Location Management

Location Management allows organisations to maintain a list of the sites, buildings, and rooms relevant to their institution.

Permission to Admin > System Settings > Location Management
You must have the following permission level to access this feature:

  • Medtech > Admin

Location Management allows organisations to maintain a list of the sites, buildings, and rooms relevant to their institution. In this context, site could refer to an institution, organization, or governing body. Site is the top tier of the Location Management system; within a site you can add buildings, and within a building you can add rooms. Some examples are provided below.

  • Site: University/College Name, Hospital Name

  • Building(s): School of Medicine Building, Abramsky Hall, Student Athletic Centre

  • Room(s): 201A, 201B, 430, 431, The Caldwell Room

Using the Location Management feature is useful if you:

  • plan to schedule clinical rotations or learning events in Elentra. 
    • Rotations and their corresponding blocks/slots can be assigned to sites, and learning events can be assigned a site, building, and room. 
  • plan to use Elentra's Lecture Capture tool.
    • Rooms can be set up with a Capture resource, which will allow for the automated recording of events based on the learning event schedule in Elentra.
      • Further configuration of Media Sources, Rooms, Courses, and Learning Events may be required.

The building and room code will be displayed to event attendees so make sure the short codes you use are logical.

The building and room code are displayed under Location.

The building and room code are displayed under Location.

Access Location Management

  • Navigate to Admin > System Settings.
  • If you have access to multiple organisations, click on the name of the organisation you want to manage locations for.
  • Click Location Management from the left-hand sidebar.

Add & Manage Sites

  • From the Location Management screen click Add New Site.
  • Provide the required information noting the following:
    • Site Code: The site code will display with the name on dropdown menus when you are assigning a site (e.g., in a learning event or rotation).
    • Province/State: This option will only be available after you have selected a country.
  • Click Save. You will be directed to enter buildings for your new site.
  • When you return to the Sites page, the sites will be listed in the order they were added to the system. There is currently no user interface to reorder the list of sites.
  • To edit an existing site, click on its name from the Location Management screen and then click the pencil icon beside the site name.
  • To delete an existing site, click the checkbox beside the site from the Location Management screen. This will cause a delete button to appear. Click Delete Selected and confirm your choice.

 

Add & Manage Buildings

  • From the Location Management screen click on an existing site.
  • Click Add New Building.
  • Complete the required information noting the following:
    • Building Name: This will display on learning events scheduled in courses.
    • Building Code: This will display on bookings made via Admin > Clinical Experiences > Rotation Schedule.
    • City, Country, and Province: These will default to the same information as the site, but you can change it as needed.
  • Click Save. You will be directed to a page to add rooms to the building.
  • When you return to the Buildings page, the buildings will be listed in the order they were added to the system. There is currently no user interface to reorder the list of buildings.
  • To edit existing buildings, click on the cog located to the right of the building name.
  • To delete existing buildings, click the checkbox beside the building name from the list of buildings. This will cause a delete button to appear. Click Delete Selected and confirm your choice.

 

A building added to a site.

A building added to a site.

Add & Manage Rooms

  • From the Location Management screen, click on an existing site.
  • Click on an existing building.
  • Click Add New Room.
  • Provide the required information, noting the following:
    • Floor: Optional: Record the floor a room is located on.
    • Room Number: Required: Room Number will show on learning events, assuming no room name exists.
    • Room Name: Optional: If provided, the Room Name will show, instead of the room number, on learning events.
    • Room Description: Optional: Simply collects information; at present, users will not see this information.
    • Room Phone Number: Optional: Simply collects information; at present, users will not see this information.
    • Room Resources: This allows you to provide information about the resources in a room.  The default list includes projector, television, computer, and capture.  Capture is used when you are using Elentra's Lecture Capture tool.
      • If you select Capture and your device is Manually Configured (e.g., you are using NCast), you'll be prompted to enter the following information.
        • Device Name: This corresponds to the code in your NCast recorder manual that is specified for that model. For example, on an M4 recorder this value should be “M4”, whereas on a Hydra model, this code should be “PR720”.
        • Device Address: This is the IP or hostname of the NCast device on your network.
        • Channel: This is the number of the Channel to be used from NCast device’s configuration. Most devices have a limited range available, usually 1 - 100.
        • Stream Prefix: This is the named string of characters that all videos from this Room will be tagged with. For example, “surgery” or “pediatrics”.
      • If your installation has an integration with another lecture capture tool, such as Mediasite, you will need to follow these steps (more detail is provided in the Lecture Capture lesson):
        • Configure Media Sources via Admin > System Settings > Media Sources.
        • Ensure that you have defined your sites, buildings, and rooms via Admin > System Settings > Location Management; particularly those rooms that have recorders you wish to use to capture learning events.
        • For the Rooms that have recorders, ensure that you define the Resources available in each room (e.g., Capture), identify the associated recorder as the Device for each room, and define the Media Source.
        • Configure Courses to automatically record sessions via Admin > Manage Courses, then scroll down to the Lecture Capture section.
        • Ensure faculty have consented to recording their sessions; unless your institution has configured your installation to assume consent for Lecture Capture.
        • Manage Events to indicate that the recording should be posted to the event as a resource automatically.
  • Room Max Occupancy: Optional: Simply collects information and, at present, will not be displayed to users elsewhere in the system.
  • Click Save. The room will appear on the Building Rooms list.
  • When you return to the Rooms page, the rooms will be listed in the order they were added to the system. There is currently no user interface to reorder the list of rooms.

  • To edit existing rooms, click on a room name and an edit window will open.
  • To delete existing rooms, click the checkbox beside the room name. This will cause a delete button to appear. Click 'Delete Selected' and confirm your choice.
  • If you use Capture as a room resource, you will see a calendar icon at the end of each Room’s row. Clicking on this calendar icon will bring up a modal which allows a link to an .ICS calendar schedule file to be copied. You will need the URL to this .ICS file when configuring your NCast server, which will point to the schedule so that it knows when to start and stop recording.
A sample listing of rooms.

A sample listing of rooms.

Room Schedule Feeds

To the right of any room you will see a calendar icon. This gives you access to a Room Schedule Feed.

  • You can use the Room Schedule Feed to copy and add the feed to another calendar. 
  • If you also use Capture as a room resource, you will additionally see a Recording Schedule Feed. 
    • This provides a link to an .ICS calendar schedule file to be copied. You will need the URL to this .ICS file when configuring your NCast server, which will point to the schedule so that it knows when to start and stop recording.
Screen Shot 2020-07-03 at 7.45.46 AM.png