilities

Create an Availability

There are two methods to create a new availability.

• Click on the  Availability icon  on the left menu then click  +Add Availability at the top right corner of the screen.

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

  

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. 

• Locations
• Basic Information
• Description
• Requested Fields
• Publish Prefences

2. 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.

2. 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.

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

3. 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 and Specialization:(required) Select the Program(s) acceptable for this availability. When the box for a discipline is checked all specializations are auto checked. Use the caret to expand specializations to select or deselect. 

★ Please note: The dropdown menu will on display those disciplines and specializations that are associated with the selected location. Disciplines not associated with the location will also be available to select from.  All disciplines are displayed where none has been configured. 

• 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) 

2. 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.

4. Internal notes are not visible to schools, only site staff can view. Example: CI Johnson is on PTO Aug-Nov.
5. 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 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.

       

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

   

 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. 

Publish, Save or Schedule the Availability

1. Publish Preferences allow you to choose when and who will see the availability you are creating.

• Select Public to allow any school logging onto Exxat One to see this availability.
• Select Program Partners to allow only your School Partners or Groups of your partners, so see the availability. Please click here  to learn more  about School Partners. You may wish to publish to the Partner Groups in sequence to manage capacity, See below.

2. 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.

• If Program Partners has been selected, you can select different publishing dates for each group. Click on the name of each group to open the drawer to give the same or different publish and due dates for each group. This allows preferred Partner Groups to have first right of refusal at availabilities.

  

•  Do not publish, save your work of the availability as a draft.  but not visible to 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

3. After selecting when to publish the Availability click the Save button in the upper right-hand corner.
4. The Confirm Availability Details drawer on the right side of the page. Confirm and Publish in the upper right corner if all details are correct.

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)