The "Room Occupancy" object is used to track the client's room/unit number and move-in/move-out details and is required for all enrolled clients at CCH, CFS and the Margot.
Move-In
Enter a new Room Occupancy tracker when the client first moves in. The Room Occupancy tracker can be found on the case record in the Related List Quick Links section at the top (the exact location may vary slightly depending on the program).
1. Hover over or click on the Room Occupancy tracker quick link and select NEW on the right side.
2. A New Room Occupancy screen will pop up. In the ROOM field, enter the name of the facility (Clara House, Compass Family Shelter, or Margot) to view the list of available rooms. If you don't immediately see the room you are looking for, click on "Show More Results" to get the full list. Click on the correct room and hit select.
3. Once you've entered the room number, add the Move-In Date, Number of Occupants (at entry), and any relevant notes. Hit save and you're done!
Changing Rooms/Units
If the client changes rooms while enrolled (e.g. increased family size, maintenance or cleaning required in unit, etc.) you will need to do the following:
FIRST: Update the current Room Occupancy tracker to show that the client has moved out of their current room.
1. Hover over the Room Occupancies quick link at the top of the case record to access the current tracker. Click on the Room Occupancy link on the left to open the current tracker.
2. Enter the Move-Out date by clicking on the pencil icon. The move-out date is the day the client vacated their current room/unit.
3. Update the notes section and explain the reason for the room change. Click SAVE.
NEXT: You need to create a NEW Room Occupancy Tracker. Scroll above to the Move-In instructions and follow the same process.
Move-Out
When the client is exited from the program, CoDa will automatically update the Move-Out date based on the Exit Date on the case record. No additional action is required.
Important note! If the room is going to be offline for a longer period of time (e.g. maintenance) than normally needed to prepare for a new family, make sure to add a note and date explaining the reason for the extended vacancy.