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Set Up and Link FieldX Cohorts in Canvas

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Objective

This guide explains how to verify the FieldX Canvas integration and link a Canvas course to a FieldX cohort so users can launch SimCare and join the correct cohort. It also covers what content copies over when a cohort template is linked, and what to check after setup.

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Key steps

1. Verify the FieldX integration is available in Canvas 0:25
  • Open the Canvas course you want to configure.
  • Confirm that a Launch SimCare button appears in the course sidebar.
  • If the button is missing:
    • Contact IT to enable the integration for the course.
    • Confirm the FieldX integration has been completed.
  • Use this button as a quick validation that the integration is active.
2. Understand what the Launch SimCare button does 0:37
  • Click Launch SimCare to log the user into SimCare.
  • Note that this action:
    • Does not enroll the user into a new course.
    • Does not create a new cohort.
    • Simply authenticates the user and sends them to the main SimCare page.
  • Use this button for access, not enrollment.
3. Add a FieldX cohort link through a Canvas module 1:10
  • In the Canvas course, create or open a module.
  • Select the + icon to add content.
  • Choose External Tool.
  • Look for one of these options:
    • Launch SimCare
    • SimCare Assignment Picker
  • Select the appropriate tool to open the FieldX popup.
4. Confirm the correct FieldX tabs are available 1:35
  • Expand the popup if needed.
  • Verify that you can see both tabs:
    • Field Experience
    • Case-Based Learning
  • If the Field Experience tab is missing:
    • Contact the FieldX support team.
    • Request that the field experience environment be properly connected to Canvas.
  • Do not continue until the correct tab is visible.
5. Select the cohort template to link 1:52
  • Review the list of cohorts you have previously configured.
  • Choose the cohort template you want students to use.
  • Confirm that the selected cohort contains the expected items, such as:
    • Forms
    • Schedules
    • Assignment templates
  • Select the cohort carefully, since this template will be used to generate a new cohort copy.
6. Review what copies over to the new cohort 2:39
  • When a cohort template is linked:
    • Forms copy over.
    • Schedules copy over.
    • One-time form and report assignments copy over.
    • Report assignments already emitted by a recurring schedule do not copy over; the copied schedule starts fresh.
  • Use this behavior to reduce manual setup for new terms.
  • Plan to adjust dates and term settings after the cohort is created.
  • Keep in mind that students will not see all future assignments immediately if they are generated by schedule.
7. Complete the link in Canvas 3:06
  • After selecting the cohort, click Link Selection.
  • Then click Add Item.
  • Confirm that the module item is created successfully.
  • This item will now function as the entry point for users to join the linked cohort copy.
8. Test the link from the Canvas course 3:18
  • Click the newly created link in Canvas.
  • Confirm that a popup appears showing the generated cohort name.
  • Verify that the cohort name matches the Canvas course name.
  • Use this test to ensure the link is working before sharing the course with users.
9. Confirm the new cohort was created in FieldX 3:42
  • Open Field Experience from the link.
  • Go to the Cohorts tab.
  • Confirm that a new cohort has been created with the Canvas course name.
  • Open the cohort and verify that:
    • The form copied over.
    • The schedule copied over.
    • The term is set appropriately.
  • Update the term or schedule dates if needed to match the active academic period.
FieldX cohort list with red arrows pointing to Cohorts and View All Tasks

FieldX-side verification: open Cohorts to find the linked course. The screenshot shows an example program, not a Canvas launch.

10. Understand template behavior for future course copies 4:17
  • For a reusable master, mark the source cohort This is a template cohort in FieldX before linking it. Each Canvas course then receives its own cohort copy.
  • An ordinary cohort can link directly to its original Canvas course; later course copies receive separate cohorts.
  • When the Canvas course is copied into a new term, clicking the link creates a new cohort copy.
  • The new cohort will be named after the Canvas course.
  • Use this process to create a fresh cohort for each course instance without rebuilding everything manually.
11. Final enrollment outcome 4:52
  • Confirm that users who click the Canvas link are enrolled into the corresponding FieldX cohort for that Canvas course.
  • Verify that the correct cohort is being used for the current course section.
  • If enrollment does not behave as expected, recheck the template selection and integration setup.

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Cautionary notes

  • Do not assume the integration is working if the Launch SimCare button is missing; verify with IT or FieldX support.
  • If the Field Experience tab does not appear, the environment is not properly connected and should be fixed before proceeding.
  • A cohort marked This is a template cohort stays a master; Canvas courses receive their own copies. Check which cohort the launch opens.
  • Past schedule-generated reports do not copy over. One-time assignments and active schedules do copy.
  • Always confirm the cohort name and term after creation to avoid students joining the wrong cohort.

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Tips for efficiency

  • Use a well-maintained cohort template so most setup items copy automatically.
  • Keep schedules current in the template to minimize manual date changes each term.
  • Test the link immediately after adding it to catch configuration issues early.
  • Standardize cohort naming to match Canvas course names for easier tracking.
  • Reuse the same module structure across courses to make setup faster for faculty and admins.
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