Overview
This document outlines the complete Product Learning Session (PLS) framework for Housing.Cloud onboarding. The framework uses a building-block approach where each session builds on the previous one, creating a clear progression from foundational navigation to advanced system configuration and automation.
Purpose: Provide a structured roadmap for delivering comprehensive product training aligned with your 5-month implementation timeline.
How to use this document: Each PLS includes session goals, topics covered, and recommended duration. Training can be delivered live, recorded for on-demand viewing, or used as a self-paced learning guide.
Sandbox Environment: Your sandbox comes pre-populated with sample profiles, applications, residents, and inventory data from data migration. This allows you to see what a working system looks like with real data before you learn how to create it yourself. In PLS sessions 3-7, you'll build YOUR production cycle using YOUR actual forms, tags, and configurations for go-live.
Understanding the PLS Journey Structure
The PLS framework is organized into five distinct phases that mirror how Housing.Cloud actually works:
Phase 1: Foundation (PLS 0-2)
Goal: Understand what Housing.Cloud is, how to navigate it, and see what a working system looks like with data.
You'll learn: System basics, navigation, how to explore sample profiles/applications/residents/inventory, and get introduced to tags and finance.
Key insight: You're seeing the destination - what your system will look like when fully operational.
Phase 2: Building Blocks (PLS 3-6)
Goal: Learn the individual tools and configurations you need before building a housing cycle.
You'll learn: What cycles need (by exploring a sample cycle), how to create tags and rulesets for matching, and how to build application forms and bio forms.
Key insight: You're building the pieces - tags, forms, and rules that will power YOUR production cycle.
Phase 3: Assembly (PLS 6)
Goal: Take all the pieces you built and assemble them into YOUR production housing cycle.
You'll learn: How to create your cycle from scratch, configure all phases, assign forms/rulesets, set up roles and permissions.
Key insight: You're assembling - putting tags, forms, charge codes, and rulesets into a functioning cycle.
Phase 4: Testing (PLS 7)
Goal: Validate your cycle works correctly by experiencing it from the student perspective.
You'll learn: The complete student journey from application through room selection, what students see, how to troubleshoot issues.
Key insight: You're validating - testing YOUR cycle to catch issues before go-live.
Phase 5: Operations (PLS 8-12)
Goal: Learn how to operate your housing cycle day-to-day once it's live.
You'll learn: Processing applications, making assignments, managing finance, checking students in/out, handling tasks and communications, supporting students.
Key insight: You're operating - managing the cycle you built and tested.
The "Cycles-First Conceptually" Approach: We introduce housing cycles early (PLS-3) so you understand what you're building toward. Every tool you learn afterward (tags, forms, rulesets) has clear context - "I'm building this because my cycle needs it." This approach mirrors how we naturally train clients in live sessions, providing context before diving into details.
Core PLS Sessions (0-12): Required Onboarding
Complete these 12 sessions to achieve full operational readiness. All sessions are designed for 45-60 minutes and delivered sequentially over your 5-month implementation timeline.
Total Core Training Time: ~595 minutes (9.9 hours)
Core Sessions Overview
Session | Title | Topics Covered | Duration |
|---|---|---|---|
PLS-0 | What is Housing.Cloud | System overview, key functions, value proposition, implementation timeline | 20 min |
PLS-1 | System Navigation & Core Concepts | Logging in, navigation structure, filtering, saved views, table management, roles and permissions basics | 45 min |
PLS-2 | Understanding Your Housing Data, Inventory & Finance Basics | Profiles, Applications (sample), Residents (sample), Inventory hierarchy, Charge codes, Meal plan options and assignment, Introduction to tags | 60 min |
PLS-3 | Introduction to Housing Cycles | What cycles are, exploring a sample cycle, understanding all phases, what pieces you need to build | 45 min |
PLS-4 | Tags & Rulesets: Categorization & Matching Logic | Creating tag categories and tags, hard vs soft rules, building rulesets for roommate matching | 60 min |
PLS-5 | Building Forms for Applications & Roommate Matching | All form types, form builder interface, building application forms, building bio forms, form responses | 60 min |
PLS-6 | Creating YOUR Housing Cycle | Building production cycle, all phase configuration, assigning forms/rulesets/documents, phase calendar | 60 min |
PLS-7 | The Complete Housing Selection Journey | Testing YOUR cycle from student perspective, application through room selection, signing documents, troubleshooting | 45 min |
PLS-8 | Managing Applications & Assignments | Reviewing applications, manual assignment, auto-assignment workflow, occupancy reporting | 60 min |
PLS-9 | Finance Operations & Transactions | Charge code management, viewing transactions, financial reporting, SIS integration monitoring | 60 min |
PLS-10 | Student Staff & Check-In/Out | Student staff positions, room groups, check-in/out procedures, key distribution | 45 min |
PLS-11 | Tasks & Communications | Creating tasks, broadcast messages, templates, portal updates, notification management, tenant email configuration, AI email assistant | 45 min |
PLS-12 | Understanding the Student Portal & Field Management | Portal navigation, dashboard features, action items, field management and visibility controls, best practices for supporting students | 60 min |
Onboarding Complete: After completing PLS 0-12, you'll have full operational knowledge to launch Housing.Cloud at your institution. You'll have built a complete production housing cycle, tested it from the student perspective, and learned all core operational workflows.
Optional Elective PLS Sessions (PLS-A through PLS-M)
These sessions are available based on your institution's specific needs, enabled features, and operational requirements. Schedule these sessions as needed - they are not required for basic system operation but provide deeper expertise in specialized areas.
What "Elective" means: These are optional training sessions we can deliver if the topic is important to your institution or if specific features are enabled. Not all schools need all elective sessions - choose what's relevant to your operations. Some elective sessions cover topics briefly mentioned in core sessions but provide deeper, hands-on expertise.
Total Elective Training Time: ~565 minutes (9.4 hours) if all sessions delivered
Elective Session Codes: Elective sessions use letter codes (PLS-A, PLS-B, etc.) instead of numbers to clearly distinguish them from sequential core sessions. If an elective needs sub-articles, use double letters (e.g., PLS-AA, PLS-AB for sub-articles under PLS-A).
Elective Sessions: Advanced Operations
Session | Title | Topics Covered | Duration |
|---|---|---|---|
PLS-A | Roles & Permissions Deep Dive | Permission-based access control, creating custom roles, permission matrix, assigning roles to profiles, best practices, testing permissions | 30 min |
PLS-B | Room Condition Reports & Furniture Management | Creating document templates, single vs multi-party signatures, merge fields, template content editor, assigning to cycles, completion tracking | 45 min |
PLS-C | Cycle Rollover Best Practices | Rollover configuration, eligibility troubleshooting, template matching, student staff rollover | 45 min |
PLS-D | Advanced Occupancy Reporting & Analytics | Deep dive on Gantt charts, direct assignment techniques, aggregate graphs, filtering strategies | 45 min |
PLS-E | Mastering Bulk Operations | Bulk operations across all sections, tagging, assignment, check-in/out, transactions, best practices | 45 min |
PLS-F | Keys & Access Management | Key inventory creation, assignment to rooms/residents, distribution tracking, lost key workflows | 30 min |
Elective Sessions: Advanced Configuration & Integration
Session | Title | Topics Covered | Duration |
|---|---|---|---|
PLS-G | SIS Integration & Sync Management | Ethos integration setup, API keys, field mapping, sync frequency, troubleshooting | 60 min |
PLS-H | Advanced System Configuration | Tenant-wide settings, branding, custom profile fields, field management and visibility | 45 min |
PLS-I | Lottery Configuration & Strategies | Lottery types, priority rules, exclusions, activity logs, optimization techniques | 45 min |
PLS-J | Advanced Rulesets & Auto-Assignment Strategies | Complex ruleset scenarios, algorithm selection, building priority strategies, troubleshooting | 45 min |
Elective Sessions: Feature-Specific (Requires Feature Flags)
Session | Title | Topics Covered | Requirements | Duration |
|---|---|---|---|---|
PLS-K | Room Swap Workflows - Admin & Student | Configuring room swap phases, student-initiated requests, admin approval workflows, troubleshooting | RESIDENCY_ROOM_SWAP feature | 45 min |
PLS-L | Alternative Housing & Non-Resident Cycles | Non-resident cycles, summer camps, conference housing, commuter student workflows, reporting | NON_RESIDENT_CYCLES feature | 45 min |
Feature Gates: Some elective sessions require specific features to be enabled at your institution. During your implementation kickoff, your Housing.Cloud team will confirm which features are active and which elective sessions are relevant for your training plan.
Detailed Session Descriptions
Phase 1: Foundation
PLS-0: What is Housing.Cloud
Duration: 20 minutes When: Month 1, Week 1 (Kickoff) Audience: All stakeholders Format: Presentation/Overview
Session Goals:
Understand what Housing.Cloud is and what problems it solves
Learn the key functions and capabilities of the platform
Understand why Housing.Cloud was chosen for your institution
Set expectations for the onboarding journey
Topics Covered:
System Explanation: End-to-end student housing management platform that replaces fragmented tools
Key Functions: Applications, assignments, inventory, meal plans, roommate matching, communications, billing integration
Value Proposition: Streamlined operations, improved student experience, AI-powered matching, no-code configuration
Implementation Timeline: 5-month journey, sandbox practice, production rollout
PLS-1: System Navigation & Core Concepts
Duration: 60 minutes When: Month 2, Week 3 Audience: All admin users Format: Live demo + hands-on practice
Session Goals:
Learn how to log in and navigate the admin portal
Understand the primary and secondary navigation structure
Master the list-to-detail navigation pattern used throughout the system
Learn advanced filtering and saved views
Understand how permissions control what you see
Learn the basics of roles and permission-based access
Topics Covered:
Logging In & Landing Page: Accessing admin portal, SSO vs password, dashboard overview
Navigation Panel: Primary sidebar, permission-based visibility, mobile navigation, keyboard shortcuts
Secondary Navigation: Inventory subsections, Setup subsections, efficient navigation
Quick Search: Global and table-level search, search tips
General UI Patterns: Tables, clickable names, detail pages, bulk actions, export buttons, filters
List-to-Detail Pattern: Navigating from tables to detail pages, breadcrumbs, section tabs
Understanding Hierarchy: Building → Suite → Room → Bed → Furniture navigation
Advanced Filtering: Creating complex filters, saving custom views, column customization, exporting data
Roles & Permissions Basics: Understanding how roles control what you see, permission-based access, introduction to admin roles
Hands-On Practice:
Log in to sandbox and explore navigation
Create custom filtered views and save them
Navigate through inventory hierarchy
Export sample data to CSV
PLS-2: Understanding Your Housing Data, Inventory & Finance Basics
Duration: 60 minutes When: Month 2, Week 4 Audience: All admin users Format: Live demo + exploration
Session Goals:
Learn how to work with student profiles
Understand applications and residents (using sample data)
Master the inventory hierarchy and management
Understand finance basics and charge codes
Learn about meal plan configuration
Get introduced to tags and how they organize data
Topics Covered:
Profiles: Viewing, searching, adding, editing profiles, custom fields, bulk operations
Applications (Sample Data): Understanding application lifecycle, statuses, filtering
Residents (Sample Data): Residency records, statuses, room assignments, filtering
Inventory: Building → Suite → Room → Bed → Furniture hierarchy, statuses, bed types/variations, bulk operations
Finance & Charge Codes: What are charge codes, how they price inventory and meal plans, viewing transactions
Meal Plans: Creating meal plan options, setting pricing, flex points, assigning meal plans to residents (manual and bulk), student self-selection workflows
Introduction to Tags: What tags are, tag types (profile, application, inventory, task), public vs private, how tags drive automation
Hands-On Practice:
Navigate profiles and explore sample data
Review sample applications and residents
Explore inventory hierarchy
View charge codes and meal plan options
Practice assigning meal plans to sample residents
Filter by tags and export data
Sample Data Note: This session introduces you to what housing data looks like when populated. In upcoming sessions (PLS 3-7), you'll learn how to CREATE this data through forms, cycles, and configurations for YOUR production launch.
Phase 2: Building Blocks
PLS-3: Introduction to Housing Cycles
Duration: 45 minutes When: Month 3, Week 1 Audience: Super admins, housing directors Format: Guided exploration (no creation yet)
Session Goals:
Understand what a housing cycle is and why it's foundational
Explore all cycle phases (application, roommate, room selection, move-in)
Identify what tools and configurations are needed to build a cycle
See the destination before learning to build the pieces
Topics Covered:
What is a Housing Cycle: Complete housing term container, defines dates and workflows
Exploring Sample Cycle: Walk through a pre-configured cycle in sandbox
Application Phase: "See this form? You'll build yours in PLS-5" | "See this ruleset? You'll create yours in PLS-4"
Roommate Phase: Bio forms, phase dates, multiple phases
Room Selection Phase: Lottery configuration, pricing, inventory settings
Move-In Configuration: Moving groups, time slots, buffer days
Meal Plans & Documents: Assignment to cycles
Phase Calendar: Visual timeline of how everything flows
What You'll Build: Preview of upcoming sessions (tags, finance, forms, rulesets, documents)
Hands-On Practice:
Explore the sample cycle configuration
Review each phase and its settings
View the phase calendar timeline
Write down questions about cycles (answered as you build pieces in PLS 4-7)
This is Exploration Only: You're not creating a cycle yet - you're seeing what a complete cycle looks like so you understand what pieces you need to build in the next few sessions. Think of this as seeing the finished puzzle before learning about each puzzle piece.
PLS-4: Tags & Rulesets: Categorization & Matching Logic
Duration: 60 minutes When: Month 3, Week 2 Audience: Super admins, application managers Format: Live demo + hands-on practice
Session Goals:
Learn how to create tag categories and individual tags
Understand how tags categorize students, inventory, and preferences
Learn how rulesets use tags to automate roommate matching
Build matching rules using the tags you create
Topics Covered:
Understanding Tags: Tag types, categories (exclusive vs non-exclusive), public vs private
Creating Tags: Tag categories, individual tags, colors, applicability, visibility
Assigning Tags: Manual assignment, bulk tagging operations
Rulesets - Tags in Action: What rulesets are, hard rules vs soft rules
Creating Rulesets: Building matching logic using your tags, weighting and scoring
Connecting the Dots: How tags flow through forms → applications → rulesets → cycles
Hands-On Practice:
Create 3 tag categories with multiple tags each (Sleep Schedule, Study Habits, Gender Identity)
Assign tags to sample students
Build a complete roommate matching ruleset using your tags
Why Tags & Rulesets Together: Rulesets are essentially "tags + logic" - you create tags then immediately use them to build matching rules. This connection is clearer when learned together rather than in separate sessions.
PLS-5: Building Forms for Applications & Roommate Matching
Duration: 60 minutes When: Month 3, Week 3 Audience: Super admins, application managers Format: Live demo + form-building workshop
Session Goals:
Understand all form types in Housing.Cloud
Master the form builder interface
Build a complete housing application form
Build a roommate questionnaire (bio form)
Understand how form responses become actionable data
Topics Covered:
Understanding Forms: All form types (Application, Bio, Additional, Task, Animal, Interaction), where they're used
Form Builder Interface: Layout, question types, settings, conditional logic
Building Application Form: Sections, questions, validation, required fields, preview, publish
Building Bio Form: Roommate questionnaire for public profiles, compatibility questions
Form Responses: Summary, individual, spreadsheet views, how data becomes tags
Hands-On Practice:
Build complete housing application form with 15+ questions across 5 sections
Build roommate questionnaire (bio form) with compatibility questions
Configure required fields, validation, conditional logic
Publish forms ready for assignment to YOUR cycle in PLS-6
Training Focus: We train through the lens of application forms and bio forms (the most critical for housing cycles), but introduce all form types so you understand the full ecosystem. Task forms, additional forms, and interaction forms use the same builder process.
Phase 3: Assembly
PLS-6: Creating YOUR Housing Cycle
Duration: 60 minutes When: Month 4, Week 1 Audience: Super admins, housing directors Format: Live demo + configuration workshop
Session Goals:
Create a production housing cycle from scratch
Configure all cycle phases using the tools you've built
Assign forms, rulesets, charge codes, and documents to your cycle
Use the phase calendar to visualize your cycle timeline
Topics Covered:
Recap: What you've built (tags, rulesets, charge codes, forms) and why
Creating New Cycle: Basic information, dates, external term code, applicability tags
Application Phase: Assign YOUR application form, YOUR ruleset, set dates, configure auto-accept
Roommate Phase: Assign YOUR bio form, create multiple phases with dates and tags
Room Selection Phase: Configure lottery, multiple self-selection phases, inventory preview, pricing display
Move-In/Out Configuration: Moving groups, time slots, capacity, rescheduling, early check-in buffer
Meal Plans: Assign meal plans to cycle, create meal plan phases with defaults
Documents (Optional): Brief introduction to document templates, assignment to cycles (detailed training available in elective PLS-B)
Phase Calendar: Visualize timeline, check for overlaps, verify date logic
Hands-On Practice:
Create YOUR production cycle for next term (e.g., "Fall 2025 Housing")
Configure all phases using YOUR forms, rulesets, and charge codes
Set up moving groups for move-in
Assign meal plans to cycle phases
Optionally explore document template assignment (if using)
Review phase calendar and verify timeline
Assembly Complete: By the end of this session, you'll have built YOUR complete production housing cycle using all the tools you created in PLS 3-5. In PLS-7, you'll test this cycle from the student perspective to validate it works correctly.
PLS-7: The Complete Housing Selection Journey
Duration: 60 minutes When: Month 4, Week 1 Audience: Super admins, housing directors Format: Live demo + configuration practice
Session Goals:
Experience the housing workflow from a student's perspective
See how YOUR cycle configuration affects student experience
Identify and fix configuration issues before going live
Understand where students get stuck and why
Topics Covered:
Admin Preparation: Opening your cycle, verifying forms are published, setting test accounts
Application Experience: Student login, dashboard, completing YOUR application, seeing form answers become tags
Roommate Finder: Browsing bios using YOUR bio form, seeing YOUR tags in action, forming roommate groups
Room Selection: Browsing inventory, seeing how tags control visibility, YOUR lottery in action, room pricing from charge codes
Post-Selection: Residency dashboard, move-in scheduling, QR codes, signing YOUR documents, selecting meal plans
Troubleshooting: Common issues and how to fix them
Hands-On Practice:
Walk through YOUR cycle as 2-3 test students
Apply, find roommates, select rooms, sign documents
Identify 3 things to improve in your cycle config
Make adjustments and test again
Phase 4: Testing
Phase 5: Operations
PLS-8: Managing Applications & Assignments
Duration: 60 minutes When: Month 4, Week 4 Audience: Housing directors, assignment managers Format: Live demo + hands-on practice
Session Goals:
Learn how to review and approve housing applications
Master manual assignment methods
Run auto-assignment workflow using YOUR rulesets
Use occupancy reporting for tracking and planning
Topics Covered:
Assignment Lifecycle: Application → Approval → Assignment → Check-in
Reviewing Applications: Viewing answers from YOUR forms, reviewing tags, bulk approval workflows
Manual Assignment: 3 methods (from resident list, from occupancy view, drag-and-drop)
Auto-Assignment Workflow: Running auto-assign using YOUR rulesets, algorithm selection, reviewing match scores, finalizing assignments
Occupancy Reporting: Gantt chart deep dive, aggregate graphs, filtering, direct assignment, exporting
Hands-On Practice:
Review and approve applications
Make manual assignments using different methods
Run auto-assignment with YOUR ruleset, review match confidence scores
Explore occupancy Gantt chart and aggregate graphs
Export occupancy data
PLS-9: Finance Operations & Transactions
Duration: 30 minutes When: Month 4, Week 3 Audience: Housing directors, dining services, finance staff Format: Live demo + configuration practice
Session Goals:
Master charge code management for housing and meal plans
Learn how to view and track financial transactions
Generate financial reports for billing and reconciliation
Monitor SIS integration sync for billing data
Topics Covered:
Charge Code Deep Dive: Creating and editing charge codes, pricing strategies, effective dates, SIS mapping codes
Transaction Management: Viewing resident transactions, filtering by charge code/date/status, understanding transaction lifecycle
Financial Reporting: Exporting transaction reports, revenue tracking, balances and payments, reconciliation workflows
SIS Integration Monitoring: Sync status dashboard, troubleshooting billing sync issues, manual sync triggers
Hands-On Practice:
Create and edit charge codes for various scenarios
Review resident transaction history
Generate financial reports and export data
Monitor SIS sync status
PLS-10: Student Staff & Check-In/Out
Duration: 45 minutes When: Month 4, Week 4 Audience: Residence life staff, RA supervisors, housing operations Format: Live demo + hands-on practice
Session Goals:
Learn how to create student staff positions and roles
Assign student staff to buildings and room groups
Master check-in and check-out procedures
Understand key distribution workflows
Topics Covered:
Student Staff Setup: Creating positions (RA, desk attendant), adding staff members, assigning to buildings
Room Groups: Creating groups for RA oversight, assigning RAs
Check-In Procedures: Via admin portal and mobile app, key distribution, bulk check-in
Check-Out Procedures: Key collection, bulk check-out, undo operations
Cycle Rollover Preview: Brief overview of rollover for continuing residents and staff
Hands-On Practice:
Create student staff positions and add staff members
Create room groups and assign RAs
Check in residents and record key distribution
Check out residents and collect keys
RCR Not Included: Room Condition Reports are covered in elective PLS-B (Room Condition Reports & Furniture Management). Roles & Permissions basics are covered in PLS-1; for a deep dive, see elective PLS-A (Roles & Permissions Deep Dive) since not all schools use this feature. This session focuses on core check-in/out workflows all schools need.
PLS-11: Tasks & Communications
Duration: 60 minutes When: Month 5, Week 1 Audience: All admin users Format: Live demo + hands-on practice
Session Goals:
Learn how to create and manage tasks/maintenance requests
Send targeted messages to residents using broadcasts
Create reusable message templates
Post portal updates and manage notifications
Configure tenant email settings for professional communications
Topics Covered:
Tasks: Creating tasks, managing status, assigning to staff, bulk operations, task categories
Student-Submitted Tasks: How students submit requests via portal
Broadcast Messages: Sending email/SMS to resident groups, filtering recipients by tags, scheduling
Message Templates: Creating templates with variables for personalization
Portal Updates: Creating announcements, priority levels, pinning, targeting by tags
Notification Management: Configuring system notifications, delivery methods, priority settings
Tenant Email Configuration: Setting custom reply-to addresses for institution-branded communications
AI Email Assistant: Brief overview of AI-powered email composition features (if enabled)
Communication Analytics: Tracking delivery, open rates, effectiveness
Hands-On Practice:
Create tasks with different priorities and assignments
Create message templates with variables
Send test broadcast to filtered resident group
Create portal update with targeting
Review and configure notification settings
PLS-12: Understanding the Student Portal & Field Management
Duration: 60 minutes When: Month 5, Week 2 Audience: All admin users, student services staff Format: Overview and best practices
Session Goals:
Understand student portal features and navigation from a support perspective
Learn best practices for supporting students using the portal
Master notification system and action items logic
Configure field visibility to control what students see on their profiles
Configure resource links and understand attachments functionality
Topics Covered:
Portal Navigation: Sections, mobile vs desktop, keyboard shortcuts
Dashboard Components: Action items system, portal updates, notifications, resources, attachments
Notifications Deep Dive: Priority levels, delivery timing, preferences, how notifications generate
Field Management: Controlling which profile fields are visible in the student portal, public vs private fields, edit permissions
Resource Links: Configuring helpful links for students
Residency Section: What students see post-assignment, self-service features
Staff Dashboard: What RAs see and can do in the portal
Common Issues: Troubleshooting student portal questions and errors
Hands-On Practice:
Explore student portal features
Configure field visibility settings
Review notification settings and delivery logic
Configure resource links
Practice answering common student support questions
Note: You experienced the student portal hands-on in PLS-7 (The Complete Housing Selection Journey). This session focuses on understanding it from a support and troubleshooting perspective, covering features and best practices for helping students navigate the portal effectively.
How the Learning Flow Works
The PLS framework uses a deliberate progression designed to match how Housing.Cloud actually operates:
1. See It (Foundation - PLS 0-2)
You explore sample data in your sandbox - profiles, applications, residents, inventory that were imported during data migration. You see what the system looks like when operational, even though you haven't created this data yourself yet.
Purpose: Understand the destination before learning the journey.
2. Understand the Destination (Building Blocks Start - PLS 3)
You explore a complete sample housing cycle to see how all the pieces fit together - forms, tags, rulesets, charge codes, documents, and phases all working in harmony.
Purpose: Know what you're building toward so every tool you learn has clear context.
3. Build the Pieces (Building Blocks - PLS 4-5)
You create the individual components your production cycle needs: tags for categorization and matching, rulesets for automation, and forms for data collection.
Purpose: Master each tool independently before assembling them.
4. Assemble Your Cycle (Assembly - PLS 6)
You take all the pieces you built and create YOUR production housing cycle from scratch, assigning your forms, rulesets, and tags to phases.
Purpose: Put everything together into a functioning workflow.
5. Test It (Testing - PLS 7)
You experience YOUR cycle from the student perspective - applying with your forms, seeing your tags in the roommate finder, selecting rooms with your lottery configuration, signing documents (if you've created templates).
Purpose: Validate your cycle works correctly and catch issues before go-live.
6. Operate It (Operations - PLS 8-12)
You learn how to manage your cycle day-to-day - processing applications created by your forms, running auto-assignment with your rulesets, managing finance and transactions, checking students in/out, handling tasks and communications, and supporting students through the portal.
Purpose: Master the operational workflows for running housing once your cycle is live.
Why This Order Works: By the time you reach PLS-8 (Managing Applications), you've CREATED the forms students fill out (PLS-5), you've TESTED the application process (PLS-7), and you've SEEN how form answers become tags (PLS-4). Applications make complete sense because you built the system that creates them.
Understanding Elective Sessions
Elective sessions (PLS-A through PLS-M) are optional training modules delivered based on your institution's specific needs, enabled features, and operational complexity. Unlike core sessions (PLS 0-12), which everyone completes, elective sessions are scheduled selectively based on which features you use and what advanced expertise your team needs.
When to Schedule À La Carte Sessions
You need advanced roles and permissions configuration: Schedule PLS-A (Roles & Permissions Deep Dive)
You use Room Condition Reports or document templates: Schedule PLS-B (Room Condition Reports & Furniture Management)
You need advanced occupancy analytics: Schedule PLS-D (Advanced Occupancy Reporting & Analytics)
You have complex rollover scenarios: Schedule PLS-C (Cycle Rollover Best Practices)
You frequently use bulk operations: Schedule PLS-E (Mastering Bulk Operations)
You manage key inventory and distribution: Schedule PLS-F (Keys & Access Management)
You manage your own SIS integration: Schedule PLS-G (SIS Integration & Sync Management)
You need advanced system customization: Schedule PLS-H (Advanced System Configuration)
You use lottery-based room selection: Schedule PLS-I (Lottery Configuration & Strategies)
You need complex auto-assignment strategies: Schedule PLS-J (Advanced Rulesets & Auto-Assignment Strategies)
Feature is enabled at your school: Schedule the relevant feature-specific session (PLS-L, PLS-M)
How Elective Sessions Differ from Core
Core PLS (0-12): Required for all institutions, covers essential operational workflows
Elective PLS (A-M): Optional based on school needs, covers specialized features or advanced techniques
Example: A small college without RCR enabled would complete PLS 0-12 only (~9.9 hours). A large university using RCR, advanced lottery, and SIS integration might add elective sessions PLS-A through PLS-J for additional specialized training.
Custom Training Plans: During your implementation kickoff, we'll review which optional sessions are relevant for your institution based on enabled features, operational complexity, and team roles. You don't need to schedule all elective sessions - only the ones that add value for your specific workflows.
"On Your Own" Self-Guided Resources
These are quick-reference articles (not full PLS sessions) that provide targeted guidance on specific topics. Use these for just-in-time learning when you need specific functionality.
Available Self-Guided Articles
Advanced Filtering & Saved Views: Complex filter combinations, AI query suggestions, managing views across workflows
Notification Management Deep Dive: Customizing notification delivery, muting strategies, priority tuning
Document Template Best Practices: Template design, merge fields, signature workflows
Task Categories & Workflow Configuration: Creating categories, task templates, automated assignment
Communication Templates & Variables: Template library, variable reference, personalization techniques
Understanding Statuses Throughout Housing.Cloud: Comprehensive reference guide for application statuses, residency statuses, RCR statuses, task statuses, inventory statuses, communication statuses, and quick reference charts for support staff
Difference from Elective PLS: "On Your Own" articles are self-service reference guides you can read in 10-15 minutes. Elective PLS sessions are structured 30-60 minute training workshops with hands-on practice.
Role-Based Training Paths
Not all staff members need all training sessions. Customize your training plan based on job responsibilities:
Super Admins / Housing Directors
Core: PLS 0-12 (all core sessions) Recommended Electives: PLS-A (Roles Deep Dive), PLS-B (RCR & Document Templates), PLS-C (Rollover), PLS-D (Occupancy), PLS-E (Bulk Operations), PLS-G (SIS Integration), PLS-H (System Config), PLS-I (Lottery)
Application Managers
Core: PLS 0-5 (foundation + building blocks), PLS 7-8 (student journey + assignments), PLS 12 (student portal) Recommended Electives: PLS-D (Occupancy), PLS-E (Bulk Operations), PLS-J (Advanced Rulesets)
Residence Life Staff
Core: PLS 0-2 (foundation), PLS 10-12 (student staff, tasks, communications, student portal) Recommended Electives: PLS-B (RCR), PLS-F (Keys)
Finance Managers
Core: PLS 0-2 (foundation), PLS 9 (finance) Recommended Electives: PLS-H (SIS Integration for billing sync)
Operations Staff
Core: PLS 0-2 (foundation), PLS 8 (assignments), PLS 10 (check-in/out), PLS 11 (tasks), PLS 12 (student portal) Recommended Electives: PLS-B (RCR), PLS-E (Bulk Operations), PLS-F (Keys)
Desk Staff / Mail Room
Core: PLS 0-1 (overview, navigation), PLS 12 (student portal for support questions) Recommended Electives: None (or feature-specific if PACKAGES/GUEST_MANAGEMENT enabled)
IT/Integration Staff
Core: PLS 0-1 (overview, navigation) Recommended Electives: PLS-H (SIS Integration), PLS-I (System Configuration)
Student Services / Support
Core: PLS 0-2 (foundation), PLS 7 (student journey), PLS 11 (communications), PLS 12 (student portal) Recommended Electives: PLS-B (RCR if handling damage disputes)
Universal Recommendation: All staff should complete PLS-0, PLS-1, and PLS-7 to understand both the admin and student perspectives. This creates better empathy and support capabilities when helping students navigate the portal.
Training Delivery Recommendations
Live Sessions
Deliver core PLS 0-12 as live, interactive sessions via Zoom or in-person
Schedule sessions weekly to allow time for practice between sessions
Record all sessions for on-demand viewing and future reference
Provide hands-on practice time during each session (typically 10-20 minutes per session)
Assign homework: practice tasks in sandbox between sessions to reinforce learning
Self-Paced Learning
Provide recordings of all PLS sessions for on-demand viewing
Create step-by-step written guides for each session topic
Build a knowledge base with searchable articles linked from each PLS
Offer certification: complete all core PLS sessions, pass quiz, earn certificate
Hybrid Approach (Recommended)
Deliver PLS 0-2 live (foundation for everyone)
Deliver PLS 3-8 live for super admins and housing directors (building and testing cycles)
Record PLS 9-12 and deliver live or on-demand based on role
Offer elective sessions as optional live workshops or self-paced recordings
Implementation Timeline
Recommended scheduling across your 5-month implementation:
Month | Week | PLS Sessions | Focus |
|---|---|---|---|
1 | 1 | PLS-0 | Kickoff and system overview |
2 | 3 | PLS-1 | Navigation fundamentals |
2 | 4 | PLS-2 | Understanding housing data |
3 | 1 | PLS-3 | Introduction to cycles |
3 | 2 | PLS-4 | Tags & rulesets |
3 | 3 | PLS-5 | Building forms |
3 | 4 | PLS-6 | Creating YOUR cycle |
4 | 1 | PLS-7 | Testing student journey |
4 | 2 | PLS-8 | Applications & assignments |
4 | 3 | PLS-9 | Finance operations |
4 | 4 | PLS-10 | Student staff & check-in/out |
5 | 1 | PLS-11 | Tasks & communications |
5 | 2 | PLS-12 | Student portal & field management |
5 | 4 | Electives as needed | Optional advanced topics |
Flexible Scheduling: This timeline is a recommendation. Adjust pacing based on your team's availability and learning speed. Some institutions complete core training in 3 months; others spread it across the full 5 months with more practice time between sessions.
Success Metrics
Track these metrics to measure onboarding effectiveness and ensure your team is ready for go-live:
Session Attendance: % of stakeholders attending each PLS (target: 85%+ for role-relevant sessions)
Sandbox Usage: # of hours staff spend practicing in sandbox between sessions (target: 2-3 hours per week)
Task Completion: % of assigned homework/practice tasks completed (target: 90%+)
Knowledge Retention: Quiz scores after each PLS phase (optional, target: 80%+ average)
System Adoption: # of admin users logging in weekly post-training (target: 100% of trained staff)
Support Tickets: # of "how do I..." questions after each PLS (expect decrease over time)
Cycle Readiness: Production cycle built and tested by end of Month 4
Time to Production: Ability to launch on schedule in Month 5
Homework & Practice Between Sessions
Maximize learning retention by assigning practice tasks between PLS sessions:
After PLS-1: Practice navigating all sections, create 3 saved views, export data from 2 different tables
After PLS-2: Explore sample profiles/applications/residents, practice filtering by tags, review charge codes and meal plans
After PLS-3: Re-explore the sample cycle, write down 5 questions about cycle configuration
After PLS-4: Create 2 additional tag categories, build a second test ruleset, assign tags to 10 sample students
After PLS-5: Build a second application form with 10+ questions, create a custom survey form
After PLS-6: Refine your production cycle, adjust phase dates, test different lottery configurations
After PLS-7: Have 3 different staff members test your cycle as students, document issues and fix them
After PLS-8: Practice manual assignments, run auto-assignment multiple times with different settings, analyze occupancy data
After PLS-9: Create 3 charge codes, review transaction history, export financial reports
After PLS-10: Create room groups for all RAs, practice check-in/out workflows with 10 residents
After PLS-11: Create 5 tasks, send 2 test broadcasts, create 3 portal updates, create 3 message templates
After PLS-12: Log in as different student types (first-year, transfer, graduate), document common support scenarios, practice field visibility configuration
Practice Leads to Mastery: Institutions that dedicate 2-3 hours per week to sandbox practice between PLS sessions achieve 40% faster time-to-proficiency and report higher confidence at go-live.
Complete Feature Coverage
This framework provides comprehensive training coverage for all core admin portal and resident portal features:
✅ Covered in Core PLS (0-12)
Dashboard, Profiles, Applications, Residents, Inventory
Tags (all types), Finance/Charge Codes, Meal Plans, Forms (all types), Rulesets
Housing Cycles (all phases), Roles & Permissions (basics)
Student Experience (complete housing selection journey)
Assignments (manual + auto-assignment), Occupancy Reporting (basics)
Student Staff, Check-In/Out, Key Distribution (basics)
Tasks, Communications (broadcasts, templates, portal updates), Notifications
Student Portal (navigation, dashboard, action items, field management, self-service features)
✅ Covered in Elective PLS (A-M)
Roles & Permissions (deep dive)
Document Templates & E-Signatures (optional)
Room Condition Reports, Furniture Management (advanced)
Cycle Rollover (advanced scenarios)
Occupancy Reporting (advanced analytics)
Bulk Operations (comprehensive guide)
Keys & Access Management (detailed workflows)
SIS Integration (setup and troubleshooting)
System Configuration (branding, custom fields)
Lottery (advanced configuration)
Advanced Rulesets (complex matching)
Room Swap Workflows (feature-gated)
Alternative Housing (feature-gated)
❌ Not Covered (Separate Training)
Events & Programming: Feature-gated (EVENTS), not yet included in PLS framework
Package Management: Feature-gated (PACKAGES), not yet included in PLS framework
Guest/Visitor Management: Feature-gated (GUEST_MANAGEMENT), not yet included in PLS framework
HR/Recruitment Module: Feature-gated (HR), covered in standalone article: How the HR/Hiring Module Works
Advanced Reporting & Analytics: Covered in separate training with Rujuta (reporting specialist)
Framework Evolution: As more institutions adopt feature-gated modules (Events, Packages, Visitors), we'll add corresponding elective PLS sessions. This framework is a living document that expands with platform capabilities.
What's Next
After reviewing this framework:
Schedule Core Sessions: Add PLS 0-12 to your implementation calendar based on the recommended timeline
Identify Elective Needs: Work with your Housing.Cloud team to determine which elective sessions (PLS-A through PLS-M) are relevant for your institution
Assign Roles: Map staff members to role-based training paths
Prepare Sandbox: Ensure sandbox environment is ready with sample data for hands-on practice
Plan for Recording: Set up recording infrastructure to capture sessions for on-demand viewing
Create Practice Schedule: Block time for homework and sandbox practice between sessions (2-3 hours weekly recommended)
Set Success Metrics: Define attendance, completion, and adoption targets for your institution
Plan Post-Launch Support: Schedule quarterly refresher sessions, establish office hours, plan new feature announcements
Ready to Begin: With this framework in hand, you have a complete roadmap for Housing.Cloud onboarding. Start with PLS-0 to introduce your team to the platform, then progress through the building-block approach to full operational readiness. Your Housing.Cloud implementation team is here to support you every step of the way.
Need Help?
If you have questions about the PLS framework or need to customize your training plan:
During Implementation: Contact your dedicated implementation specialist
After Go-Live: Reach out to Housing.Cloud support for training resources, session scheduling, or custom workshop requests
For Elective Sessions: Email your account manager to schedule optional advanced training based on your team's needs