Accommodation Screen - Placement

• This article looks at how to place students with Accommodation Providers throught eh Accommodation Screen.

• It is also possible to place students individually in accommodation through the Enrolment screen - see this article.

Accommodation Screen Filters

• The first step is to adjust the filters in the Accommodation Screen as required - please see this article for more information.

• Typically users just select the Service they wish to place students for, then press Search.

Placement Dialogue

• When ready, press the “Place Students” button in the top right.

• This will open a dialogue whcih displays all students who have booked accommodation services, but those services have yet to be fully placed.

  • This dialogue box can be moved around the screen as required.

• Once the Booking has been fully placed, the student will no longer appear in the placement dialogue.

• Iis possible to click on the Student ID or Enrolment ID links to open those records in a new tab.

Open

Placing a Student

• In the Place Students dialogue box, select the student you wish to place.

• You will notice as soon as you select the student, the screen will apply the particular Booking Dates, Booking Options and any preferences if applicable to the Filter Panel behind.

• The list of rooms/providers then displayed will be those that match the details of the Booking.

• To place the student, click, hold and drag them on to the row - the dates will automatically match those of the Booking.

• Release your mouse button to place the student.

  • As soon as the student is placed, the information will appear on the Enrolments, on Reports/Dashboards, and documents/emails can be generated with the information.

  • Additionally, as soon as the placement is made, the Local Address fields will be copied across from the Accommodation Account to the Student Account.

Open

Partial Placement

• By default the student will be placed for the full duration of the Booking.

• However, if you only wish to place the student for part of their booking, adjust the “Plc.Start” or “Plc. End” date in the Place Students dialogue accordingly.

• When placing, the placement will then only be for the dates entered.

• The student will remain in the Place Students dialogue until the remainder of the Booking has been fully placed.

• Compare the Booking Dates with the Placement Dates in the following screenshot:

Over-riding Filters

• If there is no suitable host that matches the student that has been selected, it is possible to over-ride the filters that have been applied to show more available hosts.

• While the Place Students dialogue box is open, adjust the filters as required.

• Often the easiest adjustment is to remove any Accommodation Preferences.

• Press the Search button, and the list of available providers will refresh

  • In some cases, it may be necessary to adjust the Booking Options available on the Room

Shortcuts

• Once placed, it is possible to right click on the placement to display a shortcut menu:

• View Student - opens the Student Account in a new tab

• View Enrolment - opens the Student Enrolment in a new tab

• Create Documents - opens the Create Documents screen in the Student Enrolment in a new tab

• Create Email - opens the Create Email screen in the Student Enrolment in a new tab

  • Using these shortcuts can save a lot of time in navigating around the system

• Room Reservation - please see this article.

• Edit Placement - please see next section.

• Cancel Placement - please see next section.

Making changes

• Moving a placement

  • It is possible to drag and drop the student from one room to another, if required.

  • Each time this is done, a new Placement record will be created and the old one marked as Deleted.

• Shortening a placement

  • Right click on the placement and choose “Edit Placement”.

  • Adjust the dates accordingly and press Save.

  • This will update the Placement record

  • If there is a portion of the Booking that is not yet placed, the student will appear back in the Place Students dialogue box.

• Lengthening

  • Similar to shortening, but only applicable if a student has not yet been fully placed.

  • Right click on the placement and choose “Edit Placement”.

  • Adjust the dates accordingly and press Save.

  • This will update the Placement record

  • If there is a portion of the Booking that is not yet placed, the student will appear back in the Place Students dialogue box.

• Cancelling a placement

  • Right click on the placement and choose “Cancel Placement” and press Save

  • This will update the Placement record

  • The student will appear back in the Place Students dialogue.

    • NOTE - if the Booking or Enrolment is cancelled, this will automatically cancel all related accommodation placements.