Configure Room Condition Report Settings

Last updated: August 28, 2026

Room Condition Reports (RCRs) allow institutions to document the condition of rooms at move-in and move-out. While system-level settings dictate default RCR requirements, administrators can override these settings for specific housing cycles to meet their institution’s needs. This includes defining who must complete the RCR, whether RCRs are automatically created, and setting deadlines for completion.

 

Navigate to Setup in the admin portal and select Housing Cycles.

 

Click on the housing name you want to update.

Select Room Condition Reports from the cycle options.

 

Click Edit to modify the RCR settings.

Configure Cycle Specific Settings

RCR settings can be customized for each housing cycle to align with institutional policies and operational needs. While system-wide settings provide a default structure, administrators can override them at the cycle level to ensure students experience Room Condition Reports (RCRs) in a way that best supports their institution’s processes.

 

Assign To

This setting determines who is responsible for completing the RCR.

  • Default - The system follows the global configuration. 
  • Filled by Staff – A housing staff member completes the RCR without requiring resident validation.
  • Filled by Resident – The resident is responsible for completing the RCR.
  • Filled by Staff, Validated by Resident – A staff member completes the RCR, and the resident must review and validate it.
  • Filled by Resident, Validated by Staff – The resident fills out the RCR, and a staff member must validate it.

 

Auto Create

This setting determines whether RCRs are automatically generated at check-in and check-out.

  • Default – Follows the system-level setting.
  • Create – Automatically generates an RCR when a resident moves in or out.
  • Don’t Create – Requires manual creation of RCRs.

 

Days to Complete

Defines how long the assignee has to complete the RCR.

  • Default – Uses the system-level setting.
  • No Limit – Allows RCRs to be completed at any time.
  • Fixed – Requires completion within a set number of days.





Next Steps

To apply your configurations, click Save if editing an existing cycle or Next to continue setting up a

new cycle.

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