PLS-6I: Documents & Forms

Last updated: October 5, 2026

Overview

In this module, you'll assign housing contracts, waivers, and other signable documents to your cycle as required components. You'll also configure supplementary forms beyond the main application that students may need to complete.

What you'll learn:

  • How to assign document templates as cycle components

  • How to configure required vs. optional documents

  • How to add animal forms for ESA/service animal requests (if enabled)

  • How to assign additional forms for supplementary data collection

Time: 6 minutes

The Docs + Forms Tab

The Docs + Forms tab organizes what documents students must sign and what additional forms they need to complete as part of the housing process within your cycle.

Navigation: In the cycle editor, click the Docs + Forms tab.

Pre-Built Components: Document templates (housing contracts, waivers, agreements) are created system-wide in Admin › Setup › Document Templates. This tab is where you assign those pre-built templates as components of your specific cycle. For detailed training on creating document templates, see elective PLS-B: Room Condition Reports & Furniture Management.

Assigning Cycle Documents

Cycle Documents

Field: Cycle Documents

These are the housing contracts, agreements, and waivers students must sign electronically during the housing process within your cycle.

Selecting Documents

  1. Click the Cycle Documents dropdown or selection area

  2. You'll see all published document templates created system-wide

  3. Select the documents you want to assign to this cycle

Common documents assigned to cycles:

  • Housing Contract/Agreement (residence period terms and conditions)

  • Community Standards Agreement (behavioral expectations)

  • Liability Waiver (risk acknowledgment)

  • Emergency Contact Authorization (consent for emergency communications)

  • Photo/Media Release (optional consent for institutional use)

Required vs. Optional Documents

When assigning documents, you designate them as required or optional:

Required Documents:

  • Students MUST sign before completing the housing process

  • Typically blocks room selection, check-in, or other phases until signed

  • Examples: Housing contract (legally required), Community standards (institutionally required)

Optional Documents:

  • Students can choose whether to sign

  • Does not block progression through housing phases

  • Examples: Photo release, optional program waivers

Legal Review Required: Have your institution's legal counsel review all housing contracts and agreements before assigning them to cycles. Once students sign, these become legally binding documents that govern the residence period you defined in PLS-6A.

E-Signature Workflows

Housing.Cloud uses electronic signatures for document completion within your cycle:

  1. Student navigates to Documents section in their resident portal

  2. Views list of unsigned documents assigned to their cycle

  3. Clicks to review full document content

  4. Scrolls through agreement (may require reaching end to enable signature)

  5. Types their full name to electronically sign

  6. Submits signed document

  7. System timestamps and stores signature permanently

Signature types:

  • Single signature: Only student signs (most common)

  • Multi-party signature: Student AND parent/guardian must sign (less common, for minors)

Cannot Edit Once Active: Document assignments lock when the cycle becomes active. Students who already signed would have signed different documents than new students if you changed assignments mid-cycle. Assign all required documents before activating your cycle.

Animal Forms

Field: Animal Forms (requires ANIMALS feature)

If your institution manages Emotional Support Animals (ESA) or service animals, you can assign animal request forms as cycle components.

How Animal Forms Work

  • Students complete an animal request form during the housing process

  • Form collects: animal type, breed, size, vaccination records, medical documentation

  • Admin reviews requests and supporting documentation

  • Admin approves or denies based on institutional policy

  • Approved animals are linked to student's housing assignment within the cycle

Example animal form fields:

  • Animal type (dog, cat, bird, etc.)

  • Breed and size/weight

  • Medical documentation upload (ESA letter from provider)

  • Vaccination records

  • Special housing accommodations needed (first floor, specific building)

Feature Gate: Animal forms only appear if the ANIMALS feature is enabled at your institution. If you don't see this section in the Docs + Forms tab, you don't have ESA/service animal management features. Contact support to inquire about enabling this feature.

Additional Forms

Field: Additional Forms

These are supplementary forms beyond the main housing application (assigned in PLS-6B) that students may need to complete during the cycle.

Difference: Application Form vs. Additional Forms

Application Form (PLS-6B):

  • Main housing application assigned in Application Settings

  • Required for all students to apply to the cycle

  • One application form per cycle

  • Creates the student's application record

Additional Forms (PLS-6I):

  • Supplementary forms for specific situations or populations

  • Can be required or optional

  • Multiple additional forms can be assigned to one cycle

  • Collect specialized information beyond standard application

Common Additional Forms

  • Parking Application: Request for campus parking permit

  • Summer Storage Request: Request to store belongings over break

  • Early Arrival Request: Request to move in before official dates

  • Medical Accommodation Supplement: Additional details for accessibility needs

  • Extended Stay Request: Request to stay beyond standard residence period

Assigning Additional Forms

  1. Click Additional Forms dropdown

  2. Select forms you want to include in this cycle

  3. These forms become available to students in their portal

How students access additional forms:

  • Forms appear in the student's housing portal dashboard

  • Typically under "Forms" or "Additional Information" section

  • Students can complete during the cycle (unless phase-restricted by form settings)

Keep It Simple: Only assign additional forms if truly necessary for your cycle. Too many forms create student confusion, reduce completion rates, and increase support requests. When possible, consolidate questions into your main application form to streamline the experience.

Document and Form Best Practices

Timing Considerations

When should students sign documents within the cycle?

  • Before room selection: Forces document review early in the process, ensures informed selection

  • After room assignment: Only students with confirmed housing sign (reduces unnecessary signatures)

  • Before check-in: Sign as final step before moving in during residence period

Most common approach: Require signature after room assignment but before check-in. This ensures only students with confirmed housing assignments complete the legal documents, reducing administrative overhead.

Document Accessibility

Ensure all documents assigned to your cycle are:

  • Written in clear, plain language (8th grade reading level)

  • Mobile-friendly (many students sign on phones)

  • Accessible to screen readers and assistive technologies

  • Available in multiple languages if your student population requires

  • Free of legalese where possible—use clear terms students understand

Communication Strategy

Notify students when documents need signing:

  • Automatic notification when document first becomes available

  • Reminder emails for unsigned documents as deadlines approach

  • Clear explanation of consequences (e.g., "Cannot check in until contract is signed")

  • Direct links to document signing interface

Documents and Forms Configuration Checklist

Before leaving the Docs + Forms tab, verify:

  • ✓ Created and published all document templates needed (Admin › Setup › Document Templates)

  • ✓ Assigned required documents (housing contract at minimum)

  • ✓ Configured required vs. optional designation for each document

  • ✓ Assigned animal forms if your institution manages ESA/service animal requests

  • ✓ Assigned any necessary additional forms for this cycle's population

  • ✓ Legal counsel reviewed all contracts and agreements

  • ✓ Documents are mobile-friendly and accessible

  • ✓ Communication plan ready for notifying students about required signatures

  • ✓ Determined document signature timing (before selection, after assignment, or before check-in)

Documents Ready: Students will now see and sign the documents you assigned during the housing process within your cycle. Next, you'll configure advanced settings including SIS integration timing, room condition reports, and release dates that control when information becomes visible.

Key Takeaways

  • Docs + Forms tab assigns pre-built document templates as cycle components

  • Document templates are created separately in Admin › Setup › Document Templates

  • Required documents block progress until signed; optional documents don't

  • E-signatures are legally binding, timestamped, and permanently stored

  • Animal forms manage ESA/service animal requests (feature-gated)

  • Additional forms collect supplementary information beyond main application

  • Keep additional forms minimal to avoid student confusion and low completion

  • Documents should be mobile-friendly and accessible to all students

  • Document assignments lock when cycle becomes active—assign before activation

Common Questions

Can I require different documents for different student populations within the same cycle?

Not directly in cycle configuration. All students in the cycle see the same assigned documents. To require different documents for different populations, create separate cycles with different applicability tags and assign different documents to each cycle.

What if a student refuses to sign the housing contract?

If the contract is marked as required, they cannot proceed through the housing process. Room selection may be blocked, or check-in may be prevented. Establish a clear institutional policy for contract refusal and communicate consequences to students upfront.

Can I edit a document after students have already signed it?

No. Published documents lock to maintain legal integrity and signature validity. If you need to make changes, create a new version of the document template and assign it to future cycles. Students who already signed the original version keep that signed version in their record.

How do I track who has and hasn't signed required documents?

Navigate to Admin › Residents and filter by document completion status. You can also export a report showing signature status for all residents in the cycle, useful for compliance tracking and follow-up communications.

What's the difference between the application form and additional forms?

The application form (assigned in PLS-6B) creates the student's housing application record and is required for all students. Additional forms (assigned here in PLS-6I) collect supplementary information for specific situations (parking, early arrival, storage) and can be required or optional.

What's Next: PLS-6J

Now that you've assigned documents and forms as cycle components, you're ready to configure advanced settings that control integration timing, room condition reports, and information visibility.

In PLS-6J: Advanced Settings (Integrations, RCR, Release Dates), you'll learn:

  • How to configure when cycle data syncs to your SIS

  • How to set up room condition report requirements

  • How to control when housing information becomes visible to students

Continue to PLS-6J →