Notify Partner(s) of Roster

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Notify Partner(s) of Roster

Once the roster for a rotation is complete, the rotation needs to be finalized by notifying the site of the completed roster. The roster can be sent automatically or manually once the clinical rotation is in "Approved" status, and all assigned members are fully compliant. For the roster to send automatically, the "Is this Roster Complete" toggle must be set to "Yes." If this toggle is set to "No," the roster needs to be manually sent by clicking on the "Run Roster Sender" button on the rotation management page.

When the roster is marked as Sent in ACEMAPP, an email is sent to the site with the details of the clinical rotation request and who is attending the clinical rotation.

Step 1:

On the View Rotation page, click on the "Edit" (pencil) button in the Actions column for the rotation you would like to send the roster for, or modify the settings to allow the system to automatically send the rotation roster.

NOTE: The roster can be sent automatically or manually once the clinical rotation is in "Approved" status, and all assigned members are fully compliant.

Arrow pointing to a highlighted "Edit" button in the "Actions" column of the "View Rotations" page.

Step 2 - Sending the Roster Automatically:

You can have the roster automatically send once the rotation is in Approved status, has at least one member assigned to the rotation roster, and all assigned members are fully compliant.

To do this, click on the "Member Type" (Student, Clinical Faculty, Preceptor, etc.) button at the top of your manage rotation page.

At the bottom of this page, there is an area where you can toggle Yes or No for the question: Is this roster complete? By toggling this feature to "Yes", ACEMAPP automatically notifies the other party the roster is complete once all assigned members have met all requirements.

The ACEMAPP system checks on a nightly basis to see if all conditions have been met and then sends the roster.

NOTE: If you select No please refer to Step 3 for how to send the roster manually.

Image shows arrows pointing to the highlighted 'Is this Roster Complete' "Yes" button and the "Save Changes" button.

Sending the Roster Manually:

To manually send the roster, click on the "Run Roster Sender" button at the top of the manage rotation page.

Image shows an arrow pointing to the "Run Roster Sender" button at the top of the rotation management page.

A script runs and notifies you the roster has been sent. If the script says the roster is not sent, please make sure the rotation is in an Approved status, has at least one member assigned to the rotation roster, and all assigned members are fully compliant.

FAQ

Rosters Sending After a Completed Roster is Edited:

If any change are made to the rotation request, members assigned, or other areas to the rotation request, the roster is resent to the clinical site once the rotation is in Approved status again, at least one member is still assigned to the rotation roster, and all assigned members are fully compliant (including newly assigned members). The roster is resent automatically if the roster is set to send automatically.

If you are managing the roster manually, please resend the roster using the Run Roster Sender button once all conditions have been met.

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Commenting on Rotations
Commenting on rotations is a great way to communicate with your school or clinical site partners regarding a particular rotation. Each comment left on a rotation will trigger an automatic email notification to other coordinators who share the same program.
Rotation Rosters
Rotation rosters are used to keep track of which members (students, faculty, etc.) will be attending each clinical site. The rotation roster gives the clinical site access to view member compliance records and profile data, in addition to the clinical rotation information, which is used for onboarding.