Residence Swap / Unit Phone Frequently Asked Questions







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The following frequently asked questions provide details on the most commonly asked about pieces of the Residence Swap / Unit Phone feature.  Click a question from the list here to navigate directly to the corresponding answer, or scroll through the full list of questions and answers below.

How do I change a client's phone number?

How do I change the status of a residence unit in a program that uses room reservations functionality?

How do I close out a duplicate residence unit?

How do I correct a swap performed using the wrong relocation date?

How do I delete a residence unit?

How do I fix a client's records when he/she was placed into the wrong unit at admission?

How do I fix an incorrect address for a residential program unit?

How do I move a residential program client to a new residence unit in the same program?

What should I do if there is a residential program client without a residence unit assignment?

Why is an "under maintenance" residence unit not available for swapping?

Why would a client's move in date not match his or her admission date?

How do I change a client's phone number?

The process for changing a client's phone number depends on whether or not the client is currently on the roster of a residential program at the agency.  If so, change the phone number using the instructions located under Updating Resident Phone Numbers.  If not, follow the instructions found under Working with External Housing Records.  Phone numbers other than that for the client's residence may also be entered using fields located in the demographics portion of the client's face sheet.

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How do I change the status of a residence unit in a program that uses room reservations functionality?

Room status changes are made within the Operations module using the Property Maintenance, Apartment Status feature.

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How do I close out a duplicate residence unit?

If the residence unit was entered in error and has never been occupied, it can be deleted.  To do so, follow the instructions found under Maintaining Residence Units Information and enter a Last Available Date for the unit that is the same as the First Available Date previously entered for that unit.

If the residence unit was occupied at any point in the past, it should be closed out so that it's history is archived.  To do so, follow the instructions found under Maintaining Residence Units Information and enter a Last Available Date that reflects the last date on which the unit was available for occupancy.  Once a unit is closed, it will be archived.  It's history will still pull into reports as needed (for example the Residence History housing report), but will no longer show as available for client placement.

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How do I correct a swap performed using the wrong relocation date?

If the correct re-location date is in the future, the correction can be made by undoing the swap by "re-swapping" the two clients back into their original locations using the original re-location date, then swapping them into the new locations using the correct re-location date.

If the correct re-location date is in the past, use the Program History Corrections functionality to insert the correct residence unit history.  If you don't have access to Program History Corrections, contact the Help Desk for assistance, being sure to provide them with the program, client names, and correct room assignments for the clients.

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How do I delete a residence unit?

Residence units should only be deleted if they were entered for a program in error and have never been occupied.  To do so, follow the instructions found under Maintaining Residence Units Information and enter a Last Available Date for the unit that is the same as the First Available Date previously entered for that unit.

If the residence unit has been occupied in the past but is now vacant and will no longer be available for future occupancy, it should be closed out rather than deleted.  To do so, follow the instructions found under Maintaining Residence Units Information and enter a Last Available Date that reflects the last date on which the unit was available for occupancy.  Once a unit is closed, it will be archived.  It's history will still pull into reports as needed (for example the Residence History housing report), but will no longer show as available for client placement.

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How do I fix a client's records when he/she was placed into the wrong unit at admission?

If the program uses the multi-step intake form to process client admissions, correct the client's residence history information by re-processing his or her admission.  Complete instructions on this process can be found under Re-Processing Applicant Admission.  Note that if the client's admission date is not in the current calendar month, the "Startup Period Backdating" permission is required in order to re-process admission.

If you are unable to re-process the admission for any reason, or if the program uses the single-step intake form to process client admissions, use the Program History Corrections feature to correct the client's record.  If you don't have access to Program History Corrections, please contact the Help Desk for assistance in correcting the client's record.  Be sure to include the correct residence unit information, including the client's dates of stay in the unit if the move in date is not the same as his or her admission date.

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How do I fix an incorrect address for a residential program unit?

If the residence unit is currently unoccupied, address corrections can be made using the System Setup module Residence Units feature. 

If the residence unit is currently occupied, or if you do not have access to the System Setup module Residence Units feature, contact the Help Desk for assistance with the address correction.  Be sure to include both the incorrect/current address, as well as details regarding what part(s) of that address need to be changed.

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How do I move a residential program client to a new residence unit in the same program?

The housing module's swap feature can be used to move clients from one residence unit to another within the same program.  For more information on completing a swap, see Swapping Residence Units.  Alternately, users with access to the Program History Corrections feature can make adjustments to a client's residence history from within Client Search.

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What should I do if there is a residential program client without a residence unit assignment?

If the program uses the multi-step intake form to process client admissions, correct the client's residence history information by re-processing his or her admission.  Complete instructions on this process can be found under Re-Processing Applicant Admission.

If you are unable to re-process the admission for any reason, or if the program uses the single-step intake form to process client admissions, use Program History Corrections to correct the client's record.  If you don't have access to Program History Corrections, please contact the Help Desk for assistance in correcting the client's record.  Be sure to provide them with the program and client name, along with the correct room assignments and move in dates for that client.

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Why is an "under maintenance" residence unit not available for swapping?

When a program utilizes room reservations functionality in AWARDS, the Housing module's swap feature will not include in the location drop-down lists any residence units that have a status of "hold room," "under maintenance," or "off line."  You must first change the residence unit's status using the Operations module, Property Maintenance, Apartment Status feature.

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Why would a client's move in date not match his or her admission date?

The move in date shown in the housing report and other places in the application, such as the face sheet, records the date on which the client moved into the residence unit he or she is currently occupying.  If he or she has been in more than one residence unit during his or her program stay, the move in date will not be the same as the admission date for that program.

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