ARTICLE: Managing Accommodations
Allocating
a student to a bed
Full time boarders can be allocated into their beds on a manual basis so that they don’t then appear in the options for flexi-boarding. Navigate to Accommodation > Accommodation Management and find the bed you want to allocate a student into and click on the highlighted ‘Allocations’ button.
Search for the boarder you want to place in the bed from the dropdown list, then select the dates you want them allocated to that bed. Click Save when finished.
Removing a student from an allocation
Staff can also remove a student from an allocated bed, with the status either Pending or Approved. In Accommodation Management, click on ‘Allocations’ next to the student you want to remove, then click on the remove button under ‘Actions’.
Automated Allocation – Staff
Creating the Booking
Staff can create a booking by navigating to Accommodation > New Booking. To create a booking, click on ‘Create Booking’ to bring up the new booking screen. Select the child from the drop-down list and then click on ‘Add Single Allocation’. Select the dates you want to book and click ‘Add’. For multiple bookings repeat the previous steps. Click on ‘Save’ to submit the booking.
Any days where there is no available bed will appear in grey. Days where there are beds available appear in black.
Staff Approval
Navigate to Accommodation > Accommodation Management. When a parent or staff member submits a booking request it will need to be approved by a member of staff before the booking becomes confirmed. When a booking request is made, the request will appear on the Accommodation Management Screen as pending where staff can confirm or reject the booking.
Notifications
At all stages of the booking process the parent will get email notification as to the status, from initial submission through to acceptance, rejection by the school will be accompanied by staff notes explaining a reason why.
Checking a student in and out - Staff
A student with an approved booking will need to check-in to boarding on the day of the start of their stay. By checking-in they will join the boarding house that the bed they have booked is in so that they then appear on the roll call list for that house when taken. The student will also change roles from a non-boarding role to a boarding role, thereby inheriting the attributes of a boarder so that they appear on roll calls, duty reports and are able to sign in and out of locations. Finally, they will also have the room of the bed they are booked into attributed to them in the side bar and their user account. Staff can check in students in a variety of ways.
- By navigating to Accommodation > Accommodation Checkpoint
- By navigating to Dashboards > Airport View and clicking the slider in the top right corner to toggle on the Accommodation Checkpoint.
- by clicking on the Activity Metrics on the Metrics View (Home Screen)
Staff can check students in and out as well as see the current status of any arrivals and departures, expected times, allocated beds, etc. To check a student in or out is just a case of clicking the relevant button next to the student booking.