User Acceptance Testing (UAT) is where a software project either becomes real, or becomes risky.

UAT is not a demo. It is not a walkthrough. It is proof that the software supports real work, with real data, under real pressure.

When UAT fails, launch becomes a gamble. Bugs slip through. Workflows break. Trust drops fast.

A strong UAT plan makes launch calm. It also protects budget and timeline, because issues are found when fixes are still small.

What UAT Is Supposed to Prove

UAT should answer one question.

Can real users complete real workflows, end to end, without workarounds?

That is it.

If users can do the job, UAT passes. If users need spreadsheets, side emails, or manual steps to survive, UAT is not done.

Why UAT Goes Sideways

UAT usually fails for simple reasons.

The test cases are vague.
The data is fake.
Nobody agrees on what “pass” means.
Issues are tracked in too many places.
Sign-off is based on screens, not outcomes.

The fix is also simple. Use the same method every time. Luckily, we've developed one over the last two decades that works every time.

The 5-Step Sign-Off Plan

Step 1) Pick Real Scenarios

Start with workflows, not features.

Write 8 to 15 scenarios that reflect daily work (don't skimp on this; 8-15 is the minimum). Each scenario should have a clear start and a clear finish.

Examples:

Create a customer, place an order, adjust the order, invoice it
Intake a patient, book an appointment, record a change, generate a summary
Open a claim, attach documents, request approval, close the claim

Keep scenarios short and specific. A scenario should fit on half a page.

A good scenario includes:

Who is doing it
What triggers it
What decision points exist
What success looks like

Step 2) Use Real Data

Real workflows fail on real data.

Bring in a representative slice:

50 to 500 real records
real edge cases
real naming patterns
real missing values that users deal with

If real data cannot be used, build “realistic” data that matches reality:

duplicate customers
incomplete addresses
special pricing rules
unusual statuses

UAT that uses perfect data creates false confidence.

Step 3) Define Pass and Fail Rules

Every scenario needs a clear definition of “pass.”

Pass rules should be measurable. They should be about outcomes, not opinions.

Examples:

Order total matches expected values within defined rounding rules
Status changes are saved and visible to the next role
A user with role X cannot see restricted fields
The process completes without manual re-entry into spreadsheets

Also define what is allowed during UAT:

Allowed workarounds during pilot, with a ticket created
Not allowed workarounds, because they break operations

This is where responsibility shows up. It removes argument later.

Step 4) Track Issues in One Place

One source of truth. One list. One workflow.

Every issue should include:

scenario name
steps to reproduce
expected result
actual result
screenshot or recording when useful
severity label

A simple severity system works best:

Critical: blocks the workflow. No launch.
Major: workflow works, but causes serious pain or risk.
Minor: annoyance. Can be fixed after launch.

Do not allow issues to live in email, chat threads, and spreadsheets at the same time. That creates duplicates and confusion.

Step 5) Sign Off by Workflow, Not by Screen

Sign-off should be based on whether the work gets done.

Avoid sign-off like this:

“Screen looks good.”
“Buttons seem fine.”
“Demo worked.”

Use sign-off like this:

“Scenario 7 passes for role A and role B.”
“Invoicing workflow passes with real invoice data.”
“Approval workflow passes for normal and exception cases.”

A workflow sign-off is much harder to fake, and much easier to trust.

A Simple UAT Kit That Makes This Faster

UAT can move quickly without being sloppy.

Use these templates:

Scenario list. 8 to 15 workflows with owners
Data checklist. which records must exist before testing
Pass criteria list. one per scenario
Issue log. one shared tool
Daily UAT rhythm. 15-minute check-in, same time each day

Start Here: Choose 10 real workflows, assign an owner to each, and write pass criteria before the first UAT session begins.

User Acceptance Testing That Works. The 5-Step Sign-Off Plan