Contracts

Connect a student to a specific bed with dates, rent, and deposit.

Overview

Contracts formalize a student’s allocation to a specific bed for defined dates, with rent and deposit terms. They power occupancy status, invoice generation, and historical traces, and they auto‑link to the bed’s room/unit/building for accurate reporting.

• Lifecycle: Draft → Active (on Check‑In) → Closed (on Check‑Out).
• Billing: Monthly rent invoices generated on schedule; dues tracked automatically.
• Traceability: Feeds Occupancy History and enforces no double‑booking per bed.

How It Works

• Create a Contract in Draft.
• Check‑In activates it; Check‑Out closes it.
• Monthly Rent Invoices can be generated automatically.

Step‑by‑Step Guide

• Go to Operations → Contracts → New.
• Select Student and Bed. Dates are required.
• Set Monthly Rent and Security Deposit.
• Save. Use “Send Contract Email” if needed.

Fields Table

Field name explanation : Bed decides Room/Unit/Building via relationships. No need to select them again.

Fields explanation

• Student: Resident assigned to the bed; must be marked as Student.
• Bed: Allocation target; room/unit/building derive automatically.
• Contract Start / End: Stay dates; required for occupancy and invoicing.
• Monthly Rent: Base charge used by rent invoices.
• Security Deposit: Refundable amount tracked against damages/dues.
• Deposit Status: Indicates whether deposit is still held or already refunded.
• State: Draft → Active (on Check‑In) → Closed (on Check‑Out).
• Outstanding Rent: Sum of unpaid posted rent invoices.

Tips

• Use email templates in Settings to send branded contract emails.
• Avoid overlapping active contracts for the same bed (system blocks this).

Common Mistakes

• Leaving dates empty prevents invoicing and check‑in.

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