After reading this article you will be able to…
Creating an Availability
- Go to Create Availability by clicking on
from the list on the far left. You can always click on the hamburger icon
at the top to expand the icons with labels.
- The Create Availability Screen will appear with the following tabs: Basic Info, Location, Description, Request Fields, and Publish Preferences.
- 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 Practices 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 Basic Information
- On the Basic Info screen, add the following details and click Next
- Experience Type: select Group or Individual (mandatory)
- Discipline and Specialization: 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.
- Start Date: First date students will be required to be at the location. (mandatory)
- End Date: Last date students will be required to be at the location. (mandatory)
- Program Type: Degree awarded, Undergraduate or Graduate lets the school know the level of study desired for this availability, multiple select.(optional)
- 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. (optional)
- Slot Type: First Come First Served (FCFS) or Interview Required, this field is not mandatory but is important for informing schools if these availabilities need special attention. (optional).
- Shift: select one or more from the list. (optional)
- Days of the Week: days students are expected to be at the location. (optional)
- 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. (optional)
- If yes, please enter the maximum number of students accepted for this opportunity. (mandatory if yes)
- Click Next to proceed.
Add Locations
- On the Location tab select location(s) for this availability by selecting the check box on the left-hand side. If there are units at a location use the caret on the right to select the units.
- Click on the Groups button to view locations only associated with certain groups.
Please note that selecting a Group from the filter does not select those sites as the location for this availability.
- Select each location within the group desired by using the check boxes.
- Click Next in the upper right corner to continue.
- Best Practice is one availability for one location: this assists in tracking the number of students at each location. It is possible to select multiple locations.
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Add Description
- The Description tab has areas to give information about the Site and availability.
- Availability Details field might 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)
- 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)
- The Onboarding requirements for all locations at your sites. These have been added by the onboarding team to view only. If any changes are required, please contact support at **link to support**
- Additional Requirements for requirements applicable only to certain locations. These are have been uploads but the onboarding team.
- Internal notes are not visible to schools, only site staff can view. Example: CI Johnson is on PTO Aug-Nov.
Click Next in the upper right corner to save any information you have entered or continue without adding information.
Add Request Fields
- The Request Fields tab defines the information schools are required to provide when requesting availability.
- Default Feilds already required to be entered are displayed, including student graduation month and year. This is captured to allow sites to identify new graduates to recruit.
- 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. Some items require you to set up information before, these have red text near the field explaining where to configure these.
- Rotation Number
- Shifts, Locations
- Preceptor Name
- Days of the week
- Semester
- Number of Hours
- Unit/Department
- Shift Timings
- Program Type
- If you do not need to go back to configure fields, click Next to continue.
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 Availabilities
- 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 Program Partners or Groups of your partners, so see the availability. See **insert hyperlink for Site Configuration, Program Partners** to learn more about Program Partners. You may wish to publish to the Partner Groups in sequence to manage capacity, See below.
- 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)
- 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.
Please note the availability will publish at 1:00 AM EST for the date selected.
- Do not publish, save your work of the availability as a draft. but not visible to schools.
- After selecting when to publish the Availability click the Save button in the upper right-hand corner.
- 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 You must click Confirm and Publish even if you have selected Do Not Publish to save your work.
Please note, After Confirm and Publish you will be redirected to the View and Track Availability screen.
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