Work with a Scheduling Partner

Use this workflow when a hospital, ambulance service, or other site wants to create placement opportunities in EMCE and make them available to your students.

A Scheduling Partner manages scheduling through its own organization. Your program receives available attendee slots on the partner’s events.

1. Use the existing site record

Search for the partner in Settings → Schedule Locations and add the appropriate organization or campus. Avoid creating another organization record for a site that already exists.

See Adding and managing Schedule Locations for the detailed steps.

2. Help the right person get organization access

Open the location to review its ownership status and Organization contact.

• For an unclaimed site used only by your program, a Director or Administrator can edit the organization contact in EMCE 5.1.3.
• For an unclaimed site used by multiple programs, use Request contact update. This sends a message to EMCE for review; it does not immediately replace the contact.
• For a claimed site, coordinate with its existing Directors. If no active Director is available, contact EMCE support.

The Organization contact email determines who is offered the organization claim flow. Your organization’s location contact, set in location Options, is independent and does not establish ownership.

Give the site’s administrator Get your organization set up as a Scheduling Partner. They should sign in with the organization contact email to claim an unclaimed site. Saving that contact does not send an invitation automatically.

3. Agree on placement availability

Ask the partner to create events and share student slots with your program. Confirm the intended campuses, certification levels, dates, capacity, and sign-up windows.

Sharing happens through attendee slots. Sending someone a link to an event does not itself make slots available to their organization.

4. Schedule your students

Look for events shared with your organization in Schedule. Check your date range and filters if an expected event is missing. Confirm with the partner that the slots include your organization and the appropriate campus or unit.

Open an event to assign eligible students to available slots. Students can sign themselves up when their permissions, slot criteria, and sign-up windows allow it.

Agree on who maintains the event

The partner owns the events it creates. Receiving shared slots does not automatically grant your program permission to edit the event’s time, location, or other details.

The reverse relationship also matters: schedulers at a location organization can manage events scheduled at their site, including events created by education programs. Agree on how your teams communicate changes so neither assumes the other is only observing.

Partners can also have Schedule Viewer access to your saved schedules. Use both approaches when the site’s staff need them.