Troubleshoot Housing Cycle Rollovers

This guide helps you resolve common issues that occur during housing cycle rollovers. Status indicators in the rollover review table alert you to potential problems before you execute the rollover.

Note: Review the rollover status table carefully before executing rollovers. Green statuses (OK) indicate the rollover will succeed, yellow indicates warnings, and red indicates critical errors that must be resolved first.

Understanding Rollover Statuses

The rollover review table displays separate status columns for different data types. Each status indicates whether that specific element can be rolled over successfully.

Bed/Residency Statuses

• OK (green): Bed can be rolled over successfully

• Gap in Residency (yellow): Minor date gap between cycles; may proceed with caution

• Large Gap in Residency (red): Significant date gap requiring review

• Term Overlap (red): Residency dates conflict with existing assignments

• Bed Taken (red): Target bed is already assigned to another resident

• Residency Ended (red): Source residency has ended and cannot transfer

• Residency Canceled (red): Source residency was canceled

Application Statuses

• OK (green): Application can be rolled over successfully

• No Application (yellow): Resident has no application in the source cycle

• Template Mismatch (yellow): Application templates differ between cycles

• Already Has Application w/ Residency (yellow): Resident already has an application in target cycle
   

Meal Plan Statuses

• OK (green): Meal plan can be rolled over successfully

• Overlapping (yellow): Meal plan dates overlap with existing assignment

• DNE in Cycle (yellow): Meal plan isn't enabled in the target cycle

• Dates Error (red): Meal plan dates are incompatible

After rollover execution, statuses update to either "Success" (green) or "Failed" (red).

Common Issues and Solutions

Bed Taken

Problem: The bed you're trying to rollover is already assigned to another resident in the target cycle.

Solutions:

• Reassign the conflicting resident to a different bed in the target cycle

• Cancel the conflicting assignment if it was created in error

• Choose a different bed for the resident you're rolling over

Term Overlap

Problem: The residency dates conflict with another assignment in the target cycle.

Solutions:

• Review the conflicting residency dates in the target cycle

• Adjust or cancel the overlapping assignment

• Verify the target cycle dates are configured correctly

Large Gap in Residency

Problem: There's a significant date gap between the source residency end date and target residency start date.

Solutions:

• Review whether this gap is expected (e.g., summer break between academic years)

• Adjust residency dates in either cycle if the gap is unintentional

• Proceed with rollover if the gap is intentional and acceptable

Template Mismatch

Problem: Application or questionnaire templates differ between the source and target cycles.

Solutions:

• Use selective rollover to transfer only compatible data (e.g., beds and tags, but not application answers)

• Update the target cycle to use the same templates as the source cycle

• Have residents complete new applications in the target cycle

Application answers cannot be transferred when templates don't match, as the questions and fields may be different.

DNE in Cycle (Meal Plans)

Problem: The meal plan assigned in the source cycle isn't enabled in the target cycle.

Solutions:

• Navigate to Admin > Setup > Cycles > [Target Cycle] > Meal Plans tab

• Enable the missing meal plan by checking the box next to it

• Ensure the meal plan's availability dates cover the target cycle dates

• Save your changes and retry the rollover

Meal plans are created once at the system level (Admin > Setup > Meal > Meal Plans), then enabled per cycle. The rollover matches meal plans by their internal ID, so the same system-level meal plan must be enabled in both cycles.

Residency Canceled or Ended

Problem: The source residency has been canceled or marked as ended.

Solutions:

• Verify the residency status is correct—if canceled in error, restore it before rolling over

• Exclude these residents from the rollover selection if their status is accurate

• Create new residencies manually if these students should be included in the target cycle

Transactions Not Created

Problem: Residencies rolled over successfully but no charges were created in the target cycle.

Solutions:

• Use the "Rollover Eligible Residencies With Transactions" bulk action option

• Verify automatic charges are configured in the target cycle

• Process transactions manually for affected residents if needed

The standard "Rollover Eligible Residencies" option does NOT create transactions. You must explicitly select "With Transactions" to generate charges. We're working on simplifying this in a future update.

Rollover Shows "Failed" Despite Success

Problem: Some rollovers show "Failed" status but the data appears to have transferred correctly.

Solutions:

• Refresh the rollover review page to see updated statuses

• Check the target cycle to verify if the data actually transferred

• If data transferred successfully despite the "Failed" status, no action is needed

• Contact support if rollovers genuinely failed and need to be retried

Large Batch Rollovers Stall or Timeout

Problem: Rolling over many residents (100+) causes the process to stall or appear stuck.

Solutions:

• Wait for background processing to complete, large batches process asynchronously

• Break very large rollovers (500+ residents) into smaller batches

• Monitor the progress indicator ("Processed X / Y")

Rollovers with more than 20 residents process in the background. The system will poll for updates, and you can navigate away from the page while processing continues.

No Application to Rollover

Problem: Status shows "No Application" for residents you want to roll over. This issue should not occur, as all residencies MUST be tied to an application and cycle.

Solutions:

• Verify these residents actually completed applications in the source cycle

• Reach out to support for guidance.

Best Practices to Prevent Issues

• Test in sandbox first: Run a test rollover in your sandbox environment to identify configuration problems

• Match configurations: Ensure meal plans, application templates, and questionnaires are consistent across cycles before rolling over

• Review eligibility: Check all statuses in the review table before executing bulk rollovers

• Start small: Test rollover with a small group of residents before processing hundreds

• Verify target cycle setup: Confirm the target cycle is fully configured with dates, beds, and required materials

Still Need Help?

If you're experiencing issues not covered here, contact Housing.Cloud support with the following information:

• Source and target cycle names

• Number of residents affected

• Specific error statuses shown

• Screenshots of the rollover review table

• What rollover options you selected

For step-by-step rollover instructions, see 📄 Complete a Housing Cycle Rollover.