Clinical Learning Australia – System upgrade

Clinical Learning Australia (CLA) will be upgraded to v8.7 over the weekend (18–19 April) as part of a global release by our platform provider, My Knowledge Map (MKM). The upgrade will be applied automatically and will be available from Monday morning (20 April).

This page provides a detailed summary of the changes, with a focus on updates that affect administrators managing Terms and Term Allocations, and supervisors accessing trainee dashboards and completing forms.

Who is impacted

Administrators (MEUs and organisational admins): updates to Terms, Term Allocations, and management of Supervisors/Guest Assessors.
Supervisors (Term, Clinical, DCT): changes to how trainees appear on dashboards and how roles/relationships are displayed.
Trainees: no action required; some screens may look slightly different.

At a glance

New Admin screen: Term Allocations (cross-organisation filtering plus create/import/export).
New Admin tab: External Users (Supervisors and Guest Assessors moved off the Users screen).
Terms screen redesigned (supervisor linking and term content management simplified).
Updates to PGY Instance settings (Access Window; Grace behaviour).
Updates to Term Allocations workflow (lookup fields; supervisor visibility changes).

Detailed changes

New Admin screen: Term Allocations

A new Term Allocations screen is now available (separate to the PGY Instance screen). It provides a whole-of-organisation view of allocations across your PGY Instances and Terms, with filters to help you locate allocations by trainee, term, supervisor-linked allocations, guest assessors, and date range.

Create trainee allocations manually (one by one).
Import allocations across multiple PGY groups and multiple terms in one spreadsheet upload.
Export all term allocations to Excel.

Note: The existing PGY Instance allocation options (manual creation, single-term import, multi-term import for a selected PGY group) remain available.

New Admin screen: External Users

To improve management of supervisors and other assessors, all Supervisors and Guest Assessors have moved to a new External Users tab. They will no longer appear on the Users screen and must be managed via External Users.

When creating new supervisors or guest assessors, select Main Role: External User (the Supervisor main role options will no longer be selectable at creation).
For Supervisors, you can add them to Groups, link them to Terms, or link them to trainee allocations via the Create/Edit User workflow.
Guest Assessors continue to be managed via the Relationship tab as they complete forms for trainees, with restricted access (they cannot view ePortfolios for trainees they assess).
For non-trainee users, CLA will display the Terms they’re linked to and the trainees they have an assessor relationship with via their user profile (Users or External Users).

Management of Supervisors (role-based vs relationship-based access)

Changes have been made to how Term and Clinical Supervisors are set up and managed, providing more robustness and flexibility for Medical Education Units (MEUs). MEUs can use either approach (or a mix) depending on local requirements.

Approach 1: Role-based access (link supervisors to a Term) – the supervisor is assigned a role to the Term itself, providing access to all trainees on a live, active term they’re attached to (see Terms screen changes below).
Approach 2: Relationship-based access (link supervisors to individual trainee allocations) – supervisors are linked to specific trainees via the term allocation, providing targeted access rather than access to all trainees on a term (see Term Allocation changes below).

Changes to the Terms screen

The Terms screen has been redesigned to simplify management of Terms and Supervisors.

The Terms screen now defaults to showing Terms managed by your organisation (and those below yours in the organisational hierarchy). To see all terms in CLA, use the Show all toggle.
Admins can edit all Terms at their organisation level and below in their hierarchy.
The Term View/Edit layout has changed to better support management of Term information.
Linking supervisors to a Term: you can set up to 5 supervisors with the Term Supervisor role in relation to a Term or trainee allocations. Add supervisors directly to a Term via the Users tab within the Term edit screen. Assigning ‘Term Supervisor’ or ‘Clinical Supervisor’ here provides visibility of trainees allocated to that term and allows the supervisor to complete forms available to their role without needing a trainee-by-trainee relationship.

Important: Supervisors linked to a Term via the Term’s Users tab will no longer appear in the trainee’s Term Allocation window. To confirm which supervisors are linked to a Term (and therefore have access to trainees on that term), check the Term record on the Terms screen (Users tab), not the trainee allocation.

Supervisor visibility is now ‘live’: changes to supervisors linked to a term apply immediately (no need to re-import allocations to update access). This is particularly useful for rotations/secondments.
Supervisors not linked to a term can still be linked to individual trainee allocations and assigned a Term or Clinical Supervisor relationship.
Other users (e.g., Directors of Clinical Training) can be linked to Terms to support cross-site visibility (e.g., a DCT linked across multiple sites).
Prevocational Outcome Statements applicable to a term are now managed on the Prevocational Outcome Statement tab.
Changes to Terms (including supervisors, outcome statements, and descriptions) apply straight away, including for already-allocated terms.

Changes to the PGY Instance screen

Access Window (days) is a new field within each Term. It controls how many days before the trainee’s start date users can see the trainee on dashboards for that term. If blank, visibility starts from the trainee’s Start Date (historically, the CLA default has been 14 days).
Grace behaviour has changed: Grace now controls trainee visibility to users linked to the term (including supervisors), not just availability of the Complete New button. The previous 14-day ‘supervisor buffer’ before/after a term has been removed. If Grace is 0, supervisors lose access once the End Date is reached; if long, supervisors retain visibility and can complete forms during that period. A Grace of 14–21 days is still recommended.

Changes to trainee Term Allocations

When adding allocations manually, you must search for the trainee by entering at least 3 letters of their name.
When selecting a Term, you must search using at least 3 letters of the term name. By default, the search list is limited to terms managed by your organisation and below. To find terms managed by other organisations, tick Include all organisations.

Important: Supervisors linked to Terms will no longer appear in the Term Allocation window. Use the Term Allocation window to add additional/specific supervisors to an individual trainee allocation. To see supervisors linked to the Term, open the Term on the Terms screen and check the Users tab.

If your site does not link supervisors to terms, you can continue to manage supervisors via Term Allocation imports/manual updates as before.
You can now assign up to 5 supervisors as Term Supervisors in relation to a trainee.

Changes to how Supervisors view trainees

Because supervisor roles can now be managed at the Term level and/or at the individual allocation level, some supervisors may notice changes to which trainees appear on their dashboards.

For supervisors with a single role across all trainees (e.g., Clinical Supervisor for all trainees), there is no change.
For supervisors who are a Term Supervisor for some trainees and a Clinical Supervisor for others, you may need to switch between Role and/or Relationship views to see all trainees.
Use the Role and/or Relationship selectors at the top right of the dashboard to toggle between roles to view the relevant trainee dashboards.
Where supervisors have dual roles (e.g., Director of Clinical Training and Supervisor), a toggle will allow switching between the DCT view and supervisor role(s) (and potentially relationships).

Why supervisors may no longer show in term allocations (and when they will)

Trainee term allocations will no longer list all supervisors associated with a term. Supervisors linked to a Term (via the Term’s Users tab) will not be displayed in individual trainee allocations. This is expected and does not mean access has been removed.

As part of the migration, existing linkages established through term allocations will remain intact. The supervisors that will show in a trainee allocation are those whose relationship differs from their term-level role, those added manually who are not linked to the term, and any Guest Assessors.

Example

Trainee Mary is allocated to an Emergency Medicine term. The term has five supervisors linked in the Terms screen as Clinical Supervisors. In early April, all five appeared against Mary’s allocation and you changed one to be Mary’s Term Supervisor. You then added another supervisor manually and a pharmacist completed an EPA as a Guest Assessor.

After the v8.7 upgrade, Mary’s allocation will show only three users: (1) the supervisor you assigned as Term Supervisor (because their relationship differs from the term-level role), (2) the manually added supervisor (not linked to the term), and (3) the pharmacist Guest Assessor. The other Emergency Medicine supervisors linked to the term will not display in the allocation because they are linked via the term with the same role.

Support

A webinar will be held for anyone wishing to clarify updates or ask questions of the Agency or MKM:

Date: 22 April 2026
Time: 2 – 3pm AEST

An invitation will be sent out with details of the webinar on Monday morning so please keep an eye out for it.

This is a great opportunity to get clarification and real-time support about the recent changes and ongoing system enhancements.

If you have questions or need assistance after the webinar, please contact the CLA Support Team at help@digitalhealth.gov.au