Room Condition Reports Overview

Room Condition Reports (RCRs) help institutions document the state of rooms during the check-in and check-out process. Whether assessing individual furniture items or evaluating general cleanliness, the RCR feature adapts to your institution’s specific approach.

Understanding RCR Processes

The setup for RCRs depends on how your institution evaluates room conditions:

• Detailed Inventory Check: If your process requires documenting individual furniture pieces, ensure that furniture and furniture types are entered into the system.
• General Room Assessment: If your process focuses on cleanliness or overall condition, set up room parts to align with your criteria.

Configuring Room Condition Reports

Admins can configure a default RCR workflow to define who completes and validates the reports. 

• Staff-Completed: Housing staff fills out the RCR, with no validation required.
• Resident-Completed: Residents complete the RCR, with no validation required.
• Staff-Completed, Resident-Validated: Housing staff completes the RCR, and the resident validates it.
• Resident-Completed, Staff-Validated: Residents complete the RCR, and housing staff validates it.

System settings also allow auto-creation of RCRs during check-in and check-out and set deadlines for submission.

Housing Cycle Overrides

For specific housing cycles, admins can adjust the RCR workflow to meet unique needs. Options include enabling or disabling auto-creation of RCRs and setting deadlines for submission during that cycle.

Finalizing the RCR Process

When an RCR is completed, the system updates the inventory details for the room and furniture, showing their current condition and the most recent images. If maintenance or facility assistance is required, the status will reflect those needs for timely follow-up.