Locations

After reading this article you will be able to:

• Search and Filter Locations

• Add Locations

• Edit an existing location

• Add a Department or Unit

• Add a unit within a department

• Edit Departments and Units

• Delete a Location/Department/Unit

• Manage Availabilities, Requests & Schedules at the Location Level

Getting to the Locations Page

To go to the Locations page click on the icon on the left hand menu to open the Locations  page  You can expand the menu by clicking on the  icon.

The Location Page provides a list of all facilities created for your site including:

• Name

• Their type (location, department or unit)

• Address

• Assigned groups

• Location coordinator.

• Status (active or inactive)

Search and Filter Locations

1. Search by typing the name a location, department, or unit in the search box. The grid will display all locations matching, Use the icon to expand to see departments and units under a location.

   

2. Use the drop downs to filter by:

   • State.

   • Location Group.

   • Coordinators.

3. You can clear all search terms and filters using the Reset button.

Add Locations

1. Click the +Add Location button in the upper right corner.

2. Details tab complete all the required fields (marked with a red asterisk), click Next on the upper right when you are finished.

   Please Note: All required fields, marked with a red asterisk *, must be filled out and saved.

• Location Name – Enter the name of the location in the text box.

• Alias Name – Provide an alternate name, if needed. You may consider adding this if a location is commonly known by a nickname.

• Group - Use the drop-down menu to select the group for the location. See Groups  Adding Location Groupings for more information about creating and using Location Groups (optional).

• Location Description –This will be visible to the schools when they explore availabilities at this location.

• Type- field will be by-default selected as Location. Please see Adding Departments and Units.

• Address Line 1 – Enter the primary address details, such as street number, street name, and location.

• Address Line 2 – Add additional address details, such as suite number (optional).

• Phone number – Provide the location’s contact number, this is usually the general number for a location not a specific person.

• City.

• State.

• Country – currently only United States.

• Zip Code.

3. On the Discipline tab click the caret on a discipline to view the associated specialties. Use the select all button to select specialties or use check boxes to select specialties. Click the Add Now button to save your selections. 

   Please see Site Configuration Disciplines for information about updating disciplines for your site.

   

4. Search for disciplines or specialties by typing in the text box. 

   

5. To add more disciplines at the location, click "Add Disciplines" and select the required discipline(s) and specializations, just as you did when adding the first discipline. 

   

6. Use the trash icon to delete a discipline and all added specialties or the to expand the specialties and edit your choices. 

   

7. Click the Next button to save. 

   

8. On the Personnel screen select staff to add to the location. Click the checkbox next to a name to add, click the Location Coordinator and/or Location Preceptor buttons if applicable. To add persons to the list of staff to select from see Site Configuration, 

Please note: Multiple staff may be added to a location.

9. Search for personnel from the list by typing a name in the text box. 

   

10. Click the Save button to create the new location. 

    
     

Edit an existing location

1. On the Locations page locate the facility on the list and click on the location name.

2. In location details window, the details are organized into the following sections. You may scroll down to see all the areas or use the short cuts on the top.

3. Basic Information click the   to make edits. For details about the fields, refer to Adding Locations

4. Associated Disciplines & Specializations – Click on  to add, edit or delete disciplines and specializations for a location. Please see Adding Locations

5.  Required Onboarding automatically displays requirements after they are configured. Please see Onboarding Requirements for more information. Click the  in the of the section to assign location-specific onboarding requirements to the selected location. 

   Please note that Onboarding Requirements are inherited from the level above (i.e. Location documents are carried to all departments and units beneath them.

6. Adding Departments or Units . Please see Adding a Department or Unit.

   

7. Personnel: click on the in the Personnel Affliation box. Please see Adding Locations.

   

8. Associated Groups. Click on the in the Groups area. Please see Adding Locations.

9. Contracts: Displays a summary of contracts associated with the site’s locations. Click on any contract listed to navigate directly to its detailed view under the School Partner section. Please see School Partners

   • Contracts applicable to this specific location: Shows contracts that are tied specifically to the location currently in view.
   • Site-level contracts (applicable to all locations): Lists all site-level contracts created with program partners, for all locations.

   

Add a Department or Unit

You can seamlessly create and manage departments and units under a location.

1. Departments can be added under a location

2. Units can be added under a location or department.

   

3. From the location table click on the name of the location, then click on the in the Departments and Units section.

   

4. An Add location drawer will appear. On the Details page add:

   • Name of the Department

   • Alias Name, if needed

   • Use the drop-down menu to select the group for the department/unit.

   • Description of the Department, will be visible to schools when searching for opportunities.

   • Type, select Department

   • Parent Location is inherited from the location.

.     

Please note: Groups will only appear if they have been created under the Location Grouping option. Refer to the “Adding Group” section for more information

5. For adding Address, Discipline and Personnel please see Adding a Location.

Please note: Disciplines and Personnel are associated with this Department at this location only.

6. For address, disciplines and personnel click the Use Parent button to copy over location information or you may enter information

.

7. Click Save to Add the Department.

8. Adding a Unit not within a Department

• Follow the directions for adding a Department but select Unit for type.

Add a unit within a department

1. Go to the detailed view of Department within the Location

   • By clicking on the name of the Location on the table view and then clicking on the Department

   • Click on the name of the Department after expanding the location on the table using the

2. Click on the Add Unit button

3. The add Unit drawer appear

4. Follow the above instructions for Adding a Department or Unit

★ Please note: For a Unit added within a Department the Parent field is prefilled with the Department if falls within.

Edit Departments and Units

1. After adding a department or unit under a location, it will appear in the Departments & Units section of the location’s detailed view with the label “Department” or “Unit”. Click the to the right of a department name to see unit(s) within a department.

   

2. Alternately in the Locations grid, will now appear to the left of a location name with department(s) or unit(s). Clicking on this caret will expand the hierarchy, displaying the department or units in the next row. Clicking on the department or unit name will also take you to its detailed view.

   

3. Updating details of a department/unit from this step forward is the same for updating location details. Please see Editing Locations.

Delete a Location/Department/Unit

You can delete a location, department, or unit from the Locations grid if it does NOT any active schedules or availabilities.

1. Go to the Locations grid.
2. Under the Actions column, click the Delete icon corresponding to the location, department, or unit you wish to remove.

• If schedules exist at the selected location/department/unit, deletion is not allowed.
• If availabilities exist at the selected location/department/unit, deletion is not allowed.
• You can delete the location/department/unit only if no schedules or availabilities exist under it.

3. A confirmation pop-up will appear, displaying the number of items (locations, departments, or units) that will be deleted.
4. A warning message will inform you that any personnel associations with those entities will be removed

Please note: Deleting a parent location will also delete all of its child locations.

1. Click Cascade Delete to confirm and permanently delete the selected location, department, or unit.

Manage Availabilities, Requests & Schedules at the Location Level

Sites can manage availabilities, requests, and schedules directly from a location’s profile, without navigating back to the main grids.

When a site user opens Locations and selects a specific location, they are taken to the Location Profile.

At the top of the screen, the location header displays:

• Location name and status (Active / Inactive)
• Address and phone number
• Associated location groups (if any)
• Assigned location coordinators

This header remains visible while navigating between different sections of the location.

Viewing Availabilities from a Location

Within the Location Profile, selecting the Availability tab shows all availabilities created for that specific location.

From this view:

• Only availabilities created for the selected location—and any of its child locations (departments and units)—are shown in this view.
• Search, column configuration, filters, sorting, and pagination work the same as the main Availability screen

The following summary indicators appear above the grid:

• Active Availabilities
• Awaiting Publishing
• Starting in 30 Days

• Availabilities with Pending Requests

  

Creating an availability from this screen:

• Select Add Availability
• Only the current location and its child locations (if any) are available for selection.
• The availability can only be created for the current location or  its child locations.

Location-based availability views do not show:

• Location filters
• Location columns 
  (as the location context is already applied)

Viewing Requests from a Location

Selecting the Requests tab displays all placement requests submitted for the selected location's availabilities.

From this view, site users can:

• See requests only for this location
• Review requests directly from the grid
• Switch between grid, board, and calendar views
• Use search and filters as needed
• Use column configuration and export options as needed

At the top of the screen, request counts are displayed for:

• Pending Review
• Review in Progress

All request actions available in the main Requests screen are also available here.

Viewing Schedules from a Location

Selecting the Schedules tab displays all schedules associated with the selected location.

This includes:

• Individual schedules

• Group schedules

  

From this screen, users can:

• Assign students to schedules
• View schedules in calendar view
• Track onboarding progress
• Use search, filters, column configuration, and exports

Summary indicators at the top show:

• Pending Confirmation
• Upcoming Schedules

• Ongoing Schedules

  

These counts reflect all schedules tied to the location, across both individual and group schedules.

Location-Based Views – Key Notes

• All grids under Availability, Requests, and Schedules behave the same as their respective main screens
• Data is automatically filtered to the selected location
• Actions taken from the location profile apply only to that location’s data
• Location-level views help reduce navigation between multiple screens