What it does

Sites are the physical locations where training happens — hospitals, clinics, community sites, and partner facilities. The sites workspace lists and maps every site, gives each a detail page with its departments, venues, leaders, programs, and rotations, and lets you create and edit sites, including capacity and geolocation.

Who it's for

Institution admins and coordinators maintain the roster of training locations, org admins oversee sites across institutions, and site directors are responsible for one location.

How it works

The site list. Each row shows the site's name, code, facility type, relationship type, institution, city/state, and live counts of departments, venues, rotations, and programs. You can filter by active status, facility type, state, country, and institution, run advanced field-level filters, and search across the record. Sorting and paging run on the server, so the list stays fast at any size.

The map. Sites with coordinates show as pins, color-coded by site type. Selecting a pin opens a popup with the site's location, type, venue and rotation counts, and a link to its detail page.

Site fields. Each site carries identity fields (name, short name, code, description), classification (facility type, relationship type, region or hub), a full address with optional latitude/longitude, contact details including a contact person, capacity settings, and an optional ACGME site ID.

Facility Type describes what the site is — a hospital, clinic, VA, or community site. Relationship Type describes how the site relates to the institution, and decides whether it's treated as internal or external for role eligibility.

Departments and leaders. Within a site you can maintain departments — each with a name, optional code, phone, location description, and active flag — and dated leadership terms, including leaders tied to a specific program at that site. A separate matrix view cross-references sites against programs, so admins can see which programs use which locations.

Before you start

You need site-management permission for the institution to create or edit sites and departments. Without it, you can only view sites.
Have the site's name, facility type, and address ready before you begin.

Do this

Open the /sites page → the sites list loads with a Create Site button.
Select the Create Site button → the Create Site sheet opens with Basics, Location, Contact, and Details sections.
In the Basics section, fill in the Site Name field, then select Generate next to Site Code (or type your own), then choose a Facility Type → each field keeps your entry.
In the Location section, fill in the address fields → each field keeps your entry.
Select the Create Site button at the bottom of the sheet → the sheet closes and the new site appears in the sites list.

You're done when

✓ The new site shows in the sites list with its facility type and location.
✓ The site appears as a pin on the map, once it has a full address or coordinates.
✓ Selecting the site opens its detail page with Departments, Leaders, and related tabs ready to fill in.

Boundaries and limits

Viewing sites needs membership in the owning institution. Creating or editing sites and departments needs site-management permission for that institution.
A site can't be removed while it's still in use. The platform checks for child sites, departments, venues, training history, active leaders, permissions, rotation links, capacity records, and upcoming schedules, and blocks removal while any remain. Removal is a soft archive, never a hard delete.
Sites only show on the map once they have coordinates. Sites without latitude/longitude are listed but not pinned.
Facility types, relationship types, and geographic zones come from org-level classification lists. Site editors pick from them and can't invent new values inline.
Relationship Type is also used by user-management workflows. Roles are checked against the selected site's internal or external context when admins create users or assign roles.
Non-paginated site exports and pickers are capped at 1,000 rows. The paginated list is the surface for larger inventories.

Common questions

Q: Why isn't a site showing on the map? A: It has no coordinates yet. Edit the site and set its latitude and longitude, or complete its address so it can be geocoded, and the pin appears.

Q: Can I delete a site we no longer use? A: Only if nothing depends on it. If the site still has departments, venues, scheduled rotations, or other linked records, the platform lists what is blocking and you can deactivate the site instead.

Q: What is the difference between a site and a venue? A: A site is the location, such as a hospital or clinic. Venues are spaces within it. Venue counts show on the site list, and venues are managed from the site's detail page.

Q: Who counts as a site leader? A: Anyone given a dated leadership term at the site — for example a site director. Terms have start and end dates, so leadership history is kept when people change.

Sites, Departments, and the Site Map