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Open a site from the FieldX Sites area to view its details. Program Admins and faculty can move between Details, Supervisors, Students, and Documents. Programs with the site-notes feature enabled also see Notes and Evaluations. These staff tabs are not the student’s site view. Documents and staff notes are scoped to the selected program.

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Details

Use Details for the site’s profile and contact information. Expand Clinical Details and the additional information areas when available. Program Admins can edit program tags, and Program Admins and faculty can edit the program’s site summary. These fields save as you edit. The summary is separate from the staff Notes feed. When available, Edit Site opens the site editor. If you opened a pending site request for review, the footer instead provides review actions such as Edit, Approve, and Reject. Rejecting requires a reason.

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Supervisors

The Supervisors tab lists supervisors linked to the site, their status, and their last activity. The badge shows the number of supervisors in the list. Use a supervisor’s action menu to open their profile or documents. Depending on your access and the supervisor’s state, it also provides:
  • View as Supervisor to inspect their experience.
  • Send Email for a supervisor who has never signed in.
  • Flag for Review or Unflag.
  • Program Tags, when enabled.
  • Remove from Site, with a review step before removal.
Program Admins can also select Invite Supervisor to add a supervisor from this tab. Removing a supervisor from a site is a site-relationship action, not deletion of their account.

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Students

Switch between Active and Past placements to see students associated with the site. Each row shows the student, supervisor assignments, placement dates, and status. Program Admins and faculty can use Manage supervisors to adjust a student’s site supervisors. Active placements have Remove from site; past placements offer a restore action. Review the removal prompt before confirming.

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Notes

Notes and the separate Evaluations tab appear only in programs where the site-notes feature is enabled. Their absence does not prevent access to Documents.
The staff Notes feed supports general notes, site visits, and concerns. Filter by note type and resolve concerns when follow-up is complete. The Notes tab badge counts unresolved concerns, rather than the total number of notes. Use Follow to receive site-note emails or Unfollow to stop following that site. The assigned faculty control in the site header, when available, also follows the newly assigned faculty member automatically.

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Documents

Documents opens to Supervisor Forms. Switch to Uploaded Files for externally uploaded agreements and supporting files.

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Find supervisor-submitted forms

Supervisor Forms organizes submissions into four categories: Evaluations is selected initially. If a document seems missing, check the other categories, especially Everything else. Uncategorized forms remain visible there with an explanatory notice. To narrow the list:
  1. Search by student, form, or supervisor name.
  2. Filter by Student, Form template, or Supervisor.
  3. Use Submitted from and Submitted to to filter by submission date, including the selected end day.
  4. Choose By student or By form to change how rows are grouped.
  5. Expand or collapse a group, or select Clear to remove filters.
Category badges reflect the current search and filters. The date filters refer to submission dates, not placement dates or form due dates.

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Understand the document status

A row appears because the supervisor submitted their response. The Document status describes the whole form:
  • Complete: the form’s overall workflow is submitted.
  • Awaiting others: the supervisor has submitted, but the overall form is still waiting on another participant or step.
“Awaiting others” does not mean the supervisor has failed to complete their own section.

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Download the right PDF

Each row offers two PDF actions: The PDF opens in a new browser tab. Use the PDF viewer to download or print it. A full-form PDF can be opened while the form says Awaiting others; opening it does not complete the workflow or supply missing signatures.

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Why a form may not appear

This list uses both the supervisor’s connection to the site and the student’s connection to the site within the program. A supervisor working at several sites does not cause all of their student forms to appear at each one. Before assuming a form is missing, clear the filters, check all four categories, and confirm that the supervisor submitted a response and that both people are associated with the intended site. An error loading the list is different from a successfully loaded list with no matching forms.

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Upload agreement files

Open Uploaded Files, then use the upload button or drop a file into the upload area. Upload one file at a time, up to 25 MB. The file picker accepts PDF, DOC/DOCX, XLS/XLSX, PNG, JPG/JPEG, and TXT. The upload appears immediately. FieldX then attempts to extract agreement information in the background; Analyzing… may appear while this runs. If extraction fails, the uploaded file remains available. Review the resulting title, category, and expiration date. Program Admins and faculty can edit these fields inline. Title and date changes save when you leave the field or press Enter; category changes save when selected. If another user changed the record, refresh before retrying your edit. Uploaded files use these categories: Affiliation / Evergreen, Per Student, MOU, and Other. A category is a filing label; uploading or categorizing a file does not send it for signature or approve a placement.

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Read expiration badges

Check the actual agreement before treating a blank expiration date as proof that it never expires. These badges describe the stored date; they do not establish legal validity or activate reminder emails. Search uploaded files by title or category. Use Download for the original file. Staff with edit access can also delete an uploaded document from this list.

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Analyze the uploaded agreements

Select Analyze in Uploaded Files for an AI-generated Compliance Analysis of the agreement documents. You can collapse, regenerate, or dismiss the analysis. Review it alongside the original files and correct any extracted details that do not match the documents. This analysis is separate from the individual file’s background extraction and from the forms in Supervisor Forms.

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Evaluations

When enabled, the separate Evaluations tab brings together completed documents about students placed at this site across the program, including students outside the viewing faculty member’s own caseload. The default Evaluations view includes documents categorized as evaluations. Switch to All completed documents for the broader list, including completed reports and uncategorized forms. Search by document, student, or author, filter by student, and use Open to view a document. Use Documents → Supervisor Forms when you need the supervisor’s submitted portion of a form that may still be awaiting other participants. Use Evaluations when you want the completed-document view. See also Managing Established Sites and Notification Settings.