Pipeline Management
Track every clinical site from first contact to active placement with a visual Kanban board. Each program gets its own pipeline — so your RT coordinator and DMS coordinator never step on each other.
Built by coordinators, for coordinators
Clinical Placements, Finally Under Control.
Built by clinical coordinators who got tired of spreadsheets. ExternFlow gives your team a purpose-built platform to manage site pipelines, commitments, and student placements — all in one place.
What you get
Everything a coordinator
actually needs.
No bloat. No generic "student management" features. Just the tools that make a clinical coordinator's day less chaotic.
Commitment Tracking
When a site says "we'll take 3 students next cohort," capture it instantly. Commitments flow directly into your rotation planner so nothing falls through the cracks.
Rotation Planner
Drag-and-drop student placement across committed slots. See capacity at a glance — who's placed, who isn't, which sites have open slots.
CDPH & Compliance Workflows
Built-in regulatory workflows for programs that need them. CDPH approval tracking syncs directly with your pipeline — no separate spreadsheet needed.
Agreement Management
Track affiliation agreements at the organization level. Know instantly which agreements are expiring, which sites are covered, and where you have gaps.
Contact & Communication Logs
Every call, every email, every commitment — logged against the site. Your team always knows who said what and when.
Dashboard Overview
Rotation Planner
Site Detail View
CDPH Compliance Tracking
Process
From first contact to
first day on site.
ExternFlow mirrors how coordinators actually work — not how a software engineer imagines they work.
Build Your Pipeline
Coordinators add sites and track outreach in program-specific Kanban boards. Every site has its own history, contacts, and notes.
Capture Commitments
Log conversations and capture site commitments for each cohort. Commitments feed directly into planning — no copy-paste, no double-entry.
Place Students
Drag students into committed slots on the planning board. Capacity is visible in real-time — see exactly what's filled and what's still open.
Our story
We Didn't Set Out to Build Software.
"What started as a simple site tracker evolved into a full clinical placement management platform."
ExternFlow started as an internal tool at a healthcare education institution. Our clinical coordinators were drowning in spreadsheets — tracking hundreds of sites across multiple programs, juggling agreements, chasing commitments, and trying to place students before the semester started.
So we built what we needed. What started as a simple site tracker evolved into a full clinical placement management platform.
Now we're sharing it with schools who face the same challenges we did. ExternFlow isn't built by a software company trying to understand clinical education. It's built by the people who live it every day.
Built by coordinators
The product roadmap is driven by real coordinator feedback, not market research.
Proven in production
Used daily across multiple programs — battle-tested, not beta.
Get in touch
See ExternFlow
in Action.
We'll walk you through the platform with your programs in mind — no generic demos, no sales pressure.
Personalized to your clinical programs
30-minute deep-dive with a coordinator
Response within 24 hours