PLS-6F: Move Management

Last updated: October 5, 2026

Overview

In this module, you'll configure move-in and move-out logistics that occur at the beginning and end of your cycle's residence period. You'll create moving groups that organize students into manageable time slots, set capacity limits, and configure scheduling flexibility.

What you'll learn:

  • How to create moving groups that organize move-in and move-out logistics

  • How to set time slots and capacity limits

  • How to configure student rescheduling options

  • How to set early check-in buffers for student staff

Time: 8 minutes

Resident Cycles Only: Move management settings only appear for resident cycles. Non-resident cycles don't involve physical move-in or move-out logistics.

The Move Management Tab

The Move Management tab organizes how students schedule their move-in and move-out appointments during your cycle's residence period. Moving groups are organizational tools that create structure around the actual start and end of housing.

Navigation: In the cycle editor, click the Move Management tab.

Move Phases vs. Residence Period: Moving groups define appointment windows DURING the residence period (the cycle dates you set in PLS-6A). If your residence period starts August 15, 2025, move-in groups occur on or just before that date. This is different from earlier phases (application, roommate, room selection) which happened months before.

Understanding Moving Groups

Moving groups are time-based appointment slots that organize student arrivals and departures into manageable batches during the residence period transitions.

Why moving groups organize move-in/out:

  • Prevent hundreds of students trying to check in simultaneously at residence start

  • Organize staff coverage (RAs, desk attendants, facilities) for specific time windows

  • Manage parking, unloading zones, and elevator access efficiently

  • Create a smooth, organized transition into and out of housing

  • Reduce congestion and improve the student experience

How they work within your cycle:

  1. You create moving groups with dates, times, and capacity limits

  2. Students select their preferred moving group during a scheduling phase

  3. On their scheduled move-in date, students arrive during their time window

  4. Staff manage check-in based on the organized schedule

  5. Same process happens in reverse for move-out at the end of the residence period

Creating Move-In Moving Groups

Move-In Group Configuration

  1. In the Move Management tab, find Move-In Groups

  2. Click "Add Moving Group"

  3. Configure the group:

Group Name: Clear, descriptive name (Example: "Move-In: Friday Morning")

Date: The move-in date (e.g., August 14, 2025)

Start Time: 9:00 AM

End Time: 12:00 PM

Capacity: Maximum students allowed in this slot (e.g., 75)

Buildings: Optional filter for which buildings this group applies to

Calculating Capacity

Set capacity based on operational constraints:

  • Staff availability: How many check-in stations and staff members you have

  • Time per student: 5-10 minutes typical for check-in process

  • Physical constraints: Parking spaces, elevator capacity, hallway width

  • Building logistics: Older buildings with one elevator need lower capacity

Example calculation:

  • 3-hour window (9 AM - 12 PM) = 180 minutes

  • 4 check-in stations available

  • 8 minutes per student average (includes key pickup, paperwork, directions)

  • Theoretical capacity = (180 / 8) × 4 = 90 students

  • Build in buffer for delays: Set capacity to 75 to avoid overload

Buffer for Unpredictability: Always set capacity 15-20% below your theoretical maximum. Move-in rarely goes perfectly—families arrive early, students need extra help, equipment breaks. The buffer prevents chaos.

Creating Multiple Move-In Groups

Most institutions create multiple moving groups across several days to distribute the load:

Example: Three-Day Move-In Schedule

Friday, August 14, 2025:

  • Group 1: 9:00 AM - 12:00 PM (75 capacity) - "Friday Morning"

  • Group 2: 1:00 PM - 4:00 PM (75 capacity) - "Friday Afternoon"

Saturday, August 15, 2025:

  • Group 3: 9:00 AM - 12:00 PM (100 capacity) - "Saturday Morning"

  • Group 4: 1:00 PM - 4:00 PM (100 capacity) - "Saturday Afternoon"

Sunday, August 16, 2025:

  • Group 5: 10:00 AM - 2:00 PM (50 capacity) - "Sunday Midday"

Total capacity: 400 students across 5 moving groups over 3 days

Spread the Load: Distributing capacity across multiple days and times reduces congestion and accommodates students with varying schedules. Weekend move-in allows students and families with weekday work commitments to participate.

Creating Move-Out Moving Groups

Move-out groups work the same way as move-in but typically occur at the end of your residence period with different timing and logistics.

Move-Out Group Configuration

  1. In the Move Management tab, find Move-Out Groups

  2. Click "Add Moving Group"

  3. Configure similar to move-in

Example:

  • Group Name: "Move-Out: Friday Morning"

  • Date: May 15, 2026 (end of residence period from PLS-6A)

  • Time: 9:00 AM - 12:00 PM

  • Capacity: 100 (move-out typically processes faster than move-in)

Move-out considerations:

  • Move-out is usually faster than move-in (key return and checkout vs. full onboarding)

  • Higher capacity per time slot is typical

  • Fewer staff needed compared to move-in

  • May need to align with exam schedules or academic calendar

  • Some institutions don't use scheduled move-out groups (students can leave anytime)

Moving Group Settings

Allow Moving Group Rescheduling

Toggle: Allow Moving Group Rescheduling

Controls whether students can change their scheduled move-in time after initially selecting a moving group.

When Enabled:

  • Students can change their moving group selection if plans change

  • Useful when travel plans shift or conflicts arise

  • Students can reschedule themselves without contacting housing staff

  • Subject to availability in other time slots

When Disabled:

  • Move-in time is locked after initial selection

  • Students must contact housing to request changes

  • More predictable capacity planning for staff and facilities

Best Practice: Enable rescheduling but set a cut-off deadline (e.g., 48-72 hours before move-in). This balances student flexibility with your need for stable logistics planning and staffing.

Staff Early Check-In Buffer Days

Field: Staff Early Check-In Buffer Days

Allows student staff (RAs, desk attendants, orientation leaders) to check in early before general move-in begins.

Example:

  • Residence period starts: August 15, 2025 (from PLS-6A)

  • General move-in: August 14-16, 2025

  • Staff buffer: 3 days

  • Student staff can check in starting: August 11, 2025

Use when:

  • RAs need to arrive early for training before general move-in

  • Student staff need to prepare residence halls and operations

  • You want staff settled and ready before the general population arrives

Common buffer values:

  • 2-3 days: Minimal early arrival for final training and setup

  • 5-7 days: Full week of RA training, team building, and preparation

  • 10-14 days: Extended training programs or international student staff

Move Scheduling Phase

Creating moving groups is only half the setup—students also need a scheduling phase to actually select their moving group!

Common Mistake: Creating moving groups but forgetting to create the phase that lets students schedule their appointments. Students won't be able to select a move-in time without an active scheduling phase.

How move scheduling phases work:

  • This is typically configured in the Phases tab or may be automatically created

  • Phase should open 2-4 weeks BEFORE actual move-in dates

  • Gives students time to plan travel, coordinate with family, arrange logistics

Example timeline:

  • Moving groups available: August 14-16, 2025 (actual move-in dates)

  • Scheduler phase opens: July 15, 2025 (one month before)

  • Scheduler phase closes: August 13, 2025 (day before first move-in)

  • Students can schedule their move-in time starting July 15

Don't Open Scheduler Too Late: Opening the scheduler phase on move-in day itself is a common support issue. Students can't schedule their arrival time until they're supposed to arrive! Open the scheduler 2-4 weeks early to give adequate planning time.

Move Management Checklist

Before leaving the Move Management tab, verify:

  • ✓ Created move-in moving groups covering all planned move-in dates

  • ✓ Set realistic capacity for each group based on staff and physical constraints

  • ✓ Move-in dates align with or just precede residence period start (from PLS-6A)

  • ✓ Created move-out moving groups if managing scheduled departures

  • ✓ Move-out dates align with residence period end (from PLS-6A)

  • ✓ Configured "Allow Moving Group Rescheduling" based on flexibility policy

  • ✓ Set staff early check-in buffer days if you have student staff needing early arrival

  • ✓ Verified total capacity across all groups meets or exceeds expected resident count

  • ✓ Planned for move-in scheduler phase to open 2-4 weeks before actual move-in

  • ✓ Coordinated move dates with facilities, parking, and campus partners

Move Logistics Ready: Students can now schedule their move-in and move-out times using the groups you created. These appointments organize the transition into and out of your cycle's residence period. Next, you'll configure meal plan options and selection.

Key Takeaways

  • Moving groups organize move-in and move-out into time-based appointment slots

  • Move dates align with the residence period you defined in PLS-6A

  • Capacity should be based on staff availability, physical constraints, and operational limits

  • Multiple groups across multiple days prevent congestion and improve experience

  • Allow rescheduling with a cut-off deadline balances flexibility and planning

  • Staff buffer days let RAs and student staff check in early for training

  • Move-out groups are optional but recommended for organized departures

  • Move-in scheduler phase must open weeks before actual move-in, not on the day itself

  • Total moving group capacity should meet or exceed expected resident count plus buffer

Common Questions

What happens if all moving groups fill up?

Students who haven't scheduled will see "No availability" and will need to contact housing for assistance. Create sufficient total capacity across all groups to accommodate your expected resident count, plus a 10-15% buffer for flexibility and late adds.

Can I assign students to moving groups automatically instead of letting them choose?

Yes, through bulk operations in the Residents section. You can assign students to specific groups based on building, floor, tags, or other criteria instead of allowing self-selection. This is useful for large populations or special situations.

Do moving groups affect room selection or assignment?

No. Moving groups are completely separate from room selection. Students select (or are assigned) their room during room selection phases (PLS-6D), then later schedule their move-in time from available moving groups. The room assignment happens months before move-in scheduling.

What if a student needs to move in outside the scheduled groups?

Staff can manually check in students at any time through the admin portal. Moving groups are organizational guidelines for mass move-in, not strict requirements. Late arrivals, emergencies, and special circumstances can be handled individually.

How do moving groups relate to the residence period dates?

Moving groups occur ON or just before the residence start date you configured in PLS-6A. If your residence period starts August 15, move-in groups typically occur August 14-16. Move-out groups occur at the end of the residence period (e.g., May 15, 2026).

What's Next: PLS-6G

Now that you've configured move-in and move-out logistics for your cycle, you're ready to set up meal plan options that students can select.

In PLS-6G: Meal Plans Configuration, you'll learn:

  • How to assign meal plans to your cycle

  • How to create meal plan selection phases

  • How to configure proration relative to residence dates

  • How to set default assignments

Continue to PLS-6G →