(Instructor) Manage Opportunities [EMS]

Erika Jensen -

Manage Opportunities

Create Opportunities

Create Opportunities Calendar Fire Schedule
Add Student to Opportunity Repeatable Schedule Batch Edit/Delete Opportunities

Click on Manage Opportunities from Opportunities on the top menu. You will see all the opportunities available for classes you have been assigned to as an Instructor.

Note: If you do not have any opportunities yet, you will want to create them. See the Add a new clinical opportunity section below for more.

In the search box, you can type in an opportunity name, location, student, category or batch id of an opportunity, then hit the Search button.

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You can also search by opportunity date and by the view.

To see all opportunities, click All and then click the Search button. The All button is the default tab.

To view all opportunities with Students, click the w/ Students toggle area then click the Search button.

To see all open or full opportunities click on the Open or Full toggle area and then click the Search button.

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Note: To cancel an opportunity you must remove all students first from the opportunity, then your cancel link will show in the actions column.

To see the details of the opportunity (either in the default upcoming tab or the history tab), click on the Details link in the Actions column.

To edit your opportunity, click on the Edit link in the Actions column.

To cancel your opportunity, click on the Cancel link in the Actions column.

Add Students to Opportunity

To add a student or students to your opportunity, click on the Modify Students link in the student’s column.

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On the Add/Remove Students to Clinical page you will select the students you would like to add to the class by clicking the checkbox next to the student’s name.

Click the Save Changes button to save your students to the opportunity.

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You will see your students listed next to the opportunity on the Manage Opportunities page.

Create a New Opportunity

To create a new opportunity, click on the Add New Opportunities button at the top of the manage opportunities page. Click the Batch Edit button to batch edit opportunities.

You will be brought to the Add New Opportunities page.

Add a New Clinical Opportunity

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Fill out the Name and Description of your new Clinical Opportunity.

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Fill out the Settings of your new Clinical Opportunity.

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Select your Opportunity Type from the drop-down. Then select the Apply Hours to drop-down and pick the category that your new opportunity applies to.

Type in the Max Students or maximum amount of students you want on this opportunity (required) and choose your Default Preceptor (not required).

Now go to the right side of the Settings screen.

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The first 2 questions are defaulted to Yes for very good reasons.

Allow students to sign up for this opportunity? You would only switch this to No if you want a hidden opportunity that students cannot see or signup for.

Automatically accept student signup requests? If you choose No, you will have to manually accept the students into this opportunity, if you choose the default of Yes the system will accept students into the opportunity as they request, up to the max student amount you set.

Grading Process: We default this to the standard Pass/Fail with Survey.

The Student Survey and Preceptor Survey are also defaulted to the system defaults.

Please do not click Create Opportunities button yet, the next step is to choose your dates that this opportunity will fall on.

Click the Opportunities tab.

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There are directions on the top of the tab but we will go through the process of previewing your opportunities also.

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Click the Add Opportunities button on the right of the screen.

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You will be brought to the Custom Scheduler screen (above).

In the Settings section, you will pick your Site, Location, Start Time, Duration and you’re Sign up by Start Date and Sign up by End Date for your new Clinical Opportunity.

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Sign Up By Start Date is not a required field. Leave this empty if you do not need a sign by start date. Sign Up By End Date however is required.

Example #1 Positive Number: Enter 3 in the input, if student can begin signing up 3 days in advance of the opportunity date.

Example #2 Negative Number: Enter -25 in the input, if the student can begin signing up by the 25th of the previous month. Use -31 for the last day of the previous month.

Example #3 Choose a date: Click the calendar icon (above) to have a student begin signing up by a specific date.

The Sign up by Start Date is the date you want your students to begin signing up to this opportunity by. You can choose a date for this by clicking the calendar icon or click into the textbox to assign a positive or negative number, see examples (above)

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Sign Up By End Date is a required field.

Example #1 Positive Number: Enter 3 in the input, if student must sign up 3 days in advance of the opportunity date.

Example #2 Negative Number: Enter -25 in the input, if the student must sign up by the 25th of the previous month. Use -31 for the last day of the previous month.

Example #3 Choose a date: Click the calendar icon (above) to have a student sign up by a specific date.

The Sign up by End Date is the date you want your students to sign up to this opportunity by. You can choose a date for this by clicking the calendar icon or click into the textbox to assign a positive or negative number, see examples (above).

The next step is to choose the days your opportunities fall on.

Scheduling options for multiple Clinical Opportunities

Calendar

The Calendar tab is the first tab you will see. Click on the dates you would like your opportunities to fall on in the calendar.

 

Example: A scheduled opportunity on the Calendar for every Monday, Wednesday and Friday for a month.

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Click the Add Selected Calendar Dates to save the opportunity dates.

Note: If the preview is incorrect, click the Clear All Opportunities button to clear the table and start again.

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You will see a preview (above) of what you just scheduled in the Opportunities tab. Here you can sort your data by clicking on any of the headings, adjust your page size or go to the next page if needed.

The next step is to go to the Classes tab.

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Click the checkbox of the class you want your opportunity to be scheduled in.

The next tab is the Instructors tab.
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On the Instructors tab, you can assign multiple or different instructors (defaults to you) to this opportunity.

The next tab is the Documents tab. Here you can see all documents that are attached to your school, or course.

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Click the checkbox next to the documents listed that you would like to add or drag and drop files (or click) into the blue area to add you own documents into the opportunity.

Once everything in your tabs and the preview looks right, click the Create Opportunities button to create them.

The last tab is the Forms tab.

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If you have created custom form(s) to attach to your opportunities, (see Manage Forms) they will show under this tab. You can attach the form to the Student, or Preceptor by checking the box.

Click the Create Opportunities button.
You will see your new opportunities listed in the Manage Opportunities page.

Repeatable Schedule

Another option for scheduling your new clinical opportunity is the Repeatable Schedule.

The Repeatable Schedule allows you to choose the day of the week, date range and frequency of your opportunity.

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First select the day(s) of the week your opportunity falls on, then select the start and end dates along with the frequency you would like your opportunity to have.

Note: If the preview is incorrect, click the Clear All Opportunities button to clear the table and start again.

Once you have setup your repeatable opportunity, click the Add Repeatable Schedule Dates button. You will be brought back to the Opportunities tab where you will see a preview of what you just setup.

The next step is to go to the Classes tab and choose the class this new opportunity will be under.

You can also choose different or additional instructors or add documents to the opportunity before clicking the Create Opportunities button.

Fire Schedule

The third tab for scheduling your new Clinical Opportunity is a Fire Schedule.

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If you need to schedule your opportunity with days off and on, using a Fire Schedule will be your best choice.

Select your From and To dates then enter your Pattern in the pattern textbox.

Pattern: For example, you would type 3,-2 for 3 days on and 2 days off in between your opportunity.

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Click the Add Fire Schedule Dates button to see a preview in the Opportunities tab. If your opportunities are incorrect, you can click the Clear All Opportunities button and start over.

Batch Edit/Delete Opportunities

Click the Batch Edit button on the top of the Manage Opportunities page.

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You will be directed to the Opportunity Batch Select page.

Find your opportunity batch that you would like to edit in the Current or Past tabs.

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Click on the Opportunity Batch ID link.
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Note: Use the buttons in the red title bar up top to easily navigate between pages.

Once you have clicked on an Opportunity Batch ID, you will go to the Editing Options page (above). Notice there are many tabs on the top named Settings, Classes, Instructors, Forms, Documents, Opportunities and Delete.

Change any of the information on these tabs and click the Save & Refresh or Save & Exit button.

Batch Deleting Multiple opportunities

The last tab on this page is to delete opportunities completely from the system. When you click on the Delete tab, it will by default show you all opportunities by the Opportunity Batch ID.

All of the listed opportunities will be deleted from the list shown when you click the Delete All Opportunities in The Above Table button at the bottom of the page.

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