Placements

Placements is where you manage clinical sites, schedule tracks, the institution placement calendar, and a compliance matrix for people going to those sites.

Overview

Open Placements from the sidebar. Admins and faculty use four tabs:

Older Locations bookmarks redirect here to the Locations tab.

Calendar

The Calendar tab shows placement activity across your active classrooms. Members appear on their schedule tracks with date ranges, sites, and units when that data is set up.

• Choose which classrooms to include so the view stays focused.
• Use it as a shared picture of rotations—not a separate scheduling tool from Schedules.

If the calendar looks empty, confirm classrooms have enrolled members and schedule tracks with segments.

Locations

Manage hospitals, clinics, and other clinical sites on the Locations tab.

Verified vs custom sites

• Verified locations come from the shared site directory. Search by name or address, then add the match. Verified sites show a verified badge and can include standardized address details.
• Custom locations are institution-specific when a site is not in the directory (or you need a local name). Prefer verified sites when a good match exists.

Open a site to edit eligibility, units (for example ICU or Med-Surg, with capacity), and contracts (upload, rename, or download agreement files). Archive sites you no longer use; filter active vs archived when searching.

Parent groups

Some health systems span multiple hospitals under one affiliation. Use parent groups on the Locations tab to link member sites to a shared parent agreement. Child sites inherit the parent’s contract when they do not have their own—useful when one signed agreement covers several facilities.

Units also appear when you build schedule segments, so keep unit names clear and capacity current.

Schedules

The Schedules tab lists classrooms at your institution. Each classroom can have one or more schedule tracks (for example cohort rotations or clinical groups).

For a track, add segments with dates, location, and unit. You can add, rename, duplicate, or delete tracks as rotations change. Calendar and roster views draw from these tracks, so keep schedules updated before students arrive on site.

Suggest Assignments

On the Schedules tab, Suggest Assignments drafts track placements for unassigned students across all active classrooms.

• Matching is rules-based: it balances students across tracks within each classroom and never exceeds date-aware unit capacity (including seats already taken—or drafted—by other classrooms at the same unit). Distance estimates use each student’s home ZIP from Users when available.
• Before previewing, you can optionally require student compliance (skip anyone whose overall status is not compliant) and/or a compliant preceptor on the track (only tracks that already have a preceptor assigned, and every assigned preceptor must be compliant). Both rules are off by default.
• Review the proposed student → classroom → track list, then Confirm to write assignments. Nothing is saved until you confirm.
• Students who cannot be placed (for example, when every track is at capacity, the student is not compliant, or no track has a compliant preceptor) stay unassigned and are listed with a reason.

This does not replace manual assignment in the classroom editor or student self-scheduling—it fills open seats when you want a one-click draft.

Nearby sites without a track: Suggest Assignments only uses tracks that already exist. If students live near an eligible affiliated site that has no track in that class yet, use Insights and ask to match unassigned students to nearby affiliated sites. Extra notes can require student compliance and/or a compliant preceptor already on the track (that last rule will not create new tracks). The agent can propose creating a track at that site (copying the class calendar) and assigning those students. Review the approval card before anything is saved. Distance is estimated ZIP-area miles, not driving time.

Compliance matrix

The Compliance tab is a people × requirements matrix. Pick a compliance template (including the standard template from Settings), then filter by role, cohort, location, or overall status. Search by name or email.

Use it to see who is cleared before a rotation—not to define the requirements themselves. Configure which items are required under Settings → Compliance.

Tips

1. Search the verified directory before creating a custom site.
2. Upload contracts when partnerships change so the current agreement is easy to find.
3. Name schedule tracks clearly (cohort, term, or site group) so Calendar stays readable.
4. Use Suggest Assignments after tracks and unit capacities are set to draft placements for unassigned students, then confirm.
5. Check the compliance matrix before large placement windows, filtered to the relevant location or cohort.

Troubleshooting

Cannot find Locations in the sidebar
Sites live under Placements → Locations. Older Locations bookmarks still redirect there.

Calendar has no placements
Confirm the classroom is selected, members are enrolled, and schedule tracks have date segments with locations.

Cannot assign a site on a schedule
Mark the location eligible and active (not archived). Add units if the rotation needs a specific unit.

Compliance matrix looks incomplete
Requirements come from the selected compliance template in Settings. Confirm the right template is selected and people are in scope for your filters.

Related features

• Compliance: User-level document review and status
• Settings: Compliance templates and requirements
• Classrooms: Rosters that feed placements and schedules
• REST-API: Partner access to sites, placements, and compliance summaries

Support

For placement or site questions: support@healthtasks.ai