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Product Learning Homework: Try It Yourself Exercises (PLS-0 through PLS-8.5)

Overview

This guide provides structured homework exercises for each Product Learning Session (PLS) in your Housing.Cloud onboarding journey. Each "Try It Yourself" section reinforces concepts covered in training through hands-on practice in your sandbox environment.

Who this is for: Housing administrators, residence life staff, and anyone completing the PLS training framework during implementation.

How to use this guide: Complete the exercises for each session before attending the next PLS. Use your sandbox environment for safe practice without affecting production data. Bring completed work and questions to your next training session.

Companion Resources:

Sandbox Practice: All exercises should be completed in your sandbox environment, not production. This allows you to experiment freely, make mistakes, and learn without impacting live student data or configurations.

Before You Begin

Ensure you have:

  • Sandbox access: Your institution's sandbox environment at yourschool.housing.cloud

  • Admin credentials: Login credentials with appropriate permissions for your role

  • Training materials: Access to PLS session recordings and documentation

  • Notebook or document: For tracking questions and observations

Permissions Required: Some exercises require specific permissions. If you can't access a feature, contact your super admin to verify your role assignments before the next session.

PLS-0 Try It Yourself: System Foundation

Estimated Time: 30-45 minutes When to Complete: After PLS-0 session, before PLS-1

Exercises

1. Confirm Stakeholder Roster and Roles

  • Create a stakeholder list with names, email addresses, and intended roles (super admin, housing director, desk staff, etc.)

  • Document which staff members need access to which sections (Applications, Residents, Inventory, Tasks, Communications, Finance)

  • Identify your primary system owner who will manage admin accounts

  • Schedule recurring meeting cadence for implementation team (weekly recommended during onboarding)

2. Submit Intake Form and SIS Sample Data

  • Complete the implementation intake form with your institution details

  • Prepare and submit a 200-row SIS sample file containing student profile data

  • Verify the sample includes required fields: student ID, name, email, class year, classification

  • Include optional fields you want to track: phone number, address, emergency contact, custom attributes

3. Provide Test Logins and Confirm SSO

  • Create at least three test student accounts in your SIS or directory for sandbox testing

  • Document test login credentials securely

  • Decide on SSO approach: SAML, OAuth, or email/password login

  • Gather technical requirements for SSO configuration (SAML metadata, OAuth client credentials)

4. List Target Cycles for Next 12 Months

  • Document planned housing cycles with rough dates:

    • Fall 2025 (e.g., August 15, 2025 - May 15, 2026)

    • Spring 2026 (e.g., January 5, 2026 - May 15, 2026)

    • Summer 2026 (e.g., May 20, 2026 - August 10, 2026)

  • Identify overlapping cycles (summer/fall transitions)

  • Note key milestone dates: application open/close, room selection, move-in, move-out

5. Gather Branding and Accessibility Requirements

  • Collect institutional branding assets:

    • Primary logo (PNG or SVG, transparent background preferred)

    • Favicon (16x16 or 32x32 pixels)

    • Brand colors (hex codes for primary, secondary, accent colors)

    • Institution name and display preferences

  • Document accessibility requirements:

    • WCAG 2.1 AA compliance expectations

    • Screen reader compatibility needs

    • Color contrast requirements

6. Decide Integration Path Draft

  • Review integration options: Ethos (Ellucian), SFTP, API

  • Identify your SIS: Banner, Colleague, Workday, PeopleSoft, custom system

  • Document current sync approach for student data, billing, occupancy

  • Draft preferred integration path with sync frequency (daily, nightly, real-time)

7. Share Blackout Dates

  • Document blackout dates for student communications (exam periods, holidays, academic breaks)

  • Identify IT change freeze periods (registration, final exams, year-end processing)

  • Note institutional calendar events that affect housing operations

Bring to PLS-1

  • ✓ Completed stakeholder roster with roles

  • ✓ Submitted intake form and 200-row SIS sample

  • ✓ Three test student login credentials

  • ✓ SSO approach decision and technical requirements

  • ✓ 12-month cycle list with rough dates

  • ✓ Branding assets and accessibility requirements documented

  • ✓ Integration path draft (Ethos or SFTP)

  • ✓ Blackout dates for communications and IT changes

  • ✓ Questions about concepts covered in PLS-0

Completion Checkpoint: You've successfully completed PLS-0 homework when you have all items listed above documented and shared with your implementation team.

PLS-1 Try It Yourself: Navigation and Core Concepts

Estimated Time: 60-90 minutes When to Complete: After PLS-1 session, before PLS-2

Exercises

1. Create Two Table Views in Profiles or Residents

  • Navigate to Admin › Profiles

  • Apply filters to create your first view:

    • Example: Filter by class year "First-year" + housing status "Applied"

    • Name your view "First-Year Applicants"

  • Save this view for quick access

  • Create a second view:

    • Example: Filter by building "East Hall" + residency status "Current"

    • Name your view "East Hall Current Residents"

  • Practice switching between saved views using the dropdown

2. Export One CSV to Verify Columns and Filters

  • Load one of your saved views

  • Click the Export button (typically top-right of table)

  • Download the CSV file

  • Open in Excel or Google Sheets and verify:

    • All expected columns are present

    • Filters were applied correctly (only filtered records exported)

    • Data formatting is readable and useful

  • Document any columns you wish were included or formatted differently

3. Add Two Admin Users with Correct Roles

  • Navigate to Admin › Profiles

  • Click "Add Profile" or "Create New Profile"

  • Enter details for your first test admin:

    • Name, email, employee/student ID

    • Mark as admin user

  • Navigate to their profile detail page

  • Assign a role under the Roles section:

    • Choose an appropriate role (e.g., "Housing Director," "Desk Staff")

  • Verify the role assignment appears on their profile

  • Repeat for a second test admin user with a different role

  • Have each test user attempt to log in and confirm they see appropriate navigation sections

4. Document Inventory Hierarchy Examples

  • Navigate to Admin › Inventory › Buildings

  • Click a building name to open its detail page

  • Navigate down the hierarchy:

    • Building → Suites (if applicable) → Rooms → Beds → Furniture

  • Document your institution's naming conventions:

    • Building: "East Hall" (Building Code: EH)

    • Suite: "2A" or no suites

    • Room: "201" (Room Code: EH-201)

    • Bed: "A" and "B" (for doubles) or "1" (for singles)

  • Take screenshots of each level for training documentation

5. List Eligibility Tags or Fields Needed

  • Review your institutional housing policies

  • Create a list of eligibility criteria that control access to housing:

    • Class year (First-year, Sophomore, Junior, Senior, Graduate)

    • Housing priority tiers (Priority 1, Priority 2, Waitlist)

    • Special populations (International, Student-Athlete, Honors)

    • Gender identity options for assignment rules

    • Accessibility needs (ADA, ESA, Medical Accommodation)

  • Document which criteria should be:

    • Exclusive tags (student can only have one): Class Year, Gender Identity

    • Non-exclusive tags (student can have multiple): International, Student-Athlete, Honors

Bring to PLS-2

  • ✓ Two saved table views with documented filter criteria

  • ✓ One exported CSV demonstrating successful filtering

  • ✓ Two admin users created with different roles and confirmed login access

  • ✓ Documented inventory hierarchy with naming conventions and screenshots

  • ✓ Eligibility tags list organized by exclusive vs. non-exclusive

  • ✓ Term dates for upcoming academic year(s)

  • ✓ Draft cycle calendar with key milestone dates

  • ✓ Required documents list for housing contracts

  • ✓ Questions about navigation or table views

Navigation Mastery: By the end of PLS-1 homework, you should feel comfortable navigating between sections, creating filtered views, and understanding the list-to-detail pattern used throughout Housing.Cloud.

PLS-2 Try It Yourself: Housing Cycles

Estimated Time: 90-120 minutes When to Complete: After PLS-2 session, before PLS-3

Exercises

1. Create a Draft Cycle in Sandbox

  • Navigate to Admin › Setup › Housing Cycles

  • Click "New Housing Cycle"

  • Enter basic cycle information:

    • Cycle name: "Test Fall 2025 Housing"

    • Display name: "Fall 2025"

    • Residence start date: August 15, 2025

    • Residence end date: May 15, 2026

    • External term code: (your SIS term code, e.g., "202510")

  • Save as Draft (do not publish yet)

2. Configure Application, Roommate, Selection, and Move-In Phases

  • Edit your draft cycle

  • Application Phase:

    • Set application begin date: March 1, 2025

    • Set application end date: April 15, 2025

    • Configure auto-accept toggle: OFF (manual review required)

    • Allow room browsing for non-approved: ON (students can preview inventory)

  • Roommate Phase:

    • Create one roommate phase: March 1 - April 30, 2025

    • Set minimum roommates: 0 (can live alone)

    • Set maximum roommates: 3 (for quads)

    • Default roommate count: 1 (for doubles)

  • Room Selection Phase:

    • Create one selection phase: April 20 - May 10, 2025

    • Allow room re-assignment: ON (students can change their selection)

    • Show room costs: ON

    • Lottery type: Random

  • Move-In Phase:

    • Create two moving groups:

      • Group 1: August 15, 2025, 9:00 AM - 12:00 PM (capacity 50)

      • Group 2: August 15, 2025, 1:00 PM - 4:00 PM (capacity 50)

    • Allow moving group rescheduling: ON

3. Add Applicability Tags and Placeholder Forms

  • Under cycle settings, configure applicability tags:

    • Add "First-Year" OR "Sophomore" tags (students with either tag can apply)

    • Exclude "Non-Resident" tag (students with this tag cannot apply)

  • Assign application forms section (you'll create actual forms in PLS-3):

    • Note: "Housing Application Form" will be assigned here

4. Create One Document Template for Signature

  • Navigate to Admin › Setup › Document Templates

  • Click "New Document Template"

  • Enter template details:

    • Name: "Test Housing Contract 2025"

    • Document type: Contract/Agreement

  • Add template content with basic contract language:

    • "I, {{firstName}} {{lastName}}, agree to the terms and conditions of on-campus housing for the Fall 2025 semester."

    • Include placeholder sections for policies, payment terms, conduct expectations

  • Configure signature requirements: Single signature (student only)

  • Save template

  • Return to your housing cycle and assign this document as required

5. Produce a Phase Calendar Screenshot

  • Navigate to your draft cycle

  • Click "Phase Calendar" tab (if available) or view the timeline visualization

  • Take a screenshot showing all phases:

    • Application phase (green bar)

    • Roommate phase (blue bar)

    • Selection phase (purple bar)

    • Move-in groups (orange markers)

  • Verify there are no gaps or unexpected overlaps

  • Share this screenshot with your team for review

6. Identify Meal Plan Rules

  • Document your institution's meal plan requirements:

    • Are meal plans required for all residents?

    • Are first-years required to have a meal plan?

    • Can students opt-out with exemptions (commuters, medical, dietary)?

    • What meal plan tiers are offered? (Unlimited, 14/week, 10/week, etc.)

    • When do meal plan assignments take effect?

    • How does meal plan pricing integrate with billing?

  • Note any rules that will affect cycle configuration (e.g., "First-years must select a meal plan before completing application")

Bring to PLS-3

  • ✓ Draft cycle created with all phases configured

  • ✓ Applicability tags assigned to cycle

  • ✓ One document template created and assigned to cycle

  • ✓ Phase calendar screenshot showing timeline

  • ✓ Meal plan rules documented

  • ✓ Draft application sections and question list

  • ✓ Required vs. optional fields identified

  • ✓ Data fields that must sync to SIS vs. form-only fields

  • ✓ Proposed tag categories for preferences and eligibility

Do Not Publish Yet: Keep your cycle in Draft status during sandbox testing. Publishing makes it visible to students in production. Only publish when ready for live use.

PLS-3 Try It Yourself: Forms and Tags

Estimated Time: 120-150 minutes When to Complete: After PLS-3 session, before PLS-4

Exercises

1. Build a Draft Housing Application with Five Questions

  • Navigate to Admin › Setup › Forms

  • Click "New Form" and select type "Housing Application"

  • Name your form: "Test Housing Application 2025"

  • Create at least five questions across multiple sections:

Section 1: Personal Information

  • Question 1: "Full Name" (Text Input, Required)

  • Question 2: "Preferred Email" (Email, Required, validation for email format)

  • Question 3: "Phone Number" (Text Input, Optional)

Section 2: Housing Preferences

  • Question 4: "Preferred Room Type" (Dropdown: Single, Double, Triple, Suite, Required)

  • Question 5: "Preferred Building" (Multi-select: East Hall, West Hall, North Hall, South Hall, Optional)

  • Question 6: "Sleep Schedule" (Radio buttons: Early Riser, Night Owl, Flexible, Required)

Section 3: Roommate Preferences

  • Question 7: "Study Habits" (Radio buttons: Quiet Study Environment, Background Noise OK, Flexible, Required)

  • Question 8: "Special Requests or Accommodations" (Textarea, Optional, help text: "Describe any accessibility needs, medical accommodations, or special housing requests.")

  • Configure each question with appropriate validation rules

  • Add help text to clarify expectations where needed

  • Preview the form as a student would see it

  • Save as Draft (do not publish yet)

2. Publish One Roommate Bio Form in Draft State

  • Create a new form: type "Biographical" (Roommate Finder Questionnaire)

  • Name: "Roommate Finder Bio 2025"

  • Add at least five bio questions:

    • "Tell us about yourself" (Textarea, public)

    • "Sleep Schedule" (Radio: Early Riser, Night Owl, Flexible, public)

    • "Study Habits" (Radio: Quiet, Background Noise OK, Flexible, public)

    • "Cleanliness Level" (Radio: Very Neat, Moderately Tidy, Flexible, public)

    • "Hobbies and Interests" (Textarea, public)

  • Mark all questions as "Public" so they appear in the roommate finder

  • Preview the bio form

  • Publish in Draft state (students won't see it yet until assigned to a cycle)

3. Create Tag Categories and Tags

  • Navigate to Admin › Setup › Tags

  • Create at least three tag categories:

Category 1: Sleep Schedule (Exclusive)

  • Create tags:

    • "Early Riser" (color: light blue, applicability: Profiles/Applications, visibility: Public)

    • "Night Owl" (color: dark blue, applicability: Profiles/Applications, visibility: Public)

    • "Flexible Sleep Schedule" (color: gray, applicability: Profiles/Applications, visibility: Public)

  • Mark category as "Exclusive" (students can only have one sleep schedule tag)

Category 2: Study Habits (Exclusive)

  • Create tags:

    • "Quiet Study Environment" (color: purple, applicability: Profiles/Applications, visibility: Public)

    • "Background Noise OK" (color: orange, applicability: Profiles/Applications, visibility: Public)

    • "Flexible Study Habits" (color: gray, applicability: Profiles/Applications, visibility: Public)

  • Mark category as "Exclusive"

Category 3: Housing Eligibility (Non-Exclusive)

  • Create tags:

    • "First-Year" (color: green, applicability: Profiles/Applications, visibility: Private)

    • "International Student" (color: red, applicability: Profiles/Applications, visibility: Private)

    • "Student-Athlete" (color: yellow, applicability: Profiles/Applications, visibility: Private)

    • "Honors Program" (color: gold, applicability: Profiles/Applications, visibility: Private)

  • Do NOT mark as exclusive (students can have multiple eligibility tags)

Category 4: Room Features (Non-Exclusive, for Inventory)

  • Create tags:

    • "ADA Accessible" (color: blue, applicability: Inventory, visibility: Public)

    • "Air Conditioning" (color: light blue, applicability: Inventory, visibility: Public)

    • "Private Bathroom" (color: teal, applicability: Inventory, visibility: Public)

4. Tag Ten Sample Students

  • Navigate to Admin › Profiles

  • Click on a student profile

  • In the Tags section, click "Add Tag"

  • Assign tags to 10 different students:

    • Student 1: Early Riser, Quiet Study, First-Year

    • Student 2: Night Owl, Background Noise OK, International Student

    • Student 3: Flexible Sleep, Flexible Study, Student-Athlete

    • Student 4: Early Riser, Quiet Study, Honors Program, First-Year

    • Student 5-10: Vary the tag combinations

  • Verify that exclusive tags enforce one-per-student rule (assigning "Night Owl" should remove "Early Riser")

  • Practice bulk tagging:

    • Select 3 students from the Profiles table

    • Click "Bulk Actions" → "Manage Tags"

    • Add "First-Year" tag to all three

    • Verify the bulk assignment worked

5. Verify Tag-Based Visibility in Lists

  • Navigate to Admin › Profiles

  • Use the filter panel to filter by tags:

    • Filter by "Early Riser" tag

    • Verify only students with that tag appear

  • Create a saved view: "Early Riser First-Years"

    • Filter by "Early Riser" AND "First-Year"

    • Save this view for quick access

  • Export a CSV with the filtered tag-based view

6. Export a Test "Form Responses" CSV

  • Navigate to Admin › Setup › Forms

  • Select your "Test Housing Application 2025" form

  • Click "Responses" tab

  • If no responses exist yet, submit a test application as a student (or use dummy data)

  • Export the responses to CSV

  • Open in Excel/Sheets and verify:

    • All questions appear as columns

    • Responses are properly formatted

    • Timestamps are included

Bring to PLS-4

  • ✓ Draft housing application with at least 5 questions across sections

  • ✓ Published roommate bio form with public visibility settings

  • ✓ Three tag categories created (with exclusive/non-exclusive configuration)

  • ✓ At least 10 individual tags created across categories

  • ✓ 10 sample students tagged with varying combinations

  • ✓ Verified tag-based filtering works in Profiles table

  • ✓ Exported form responses CSV for review

  • ✓ One basic ruleset sketch with hard and soft rules (drafted on paper/document)

  • ✓ List of constraints for assignments (gender matching, accessibility, etc.)

  • ✓ Test cohort of at least 10 approved applicants ready for auto-assignment practice

Forms and Tags Mastery: Completing PLS-3 homework demonstrates your ability to build custom forms, create organizational tags, and use tags for filtering and targeting—foundational skills for Housing.Cloud configuration.

PLS-4 Try It Yourself: Assignments and Rulesets

Estimated Time: 120-180 minutes When to Complete: After PLS-4 session, before PLS-5

Exercises

1. Create One Ruleset with Hard and Soft Rules

  • Navigate to Admin › Setup › Rulesets

  • Click "New Ruleset"

  • Name: "Test Assignment Ruleset 2025"

  • Add one hard rule (must be satisfied):

    • Rule type: PMATCH (Person to Person Match)

    • Configuration: "Gender Identity" must match exactly

    • This prevents mixed-gender room assignments

  • Add two soft rules (preferences, contribute to scoring):

    • Soft Rule 1: PMATCH - "Sleep Schedule" exact match (weight: 7 out of 10)

    • Soft Rule 2: PMATCH - "Study Habits" exact match (weight: 5 out of 10)

  • Save the ruleset

  • Document why you chose these specific weights

2. Run Small Auto-Assignment on Ten Approved Applicants

  • Ensure you have at least 10 approved applications in your test cycle

  • Navigate to Admin › Applications

  • Filter by status: "Approved"

  • Select 10 applicants using checkboxes

  • Click "Bulk Actions" → "Auto-Assign"

  • Configure auto-assignment workflow:

    • Select your "Test Assignment Ruleset 2025"

    • Choose algorithm: Standard

    • Building priority order: List buildings in preferred fill order

    • Respect preferred roommate groups: ON

  • Click "Run Assignment"

  • Wait for the system to generate proposals

3. Review Auto-Assignment Proposals

  • After auto-assignment completes, review the proposals table

  • For each proposal, note:

    • Assigned room and bed

    • Roommate pairing (who is assigned together)

    • Match confidence score (0-100%)

    • Which soft rules were satisfied

  • Identify any "Assignment Failed" items and review failure reasons:

    • No available beds

    • Hard rule violation

    • Preferred roommate group conflict

  • Accept at least 5 proposals with high confidence scores

  • Reject at least 1 proposal to see alternative suggestions

  • Do NOT finalize yet—keep proposals in review state

4. Complete Two Manual Assignments and One Reassignment

  • Manual Assignment 1: From Resident List

    • Navigate to Admin › Residents

    • Find an approved applicant without an assignment

    • Click their name to open detail page

    • Click "Assign Bed" button

    • Select building, suite, room, bed from dropdowns

    • Set assignment dates (match cycle dates)

    • Confirm assignment

  • Manual Assignment 2: From Occupancy View

    • Navigate to Admin › Inventory › Buildings › Occupancy

    • View the Gantt chart of bed availability

    • Click an available bed slot

    • Search for an unassigned applicant

    • Confirm assignment from the occupancy view

  • Reassignment:

    • Select a resident with an existing assignment

    • Click "Transfer" or "Change Bed"

    • Select a new room/bed

    • Add a reason for the transfer: "Student request for room change"

    • Confirm the transfer

    • Verify the old assignment shows status "Transferred" and new assignment shows "Current"

5. Create an Occupancy Saved View

  • Navigate to Admin › Inventory › Buildings › Occupancy

  • Apply filters to create a monitoring view:

    • Filter by building: "East Hall"

    • Filter by date range: Full academic year (Aug 2025 - May 2026)

    • Filter by bed type: "Double"

    • Show only available beds: OFF (show all)

  • Save this view as "East Hall Doubles - Full Year Monitoring"

  • Practice loading this saved view for quick access during room selection season

6. Decide and Document Re-Select Policy

  • Discuss with your team: Should students be allowed to change their room selection after initially selecting?

  • Document your re-selection policy:

    • Re-selection allowed: YES or NO

    • If YES, how many times can students re-select?

    • If YES, what is the deadline for re-selection?

    • Are there penalties or restrictions for frequent re-selection?

  • Update your housing cycle configuration to match this policy:

    • Navigate to Admin › Setup › Housing Cycles

    • Edit your test cycle

    • Find "Allow Room Re-Assignment" toggle

    • Set according to your policy

    • If allowing re-selection, configure max attempts and time window

Bring to PLS-5

  • ✓ One ruleset created with 1 hard rule and 2 soft rules

  • ✓ Auto-assignment run on 10 applicants with proposals reviewed

  • ✓ Documentation of match scores and acceptance decisions

  • ✓ Two manual assignments completed via different methods

  • ✓ One room reassignment/transfer completed

  • ✓ Occupancy saved view created for monitoring

  • ✓ Re-selection policy documented and configured in cycle

  • ✓ List of meal plans with pricing and external IDs

  • ✓ Charge code mapping for billing integration

  • ✓ Meal plan exemption rules documented

  • ✓ Draft meal plan phases and default selections

Auto-Assignment Best Practice: Always run auto-assignment on a small test cohort first. Review proposals carefully before finalizing. Adjust ruleset weights based on results to improve match quality.

PLS-5 Try It Yourself: Meal Plans and Finance

Estimated Time: 60-90 minutes When to Complete: After PLS-5 session, before PLS-6

Exercises

1. Configure At Least Two Meal Plans and Map Charge Codes

  • Navigate to Admin › Setup › Meal Plans

  • Click "New Meal Plan"

  • Meal Plan 1: Unlimited

    • Name: "Unlimited Meals 2025"

    • Pricing: $2,500 per semester

    • Flex points included: $100

    • External ID: "MEAL_UNLIMITED" (must match your SIS charge code)

    • Description: "Unlimited swipes per week with $100 flex points"

  • Meal Plan 2: 14 Meals/Week

    • Name: "14 Meals Per Week 2025"

    • Pricing: $2,000 per semester

    • Flex points included: $50

    • External ID: "MEAL_14" (must match your SIS charge code)

    • Description: "14 meals per week with $50 flex points"

  • Save both meal plans

  • Navigate to Admin › Setup › Charge Codes

  • Verify charge codes exist for:

    • "MEAL_UNLIMITED" mapped to meal plan 1

    • "MEAL_14" mapped to meal plan 2

  • If charge codes don't exist, create them with correct billing category and SIS integration mapping

2. Assign Meal Plans to Five Test Residents

  • Navigate to Admin › Residents

  • Click on a resident's name to open detail page

  • Scroll to "Meal Plan" section

  • Click "Assign Meal Plan"

  • Select "Unlimited Meals 2025"

  • Set effective date: Match residency start date

  • Confirm assignment

  • Repeat for 4 more residents:

    • Assign 2 residents to "Unlimited"

    • Assign 3 residents to "14 Meals Per Week"

  • Practice bulk meal plan assignment:

    • Navigate to Admin › Residents table

    • Select 3 residents using checkboxes

    • Click "Bulk Actions" → "Assign Meal Plan"

    • Select a meal plan

    • Confirm bulk assignment

3. Verify Proration Settings

  • Review one resident's meal plan assignment detail

  • Check if proration is enabled for mid-semester assignments

  • Test proration calculation:

    • Assign a meal plan to a resident starting mid-semester (e.g., Oct 1 instead of Aug 15)

    • Verify the charge is prorated correctly based on remaining weeks

    • Document the proration formula used

  • Navigate to Admin › Setup › Housing Cycles

  • Edit your test cycle

  • Find meal plan proration settings and verify they match institutional policy

4. Configure Student Self-Selection Window

  • In your housing cycle, navigate to "Meal Plans" section

  • Create a meal plan phase if student self-selection is allowed:

    • Phase name: "Meal Plan Selection Phase"

    • Start date: April 1, 2025

    • End date: May 15, 2025

    • Default meal plan: "14 Meals Per Week 2025"

    • Applicability tags: "First-Year" (if only first-years required to have meal plan)

  • Save phase configuration

  • Document when students can select/change meal plans during the cycle

5. Draft Billing Reconciliation Workflow with SIS

  • Document your billing reconciliation process:

    • How often do meal plan charges sync to SIS? (Daily, weekly, monthly)

    • What triggers a charge to be sent? (Assignment, check-in, specific date)

    • Who reviews charges before they post to student accounts?

    • What is the approval workflow for charge corrections or refunds?

    • How are mid-semester changes handled? (Prorated credit/charge)

  • Navigate to Admin › Finance

  • Review transaction history for your test residents

  • Verify meal plan charges appear correctly with:

    • Correct charge code

    • Correct amount

    • Correct effective date

    • Export ID for SIS sync (should not be "hold_")

  • Export a finance report to CSV and review in Excel/Sheets

Bring to PLS-6

  • ✓ Two meal plans configured with pricing and charge codes mapped

  • ✓ Five residents assigned meal plans with verified proration

  • ✓ Student self-selection window configured in cycle (if applicable)

  • ✓ Billing reconciliation workflow documented

  • ✓ Finance report exported and reviewed

  • ✓ Student staff positions list (RA, Desk Attendant, Senior RA, etc.)

  • ✓ Preliminary RA roster with names and assigned areas

  • ✓ Proposed room groups for RA oversight

  • ✓ Check-in checklist for move-in day

  • ✓ RCR template choice (basic vs. detailed furniture tracking)

Charge Code Accuracy: External IDs for meal plans MUST match your SIS charge codes exactly. Mismatches will cause billing integration failures and incorrect student charges.

PLS-6 Try It Yourself: Student Staff and Check-In

Estimated Time: 90-120 minutes When to Complete: After PLS-6 session, before PLS-7

Exercises

1. Create Two Student Staff Positions

  • Navigate to Admin › Student Staff › Configuration

  • Click "New Position"

  • Position 1: Resident Assistant

    • Position name: "Resident Assistant"

    • Abbreviation: "RA"

    • Description: "Peer leader responsible for building community and supporting residents"

    • Responsibilities: Floor programs, duty rotations, conflict mediation, policy enforcement

  • Position 2: Desk Attendant

    • Position name: "Desk Attendant"

    • Abbreviation: "DA"

    • Description: "Front desk staff managing check-ins, packages, and visitor access"

    • Responsibilities: Check-in/check-out, package distribution, guest sign-in, emergency response

  • Save both positions

2. Add At Least Two RAs

  • Navigate to Admin › Student Staff

  • Click "Add Student Staff"

  • Search for an existing student profile (or create a test profile first)

  • RA 1:

    • Name: [Test Student 1]

    • Position: Resident Assistant

    • Assigned building: East Hall

    • Assigned floor/area: 2nd Floor

    • Employment start date: August 1, 2025

    • Employment end date: May 15, 2026

  • RA 2:

    • Name: [Test Student 2]

    • Position: Resident Assistant

    • Assigned building: East Hall

    • Assigned floor/area: 3rd Floor

    • Employment start date: August 1, 2025

    • Employment end date: May 15, 2026

  • Save both staff assignments

  • Verify both RAs appear in the Student Staff list

3. Build One Room Group and Assign to an RA

  • Navigate to Admin › Student Staff › Room Groups

  • Click "New Room Group"

  • Room group details:

    • Name: "East Hall 2nd Floor"

    • Description: "All rooms on the second floor of East Hall"

    • Assigned RA: [RA 1 from previous exercise]

  • Add rooms to this group:

    • Select building: East Hall

    • Select all rooms on 2nd floor (e.g., 201-215)

    • Add to group

  • Save room group

  • Verify the room group shows correct room count and assigned RA

4. Perform One Check-In Test

  • Navigate to Admin › Residents

  • Find a resident with status "Assigned" or "Move In Scheduled"

  • Click their name to open detail page

  • Click "Check In" button

  • Complete check-in form:

    • Check-in date/time: Use move-in slot or manual entry

    • ID verification: Check "ID Verified"

    • Key assignment: Select key(s) to issue (e.g., Room Key: EH-201-A, Building Key: EH-Main)

    • Notes: "Smooth check-in, no issues"

  • Confirm check-in

  • Verify resident status changes from "Assigned" to "Current"

  • Verify keys appear as "Assigned" in key inventory

5. Complete a Check-In RCR

  • After checking in a resident, navigate to their residency detail page

  • Find "Room Condition Reports" section

  • Click "Create Check-In RCR" (or system may auto-create)

  • Complete the RCR form:

    • Inspect each furniture item: Bed, Desk, Chair, Dresser, Mattress

    • Set condition for each item: Good, Fair, Poor, Damaged

    • Add notes: "Small scratch on desk surface"

    • Upload photos: Take/upload at least one photo of room condition

  • Submit the RCR

  • Navigate to Admin › Inventory › Room Condition Reports

  • Find your newly created RCR and verify it appears with status "Submitted"

6. Draft Rollover Rules for Continuing Residents and Staff

  • Document your rollover policy:

    • Continuing Residents:

      • Can residents keep the same room for next year? (Yes/No)

      • Priority for returning residents vs. new applicants?

      • Deadline for rollover confirmation?

      • Do application answers carry over? (Requires matching form templates)

      • Do tags carry over automatically?

    • Student Staff Rollover:

      • Do RAs automatically continue to next academic year?

      • Do room group assignments carry over?

      • What is the staff re-hiring process and timeline?

  • Practice rollover process (if feature enabled):

    • Navigate to Admin › Residents

    • Select a few current residents

    • Click "Bulk Actions" → "Rollover"

    • Select target cycle: Next academic year

    • Choose rollover options: Bed assignment, tags, application answers, meal plan

    • Review rollover preview (DO NOT execute—this is practice only)

Bring to PLS-7

  • ✓ Two student staff positions created (RA, Desk Attendant)

  • ✓ Two RAs added with building/floor assignments

  • ✓ One room group created and assigned to an RA

  • ✓ One resident checked in with ID verification and key issuance

  • ✓ One check-in RCR completed with photos

  • ✓ Rollover rules documented for residents and staff

  • ✓ Three message templates drafted (email and SMS)

  • ✓ Audience definitions using tags for targeting

  • ✓ Notification rules reviewed and adjusted

  • ✓ Task categories identified for work order management

Check-In Readiness: Completing PLS-6 homework prepares your team for move-in day operations. Practice check-in workflows, key distribution, and RCR creation before live events.

PLS-7 Try It Yourself: Tasks and Communications

Estimated Time: 90-120 minutes When to Complete: After PLS-7 session, before PLS-8

Exercises

1. Create One Task Template and One Priority Workflow

  • Navigate to Admin › Setup › Task Management

  • Click "New Task Template"

  • Task Template: Maintenance Request

    • Template name: "Standard Maintenance Request"

    • Category: Maintenance

    • Default priority: Medium

    • Assigned to: [Your facilities team or maintenance coordinator]

    • Description template: "Room {{roomNumber}} - {{issueDescription}}"

    • Auto-populate fields: Building, Room, Resident Name

  • Save template

  • Priority Workflow: Urgent Maintenance

    • Create a second template for urgent issues

    • Template name: "Urgent Maintenance - Safety Issue"

    • Category: Maintenance - Urgent

    • Default priority: Urgent

    • Assigned to: [Facilities director or emergency maintenance contact]

    • Description template: "URGENT - Safety issue in {{building}} {{roomNumber}}: {{issueDescription}}"

    • Configure auto-notifications: Email and SMS to assigned staff immediately

2. Draft One Broadcast Per Channel

  • Navigate to Admin › Communications › Broadcasts

  • Email Broadcast:

    • Click "New Broadcast"

    • Subject: "Welcome to East Hall - Fall 2025"

    • Message body:

      Hi {{firstName}},

Welcome to East Hall for Fall 2025! We're excited to have you join our community.

Your room assignment: {{building}} {{roomNumber}}
Move-in date: {{moveInDate}}
Move-in time slot: {{moveInSlot}}

Before you arrive:
1. Complete your roommate bio in the housing portal
2. Sign your housing contract
3. Review our community guidelines

Questions? Contact us at housing@yourschool.edu.

Best regards,
East Hall Residence Life Team

    • Recipients: Filter by building "East Hall" + status "Assigned"

    • Schedule: Send on August 1, 2025 at 9:00 AM

    • Save as Draft (do not send yet)

  • SMS Broadcast:

    • Click "New Broadcast" (SMS type)

    • Message: "{{firstName}}, your move-in slot for {{building}} is {{moveInSlot}}. See you soon!"

    • Recipients: Filter by status "Move In Scheduled"

    • Schedule: Send 24 hours before move-in date

    • Save as Draft

3. Configure Notification Settings

  • Navigate to Admin › Communications › Notification Management

  • Review all notification types listed

  • Configure at least 3 notification settings:

    • Notification 1: Application Status Updated

      • Delivery methods: In-App + Email (disable SMS)

      • Priority: HIGH

      • Active: ON

    • Notification 2: New Document to Sign

      • Delivery methods: In-App + Email + SMS

      • Priority: URGENT

      • Active: ON

    • Notification 3: Room Assignment

      • Delivery methods: In-App + Email

      • Priority: HIGH

      • Active: ON

  • Save notification configuration

4. Pause One Non-Critical Notification for Testing

  • In Notification Management, find a low-priority notification

  • Example: "Portal Update Posted" or "Event RSVP Reminder"

  • Set notification to inactive: Toggle OFF

  • OR set "Mute Until" date: Choose a future date for testing

  • Document which notification you paused and why (for testing purposes)

  • Save changes

5. Build Two Communications Saved Views

  • Saved View 1: "Upcoming Move-In"

    • Navigate to Admin › Residents

    • Apply filters:

      • Status: Move In Scheduled

      • Move-in date: Next 7 days

    • Save view as "Upcoming Move-In"

    • Use this view to send targeted move-in reminders

  • Saved View 2: "Forms Outstanding"

    • Navigate to Admin › Residents

    • Apply filters:

      • Status: Assigned or Current

      • Documents: Incomplete (housing contract not signed)

    • Save view as "Forms Outstanding"

    • Use this view to send reminder emails about incomplete forms

Bring to PLS-8

  • ✓ One task template created for standard requests

  • ✓ One priority workflow created for urgent issues

  • ✓ One email broadcast drafted and scheduled

  • ✓ One SMS broadcast drafted and scheduled

  • ✓ Notification settings configured for at least 3 notification types

  • ✓ One non-critical notification paused for testing

  • ✓ Two communications saved views created for targeting

  • ✓ Two student test accounts created with active applications

  • ✓ Open application window configured in test cycle

  • ✓ Seeded roommate bios for testing roommate finder

  • ✓ Payment gateway test mode confirmation (if applicable)

Template Variables: Use profile field variables like {{firstName}}, {{email}}, {{building}}, {{roomNumber}} to personalize messages. Preview with a specific recipient to see actual values before sending.

PLS-8 Try It Yourself: Student Portal Experience (Part 1)

Estimated Time: 90-120 minutes When to Complete: After PLS-8 session, before PLS-8.5

Exercises

1. As a Student: Submit Application and Complete Roommate Bio

  • Log out of the admin portal

  • Log in using one of your test student accounts at yourschool.housing.cloud (no /admin)

  • Verify you see the student dashboard with action items

  • Click "Apply for Housing" button (ensure your test cycle application is open)

  • Complete the application form you created in PLS-3:

    • Fill out all required questions

    • Upload a test file if file upload is included

    • Review your answers before submitting

  • Submit the application

  • Verify you receive confirmation (on-screen and email if configured)

  • Navigate to Roommate Finder (within application section)

  • Complete your roommate bio form:

    • Tell us about yourself

    • Sleep schedule preference

    • Study habits

    • Cleanliness level

    • Hobbies and interests

  • Save your bio and verify it appears as "Complete"

2. Form a Roommate Group and Browse Selection

  • Still logged in as a student, navigate to Roommate Finder

  • Browse other students' public bio profiles

  • Filter by preferences: Sleep schedule, study habits, etc.

  • Send a roommate request to another test student account

  • Log out and log in as the second test student

  • Accept the roommate request

  • Verify roommate group is formed (both students appear as matched)

  • Navigate to Room Selection section (if selection phase is open)

  • Browse available rooms:

    • Filter by building

    • Filter by room type (single, double, triple)

    • Filter by features (ADA, A/C, private bathroom)

  • View room details: photos, floor plans, amenities

3. Select a Test Room

  • From the room browsing view, select a room that matches your roommate group size

  • If in a roommate group, verify all roommates must approve the selection

  • Click "Select This Room"

  • Confirm your selection

  • Verify the room shows as "Selected" and assignment is confirmed

  • Navigate back to dashboard and verify "Select a Room" action item is marked complete

4. Choose a Meal Plan

  • Navigate to Meal Plans section (within application or residency context)

  • Browse available meal plan options you configured in PLS-5

  • View meal plan details:

    • Pricing

    • Meals per week

    • Flex points included

  • Select a meal plan: "14 Meals Per Week 2025"

  • Confirm your selection

  • Verify meal plan appears in your residency overview

5. Sign a Document

  • Navigate to Forms & Documents section (within application or residency)

  • Find "Test Housing Contract 2025" (document you created in PLS-2)

  • Click to open the document

  • Review the contract content

  • Scroll to signature section

  • Type your name to electronically sign

  • Click "Submit" or "Sign Document"

  • Verify document shows as "Signed" with timestamp

  • Navigate back to dashboard and verify "Sign Documents" action item is marked complete

6. Complete Test Payment (If Enabled)

  • If payment gateway is configured in test mode:

  • Navigate to Payments section (within application or residency)

  • View outstanding payments:

    • Application fee: $50

    • Security deposit: $200 (example)

  • Click "Pay Now" for one payment

  • Enter test payment information:

    • Use test credit card: 4242 4242 4242 4242 (Stripe test mode)

    • Expiration: Any future date

    • CVV: Any 3 digits

  • Submit payment

  • Verify payment confirmation page appears

  • Navigate back to Payments and verify payment shows as "Paid"

  • Log back in as admin and verify transaction appears in Admin › Finance

Bring to PLS-8.5

  • ✓ Application submitted as test student with all questions answered

  • ✓ Roommate bio completed with all preference questions

  • ✓ Roommate group formed with at least one other test student

  • ✓ Room browsed and selected successfully

  • ✓ Meal plan selected and confirmed

  • ✓ Housing contract document signed electronically

  • ✓ Test payment completed (if payment gateway enabled)

  • ✓ Scheduled move-in slot selected

  • ✓ Move-in RCR submitted with photos

  • ✓ One guest invitation created

  • ✓ One test maintenance request submitted

Student Experience Insight: Completing PLS-8 homework from the student perspective helps you understand pain points, confusing workflows, and areas where students may need support during the housing process.

PLS-8.5 Try It Yourself: Student Portal Experience (Part 2)

Estimated Time: 60-90 minutes When to Complete: After PLS-8.5 session, before UAT Handoff

Exercises

1. Submit a Room Swap Request and Track Status

  • Log in as a test student with an active room assignment

  • Navigate to Residency › Room Swap (if feature enabled)

  • Browse available rooms for swap

  • Submit a room swap request:

    • Select a different room than currently assigned

    • Add reason: "Prefer to be closer to classes"

    • Submit request

  • Verify request shows status "Pending Admin Approval"

  • Log back in as admin

  • Navigate to room swap requests queue (location varies by system)

  • Approve or deny the request

  • Log back in as student

  • Verify notification appears about swap request decision

  • Track status update in Room Swap section

2. Create a Guest Invitation and Check Visibility Rules

  • Navigate to Visitors section (if guest management feature enabled)

  • Click "Create Guest Invitation"

  • Enter guest details:

    • Guest name: "Jane Doe"

    • Guest email/phone: test@example.com

    • Visit check-in date: Tomorrow

    • Visit check-out date: 3 days from now

  • Submit invitation

  • Verify invitation appears in "Upcoming Visitors" list

  • Verify QR code is generated for guest check-in

  • Log in as admin and navigate to Admin › Visitors

  • Verify the invitation appears in the admin queue

  • Check visibility rules: Can only authorized students invite guests?

3. RSVP to One Event and Review Event Visibility

  • Navigate to Events section (if events feature enabled)

  • Browse available events calendar

  • Select an event: "Welcome Week Kickoff"

  • View event details:

    • Date and time

    • Location

    • Description

    • Capacity and current registration count

  • Click "RSVP" or "Register"

  • Confirm registration

  • Verify event appears in "My Events" or "Registered Events"

  • Add event to personal calendar (export .ics file)

  • Cancel RSVP and verify event is removed from "My Events"

4. Review Package History (If Enabled)

  • Navigate to Packages section (if package management feature enabled)

  • View package history list

  • If no packages exist, work with admin to create a test package:

    • Admin scans a test package for your student account

    • Package details: Carrier "USPS", Tracking "TEST123456"

  • As student, refresh Packages section

  • Verify package appears with status "Holding"

  • View package details:

    • Carrier information

    • Received date

    • Pickup location

    • Photo (if captured during scanning)

  • Verify notification received about package arrival

5. As Student Staff: Open Staff Dashboard and Add Duty Log

  • Log out and log in as a test RA account (student staff member from PLS-6)

  • Verify "Staff" link appears in navigation menu

  • Click "Staff" to open Staff Dashboard

  • View Residents:

    • Navigate to assigned resident roster

    • Search for a resident by name

    • View resident profile with contact information

    • Filter by building/floor assignment

  • Add Duty Log:

    • Navigate to Staff › Daily Notes or Duty Logs

    • Click "Create New Log"

    • Enter duty log details:

      • Date: Today

      • Shift: Evening (6 PM - 12 AM)

      • Notes: "Quiet evening, conducted 2 rounds, no incidents"

      • Interactions: Log one resident conversation

    • Submit duty log

  • Log back in as admin

  • Navigate to Admin › Student Staff › Updates

  • Verify your duty log appears in the admin view

UAT Handoff Preparation

  • ✓ All PLS-8.5 exercises completed with test student and staff accounts

  • ✓ Room swap workflow tested end-to-end

  • ✓ Guest invitation created and admin approval workflow verified

  • ✓ Event RSVP tested with calendar export

  • ✓ Package notification workflow tested (if enabled)

  • ✓ Staff dashboard accessed with duty log created

  • ✓ Finalized UAT plan with test cases documented

  • ✓ Cutover checklist skeleton created:

    • Data migration tasks

    • Configuration verification

    • Integration testing

    • User acceptance testing scope

    • Go-live readiness criteria

  • ✓ List of remaining data or configuration gaps identified

Onboarding Complete: You've successfully completed all PLS homework exercises! You're now ready to begin User Acceptance Testing (UAT) and prepare for production launch.

What's Next: UAT and Production Launch

After completing PLS-0 through PLS-8.5 homework, you should:

For detailed session content and training delivery, see the Product Learning Session Framework.

1. Finalize UAT Plan and Test Cases

  • Document comprehensive test scenarios covering all workflows

  • Assign UAT testers from each department (housing, IT, residence life, finance)

  • Create UAT tracking spreadsheet with test cases and pass/fail criteria

  • Schedule UAT kickoff meeting and daily standup check-ins

2. Confirm Cutover Checklist

  • Data migration plan: SIS sync, historical resident data, inventory import

  • Configuration verification: All cycles, forms, rules, integrations reviewed

  • Integration testing: SIS billing sync, SSO authentication, API connections

  • Staff training completion: All admin users completed PLS sessions

  • Student communication plan: Launch announcements, tutorial videos, help resources

3. Identify Remaining Gaps

  • Review your homework completion checklist

  • Document any features not yet configured (optional modules, advanced settings)

  • List data still needed (historical occupancy, furniture inventory, meal plan history)

  • Identify training gaps for specific staff roles

  • Note any customization requests or feature enhancements needed

4. Schedule Go-Live

  • Confirm production launch date with implementation team

  • Plan soft launch vs. full launch (phased rollout recommended)

  • Coordinate with academic calendar (avoid peak registration, finals, breaks)

  • Establish post-launch support plan (daily check-ins, escalation path, office hours)

UAT Critical: Do not skip User Acceptance Testing. UAT ensures your configuration works for real-world workflows and catches issues before students experience them. Allocate at least 2-3 weeks for thorough UAT.

Need Help?

If you encounter issues while completing homework exercises:

  • Check session recordings: Review PLS session videos for step-by-step guidance

  • Search knowledge base: Use the Zendesk help center for detailed articles

  • Ask your implementation team: Bring questions to your next PLS session

  • Submit a support ticket: Contact Housing.Cloud support with specific issues

When contacting support, include:

  • Which PLS homework exercise you're attempting (e.g., "PLS-3, Exercise 2")

  • Specific step where you encountered an issue

  • Error messages or unexpected behavior

  • Screenshots showing what you see vs. what you expect

  • Your role and permissions in the system

Congratulations on completing the Product Learning Homework framework! Your hands-on practice in the sandbox environment has prepared you for successful Housing.Cloud implementation and operation.

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