Manage Room Condition Report Templates
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
Room Item Condition Reports are a powerful feature of J1 Web Residence Life. After you create a report template, you can add the room items that apply to that template and then assign the report to individual spaces. This allows you to track the condition of room items upon check-in and check-out.
You can access the Manage Room Condition Report Templates page from the Residence Life Administration by selecting Session options > Manage room condition report templates from the Hub options drop-down menu.
All that is needed for a Room Condition Report Template is a name, description, and active status. The description is optional. You can add room items to these report templates separately and then associate them with individual rooms.
On the Manage Room Condition Report Templates page, click the Create template button. The Create Room Condition Report Template pop-up window opens.
Assign a descriptive Template Name—for example, 2-person room, Single room, or 4-person suite.
Enter an optional Description. A description might help someone else know what type of room this template should be applied to.
Select Yes or No from the Active drop-down menu. If the template is not active, you won't be able to use it for room items or assigning them to rooms.
Click Create.
Note
If you edit the template information, it will show up in all places where the template is currently used. If the template is assigned to residence spaces, you won't be able to deactivate it until you have assigned a different template to those spaces.
On the Manage Room Condition Report Templates page, click the Edit (pencil) icon on the row you want to change. The Edit Room Condition Report Template pop-up window opens.
Edit the fields as needed, keeping in mind the note above.
If you change the Active field to No and there are residence spaces using this template, you will need to remove the template from those spaces first. You can do that in this window by selecting the new template from the Move to drop-down menu, which appears when you set Active to No. If you don't see the template you want in that drop-down, you might need to activate it first, before deactivating the one you're working in.
Click Update. If you have reassigned templates to different spaces, refresh your browser window to see the changes.
Caution
If a Room Condition Report Template is in use (assigned to a residence space), you won't be allowed to delete it.
On the Manage Room Condition Report Templates page, select the checkbox for the rows you want to delete.
Select Delete from the Options drop-down menu. The Delete Room Condition Report Template? window opens.
If any of the selected templates are assigned to spaces and therefore can't be deleted, you see an Unable to Delete section as well as a Ready to Delete section. The report templates listed under Unable to Delete will not be deleted.
To remove the templates that can be deleted, click Yes, delete.
In this step, you will assign each room item to a report template. Later, you will assign the report template to specific spaces, which then adds the included items to that room.
On the Manage Room Items page, select the checkbox next to the items you want to add to a report template.
Select Add a template from the Options drop-down menu. The Add a Template pop-up window opens.
Click in the Room Condition Report Template field and select the template you want these items to be included in.
Click Update.
Note
If an item is in use by a report template that is applied to an assigned room, you will not be able to delete the item.
On the Manage Room Items page, select the checkbox beside the items you want to delete.
Select Delete from the Options drop-down menu. The Delete Room Items? pop-up opens.
If any of the selected room items are in use by a report template that is applied to a room and therefore can't be deleted, you see an Unable to Delete section as well as a Ready to Delete section. The room items listed under Unable to Delete will not be deleted.
Click Yes, delete.
Create the room items (for example, Bed 1, Bed 2, Bed 3, Bed 4).
Create room condition report templates (for example, 2-person room).
Assign room items to room condition report templates (for example: 2-person room template gets Beds 1 and 2).
Assign the room condition report templates to residence spaces. For example: Room 104-D is a 2-person room, so you assign the 2-person template to it. Now the Room 104-D room condition check in report includes the 2 beds.