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Established sites are placements you’ve pre-approved so students can start logging hours without coordinator review. Sites are managed in the Sites tab on your main dashboard. Sites Tab Overview

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The three site sub-tabs

Pending Sites Tab Each sub-tab has filters for tags, site types, and status. Program sites automatically chip as Active, Expiring Soon (≤30 days), or Expired based on their affiliation agreement.

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Approving new site requests

Click any row in the Pending sub-tab to open the Site Details modal. You can:
  • Approve — adds the site to your Established list
  • Reject — rejects the request with a note for the student
  • Edit — adjust the site details before approving
Site Approval Actions
If you want students who request an established site to be approved instantly, toggle Auto-Approve Site Requests on in My Program → Settings.

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Adding established sites yourself

Click Add Established Site in the top right to open the Add Site modal. Two tabs:
  • Single Site — manually enter site details (name, address, type, tags, contact info)
  • Bulk — upload a CSV, spreadsheet, or text file with multiple sites at once
The bulk uploader uses AI to parse your file — no strict template required. Drop any reasonable list and it will extract the right fields. AI Bulk Upload

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Site affiliation agreements

For programs that need to store and track signed site affiliation agreements, FieldX includes a full DocuSeal-backed workflow:
  1. Open Field Experience → Affiliations from the menu (or /field-exp/affiliations)
  2. The page shows KPI cards (Total, Active, Pending, Expired) and a table of every agreement with its status, signatures, dates, and actions
  3. Per-agreement actions: Sign Now, Open in New Tab, Cancel Request
  4. Status updates flow back to the Established Program Sites sub-tab — sites with expiring agreements show Expiring Soon chips
Affiliation templates (reusable agreement documents) can be set up by your SimCare point of contact — contact tiko@simcare.ai to get this configured for your program.

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Removing a student or supervisor from a site

Admins (and faculty, for supervisors) can end an active placement without deleting the historical record. Open a site row from any sub-tab to launch the Site Details modal, then use the Students or Supervisors tab. Remove a student from a site
  1. Open Site Details → Students.
  2. Click the trash icon on the student’s row (admin only).
  3. Confirm in the inline red panel.
The student’s placement is marked inactive and disappears from the site’s roster. Their timesheets, reports, and other historical data are preserved. Remove a supervisor from a site
  1. Open Site Details → Supervisors.
  2. Click the actions menu (⋮) on the supervisor’s row and select Remove from Site (admin or faculty only).
  3. Confirm in the inline panel.
Every student link to that supervisor at this site is removed. If the supervisor still has unsigned reports for students at the site, a warning toast shows how many remain so you can reassign or follow up before the placement closes out.
Both actions are reversible by re-adding the student or supervisor to the site — no historical data is destroyed.

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All-sites map view

For programs with many sites, an interactive map view (with AI search and clustering) is available. Reach out to SimCare to enable it for your program.
Next step: Create cohorts to organize students into classes or sections. See Step 3: Set up cohorts.