Overview
In this module, you'll test the application submission workflow from a student's perspective in your sandbox environment. You'll verify that YOUR application form displays correctly, validates properly, creates application records, and applies tags as configured.
What you'll learn:
How to access the resident portal as a test student in sandbox
How to navigate to YOUR cycle and verify it's visible to eligible students
How to complete YOUR application form and test validation
How to verify that applications are created correctly in the admin portal
How to confirm tags are applied based on form responses
How to troubleshoot common application issues
Time: 15 minutes
Testing Reference: This module tests the workflows documented in Completing a Housing Application, for Students. Reference that article to understand what students will see and do.
What You're Testing
In this module, you're validating that:
Eligible students can see YOUR cycle in their resident portal
Ineligible students CANNOT see YOUR cycle
YOUR application form displays with all questions
Form validation works (required fields, field types, conditional logic)
Profile confirmation workflow functions correctly
Application submission creates an application record
Tags are applied to the application based on form responses
Students receive confirmation after submission
Step 1: Access the Resident Portal as a Test Student
You need to view the resident portal from your test student's perspective to see what they'll see.
Method 1: View as Student from Admin Portal (Recommended)
In the admin portal, navigate to Admin › Profiles
Click on your test student name (e.g., "Johnny Test")
Look for a button or link labeled "View as Student", "Resident Portal", or similar
Click to open the resident portal view for that student
You'll see exactly what that student sees without needing separate login credentials
Ask Your Trainer: During your live PLS-7 session, your implementation specialist will show you the exact method for accessing the resident portal as a test student in your sandbox environment. The specific button/link location may vary.
Method 2: Direct Login (If Needed)
If your sandbox requires actual login credentials:
Navigate to your resident portal URL:
yourschool.housing.cloud(without/admin)Log in using test student credentials you created
You'll land on the student dashboard
Step 2: Verify Cycle Visibility
Once you're viewing the resident portal as "Johnny Test" (your eligible test student), you should see YOUR cycle on the dashboard.
What to Look For
On the Dashboard:
An action item card showing "Apply for Housing" or similar
YOUR cycle's display name (the one you set in PLS-6A)
Application deadline (if displayed)
A button to start the application
In the Applications Section:
Navigate to Application in the navigation bar
YOUR cycle should appear in the available applications list
A "Create Application" or "Start Application" button should be visible
If You See the Cycle: Your applicability tags are configured correctly! Johnny Test meets the eligibility requirements. Proceed to Step 3.
Testing Checklist: Cycle Visibility
☐ Eligible test student (Johnny Test) CAN see the cycle
☐ Cycle display name matches what you configured in PLS-6A
☐ "Apply for Housing" or equivalent button appears
☐ Application deadline displays correctly (if shown)
Step 3: Test Cycle Invisibility (Ineligible Student)
Now switch to your ineligible test student (e.g., "Morgan Test") to verify they CANNOT see your cycle.
How to Test
Return to the admin portal
Navigate to Admin › Profiles
Click on "Morgan Test" (your ineligible student)
View as student (or log in as Morgan Test)
Check the dashboard and Applications section
What Should Happen
Morgan Test should NOT see your cycle because they don't meet applicability requirements (missing required tags or has exclusion tags).
Expected behavior:
Your cycle does NOT appear in the dashboard action items
Your cycle does NOT appear in the Applications section
Morgan sees either no cycles or different cycles they ARE eligible for
If Morgan Can't See the Cycle: Your applicability tag logic is working correctly! Students who don't meet requirements are properly excluded.
Testing Checklist: Applicability Rules
☐ Ineligible test student (Morgan Test) CANNOT see the cycle
☐ Cycle does not appear in their dashboard
☐ Cycle does not appear in their Applications section
☐ No error messages (cycle is simply not visible to them)
Step 4: Complete the Application as Johnny Test
Switch back to Johnny Test (eligible student) and complete the application workflow.
Starting the Application
From Johnny Test's dashboard or Applications section, click "Apply for Housing" or "Create Application"
The system may first prompt you to complete Profile Confirmation
Review profile details (name, email, phone, etc.)
Upload or update avatar if prompted
Click "Continue" or "Confirm Profile"
Profile Confirmation: This step ensures student contact information is accurate before applying. Your institution's configuration determines which fields students can edit vs. which require admin approval.
Completing the Application Form
After profile confirmation, YOUR application form (built in PLS-5) will display.
Review each section of YOUR form
Answer all questions as a realistic student would (don't just type "test test test")
Test required vs. optional fields by skipping optional questions
Test field validation: • Enter invalid email format in email fields • Enter letters in phone number fields • Leave required fields blank • Upload files if your form includes uploads
If your form has conditional logic, test it: • Select answers that trigger show/hide logic • Verify dependent questions appear/disappear correctly
Click "Continue" at the bottom of each section to save and proceed
Completing the Roommate Questionnaire (Bio Form)
If your cycle includes roommate matching, the bio form will appear after the main application sections.
Complete YOUR bio form questions (the form you built in PLS-5)
Set questionnaire visibility: • Public: Other students can see your answers (required for roommate matching) • Private: Only admins can see your answers
For testing, set to Public so you can test the roommate finder in PLS-7C
Answer preference questions (sleep schedule, study habits, etc.)
Bio Visibility Matters: If students set their bio to Private, they won't appear in the roommate finder and can't search for roommates. During testing, ensure at least 2-3 test students have Public bios so you can test the roommate finder in PLS-7C.
Submitting the Application
After completing all sections (application + bio), click "Complete" or "Submit Application"
A confirmation modal will appear
Click "Confirm" to finalize submission
Verify you see a confirmation message
Note: You may receive a confirmation email if configured
Step 5: Verify Application Was Created in Admin Portal
Switch back to the admin portal to verify the application was created correctly and tags were applied.
Checking the Application Record
Navigate to Admin › Applications
Find Johnny Test's application in the table (should be the most recent)
Verify the following: • Student Name: Johnny Test • Cycle: YOUR cycle name • Status: "Submitted" or "Under Review" • Submission Date: Today's date
Click on Johnny Test's name to open the application detail page
Review the Responses tab to see all form answers
Check the Tags section to verify tags were applied
Verifying Tag Application
If your form is configured to apply tags based on responses (covered in PLS-5B), verify those tags appear:
On the application detail page, look for the Tags section
Verify tags match the form responses: • If Johnny selected "Early Riser" → verify "Early Riser" tag is applied • If Johnny selected "Quiet Study Environment" → verify tag is applied
Verify tags were applied to the profile as well: • Navigate to Admin › Profiles • Click "Johnny Test" • Check the Tags section on the profile
Tags Not Applied? If tags aren't appearing after submission, your form may not be configured for automatic tagging. Review PLS-5B (Tags in Forms) to understand how to map form questions to tag categories. You may need to reconfigure your form and retest.
Testing Checklist: Application Workflow
Use this checklist while testing to ensure comprehensive validation:
Form Display
☐ All sections from YOUR form appear in correct order
☐ All questions from YOUR form display correctly
☐ Question types render properly (text, dropdown, radio, checkbox, file upload)
☐ Help text displays where configured
☐ Form is mobile-responsive (test on phone if possible)
☐ Section navigation works (Continue button, back button)
Validation
☐ Required fields prevent submission if empty
☐ Required field markers display clearly (asterisk, "Required" label)
☐ Email fields validate email format (reject invalid emails)
☐ Phone fields validate phone format (if configured)
☐ Number fields only accept numbers
☐ File upload fields work and accept correct file types
☐ File upload size limits are enforced
☐ Error messages display clearly when validation fails
Conditional Logic (If Configured)
☐ Questions show/hide based on previous answers
☐ Logic doesn't create dead-ends (students can always proceed)
☐ All conditional paths are testable and work correctly
Bio Form (Roommate Questionnaire)
☐ Bio form appears after main application sections
☐ All bio questions from YOUR form display
☐ Visibility toggle works (Public/Private)
☐ Bio form can be set to Public for roommate finder testing
Submission
☐ Submit/Complete button works
☐ Confirmation modal displays
☐ After confirming, confirmation message appears
☐ Student is returned to dashboard or applications page
☐ Application status shows "Submitted" or "Under Review"
☐ Confirmation email sent (if configured in your system)
Admin Verification
☐ Application appears in Admin › Applications table
☐ Application is tied to correct cycle
☐ All form responses saved correctly
☐ Application status is "Submitted"
☐ Tags applied to application based on responses (if configured)
☐ Tags applied to profile based on responses (if configured)
☐ Submission timestamp is accurate
Common Issues & How to Fix Them
Issue | Likely Cause | How to Fix |
|---|---|---|
Cycle doesn't appear in student portal | Applicability tags don't match test student's tags | Go to Admin › Profiles › Johnny Test, verify tags match cycle's applicability requirements (PLS-6A) |
Cycle doesn't appear in student portal | Application phase hasn't started yet | Go to Admin › Setup › Cycles › Edit YOUR cycle › Application tab, set phase start date to today or earlier |
Application form doesn't load when clicking "Apply" | Form not published | Go to Admin › Setup › Forms › YOUR form, verify status is "Published" |
Application form doesn't load | Form not assigned to cycle | Go to Admin › Setup › Cycles › Edit YOUR cycle › Application tab, verify form is assigned |
Questions missing from form | Form edited but not republished | Go to Admin › Setup › Forms › YOUR form, click "Publish" to push latest changes |
Required fields don't prevent submission | Validation not configured in form builder | Go to Admin › Setup › Forms › Edit YOUR form › Question settings, toggle "Required" ON |
Conditional logic doesn't work | Logic rules misconfigured | Go to Admin › Setup › Forms › Edit YOUR form › Conditional Logic section, review rules |
Submit button doesn't work | JavaScript error or browser issue | Try different browser, check browser console for errors, contact support |
Bio form doesn't appear | Bio form not assigned to cycle | Go to Admin › Setup › Cycles › Edit YOUR cycle › Roommate tab, verify bio form assigned |
Tags not applied after submission | Form questions not mapped to tag categories | Review PLS-5B documentation on tag mapping, may require form reconfiguration |
Application not appearing in Admin › Applications | Sync/integration issue (rare in sandbox) | Refresh the page, wait 1-2 minutes, contact support if still missing |
Confirmation email not received | Email delivery not configured or test email is fake | Expected in sandbox with fake emails; verify email configuration in production later |
Step 6: Test with Multiple Students
Repeat the application process with your other test students to validate different scenarios.
Test Student 2: Sarah Test
Access the resident portal as Sarah Test
Verify Sarah CAN see the cycle (eligible like Johnny)
Complete the application with different answers than Johnny
Set bio visibility to Public
Submit application
Verify application created in admin portal
Test Student 3: Alex Test
Access the resident portal as Alex Test
Complete application with different preference answers (Night Owl, Background Noise OK)
Set bio visibility to Public
Submit application
Why test with multiple students: You need 2-3 students with completed bios to test the roommate finder in PLS-7C. Creating these applications now sets you up for the next testing module.
Test Student 4: Morgan Test (Ineligible)
You already tested that Morgan CANNOT see the cycle. Document this as successful validation of your applicability rules.
Step 7: Document Issues for Your Support Team
As you test, create notes that will help your support team answer common student questions:
Sample Support Documentation
Common Student Questions You Discovered:
Student Question | Answer/Resolution |
|---|---|
"Why don't I see the housing application?" | Verify student has required tags (e.g., "First-Year"). Check applicability requirements in Admin › Setup › Cycles. |
"The form won't let me submit even though I filled everything out" | Check section 3 for missed required fields. Required fields have asterisks (*) next to them. |
"I got an error when uploading my photo" | File must be under 5MB and in JPG, PNG, or PDF format. Try reducing file size. |
"Can I change my application after submitting?" | Yes, click "Make Changes" on the application card if the application period is still open. |
"What does 'Under Review' mean?" | Your application has been submitted and housing staff are reviewing it. You'll be notified when it's approved. |
Iteration: Fix Issues and Retest
If you discovered issues during testing, follow this iteration process:
The Fix-and-Retest Cycle
Document the issue: Write down exactly what happened vs. what should happen
Switch to admin portal: Log back into admin
Identify the root cause: Is it a form issue? Cycle config? Tag problem?
Make the fix: • Form issues: Admin › Setup › Forms › Edit YOUR form • Cycle config: Admin › Setup › Cycles › Edit YOUR cycle • Tag issues: Admin › Setup › Tags or apply tags to profiles
Save changes
Create a fresh test student: Since applications are submitted, create a new test student to test with clean data (e.g., "Johnny Test 2")
Retest as student: Complete the application again
Verify fix worked: Confirm the issue is resolved
Sandbox Advantage: Since you're in sandbox, you can create unlimited test students and test repeatedly without concern. Test data doesn't migrate to production, so experiment freely.
Testing Complete Checklist
Before moving to PLS-7C (Roommate Matching Testing), verify:
☐ At least 2-3 test students successfully submitted applications
☐ All test students set bio visibility to Public (for roommate finder testing)
☐ Eligible students CAN see the cycle
☐ Ineligible students CANNOT see the cycle
☐ All form questions display correctly
☐ Required field validation works
☐ Conditional logic works (if applicable)
☐ Applications appear in Admin › Applications
☐ Applications are tied to correct cycle
☐ Tags applied correctly (if configured)
☐ Any issues discovered have been documented
☐ Critical issues have been fixed and retested
☐ Support documentation started with common Q&A
Key Takeaways
Access the resident portal as test students to experience the application from their perspective
Test both eligible students (should see cycle) and ineligible students (should NOT see cycle)
Complete the full application workflow including profile confirmation and bio form
Test validation, conditional logic, and all form features
Verify applications are created in Admin › Applications with correct data
Verify tags are applied based on form responses
Document issues and create support Q&A as you test
Fix issues and retest with new test students in sandbox
Set all test student bios to Public for roommate finder testing in PLS-7C
What's Next: PLS-7C
Now that you've tested the application journey and have 2-3 test students with completed applications and public bios, you're ready to test roommate matching.
In PLS-7C: Testing Roommate Matching, you'll:
Browse the roommate finder as a test student
Verify YOUR tags appear in profile filters
Test compatibility scoring based on YOUR bio form
Form roommate groups
Verify group size limits work correctly
Additional Resources
Completing a Housing Application, for Students - Student-facing application guide
PLS-6B: Application Phase Configuration - Review application phase settings
PLS-5B: Tags in Forms - Conditional Logic & Application Tagging - How form tagging works
PLS-6A: Basic Cycle Settings & Applicability - Review applicability tag logic