Beds

Keep bed inventory and see vacancy automatically from contracts.

Overview

Beds are the most granular inventory unit for allocations. Each bed belongs to a Room and reflects real‑time occupancy based on active student Contracts. Accurate bed data ensures correct availability, billing, and compliance with room capacities.

• Hierarchy: Building → Unit/Floor → Room → Bed.
• Occupancy logic: A bed is Occupied when an active Contract exists for its dates; otherwise Vacant.
• Operational controls: Use “Is Active” for usability (repairs/out of order) and “Active” for visibility in lists.
• Downstream impact: Occupancy drives rent invoicing, vacancy dashboards, and allocation workflows.

How It Works

• Each bed shows real‑time occupancy based on active contracts.
• Use “Active” to hide a bed temporarily (e.g., repairs).

Step‑by‑Step Guide

• Go to Master Data → Beds.
• Click New, select the Room, and name the Bed (e.g., B1).
• Save. Occupancy updates automatically when contracts change.

Fields Table

Field name explanation : “Occupancy Status” changes when a Contract is activated or closed.Fields explanation

• Name: Bed label shown across allocations and reports (e.g., B1).
• Room: Parent room; determines the unit and building automatically.
• Is Active: Operational availability (repairs/out of service) — excludes from allocation logic.
• Active: Visibility in lists and searches — archive instead of delete to preserve history.
• Occupancy Status: Computed from active contracts: Vacant or Occupied.

Tips

• Label beds consistently (B1, B2, B3) for quick identification.

Common Mistakes

• Deleting beds instead of deactivating them — prefer deactivation to keep history.

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