Manage Locations

Manage Locations module is a place to store data of the Locations relevant to the institution. It is a repository that will help your Clinical staff and Learners to locate Location information.

In the undergraduate clinical years' context, Locations are generally places that a Rotation is associated. 

In a postgrad context, Locations can refer to an institution, organization, or governing body.

Within Elentra, Locations can be added to Location pools on Rotations that are shown for Learners' requests. In addition, they can optionally be assigned to Rotation Slots with Capacities to run Lotteries.

While all data points are visible to admins, only some fields are visible to Learners. Admins can also choose to hide specific Locations from Learners. 

Access Module

To access the module, go to the top menu and Admin>Manage Locations. 

Add, Edit, or Delete a Locations 

Adding, Editing and Deleting Locations can only be done from the Manage Locations module, either individually through the interface or with a CSV import.

Make sure to set up your Curriculum Tags and Curriculum Tracks if you are planning to associate them with Instructors.

Add or Edit the Location Manually.

Pre-Conditions: Make sure the Location doesn't exist in the system already. If Elentra detects a duplicated Location Code, it will prevent the import from successfully occurring. 

    • Go to Admin > Manage Locations.
    • Click the Add Instructor button (+), fill out the form and click "Save."
    • The Location should be viewable on the Table View. The Location Status & Visibility will still be undefined and must be manually updated from the Status & Visibility tab.

Bulk Upload Locations with CSV

Pre-Conditions: Make sure the Location doesn't exist in the system already. If Elentra detects a duplicated Location Code, it will prevent the import from successfully occurring. 

    • Go to Admin > Manage Locations
    • Click on the "Import/Export" button
    • Click on the "Download sample CSV file" menu item
    • Complete the template with the Locations' information
    • On the Status column, for each Location on the file, indicate "Active" or "Inactive." When the Location is "Active," you are allowed to associate it to Rotations' Location Pools.
    • On the Visibility column, for each Location on the file, indicate 1 (Visible) or 0 (Hidden).
      • When a Location is "Visible," Learners can see it from the Locations page available for them.
        • The values on the Status & Visibility columns will be considered for the new Locations being added. Elentra currently can't support editing these fields for existing Locations.
        • If these columns are empty or contain invalid values, the import will still happen, and both will remain undefined.

Delete Locations

Deleting Locations can directly be done through the Manage Locations module.

Note that it is a soft delete.

    • Go to Admin > Manage Locations
    • Select the Location(s) you wish to delete, click the ‘Delete selected’ button and confirm.

Locations Table View

When accessing the Manage Locations module, you'll see a list of Locations with the fields that are added manually or in bulk (Name, Curriculum Tracks, City, State/Province). The rest of the additional fields are managed through the Location's Details tabs.

From this view, you can:

  • Search a Location by Name
  • Sort the table by any column

Locations - Details

When clicking on one specific Location's Name hyperlink, you can access and edit its details through the different tabs.

Contact Information Tab

All these fields are set through the Manage Locations module, either manually or in bulk. 

The Map functionality works by detecting the Mailing Address. 

The Contacts section can only be added manually at the moment.

Building Tab - Adding, Edit, or Delete Buildings and Rooms Manually 

Location is the top tier of the location management system, but it can get more granular if needed: within a Location, you can add Buildings, and within a Building, you can add Rooms.

An example:

Location: University/College Name, Hospital Name 

Building(s): New Medical Building, Abramsky Hall, Student Athletic Centre 

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

We currently only provide a manual way to upload this information.

To add a Building, click the Add Building button (+), fill out the form and click "Save."

You can specify the Geolocation Fields (Radius, Longitude and Latitude) to leverage the Geolocation functionality to track attendance later.

To add a Room, click on the Building's name, then the Add Room button (+), fill out the form and click "Save."

Curriculum Tags Tab

In this tab you can associate Curriculum Tags to the Location to allow Admins and Learners to filter Locations by the tag.

Instructors Tab

To associate Instructors please review the Manage Instructors module.

Agreements Tab

Upload agreement documents and assign expiration dates to the Agreements Tab. 

The Expiration Date column on the Locations Table View will be calculated based on the latest expiration date of all agreements.

Status and Visibility Tab

The Status & Visibility fields per Location will be undefined (empty) by default and can be updated individually through the interface or in bulk with .csv

You can set the Status of the Location to "Inactive" or "Active." When the Location is "Active," you are allowed to associate it to Rotations' Location Pools.

You can set the Visibility of the Location to "Hidden" or "Visible." When a Location is "Visible," Learners can see it from the Locations page available to them.

Notes Tab

This tab is intended to contain any comments used to input additional information for internal use or to show to Learners.

Visits Tab

Stores information related to visits. This tab will only show if the school has information on their database.