After reading this article you will be able to use...

Reports

• Comprehensive Availability Report
• Comprehensive Slot Request Report
• Schedule-level Summary Report
• Onboarding Requirement-level Report
• School-level Engagement and Utilization Report
• Location-level Engagement and Utilization Report

Data Tools

• Searching, Filtering and Sorting
• Configuring Columns
• Exporting Reports

Reports

These reports provide site users with data for analysis on Availabilities, Slot Requests, Scheduling, Onboarding, and utilization. They are filterable and exportable.

Click on the icon on the left hand menu to open the Reports page.  You can expand the menu by clicking on the  icon.

The grid displays each report name, the category of data aggregated, and a description.

Comprehensive Availability Report 

This report provides a summary of all availability records, along with slot request data and audit details.

1. From the Reports screen click on Comprehensive Availability Report.

2. On the report the columns available are:

• Availability Name
• Availability ID
• Location / Department / Unit
• Location Group
• Discipline, Specialization
• Experience Type
• Program Type
• Student Year
• Slot Type
• Start Date
• End Date
• Shift
• Days of Week
• Slots Capped (Yes/No)
• Total Slots
• Total Slot Requests
• Total Schools that Requested Slots
• Total Requested Slots
• Total Pending Requests
• Total Pending Slots
• Total Approved Slots
• Description
• Eligibility Criteria
• Onboarding Requirement
• Internal Notes
• Requested Fields
• Who can view availability
• When do you want to publish
• Created By
• Created On
• Updated By
• Updated On

Comprehensive Slot Request Report

This report shows complete details of each individual slot request, along with student and instructor information. .

1. From the Reports screen click on the name of Comprehensive Slot Request Report.

2. On the report the columns available are:

• Request ID
• Program Name
• Program Category
• Availability Name
• Availability ID
• Location / Department / Unit
• Location Group
• Discipline
• Specialization
• Requested Start Date
• Requested End Date
• Requested Slots
• Student Name
• Student Email
• CI/Faculty Name
• CI/Faculty Email
• Approved Slots
• Approved Slots with Student
• Approved Slots without Student
• Status
• Approved On Date
• Requested Date
• Experience Type
• Program Type
• Shifts
• Days of the Week
• Preceptor
• Semester
• Rotation Number
• Graduation Month
• Graduation Year
• Slot Type
• Start Date
• Created by

Schedule-level Summary Report

This report includes a consolidated view of all schedules, with detailed onboarding compliance information.

1. From the Reports screen click on the name of Schedule-level Summary Report

2. On the report the columns available are:
   • Schedule ID
   • Student Name
   • Student Email
   • School
   • Discipline
   • Specialization
   • Experience Type
   • Location / Department / Unit
   • Location Group
   • Schedule Start Date
   • Schedule End Date
   • Shift
   • Days of the Week
   • Number of Hours
   • Preceptor Name
   • Preceptor Email
   • Schedule Status
   • Onboarding Status
   • Total number of Requirements
   • Requirement Name
   • Number of Requirements Pending
   • Number of Requirements Not Approved 

Onboarding Requirement-level Report

This report shows each onboarding requirement individually.

1. From the Reports screen click on name of Onboarding Requirement-level Report

2. On the report the columns available are:

• Requirement Name
• Student Name
• Student Email
• Schedule ID
• Requirement Status
• Reviewer Comment
• Requirement Mandatory/Optional
• Schedule Status
• Onboarding Status
• School
• Location/Department/Unit
• Discipline
• Specialization
• Experience Type
• Schedule Start Date
• Schedule End Date
• Shift
• Days of the Week
• Guidelines for Students
• Guidelines for Reviewer

• Action Column

  The Action column displays a Download icon for each onboarding requirement submission listed in the report.

• How it works:

  • Clicking the Download icon exports the selected requirement submission as a ZIP file

  • The download is generated immediately and can be saved locally

  • This eliminates the need to open individual student onboarding records to retrieve documents

• Contents of the Downloaded ZIP File:

  When the ZIP file is extracted, it includes:

  • Separate folders for each section of the onboarding requirement

  • Within each section folder:

    • A PDF summary capturing all completed form fields for that section

    • Any uploaded documents submitted for that section (such as certifications, forms, or proof files)

      This structure keeps entered data and uploaded files organised together, section by section, for easy review.

• Key Notes:

  • Downloads are available only from the Onboarding Requirement-level Detail Report

  • Each download corresponds to one requirement submission

  • The exported ZIP includes both form responses and uploaded attachments

  • This feature supports faster audits, offline review, sharing, and compliance record keeping

School-level Engagement and Utilization Report

This report provides a summary of all school-level slot requests, schedules, and utilization patterns to assess engagement.

1. From the Reports screen click on School-wise Engagement and Utilization Report.

1. On the report the columns available are:
   • School
   • Number of requests made
   • Number of requests approved
   • Number of requests declined
   • Number of requests pending review
   • Requested Slots
   • Approved Slots
   • Approval Rate
   • Average Time to approve
   • Confirmed/Utilized Slots
   • Average Time for Confirmation
   • Confirmation Rate
   • Locations Requested/Engaged With
   • Students Count
   • Ongoing Schedules Count
   • Upcoming Schedules Count
   • Completed Schedules

Location-level Engagement and Utilization Report

This report displays a detailed location/department/unit level view of slot availability, school requests, approvals, and confirmations of schedules.

1. From the Reports screen click on School-wise Engagement and Utilization Report.

1. On the report the columns available are:

• Location Name
• Address
• Availabilities Posted
• Number of Schools Requested
• School Requests Received
• Cumulative Requested Slots
• Cumulative Approved Slots
• Approval Rate
• Average Time to approve
• Confirmed/Utilized Slots
• Average Time for Confirmation
• Confirmation Rate
• Location Group
• Location Coordinator
• Ongoing Schedules Count
• Upcoming Schedules Count
• Completed Schedules

Searching, Filtering and Sorting

Each report has a Text box for searching  and filtering options. 

1. Type in the search text to search for records on each report. The searchable terms for each report are as follows.

• Comprehensive Availability Report
  • Availability Name
  • Availability ID
• Comprehensive Slot Request Report
  • Program / School Name
  • Request ID
  • Availability ID / Name
  • Student Name / Email
  • Clinical Instructor Name / Email
• Schedule-level Summary Report:
  • Schedule ID
  • Student Name
  • Student Email
  • School Name
• Onboarding Requirement-level Report:
  • Requirement Name
  • Student Name
  • Student Email
  • School Name
• School-wise Engagement and Utilization Report:
  • School Name
• Location-wise Engagement and Utilization Report:
  • Location Name
  • Location Address

2. To filter use the dropdowns on each report. The filters vary among reports but they are all located at the top of the report.
3. You can sort columns for each report by clicking the up arrow in the following columns.

• Comprehensive Availability Report
  • Availability Name
  • Availability ID
  • Placement Start Date
  • Placement End Date
  • Total Slots
  • Total Slot Requests
  • Total Schools That Requested
  • Total Requested Slots
  • Pending Requests
  • Pending Slots
  • Approved Slots
• Comprehensive Slot Request Report
  • Program / School Name
  • Program Category
  • Availability Name
  • Requested Start Date
  • Requested End Date
  • Requested Slots
  • Approved Slots
  • Approved Slots with Students
  • Approved Slots without Student
  • Approved on
  • Requested Date
• Schedule-level Summary Report:
  • Schedule ID
  • Student Name
  • Schedule Start Date
  • Schedule End Date
  • Number of Hours
  • Total Requirements
  • Number of Requirements Pending
  • Number of Requirements Approved
  • Number of Requirements Not Approved
  • Number of Requirements Expired
  • Number of Requirements Expiring
• Onboarding Requirement-level Report:
  • Requirement Name
  • Student Name
  • Schedule Start Date
  • Schedule End Date
• School-wise Engagement and Utilization Report:
  • Number of Requests made
  • Number of requests approved
  • Number of requests declined
  • Number of requests pending review
  • Requested Slots
  • Approved Slots
  • Approval Rate
  • Average Time to approve
  • Confirmed/Utilized Slots
  • Average Time for Confirmation
  • Students Count
  • Ongoing Schedules Count
  • Upcoming Schedules Count
  • Completed Schedules
• Location-wise Engagement and Utilization Report:
  • School Requests Received
  • Cumulative Requested Slots
  • Cumulative Approved Slots
  • Approval Rate
  • Average Time to approve
  • Confirmed/Utilized Slots
  • Average Time for Confirmation
  • Location Group
  • Location Coordinator
  • Ongoing Schedules Count
  • Upcoming Schedules Count
  • Completed Schedules

Configuring Columns

Please see Viewing And Tracking Availabilities (Managing Availabilities) Configure Columns.

Exporting Reports

Please see School Requests Exporting Reports