Overview
In this module, you'll test the room selection workflow in your sandbox environment. You'll verify that YOUR room selection configuration works correctly, inventory visibility rules function as expected, pricing displays accurately, and both individual and group room selection workflows operate properly.
What you'll learn:
How to access room selection as a test student
How to verify YOUR lottery configuration works (if applicable)
How to test inventory visibility rules based on YOUR tags
How to verify room pricing displays from YOUR charge codes
How to complete room selection as individuals and roommate groups
How to confirm residency records are created correctly
Time: 15 minutes
Testing Reference: This module tests the workflows documented in Selecting a Room, for Students. Reference that article to understand what students will see and do.
What You're Testing
In this module, you're validating that:
Room selection is accessible during the room selection phase
YOUR lottery configuration works correctly (if configured)
Inventory visibility rules control which rooms students see
Room filtering and search works
Room details display correctly (photos, amenities, pricing)
Individual students can select rooms
Roommate groups can select rooms together (group leader workflow)
Residency records are created after selection
Re-selection works if enabled in YOUR cycle
Step 1: Access Room Selection as a Solo Student
Start by testing room selection with a solo student (no roommate group).
Navigating to Room Selection
Access the resident portal as a test student without a roommate group (e.g., create a new test student or use one who didn't join a group)
Navigate to Application in the navigation bar
Click "Manage" on your housing application
Click "Room" in the application navigation menu
What to Verify
Before selection period:
If room selection phase hasn't started, you should see a message like "Room selection opens on [date]"
You may be able to browse rooms if "Allow room browsing for non-approved" is enabled (PLS-6B setting)
During selection period:
Room browsing interface loads
Available rooms display as cards
"Book this Room" or "Select Room" button is enabled
Room Selection Not Accessible? If you can't access room selection even though you've configured the phase, check: (1) Room selection phase start date is today or earlier, (2) Test student's application is Approved status, (3) All required forms/documents are complete.
Step 2: Test Lottery Timing (If Applicable)
If your cycle uses lottery-based room selection (configured in PLS-6D), test the timing mechanism.
Testing Lottery Windows
If you configured lottery with specific selection times:
Verify students see their assigned selection time
Verify students CANNOT select rooms before their time window
Manually assign a selection time to a test student in admin portal
Access resident portal as that student
Verify they can select during their window
If you configured open selection (no lottery):
Verify all approved students can select immediately when phase opens
Verify no lottery time assignments appear
Lottery Testing Alternative: For initial testing, you may want to configure your cycle for open selection (no lottery) to simplify testing. Test lottery-specific features in a second testing round after validating core workflows.
Step 3: Browse Available Rooms
Test the room browsing interface and verify YOUR inventory is displaying correctly.
What to Look For
Room Cards Display:
Building name
Room number
Room type (Single, Double, Triple, Suite)
Available bed count (e.g., "2 of 2 beds available")
Room pricing (if "Show room costs" is enabled in PLS-6D)
Special designations or tags (ADA Accessible, Honors Housing, etc.)
Star icon to favorite rooms
Room Detail Page (click a room card):
Full room description
Room photos (if uploaded)
Floor plan (if configured)
Amenities list
Detailed pricing breakdown
"Book this Room" button
Testing Checklist: Room Browsing
☐ Available rooms display as cards
☐ Room numbers and building names are correct
☐ Bed availability count is accurate
☐ Room pricing displays (if enabled in YOUR cycle)
☐ Room tags/designations display
☐ Clicking a room opens detail page
☐ Room photos display (if uploaded to inventory)
☐ Amenities list displays
☐ "Book this Room" button is visible and enabled
Step 4: Test Room Filtering
Verify that room filtering works correctly based on YOUR inventory tags and room characteristics.
Testing Filters
Click "Filter" button on the room browsing page
Test available filter options: • Building: Select a specific building, verify only rooms in that building appear • Room Type: Select "Double", verify only double rooms appear • Features/Tags: Select "ADA Accessible", verify only tagged rooms appear • Show Favorited Rooms: Favorite a room, enable this filter, verify it shows only favorited rooms
Click "Apply Filters"
Verify results update correctly
Click "Reset" to clear filters and show all rooms again
Testing Checklist: Filtering
☐ Filter button accessible
☐ Building filter works correctly
☐ Room type filter works correctly
☐ Feature/tag filters work correctly
☐ Multiple filters can be combined (e.g., "East Hall" + "ADA Accessible")
☐ Filter results display accurate count (e.g., "Showing 12 of 45 rooms")
☐ Reset button clears all filters
☐ Favoriting rooms works
Step 5: Test Inventory Visibility Rules
If your cycle uses tags to control which rooms students can see (configured in your ruleset), verify visibility rules work correctly.
How Visibility Rules Work
Your ruleset (created in PLS-4) may include rules that limit inventory visibility:
Students with "Female" tag only see rooms tagged "Female Housing"
Students with "ADA Accommodation" tag only see rooms tagged "ADA Accessible"
Students with "Honors Program" tag only see rooms tagged "Honors Housing"
Testing Visibility
Create a test student with specific tags (e.g., "ADA Accommodation")
Apply corresponding tags to some inventory (e.g., tag 3 rooms as "ADA Accessible")
Access room selection as that test student
Verify they ONLY see the 3 ADA-accessible rooms, not all inventory
Switch to a student without the ADA tag
Verify they see broader inventory options
Visibility Rules Working: If students with specific tags only see appropriately tagged rooms, your ruleset visibility configuration is working correctly. This ensures students with accommodations only see suitable rooms.
Step 6: Select a Room as an Individual
Complete the room selection workflow as a solo student to verify individual selection works.
Selecting a Room
As a solo test student, browse rooms
Click on a room card to view details
Click "Book this Room"
A confirmation modal should appear showing: • Room number and building • Bed assignment • Pricing (if enabled) • Start and end dates
Click "Confirm" to finalize selection
Verify you see a success message
Verify the room shows as assigned in your student portal
After Selection
In the student portal:
Navigate to Residency section
Verify your room assignment displays: • Building name • Room number • Bed designation • Move-in and move-out dates
Step 7: Select a Room as a Roommate Group
Now test room selection with your roommate group (Johnny + Sarah + Alex).
Group Selection Workflow
Access the resident portal as the group leader (Johnny Test)
Navigate to Application › Room
Browse available rooms
Key difference for groups: Room cards should show whether the room has enough beds for your group size • If group has 3 members, system should highlight rooms with 3+ available beds
Select a room with sufficient capacity
Confirm selection
Verify confirmation shows ALL group members will be assigned
Verify All Group Members Are Assigned
In admin portal, navigate to Admin › Residents
Filter by your cycle
Verify ALL group members (Johnny, Sarah, Alex) appear as residents
Verify they're all assigned to the SAME room
Verify each has a different bed designation (Bed A, Bed B, Bed C)
Group Selection Success: If all group members are assigned to the same room with different beds, your group selection workflow is working correctly!
Step 8: Verify Room Pricing Displays
Test that room costs display correctly from YOUR charge codes (configured in PLS-6H).
What to Verify
Browse rooms as a test student
If "Show room costs" is enabled in YOUR cycle (PLS-6D): • Room pricing should appear on room cards • Pricing should appear on room detail pages • Pricing should match YOUR charge code configuration
If "Show room costs" is disabled: • Verify NO pricing information displays to students • Students select based on features, not cost
Verify pricing format is clear (per semester, per year, total, etc.)
Pricing Not Displaying? If room costs should show but don't, check: (1) "Show room costs" toggle is ON in PLS-6D, (2) Charge codes are assigned to inventory items (buildings/rooms), (3) Charge codes have pricing configured in Admin › Setup › Charge Codes.
Step 9: Test Re-Selection (If Enabled)
If your cycle allows students to change their room selection (configured in PLS-6D), test the re-selection workflow.
Testing Re-Selection
As a test student who already selected a room, return to the Room section
Verify you see your current room assignment
Look for a "Change Room", "Select Different Room", or similar button
Click to start re-selection
Browse and select a different room
Confirm the new selection
Verify your assignment updates to the new room
In admin portal, verify:
Old residency record shows status "Cancelled" or "Transferred"
New residency record created for new room
Old room bed is now available again
New room bed is now occupied
Re-Selection Policy: If your cycle does NOT allow re-selection, the "Change Room" button should not appear, and students should see a message like "Room selections are final." Test this to ensure students understand the policy.
Step 10: Verify Residency Records in Admin Portal
After students select rooms, verify that residency records are created correctly in the admin portal.
Checking Residency Records
Navigate to Admin › Residents
Filter by YOUR cycle (use the cycle filter dropdown)
Verify you see residency records for all students who selected rooms
Click on a resident name (e.g., Johnny Test)
Verify residency details: • Building: Correct building • Room: Correct room number • Bed: Correct bed designation • Status: "Assigned" (not yet checked in) • Start Date: Matches cycle residence start date from PLS-6A • End Date: Matches cycle residence end date • Cycle: YOUR cycle name
Testing Checklist: Room Selection
Access
☐ Room selection accessible during room selection phase
☐ Room selection blocked before phase starts (if dates are future)
☐ Approved students can access room selection
☐ Unapproved students cannot access (if applicable)
Lottery (If Configured)
☐ Students see their assigned selection time
☐ Students can only select during their time window
☐ Selection blocked outside assigned window
☐ Lottery time display is clear and understandable
Room Browsing
☐ Available rooms display as cards
☐ Room details are accurate (building, room number, bed count)
☐ Room photos display (if uploaded to inventory)
☐ Room amenities/features display
☐ Availability status is accurate ("2 of 2 beds available")
Filtering
☐ Filter button accessible
☐ Building filter works
☐ Room type filter works (Single, Double, Triple, Suite)
☐ Feature/tag filters work (ADA, A/C, Private Bathroom)
☐ Multiple filters can be combined
☐ Filter results update correctly
☐ Reset button clears filters
Visibility Rules
☐ Students only see rooms they're eligible for based on tags/rules
☐ Restricted rooms don't appear for ineligible students
☐ Visibility explanations display (if configured)
Pricing
☐ Room costs display on cards (if enabled)
☐ Room costs display on detail pages (if enabled)
☐ Pricing matches YOUR charge code configuration
☐ Pricing format is clear (per semester, per year, etc.)
☐ Different room types show different pricing (if configured)
Individual Selection
☐ Solo student can select a room
☐ Confirmation modal displays with room details
☐ After confirming, success message appears
☐ Room shows as assigned in student's Residency section
☐ Room shows as occupied in inventory (no longer available to others)
Group Selection
☐ Group leader can access room selection for the group
☐ System highlights rooms with enough beds for group size
☐ Group leader can select room for entire group
☐ Confirmation shows all group members will be assigned
☐ All group members assigned to same room with different beds
☐ Non-leader group members see assignment in their portal
Re-Selection (If Enabled)
☐ "Change Room" button appears for students with assignments
☐ Students can browse and select a different room
☐ Old assignment is cancelled/transferred
☐ New assignment created
☐ Old room bed becomes available again
Admin Verification
☐ Residency records created in Admin › Residents
☐ Residencies tied to correct cycle
☐ Room and bed assignments accurate
☐ Residency status is "Assigned"
☐ Residency dates match cycle residence period
☐ Group members all assigned to same room
Common Issues & How to Fix Them
Issue | Likely Cause | How to Fix |
|---|---|---|
Room selection not accessible | Room selection phase not started | Go to Admin › Setup › Cycles › YOUR cycle › Room Selection tab, set phase start date to today or earlier |
No rooms appear when browsing | Inventory visibility rules too restrictive | Review your ruleset (PLS-4) and verify visibility rules aren't excluding all inventory |
No rooms appear when browsing | All beds already occupied in sandbox | Make some beds available: Admin › Residents › Cancel some test residencies to free up beds |
Room pricing doesn't display | "Show room costs" toggle is OFF | Go to Admin › Setup › Cycles › YOUR cycle › Room Selection tab, toggle "Show room costs" ON |
Room pricing shows $0 or incorrect amount | Charge codes not assigned to inventory | Go to Admin › Inventory › Buildings › Your building, verify charge codes are assigned |
Can't select room (button disabled) | Room has insufficient beds for group size | Select a larger room (e.g., 3-person group needs room with 3+ beds) |
Can't select room (button disabled) | Lottery time window not active | Verify current time is within the student's assigned lottery window |
Group members not all assigned | Insufficient beds in room for group size | Verify room has at least as many beds as group members |
Can't change room after selecting | Re-selection disabled in cycle | Expected behavior if "Allow room re-assignment" is OFF in PLS-6D |
Residency record not created | Integration/sync issue (rare) | Refresh Admin › Residents page, wait 1-2 minutes, contact support if still missing |
Step 11: Test Edge Cases
Test uncommon scenarios to ensure robust workflows:
Edge Case 1: Two Students Select Same Room Simultaneously
Open two browser windows side-by-side
Access resident portal as two different test students
Both students browse to the same room
Both click "Book this Room" at nearly the same time
Expected result: First student to confirm gets the room; second student sees "Room no longer available" error
Edge Case 2: Group Tries to Select Room Too Small
As group leader with 3-person group, try to select a double room (only 2 beds)
Expected result: System should block selection or show "Insufficient beds for group size" message
Edge Case 3: Room Features Don't Match Preferences
Student with "ADA Accommodation" tag tries to select non-ADA room
Expected result: Depends on your ruleset configuration: • Hard rule: Selection blocked entirely • Soft rule: Warning message but selection allowed • No rule: Selection allowed without warning
Testing Complete Checklist
Before moving to PLS-7E (Post-Selection Workflows), verify:
☐ Room selection accessible during room selection phase
☐ Available rooms display correctly with accurate information
☐ Room filtering works for all filter types
☐ Inventory visibility rules work correctly (if configured)
☐ Room pricing displays correctly (if enabled)
☐ Solo student successfully selected a room
☐ Roommate group successfully selected a room together
☐ All group members assigned to same room with different beds
☐ Group size limits enforced correctly
☐ Re-selection works (if enabled)
☐ Residency records created in Admin › Residents
☐ Residencies tied to correct cycle
☐ Edge cases tested and handled appropriately
Key Takeaways
Room selection requires application approval and active room selection phase
Lottery configuration controls when students can select (if enabled)
Inventory visibility rules control which rooms students see based on tags
Room filtering helps students find specific room types or features
Room pricing displays based on YOUR charge code configuration and cycle settings
Individual students select one bed; roommate groups select multiple beds in one room
Group leader selects for entire group; all members assigned to same room
Residency records are created after room selection with status "Assigned"
Re-selection workflow allows changes if enabled in YOUR cycle
What's Next: PLS-7E
Now that you've tested room selection and have test students with room assignments (residency records), you're ready to test post-selection workflows.
In PLS-7E: Testing Post-Selection Workflows, you'll:
Test document signing with YOUR document templates
Test meal plan selection with YOUR meal plans
Test additional forms (if configured)
Test move-in scheduling with YOUR moving groups
Verify QR code generation
Explore the complete residency dashboard
Additional Resources
Selecting a Room, for Students - Student-facing room selection guide
PLS-6D: Room Selection & Lottery Configuration - Review room selection settings
PLS-4: Tags & Rulesets - Review how visibility rules work