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Managing Slots by Placements

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The Placement Slots section in Exxat Prism allows administrators to view, add, edit, and manage slots for individual courses or placement groups. This guide explains how to access the Slots dashboard, review slot availability, update slot details, and manage slot statuses.

It also covers how to track students interested in specific locations, send their interest to sites, and place students directly. Additionally, you'll learn how to request assistance when moving slots or existing student placements between sites.

 

The Placement Slots section allows you to view, manage, and edit available slots for courses or placement groups. Follow these instructions to navigate and utilize the section effectively.

Whether you’d like to view slots available for a given course or edit what is available, the Placements Slots section can do it all!

Accessing Placement Slots

  1. Select Placements from the left menu or dashboard.
    Screenshot
     
  2. Select the course you’d like to manage.
    Screenshot
     
  3. If you’d like to manage slots for multiple courses, select your placement group from the left panel > Select Placements for Group.
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  4. Select Slots from the top banner.
    Slots
     
  5. You’ll be taken to the slot dashboard, which will give you bar and pie chart visuals on:
    1. Slots by Setting
    2. Slots by Rotation
    3. Slots by Type
    4. Slots by Status

Exploring the Slots Dashboard

  1. The dashboard is clickable, simply click on a set of data, and the List view will filter the slots for you!
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Managing Slots in List View

  1. The List view displays all the slots available for the course or placement group you have selected.
    1. To edit slots, select the required checkboxes and click the pencil icon.
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    2. On the Available Slots list, select the checkboxes or Select all to select all the slots and click Bulk Edit.
    3. On the Slots Details section, select Select field and Value from the drop-down list.
    4. Click Add Field to edit more fields.
    5. Click Save.
  2. If you want to delete a slot, then click on the trash bin icon.

  3. If you want to cancel a slot, then update the Slot Status to Cancelled, and indicate who cancelled the slot, the school, or the site.
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    Adding Slots

    1. If you’d like to add any slots for the course or placement group you have selected, click +Add Slot.
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    2. A drawer will open.
    3. On step 1 you will first select the Site you’d like to add a slot for. Click Next once ready.
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    4. On step 2 you will provide location and slot information along with the number of offers provided for each rotation. Click Add Slots once done.
      • Please note, the rotations displayed on this screen is dependent on the course or placement group you have selected.
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    Send Student's interest to a location 

    1. Under the list view navigate to the "Students Interested" page to track which of the students are interested in a given site 
    2. Select the Interested Students number
    3. A drawer will open up where you will find list of all students interested in a location 
    4. Select the students you want to place directly 
       
    5. Click on the "Send interest to location" button to place the students
    6. A drawer will open up which will allow you to email workflow, click on next
    7. Select the appropriate template, 
    8. Click on Preview, and click on "Send now". 

    Track students interested in a location

    1. Under the list view navigate to the "Students Interested" page to track which of the students are interested a given site 
    2. Select the hyperlink of Interested Students
    3. A drawer will open up where you will find list of all students interested in a location 
    4. Select the students you want to place directly 
       
    5. Click on the "Place" button to place the students

       
    6. A drawer will open up where you will be able to edit any placement details
    7. Select the "Place" button to place the students directly 
    8. Select the "Place and Publish Now" button to place and publish placements directly 

Troubleshooting

S. No. Issue What to do
1 I cannot find the slots for a particular course or placement group. Go to Placements and confirm that you have selected the correct course or placement group. Then, select Slots from the top banner.
2 I cannot see all the slots in List view. Check whether a dashboard chart selection is filtering the list. Review the selected criteria to ensure you are viewing the required slots.
3 I need to update the same information for multiple slots. In the Available Slots list, select the required slots and choose Bulk Edit. Select the field and value you want to update, then click Save.
4 I cannot find the required rotation while adding slots. Confirm that you have selected the correct course or placement group. The rotations available when adding slots depend on your selection.
5 I need to cancel a slot but do not know how to record the cancellation. In List view, update Slot Status to Cancelled and indicate whether the slot was cancelled by the school or the site.
6 I cannot find the students interested in a particular location. Go to the Students Interested page from List view. Select the Interested Students link or number for the relevant location to view the list.
7 I need to move a slot from one site to another. Contact Exxat Support. Multiple dependencies must be reviewed before confirming whether the slot can be moved.
8 I need to move an existing student placement to another site. Contact Exxat Support. Moving an existing placement between sites requires backend changes that cannot be completed directly by administrators.

Frequently Asked Questions

1. Can I manage slots for multiple courses at once?

Yes. You can manage slots for multiple courses by selecting a placement group from the left panel and choosing Placements for Group. Then, select Slots from the top banner to view and manage the available slots for the selected placement group.

2. What information can I view on the Slots dashboard?

The Slots dashboard provides a visual overview of slot availability through bar and pie charts. You can review slots by:

  • Setting
  • Rotation
  • Type
  • Status

You can also select a section of a chart to filter the slots displayed in List view.

3. Can I edit multiple slots at the same time?

Yes. The Bulk Edit option allows you to update multiple slots together.

From the Available Slots list, select the slots you want to modify or use Select all. Then, select Bulk Edit, choose the required field and value, and select Save.

You can also use Add Field to update additional fields.

4. What is the difference between cancelling and deleting a slot?

Cancelling a slot allows you to update its status to Cancelled and indicate whether the cancellation was made by the school or the site.

Deleting a slot is a separate action performed using the trash bin icon in List view.

5. Can I add slots for different sites and rotations?

Yes. When adding slots, you can select the site, provide location and slot information, and specify the number of offers for each rotation.

The rotations available during slot creation depend on the selected course or placement group.

6. How can I track students interested in a particular site?

From List view, go to the Students Interested page and select the Interested Students link or number for the relevant location.

A drawer opens displaying the students who have expressed interest in that location. You can review the list and select students for further placement actions.

7. Can I place students directly from the Students Interested page?

Yes. Select the students you want to place and choose Place.

You can then review or edit the placement details and select one of the following options:

  • Place: Place the selected students.
  • Place and Publish Now: Place and publish their placements directly.
8. How can I move slots or student placements to a different site?

If you need to move slots or existing student placements from one site or location to another, contact the Exxat Support team.

  • Moving slots: Multiple dependencies must be reviewed before determining whether a slot can be moved to another site. Exxat Support will evaluate your request and confirm whether the change is possible.
  • Moving student placements: Changes to existing student placements between sites are handled from the backend and require assistance from Exxat Support.

Important: Administrators cannot complete these site-to-site movements through the standard slot management workflow.


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