After reading this article you will be able to...
Configure Availability Windows
Allow Detailed Scheduling
Configure Availability Windows
Click on the Opportunities tab. Click on +Add Opportunity or click on an existing opportunity.
If you are clicking on an existing opportunity, you will need to click "Edit opportunity at the top left corner of the page.
When adding an opportunity, you can set up availability windows as needed by clicking on the Availability Tab:
Clicking on a shift or clicking and dragging over multiple shifts will allow you to modify the name, color coding, number of slots, start and end time, location, and schedule:
Note: All fields except the name field are optional
If you choose not to add a specific schedule, the schedule will default to include all days within the start and end date of the opportunity. To add a different schedule, click +Create New Availability Window:
The schedule will default to weekdays, but can be adjusted to include only certain days of the week, month, or year on a repeating schedule.
Create new availability window:
Window name: The window name will be visible on the calendar inside the rotation after it is scheduled.
Window description: Optionally enter additional information about this window. Hyperlinks to external websites can be entered in this section.
Maximum students/learners or groups per day: Number of students allowed on this window each day. (For group rotations, this is number of groups allowed on this window each day).
Restrict total number of days per week that rotations can use: Restrict a rotation from being able to schedule onto multiple days within the same week. Ex: If you want a student on a rotation to only be able to schedule at most two days within a week, you would enter 2.
Time: Daily start and end time of availability window (Note: if this varies, leave blank and set specific schedule times below)
Location: Where the availability window is taking place. Multiple locations can be selected.
Schools: Assign the window to one or more schools, added previously in the Schools section.
Staff visible to applicants: Assign staff members to the window that will be visible to students as they are applying for rotations.
+ Add Schedule: Multiple schedules can be added to each window.
Set dates for schedule: Select a start and end date for the schedule (within availability window).
Set specific hours: Set hours for this schedule.
Set repeating schedule: Set which days this schedule repeats and how often (e.g. repeat every 1 week = weekly, repeat every 2 weeks = every other week, etc.)
Once you've modified availability windows, the changes will be reflected on the opportunity page calendar:
Optionally:
Add date exceptions: Dates outside of the normal availability of your opportunity (e.g. holidays, closures, scheduled time off). These dates won’t be available to be scheduled onto by your schools. If Availability window dates overlap these dates, they will show up as exceptions within the window.
Apply __ selected days to: When selecting one or more days from the main calendar, this allows you to add them to a previously created window.
Remove __ selected days from: When selecting one or more days from the main calendar, this allows you to remove them from a previously created window.
Allow Detailed Scheduling
In the General info tab, under Visibility and search settings, you can allow for detailed scheduling. After selecting either Allow students to search and apply from the find clinical experiences tab or Allow coordinators to schedule, check the boxes underneath to allow detailed scheduling.
Allow students to set a detailed schedule (times and dates): If checked, students will be able to select windows of time on the opportunity calendar themselves, as opposed to the clinical site setting the schedule. Students are limited by the schedule and date range specified in the Availability section of the opportunity.
Allow clinical site coordinators to set a detailed schedule (times and dates): If checked, clinical site coordinators will be able to select windows of time on the opportunity calendar. Clinical site coordinators are limited by the schedule and date range specified in the Availability section of the opportunity.
Allow school coordinators to set a detailed schedule (times and dates): If checked, school coordinators will be able to select windows of time on the opportunity calendar. School coordinators are limited by the schedule and date range specified in the Availability section of the opportunity.
Allow students to request schedule changes when they've been added by someone else: If checked, students will be able propose changes to the schedule pending clinical site approval. Students will still be limited by the schedule and date range specified in the Availability section of the opportunity.
Have more questions? Please reach out by clicking the chat icon in the bottom right corner of your screen from 8am-6pm CT, Mon-Fri.