This article provides a comprehensive guide on how to notify location contacts and students about their placements using an online system. It outlines the steps for sending placement notifications, including selecting placements, composing emails, and tracking the status of sent emails. The guide ensures that the process is efficient and clear for administrators managing student placements.

• Notifying Sites
• Notifying Students
• Notifying Preceptor / Clinical Instructor / Educator

Sending Placement Notifications to the Site

Once you’ve placed your students, you can notify your location contacts and share any necessary information!

1. Select Placements from the left-hand menu or dashboard.
   
    
2. Once on the placements page select a placement group, click Placements for Group.
   
   
    
3. Select the Email & Publish tab, 
   A. Select Locations from the Notify header
   B. Mode:- Individual to send a separate email for each placement.
   C. Mode:- Group to send a group email for all the student placement information in a single email to the site.
   
    
4. Select the Rotations you wish to send out the placement information for by clicking on the checkboxes.
   
    
5. Here you find a list of all the placements form the selected rotations for each location. To view the placement details, click on “view details”.
   
6. This will open a drawer with each student’s placement information.
   
7. Select your desired placements and click Compose email.
   1. If any locations do not have contacts or clinicians on file set to receive notifications, you will not be able to select them.
      
       
8. You’ll complete a three-step process to send out notifications. On the first step, review your recipient’s list. Click Next when ready.
   1. Override recipient’s list: test this email by sending it to yourself
   2. Reply to: if anyone responds to the email, the email listed will receive the responses
   3. CC or blind copy any users
   4. Attach any files as needed.
      
       
9. On the second step, use the standard template or build your own. Click Preview to move on to the next step. 
   
    
10. You will see a preview of your email with sample values. You can now decide when to send your emails! You can send your email immediately or schedule it for a specific date and time. Click Send or Schedule based on your selection.
    1. You can always go back by using the Previous button.
       
       
        
11. Your emails will be sent, and the report will show updated details in the latest status column.
    
     
12. You can also keep track of the status of the emails sent using the Email Dashboard.
    
     
13. Clicking on the Email Dashboard will open a new drawer where all the email statuses will show.
    1. You can view both sent and scheduled emails.
    2. You can view the email content by clicking on the Subject of the email. This would open a drawer and the email can be viewed
       
14. From the Email Dashboard you will be able to cancel scheduled emails.
    • Click on the ‘Scheduled’ option.
    • You can view all the emails that are scheduled for future delivery.
    • Select the emails that you want to cancel the schedule from the open checkbox.
    • Click on the red ‘X’ cancel the schedule.

Sending Placement Notification to Students

Once you’ve placed and published student placements, you can send out notifications to inform them of the placement.

1. Select Placements from the left-hand menu or dashboard.
   
    
2. Once on the placements page, select your desired Course.
   1. You can also select a placement group to manage multiple courses at a time. 
      
       
3. If you selected a placement group, click Placements for Group.
   
    
4. Select the Email & Publish tab and select the rotation you would like to send notifications for.
   
5. To send emails to students select the students from the list and click Compose Email. To Publish Placements to students without sending an email click on Publish Placements.
   1. Click the checkbox at the top to select all students or select students individually.
      
6. You’ll complete a three-step process to send out notifications. On the first step, review your recipient’s list. Click Next when ready.
   1. Override recipient’s list: test this email by sending it to yourself
   2. Reply to: if anyone responds to the email, the email listed will receive the responses
   3. CC or blind copy any users
   4. Attach any files as needed.
      
       
7. On the second step, use the standard template or build your own. Click Preview to move on to the next step.
   
    
8. You will see a preview of your email with sample values. You can now decide when to send your emails! You can send your email immediately or schedule it for a specific date and time. Click Send or Schedule based on your preference.
   1. You can always go back by using the Previous button.
      
      

10. Your emails will be sent, and the report will show updated details in the latest status column.
    
     

11. You can also keep track of the status of the emails sent using the Email Dashboard.

    

12. Clicking on the Email Dashboard will open a new drawer where all the email statuses will show.

    1. You can view both sent and scheduled emails.
       

       Sending Placement Notification to Preceptor / Clinical Instructor / Educator

       Once you’ve placed and published student placements, you can send out placement notifications and 'Thank You' emails to the Preceptor / Clinical Instructor / Educator.

       1. Select Placements from the left-hand menu or dashboard.
          
           
       2. Once on the placements page, select your desired Course. You can also select a placement group to manage multiple courses at a time. 
          
       3. If you selected a placement group, click Placements for Group.
          
       4. Select the Email & Publish tab and select the rotation you would like to send notifications for, then select the Mode as 'Individual' & Notify as Clinical Instructor. 
          
       5. To send emails to Clinical Instructors select the placements from the list and click Compose Email. Note: You will only be able to select placements that have a Clinical Instructor updated.
          
          1. You’ll complete a three-step process to send out notifications. On the first step, review your recipient’s list. Click Next when ready.
             1. Override recipient’s list: test this email by sending it to yourself
             2. Reply to: if anyone responds to the email, the email listed will receive the responses
             3. CC or blind copy any users
             4. Attach any files as needed.
                
                 
          2. On the second step, use the standard template or build your own. Click Preview to move on to the next step.
              
          3. You will see a preview of your email with sample values. You can now decide when to send your emails! You can send your email immediately or schedule it for a specific date and time. Click Send or Schedule based on your preference.
             1. You can always go back by using the Previous button.
                
                

10. Your emails will be sent, and the report will show updated details in the latest status column.
    

11. You can also keep track of the status of the emails sent using the Email Dashboard.

    

12. Clicking on the Email Dashboard will open a new drawer where all the email statuses will show.
    1. You can view both sent and scheduled emails.