Locations

The Locations page allows administrators to manage clinical placement locations where students complete their rotations. Locations can be linked to verified master locations or created as custom locations.

Overview

Locations represent hospitals, clinics, and other healthcare facilities where students are placed for clinical experiences. The system supports both verified master locations (shared across institutions) and custom locations (institution-specific). Managing locations helps track where students are assigned, evaluate performance by location, and maintain contract documentation.

Viewing Locations

Location Table

The locations table displays:

• Select: Checkbox for multi-selection
• Name: Location name with verified badge (if from master location)
• Performance: Evaluation statistics with benchmark comparison
• Benchmark: Overall benchmark statistics with comparison to average
• Actions: Dropdown menu for location actions

Location Information

Name Column:

• Location name
• Verified badge (✓) appears for locations linked to master location database
• Verified locations have standardized information (address, city, state)

Performance Column:

• Average Score: Mean evaluation score for students at this location (as percentage)
• Comparison to Benchmark: Shows difference vs benchmark average
  • Green with up arrow: Above benchmark by 5%+
  • Red with down arrow: Below benchmark by 5%+
  • Gray: Within 5% of benchmark
• Color Coding:
  • Green badge: 70% or higher
  • Yellow badge: 50-69%
  • Red badge: Below 50%
• "No data": Shown when no evaluations exist

Benchmark Column:

• Benchmark Average: Average score across all institutions using this location
• Comparison to Overall: Shows difference vs overall platform average
  • Green with up arrow: Above overall average by 5%+
  • Red with down arrow: Below overall average by 5%+
  • Gray: Within 5% of overall average
• "No benchmark data": Shown when location isn't in master database or has no data

Search and Filtering

Search:

• Search locations by name
• Real-time search with 300ms debouncing
• Clear search button appears when search is active
• Searches across all locations (active and archived)

Eligibility Filter:

• All Eligibility: Show all locations regardless of eligibility
• Eligible: Show only locations eligible for clinical rotations
• Not Eligible: Show only locations not eligible for rotations

Archive Filter:

• All Status: Show both active and archived locations
• Active: Show only active (non-archived) locations
• Archived: Show only archived locations

Sorting

Sortable Columns:

• Name: Alphabetical sorting (A-Z or Z-A)
• Click column headers to toggle sort direction

Multi-Selection

Selecting Locations:

• Checkbox in first column for each location
• Select All: Checkbox in header selects all locations on current page
• Selected locations highlighted
• Bulk actions appear when locations are selected

Creating Locations

Master Location Search

Verified Locations:

1. Click "Add Location" button (desktop) or floating action button (mobile)
2. Search for verified locations by name or address
3. Results show:
   • Location name
   • Full address (if available)
   • Verified badge indicator
   • "Already added" indicator if location exists in your institution
4. Select a verified location from results
5. Location is linked to master location database
6. Inherits standardized information (address, city, state)

Search Features:

• Fuzzy matching for location names
• Shows up to 20 matching results
• Real-time search with debouncing
• Displays address information in results
• Prevents duplicate master locations

Custom Locations

Creating Custom Location:

1. Search for location (or skip)
2. If no verified location found, click "Add '[search term]' as custom location"
3. Or click "Back to Search" and enter custom name manually
4. Enter custom location name
5. Set eligibility status
6. Optionally upload contract
7. Click "Add Location"

Custom vs Verified:

• Verified Locations: Linked to master database, standardized data, benchmark statistics
• Custom Locations: Institution-specific, no master location link, no benchmark data

Location Form

Required Fields:

• Name: Location identifier
  • Auto-filled if selecting verified location
  • Manual entry for custom locations

Optional Fields:

• Eligibility Status: Toggle switch
  • Eligible: Location can be used for student placements
  • Not Eligible: Location is unavailable for placements
  • Default: Eligible

Contract Upload:

• Upload contract documents (PDF, Word, images)
• File size limit: 5MB
• Supported formats: .pdf, .doc, .docx, .jpg, .jpeg, .png
• Files stored securely in Supabase Storage
• Can replace existing contracts
• Download button appears when contract exists

Editing Locations

Edit Process

1. Click on location row or "Edit" from actions menu
2. Modify location details:
   • Change master location (if linked)
   • Switch to custom location
   • Update eligibility status
   • Upload or replace contract
3. Click "Save Changes"

Changing Location Type

From Verified to Custom:

• Click edit icon next to selected master location
• Enter custom name
• Location becomes custom (loses master link)

From Custom to Verified:

• Search for verified location
• Select from results
• Location becomes linked to master location

Managing Locations

Location Actions Menu

Click the three-dot menu (⋮) for each location:

Edit:

• Modify location name, eligibility, or contract
• Change between verified and custom
• Update all location settings

Download Contract:

• Download existing contract file
• Opens in new tab/window
• Only visible if contract exists
• Uses signed URL for secure access

Archive/Unarchive:

• Archive: Hide location from active view
• Unarchive: Restore archived location
• Archived locations don't appear in default view
• Data is preserved

Bulk Operations

Bulk Archive:

1. Select multiple locations using checkboxes
2. Click "Bulk Archive" button
3. Selected locations are archived/unarchived based on current status
4. Mixed status locations are archived (if any active exist)

Selection Management:

• Select all locations on current page
• Individual selection/deselection
• Selection persists during filtering

Location Eligibility

Eligibility Status

Eligible:

• Location can be assigned to classrooms
• Appears in location selection dropdowns
• Students can be placed at this location
• Default status for new locations

Not Eligible:

• Location cannot be assigned to classrooms
• Hidden from location selection (unless filter shows all)
• Useful for temporarily unavailable locations
• Can be toggled back to eligible when available

When to Mark Not Eligible:

• Temporary closure
• Contract expiration
• Quality concerns
• Seasonal unavailability

Contract Management

Uploading Contracts

Upload Process:

1. Click upload button in location form
2. Select file (PDF, Word, or image)
3. File is validated (type and size)
4. Uploads to secure storage
5. Contract path saved to location record

File Requirements:

• Formats: PDF (.pdf), Word (.doc, .docx), Images (.jpg, .jpeg, .png)
• Size Limit: 5MB maximum
• Storage: Secure Supabase Storage bucket
• Access: Signed URLs for secure access

Contract Status:

• Green checkmark when file selected
• Download button when contract exists
• Can replace existing contracts
• Remove button to clear selection before saving

Downloading Contracts

Download Process:

1. Click "Download Contract" from actions menu
2. File opens in new tab/window
3. Use browser download if needed
4. Signed URL expires after 1 hour

Contract Access:

• Only administrators can download
• Secure signed URLs prevent unauthorized access
• Contracts stored per institution

Performance Tracking

Evaluation Statistics

Performance Metrics:

• Average Score: Mean evaluation score for students at this location
• Total Evaluations: Number of evaluations completed
• Calculated from student evaluations at this location
• Updates automatically as evaluations are completed

Score Display:

• Percentage format (0-100%)
• Color-coded badges:
  • Green: 70% or higher (excellent)
  • Yellow: 50-69% (good)
  • Red: Below 50% (needs improvement)

Benchmark Comparison

Benchmark Statistics:

• Benchmark Average: Average score across all institutions using this location
• Total Evaluations: Total evaluations across all institutions
• Total Institutions: Number of institutions using this location
• Only available for verified master locations

Comparison Indicators:

• Above Average: Green with up arrow (+5% or more)
• Below Average: Red with down arrow (-5% or more)
• Near Average: Gray (within 5%)
• Shows difference from overall platform average

Use Cases:

• Identify high-performing locations
• Compare your institution's performance to others
• Make data-driven placement decisions
• Track location quality over time

Master Locations

Verified Location Database

Master Location System:

• Shared database of verified healthcare facilities
• Standardized location information
• Cross-institution benchmarking
• Address and contact information included

Verified Location Benefits:

• Standardized data (address, city, state)
• Benchmark statistics available
• Verified badge indicator
• Consistent naming across institutions

Searching Master Locations:

• Fuzzy matching algorithm
• Searches by name and address
• Shows similarity scores
• Prevents duplicate additions
• Real-time search results

Custom Locations

When to Use Custom:

• Location not in master database
• Institution-specific naming
• Temporary or unique locations
• Private facilities

Custom Location Limitations:

• No benchmark statistics
• No verified badge
• Institution-specific only
• Manual address entry (if needed)

Archiving Locations

Archive Process

Archiving:

• Click "Archive" from actions menu
• Location is hidden from active view
• Can be unarchived at any time
• Data and contracts preserved

Unarchiving:

• Filter to "Archived" locations
• Click "Unarchive" from actions menu
• Location returns to active view
• All data restored

When to Archive:

• Completed partnerships
• Inactive locations
• Historical records
• Locations no longer in use

Bulk Archive:

• Select multiple locations
• Click "Bulk Archive"
• All selected locations archived/unarchived
• Mixed status locations default to archive

Best Practices

1. Use Verified Locations: Prefer verified master locations for benchmarking and standardization
2. Keep Eligibility Current: Update eligibility status as locations become available/unavailable
3. Contract Management: Upload contracts promptly and keep them updated
4. Monitor Performance: Regularly review evaluation statistics to identify quality locations
5. Archive Inactive: Archive locations that are no longer in use
6. Benchmark Analysis: Use benchmark comparisons to make informed placement decisions
7. Clear Naming: Use official facility names for easy identification
8. Search Before Creating: Always search master locations before creating custom ones

Troubleshooting

Location Not Appearing:

• Check archive filter (may be archived)
• Verify eligibility filter settings
• Check search query spelling
• Ensure location exists in your institution

Cannot Add Verified Location:

• Location may already be added to your institution
• Check for similar names in your location list
• Try searching with different terms
• Create as custom location if needed

Contract Upload Fails:

• Check file size (must be under 5MB)
• Verify file format (PDF, Word, or image)
• Ensure stable internet connection
• Try uploading again

Performance Data Missing:

• Location may not have any evaluations yet
• Check that students are assigned to this location
• Verify evaluations have been completed
• Benchmark data only available for verified locations

Benchmark Not Available:

• Location must be linked to master location
• Other institutions must have evaluation data
• May take time to accumulate benchmark statistics
• Custom locations don't have benchmark data

Related Features

• Classrooms: Assign locations to classrooms for student placements
• Reports: Generate reports filtered by location
• Users: View which students are placed at each location
• Evaluations: Performance data comes from student evaluations