Complete a Housing Cycle Rollover

Rolling over residencies transfers resident information, applications, and selections seamlessly into the next housing cycle. This guide walks you through selecting residents, configuring rollover options, and completing the process.

Prerequisites

Before starting a rollover, ensure:

• The target housing cycle is created and active
• Application templates match if you're copying application answers
• The same meal plans are enabled in both source and target cycles (Admin > Setup > Cycles > [Cycle] > Meal Plans) if you're rolling over meal plans

Select Residents for Rollover

In the admin portal, navigate to Admin > Residents.

Click the checkbox next to each resident you want to rollover into the new housing cycle. You can select multiple residents at once.

Click the three-dot menu (⋮) to reveal available actions.

From the menu, select Rollover Into Future Cycle to begin configuration.

Configure Rollover Options

In the Resident Rollover modal, select the target cycle from the dropdown menu.

Select which data elements to transfer by checking the appropriate boxes:

• Rollover bed selections: Carry over room assignments to the next cycle
• Copy application answers: Duplicate all answers from the previous application
• Copy application tags without answers: Transfer tags without application answers
• Copy public roommate questionnaire answers: Retain public questionnaire responses for roommate matching
• Rollover meal plans: Carry over meal plan assignments into the next cycle
• Rollover student staff assignments: Carry over student staff roles and assignments

Click Review Rollover to proceed to the review page.

Review and Execute Rollover

The review page displays all selected residents with rollover action statuses indicating whether each action will succeed or fail.

Understanding Rollover Statuses

The review table displays status columns for each type of data you're rolling over (Bed Status, Application Status, Meal Plan Status, etc.). Statuses are color-coded to help you identify which actions will succeed:

• Green (OK/Success): Ready to rollover or already completed successfully
• Yellow (warnings): May rollover with minor issues or require attention (e.g., Gap in Residency, Template Mismatch, DNE in Cycle)
• Red (critical): Must be resolved before rollover can proceed (e.g., Bed Taken, Term Overlap, Residency Canceled)

For a complete status reference with detailed explanations and solutions, see Troubleshoot Housing Cycle Rollovers.

Execute Individual Rollovers

To rollover a single resident, click Rollover in their row. If the status is OK, the rollover completes automatically.

Execute Bulk Rollovers

 To rollover multiple residents at once click the checkbox next to individual names, or in the table column header to select all residents

Click Rollover (X) Selected to open bulk rollover options.

Choose one of the following actions. 

Each option displays the total number of eligible items (e.g., "Rollover 15 Eligible Residencies"):

• Rollover Everything Eligible: Execute all eligible rollover actions at once, minus transactions.
• Rollover Eligible Residencies: Transfer only eligible residencies without errors
• Rollover Eligible Residencies With Transactions: Transfer eligible residencies and create transactions for the target cycle's automatic charges
• Rollover Eligible Applications: Transfer only eligible application answers
• Rollover Eligible Roommate Questionnaires: Transfer roommate matching questionnaire responses
• Rollover Eligible Application Tags: Copy application tags to the target cycle without answers. If an application already exists for this resident in the target cycle, tags are added without overwriting or duplicating existing tags
• Rollover Eligible Meal Plans: Transfer meal plan assignments to the target cycle

Click Perform Rollover to execute your selected action.

A toast notification confirms when the bulk rollover is complete. The action options update to reflect the current number of eligible items remaining for processing.

Verify Rollover Results

After completion, statuses populate in each resident's row.

• Success: The rollover completed successfully
• Failed: An issue occurred that requires troubleshooting before reattempting

Next Steps

After completing your rollover:

• Review the target cycle to verify all data transferred correctly
• Check that automatic charges were created (if you selected "With Transactions")
• Communicate with students about their housing assignments for the new cycle