> ## Documentation Index
> Fetch the complete documentation index at: https://app.simcare.ai/docs/llms.txt
> Use this file to discover all available pages before exploring further.
# Step 1: Adding & managing faculty & students
> How to invite coordinators, faculty supervisors, and students to your FieldX program.
All program members (students, instructors, and admins) are managed from the **Members** tab inside **My Program**.
## Opening the Members tab
Click **My Program** in the top-right of any page, then select the **Members** tab in the sidebar.
The Members area splits into two sub-tabs:
* **Students** — every student in your program with their track, term, clearance status, insurance status, and last activity
* **Instructors/Admin** — faculty and admin accounts with an inline role selector
Use the search bar, sort menu (Last Name, First Name, Email), and the **Show/Hide Insurance** and **Show/Hide Clearance** column toggles to focus the view.
## Adding new users
Click **Add Users** in the top right.
The **Add Users** modal lets you:
* Paste a list of emails (comma, semicolon, or newline separated)
* Or **upload a CSV or text file** — AI parses it so any format works
* Pick a **Default Role**: `Student`, `Teacher`, or `Admin`
* Toggle **Send credentials email to new accounts** — when enabled SimCare creates the account and emails the user a login link; when off the user must self-sign-up using the email you added
The modal shows per-email results when it runs (success / error / warning) so you can correct typos right away.
## Self sign-up by email domain
Students whose email address matches one of your program's registered domains are enrolled automatically the first time they sign up — no invite, no join code. This is the fastest onboarding path for large first-year cohorts where you don't want to pre-load every student in advance.
You can see your program's registered domains at the top of **My Program → Overview**, in the **Domain** card of the program header.
How it works:
* A student self-signs up at [app.simcare.ai/sign-up](https://app.simcare.ai/sign-up) with an email like `student@university.edu`.
* If `university.edu` is a domain for your program, the new account is enrolled as a student in that program on their very first authenticated request — before they see the pre-application flow.
* The student then continues straight into the standard clearance tasks (see [Step 3.1: Approving students](/docs/fieldx/step-3-1-approving-students)). You'll see them appear in **Members → Students** with clearance status `Not Started`.
Two guardrails protect against accidental re-enrollment:
* If you previously **removed** a student from your program (via the bulk **Remove** action), they are never re-enrolled by domain match — you must add them back explicitly.
* If a student is already an active or inactive member of any other program, domain-based enrollment is skipped so they aren't silently moved between programs.
To register or change the email domain(s) linked to your program, contact your SimCare rep. Adding a new domain is a one-time setup step.
## Bulk actions
Select multiple students using the row checkboxes to open the bulk action bar:
* **Assign Term** — move a group of students into a different academic term
* **Assign Track** — change their student track
* **Assign Certs** — add or remove program certificates
* **Assign Role** — switch their role
* **Remove** — remove from the program (preserves their historical data)
## Changing a student's track
Students cannot change their selected track on their own after it has been set. A program admin can update it from the Members view:
1. Go to [app.simcare.ai/program](https://app.simcare.ai/program) or click **My Program** in SimCare.
2. Open **Members** and stay on the **Students** sub-tab.
3. Find the student, select the checkbox for their row, then choose **Assign Track** from the bulk action bar.
4. Pick the correct student track and confirm.
You can select more than one student before choosing **Assign Track** if a whole group needs to move to the same track.
### Re-clearance after a placement change
If your program has **Placement level changes** or **Track changes** enabled under [Customization → Settings → Re-clearance requirements](/docs/fieldx/step-0-2-customization-settings#re-clearance-requirements), reassigning a student to a new level (for example Practicum → Internship) or a new track type (for example CODAC → Clinical Mental Health) automatically re-locks that student's Field Experience until they redo the clearance flow for the new placement.
What happens when it fires:
* The student's previous clearance task is marked outdated and a fresh clearance draft is created for the new placement.
* The student sees a blocked overlay in Field Experience explaining that their placement changed and prompting them to complete clearance again.
* Handbook acknowledgements and agreements reset for the new placement; already-uploaded sites and insurance carry over.
* The change is recorded in the **Activity Log** as `preapp_reclear_required`.
The trigger only runs when the new placement differs from the current one and the student was previously approved. Students who have not yet cleared, or whose approved placement already matches the new one, are unaffected.
## Per-row actions
Click any student row's actions menu for:
* **Create To-do** — assign a task to that student
* **View Profile** — open the full Student Details modal (Overview, Insights, Sites, Timesheet, Learning Contract, Journal, Documents, Run Report)
* **View as Student** — impersonate the student read-only for up to 30 minutes ([more →](/docs/fieldx/view-as-student))
* **Remove** — remove from program
## Switching a user's role
In the Instructors/Admin sub-tab, use the inline **Role** dropdown to flip a user between Instructor and Admin without removing them.
## Following up with members who never signed in
For members you invited with **Send credentials email to new accounts** on, but who haven't logged in yet, the **Members** table surfaces a quick way to nudge them:
* Open **My Program → Members** and click **Filter**. Under **Sign-in status**, choose **Never logged in** to narrow the table to just those accounts.
* On any row for a student, instructor, or admin who has never signed in, click **Resend Credentials**. SimCare generates a fresh temporary password, invalidates the old one, and emails the member a new welcome message with the updated credentials.
Use this when a member says they never received the original invite, lost the email, or can't get past the sign-in screen. Because the previous password stops working the moment you resend, only click **Resend Credentials** if you actually want the old one revoked.
**Resend Credentials** only appears for members who have never signed in — once a member has an active session on record, they should use the standard [password reset](/docs/simulations/reset-password) flow instead.
## Pending invitations
Outstanding invitations appear in their own widget (Pending Invitations) at the bottom of cohort views. Each row has a **Resend** action that re-sends the original email.
## Supervisor invite emails
When you add a site supervisor (either manually or when a student requests them during clearance), SimCare automatically sends them an invitation email.
**The email comes from "SimCare"** — not "FieldX." Supervisors who search their inbox for "FieldX" won't find it. Ask them to search for **"SimCare"** or check their spam folder. The sender address is `hello@mail.simcare.ai`.
Key details supervisors need to know:
* The invitation subject line is **"You've Been Added as a Supervisor"**
* Clicking the link creates their account and gives them immediate dashboard access
* Once a supervisor has signed in, the invitation link expires — resending creates a new link
* **Re-send:** You can resend the invitation from the Pending Invitations widget in the cohort view. There is a **24-hour cooldown** between resends.
If a supervisor says they never got an email: ask them to search for "SimCare" in their inbox and spam folder. If they find nothing after 24 hours, resend the invitation from the cohort view.
## Recommended onboarding order for new programs
1. Invite Clinical Coordinators or Staff
2. Invite Faculty Supervisors
3. [Add established sites](/docs/fieldx/step-2-managing-established-sites)
4. [Create cohorts and invite faculty supervisors to them](/docs/fieldx/step-3-set-up-cohorts)
5. Invite students — either via direct email invitation (auto-connects them to a track and faculty supervisor) or by sharing the cohort enrollment code
6. [Manage and assign forms and reports](/docs/fieldx/step-4-create-assign-tasks)
Next step: Set up your field placement sites so students can select them. See [Step 2: Managing established sites](/docs/fieldx/step-2-managing-established-sites).