Housing.Cloud Glossary & Style Guide

A broadcast message sent to residents or groups via email or notification.

Also known as: broadcast, mass communication

Tags that control who can access cycles, phases, or forms using logical operators:

• AND Logic: User must have all specified tags
• OR Logic: User must have at least one specified tag
• Exclude: Users with these tags are blocked from access

The current state of a housing application. Possible values:

• Started: Application initiated but not yet submitted
• Submitted: Application finalized and sent for review
• Approved: Application accepted for housing
• Resident: Applicant is now an active resident
• Waitlist: Applicant queued for future availability
• Rejected: Application declined
• Cancelled: Application withdrawn
• Archived: Application closed and stored in history

Cycle-specific tags applied during an application (e.g., "Fall 2024 Applicant").

See also: Profile Tags, Tag

The placement of a resident into a specific room, bed, or housing unit.

Also known as: placement

See also: Auto-Assignment, Manual Assignment, Self-Assignment

A process where the system automatically assigns rooms based on rulesets and preferences.

See also: Manual Assignment, Self-Assignment, Ruleset

A background process that performs actions on multiple records simultaneously (e.g., bulk status updates, mass tag assignments).

Also known as: bulk operation

An individual sleeping space within a room; the smallest assignable unit in Housing.Cloud.

Also known as: bed space

The current state of a bed in inventory. Possible values:

• Assigned: Bed assigned to a resident but not yet occupied
• Occupied: Bed currently occupied by a resident
• Blocked: Bed intentionally restricted from assignment by staff
• Unavailable: Bed not available for assignment (e.g., maintenance, decommissioned)

An inventory status indicating a bed or room is intentionally restricted from assignment by administrators.

See also: Bed Status

A physical structure containing multiple housing units or rooms.

Also known as: residence hall, dormitory

See also: Inventory Hierarchy

The process of officially moving into a housing assignment.

Also known as: move-in

The process of officially vacating a housing assignment.

Also known as: move-out

The Setup section for configuring billing codes and cost categories used in financial transactions.

Also known as: cost codes, billing codes

A list of required items or tasks to complete before submitting an application or during move-in/out.

Also known as: task list, to-do list

A defined housing period or term (e.g., academic year, semester).

Also known as: housing cycle, term

See also: Resident Cycle, Non-Resident Cycle, Cycle Phase

A distinct time period within a housing cycle with specific activities. Common phase types include: Application, Roommate (matching), Room Selection, Lottery, Room Swap, Move Management, and Meal Plan Selection.

Also known as: phase

Note: Phase dates define activity windows, while Residence Start/End Dates define when students actually live in housing.

The main overview page showing key information and actions.

Also known as: home

Any file uploaded to support an application, such as a lease agreement or identification.

Also known as: file, attachment

A physical or electronic key for accessing a resident's assigned room. Status values: Unissued, Issued, Borrowed, Broken, Lost, Archived.

See also: Key Management

The admin section for creating and managing resident events and activities.

Also known as: programs, activities

Emotional Support Animal - an assistance animal that provides emotional support to a resident.

See also: Animals

A tag category setting that allows students to have only one tag from that category (e.g., only one "Class Year" tag).

See also: Tag Category

The process of extracting data from Housing.Cloud into a downloadable file format (e.g., spreadsheet, CSV).

See also: Import, Bulk Actions

An identifier that links a Housing.Cloud cycle to the institution's SIS term for billing and data synchronization.

See also: SIS ID, Integrations

A charge associated with housing, applications, or services.

Also known as: charge

The admin section for managing payments, billing, and financial transactions.

Also known as: billing, payments

A visual diagram showing the layout of rooms and spaces within a building.

Also known as: layout

A question or field type within a form. Available types: Text, Radio, Dropdown, Checkboxes, Range, Ranking, File Upload, Date, Date and Time, Date Range, Static Text, Inventory Preferences, Social Link, Signature.

Also known as: field type, question type

The current state of a form template. Possible values:

• In Progress: Form being created or edited
• Published: Form active and available to users
• Archived: Form no longer in use but retained in system

A request to register a visitor for access to housing facilities.

Also known as: visitor invitation

The current state of a guest invitation. Possible values:

• Invited: Guest invitation sent but not yet checked in
• Checked-In: Guest currently on premises
• Checked-Out: Guest visit completed

Must-match criteria in rulesets (e.g., gender must match).

See also: Soft Rules, Ruleset

The process of bringing data into Housing.Cloud from external systems (e.g., SIS data, bulk student uploads).

See also: Export, Integration Log, Manual Import

A logged communication or encounter between staff and a resident, typically used by RAs for room checks, counseling sessions, or incident documentation.

Also known as: staff note, RA log

A detailed record of data synchronization between Housing.Cloud and external systems (SIS, payment gateways, etc.).

Also known as: sync log

The current state of a sync job. Possible values:

• Queued: Sync job scheduled but not started
• Running: Sync currently in progress
• Complete: Sync finished successfully
• Stalled: Sync encountered errors or stopped

Tags applied to rooms or beds (e.g., "Accessible", "Quiet Floor").

See also: Profile Tags, Application Tags, Tag

The Inventory subsection for tracking door keys and mailbox keys (issuance, returns, replacements, lost key billing).

See also: Door Key

A fair assignment system that distributes room selection time slots to applicants in groups (buckets) rather than all at once.

Also known as: lottery system

See also: Self-Assignment

A process where staff assigns rooms to specific students.

Also known as: staff assignment

See also: Auto-Assignment, Self-Assignment

A feature in Integrations that allows admins to manually upload CSV files to import data into Housing.Cloud.

See also: Import, Integrations

A self-formed group of applicants who want to be assigned as roommates, used during the application and assignment process.

Also known as: roommate group

Note: This is different from Moving Group, which is for move-in logistics.

A task submitted by residents or staff to report facility issues requiring repair or attention.

Also known as: work order, service request

See also: Task Category

A dining option or package that residents can select or be assigned as part of their housing.

Also known as: dining plan

An administrative time slot for coordinating move-in or move-out logistics.

Also known as: move slot, time window

Note: This is different from Matching Group, which is for roommate preferences.

An application-only cycle without room assignments (e.g., for waitlists or interest forms).

See also: Resident Cycle, Cycle

A text comment with optional attachments added to profiles, applications, tasks, inventory, or animals for documentation and communication. Notes can be marked as Sensitive, Admin Only, or Escalated.

See also: Attachments, Interaction

An automated or manual alert sent to users about system events or updates.

Also known as: alert

The admin section for tracking and managing package deliveries for residents.

Also known as: mail

Access controls that determine what actions users can perform in Housing.Cloud based on their assigned role.

See also: Roles

A transaction made to satisfy a fee, charge, or balance.

Also known as: transaction

The current state of a payment transaction. Possible values:

• Pending: Payment processing or awaiting confirmation
• Success: Payment completed successfully
• Failed: Payment did not complete
• Confirmation Pending: Awaiting payment gateway confirmation
• Refund Success: Refund processed successfully
• Refund Failed: Refund could not be processed

Tags only visible to staff for administrative purposes.

See also: Public Tags, Tag

User account information and settings.

Also known as: account

Permanent characteristics assigned to a student's profile (e.g., "Honors Student", "Athlete").

See also: Application Tags, Tag

Tags visible to students for roommate matching.

See also: Private Tags, Tag

The admin section for managing staff hiring, job postings, and applications.

Also known as: hiring, HR

Money returned to a user after a payment reversal or cancellation.

Also known as: reimbursement

The admin section for generating and viewing data analytics and reports.

Also known as: analytics

A submission from a resident asking for assistance, typically categorized by type (e.g., Maintenance, Lockout). Also called the "Requests" or "Contact" section in the resident portal.

Also known as: ticket, service request

Permission groups that define what users can access and do in Housing.Cloud. Common roles include Super Admin, Application Manager, Operations Staff, Finance Manager, and RA/Student Staff.

See also: Permissions

The current state of a resident's housing assignment. Possible values:

• Current: Actively living in assigned housing
• Assigned: Housing assigned but not yet occupied
• Incoming: Scheduled to move in
• Transferred: Moved to different housing
• Canceled: Assignment cancelled
• Early Termination: Ended residency before planned date
• Move-In Scheduled: Check-in date confirmed
• Move-Out Scheduled: Check-out date confirmed
• Moved Out: No longer occupying housing
• Overstay: Occupying past scheduled move-out

A person currently occupying housing.

Also known as: student, occupant

A full housing cycle with room assignments and move-in capability.

See also: Non-Resident Cycle, Cycle

A physical living space within a building containing one or more beds.

See also: Inventory Hierarchy

The process or result of placing a resident into a specific room and bed.

Also known as: housing assignment

A documented assessment of a room's physical state, typically completed at check-in and check-out.

Also known as: RCR, inspection report

A request or process to exchange housing assignments with another resident.

Also known as: room change, room exchange

Another resident sharing the same bedroom space (same room).

Note: This is different from Suitemate, who shares common areas but has a separate bedroom.

A tool that allows applicants to search for and connect with potential roommates based on preferences.

Also known as: matching tool

A set of matching criteria (hard or soft rules) used to assign or match residents based on preferences and requirements.

Also known as: matching rules

See also: Hard Rules, Soft Rules, Ruleset Editor

A process where students select their own rooms and beds during designated time slots rather than receiving staff assignments.

Also known as: self-selection, room selection

See also: Lottery, Manual Assignment, Auto-Assignment

An academic term, typically Fall or Spring, used to organize housing cycles.

Also known as: term

The admin section for system configuration and administrative settings.

Also known as: configuration, admin settings

Student Information System - the institution's external database (e.g., Banner, Colleague, Workday, PeopleSoft) that integrates with Housing.Cloud for student data synchronization.

See also: SIS ID, External Term Code, Integrations

The admin section for managing Resident Assistants (RAs) and other student employees.

Also known as: RAs, resident assistants

The main navigation menu panel (typically on the left side) for accessing different admin sections.

Also known as: navigation menu

A document that requires electronic signature (e.g., lease agreement, housing contract).

See also: Signature, Document Templates

An electronic acknowledgment or agreement on a document.

Also known as: e-signature

Preferred criteria in rulesets (e.g., similar sleep schedules).

See also: Hard Rules, Ruleset

Student Information System identifier that links a Housing.Cloud profile to the institution's external student database.

Also known as: student ID, external ID

Another resident sharing the same suite but in a different bedroom (shares common areas but not bedroom space).

Note: This is different from Roommate, who shares the same bedroom.

A label used to categorize students, rooms, or applications for eligibility, filtering, or matching purposes. Tags can be profile-level (permanent), application-level (cycle-specific), public (student-visible), or private (staff-only).

Also known as: label, category

See also: Profile Tags, Application Tags, Inventory Tags, Public Tags, Private Tags

A classification for tasks such as Maintenance, Conduct, or custom categories for organizing work.

Also known as: task type

The urgency level of a task. Possible values:

• Low: Non-urgent tasks
• Medium: Standard priority
• High: Important, time-sensitive tasks
• Urgent: Requires immediate attention

The current state of a task or request. Possible values:

• Draft: Task created but not opened
• Open: Task active and awaiting action
• In Progress: Task actively being worked on
• Need More Info: Additional information required
• Closed: Task completed
• Cancelled: Task no longer needed

The admin section for managing checklists, work orders, and action items.

Also known as: work orders

A financial exchange or payment record in the system.

Also known as: payment record

The admin section for managing guest access and visitor tracking.

Also known as: guests

See also: Guest Invitation, Guest Status