Overview

To ensure that your database is set up optimally, it is ideal that you experience Experiential Learning Cloud from the perspective of your students, faculty, and field staff. This can be done through the creation and use of Test Users. 

The best practice for security and efficiency in your Experiential Learning Cloud database is for you to create your own test users. 

We recommend that you create 3 test users, one with each of the roles below: 

• Student 

• Faculty (this could be Adjunct Faculty, Core Faculty, or Admin Faculty)

• Site Supervisor/Field Instructor

 

Steps to Create a Test User Account: 

1. Go to the Program Management | Staff & Students environment, and then to the Staff & Students workspace.
2. Click on the Add button to add a new user record.

3. We will start creating our Student Test User account following the required nomenclature.  In the First Name field, use your initials followed by the role the test user will have. In the last name field, you must enter “Test.” 

• Example: Your name is Robert Carter 
  First name = RCStudent (your two initials + the role of this Test User account) 
  Last name = Test 

• In this case, Student is the role for this account. Test is the required last name.   

4. Next, you will need to create the username and email address for this Student Test Account. You will use your own email address to associate this Test Account with your institution’s email.
   Start with all the characters in your email that come before the @ symbol, add the + symbol, the role of the test user, and the word test. Follow with the second part of your email from the @, as shown below:

• Example: Your email is rcarter@uoftexas.edu
  Split your email in two parts: rcarter | @uoftexas.edu 
  In between these two parts add +studenttest 
  The Username and Email for your Student Test Account = rcarter+studenttest@uoftexas.edu

Important Note: This special naming convention, provided you correctly follow the example, will allow you to receive all notifications associated with your Test Users in your personal inbox, so you can experience Experiential Learning Cloud the way your members will!
 

5. Before you leave the Details tab, you'll see a checkbox that says "Test User" right below the username. Checking this box ensures that the data generated by these Test Users doesn’t show up in your program wide reports in Experiential Learning Cloud. Checking this box also allows you to create a test student account that will not prompt you to pay or incur in the usage of a seat.

NOTE: For this box to be clickable, the last name and email address must follow the correct nomenclature and contain the word “test”.  

6. Proceed to the "Programs" tab and add the test user to the program(s) with which you are affiliated in Experiential Learning Cloud. This will enable the Roles and Tags tab, where we need to go next.  
   
   
7. In the “Roles and Tags” tab, set the role for this Test User by clicking on the quick add button for Student.

 

8. Repeat steps 1-7 to create a Supervisor Test User, Faculty Test User, and any
   for additional test users you would like to add, ensuring that each account has a unique email address using the naming convention explained in Step 4.  
   
   • Keeping with the example of Robert Carter for the Supervisor Test Account: 
     First Name = RCSupervisor 
     Last name = Test 
     Username and Email = RCarter+supervisortest@uoftexas.edu 
   • For the Faculty Test Account: 
     First Name = RCFaculty 
     Last name = Test 
     Username and Email = RCarter+facultytest@uoftexas.edu 
     

9. At this point, you may choose to add your test student to classes, place them at sites, and create direct supervision rules to connect them to a test site and test supervisor. 

10. Once you are ready to dive in and see things from your test users’ perspectives, go to the Details tab of their user record and select “Send Setup Invitation.” This invitation will be sent to your own email address so that you can register the account(s) for your test user(s).

11. Within a few minutes, you will receive an email from Experiential Learning Cloud inviting you to register your account for your test user. Log in by clicking the link in the registration email, then create your own unique password.
    
     

Now that you have created your test users, you can: 

• Associate them with a site 

• Associate a test student with a test supervisor via a direct supervision rule 

• Place them in a class 

• Test Your Time Tracks 

• Test Your Class Assignments 

• Test your Site Placement Process 

FAQ: Can I just add a role to my account to see Experiential Learning Cloud from that user’s perspective?  

Users with the “Student” role will be billed by Experiential Learning Cloud according to your program’s payment method. If you want to add the “Student” role for testing purposes, it is recommended to create a Test User with the student role instead. If you add the student role to a user that has any roles other than “Base”, you will receive a notification to either bill the user or cancel the changes. 

  

Disclaimer: If a program administrator chooses to add the student role to their non-test account, no refunds will be given, and they will be charged for that student account.