Joining Cohorts

As a Faculty Supervisor, your students are organized into cohorts — groups tied to a specific course or placement term (for example, COU 690-002 or Spring Practicum). Joining the right cohort is the first thing you need to do in FieldX: it connects you to your students, their assignments, and their submitted documents so you can review and sign off on their work. You only need to join a cohort once. After that, your students and their tasks will appear automatically in your Overview and Cohorts tabs.

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Two ways to join a cohort

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Invitation

The Program Admin at your students’ institution can invite you directly by email. When they do:

1. You’ll receive an email from hello@mail.simcare.ai with a join link.
2. If you don’t have a FieldX account yet, the link will walk you through creating one.
3. If you already have an account, clicking the link will add you to the cohort automatically — no extra steps needed.

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Cohort code

If your program gives you an 8-character cohort code instead of a direct invitation: Once joined, the cohort appears in your list. Select Open Cohort, then My Tasks, to review tasks for that cohort.

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Creating your own cohort

Some programs let faculty supervisors create cohorts directly. If this applies to you, click Create Cohort on the Cohorts tab and enter a track code, name, and optional description. If you don’t see a Create Cohort button, your program manages cohort creation centrally — contact your Program Admin.

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Common issues

I didn’t receive an invitation email. Check your spam or junk folder. Emails come from hello@mail.simcare.ai. If it’s not there, ask your Program Coordinator to resend the invitation or provide you with a cohort code instead. The invitation link says it has expired or is invalid. Invitation links can expire. Contact your Program Coordinator and ask them to send a new invitation, or use the cohort code method to join directly. I joined a cohort but I don’t see any students. Check that students are enrolled in the cohort and clear any search or term filters. If a student is enrolled but still missing, contact your Program Coordinator. I entered a cohort code but got an error. Double-check the code with your Program Coordinator — codes are case-sensitive and may contain zeros vs. the letter O. Make sure there are no extra spaces when pasting. I can see the cohort but it shows the wrong students. You may have joined the wrong cohort. Contact your Program Coordinator to confirm which cohort code corresponds to your group of students.