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Housing Management

ChurchBuddy’s housing management system helps you coordinate accommodations for your events. You can create housing locations, assign guests to hosts, track occupancy, and provide host dashboards.

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Overview

Housing management includes:

• Housing Locations - Create and manage housing locations (houses, rooms, dormitories)
• Assignments - Assign registrants (guests) to housing locations
• Host Dashboard - Dashboard for hosts to view their assigned guests
• Occupancy Tracking - Automatic tracking of current occupancy
• Bulk Assignment - Assign multiple guests at once
• Export - Export housing assignments

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Setting Up Housing

Housing is managed at the event level. To set up housing for an event:

1. Open your event
2. Go to the Housing tab in the event dashboard
3. Start by creating housing locations, then assign guests

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Housing Locations

Housing locations represent places where guests can stay (houses, rooms, dormitories, etc.).

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Creating a Housing Location

1. In the Housing tab, click ”+ Add Location” or go to the Locations section
2. Fill in the location details: Basic Information:
   • Name - Location identifier (e.g., “Smith House”, “Room 201”)
   • Location Type - Type of location: “house”, “room”, or “dormitory”
   • Room Type - Optional: “single”, “double”, “shared”, “family”, or “dormitory”
   • Address - Full address of the location
   • Phone - Contact phone number (optional)
   Capacity:
   • Capacity - Maximum number of guests
   • Overbook Limit - Maximum overbooking allowed (optional, as percentage or count)
   Host Information:
   • Host Name - Name of the host
   • Host Email - Host’s email address
   • Host Phone - Host’s phone number (optional)
   • Share with Host - Whether to share guest information with the host
   • Host Requires Account - Whether the host needs a ChurchBuddy account
   • Host Account Email - If host has an account, their email
   Details:
   • Amenities - List of amenities (e.g., “parking”, “bathroom”, “kitchen”)
   • Gender Restriction - Optional: “male”, “female”, “mixed”, or leave blank
   • Accessible - Whether the location has accessibility accommodations
   • Check-In Date - Earliest check-in date (ISO date)
   • Check-Out Date - Latest check-out date (ISO date)
   • Cost Per Night - Cost per night (optional, for tracking purposes)
   • Notes - Additional notes about the location
3. Click “Save” to create the location

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Editing a Housing Location

1. Find the location in the Locations list
2. Click the edit icon (pencil) on the location card
3. Update the fields you want to change
4. Click “Save” to update

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Deleting a Housing Location

1. Find the location in the Locations list
2. Click the delete icon (trash) on the location card
3. Confirm the deletion

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Occupancy Tracking

The system automatically tracks current occupancy for each location:

• Current Occupancy - Automatically calculated based on assignments
• Capacity - Maximum number of guests set when creating the location
• The system counts unique registrant IDs assigned to each location

Occupancy is updated automatically when:

• New assignments are created
• Assignments are updated (if location_id or registrant_ids change)
• Assignments are deleted

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Assigning Guests

You can assign registrants (guests) to housing locations.

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Individual Assignment

1. In the Housing tab, go to the Assignments section
2. Click ”+ Assign Housing” or find a registrant
3. Select the registrant(s):
   • You can select a single registrant or multiple registrants from the same registration
   • Use registrant_ids to specify which registrants to assign
4. Choose a housing location from the dropdown
5. Set additional details:
   • Check-In Date - When guests will check in (ISO date)
   • Check-Out Date - When guests will check out (ISO date)
   • Party Together - Whether party members should stay together (default: true)
   • Special Needs - Special accommodation notes
   • Cost - Total cost for this assignment (optional)
6. Click “Save” to create the assignment

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Bulk Assignment

To assign multiple registrants to the same location at once:

1. Go to the Assignments section
2. Click “Bulk Assign” or “Bulk Actions”
3. Select multiple registrants by their registrant_ids
4. Select the location_id for the housing location
5. Optionally set:
   • Party Together - Whether to group registrants by their registration (default: true)
   • Check-in/check-out dates
   • Special needs
6. Click “Assign” to assign all selected registrants

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Assignment Details

Each housing assignment includes:

• Registration ID - Reference to the event registration
• Registrant IDs - List of registrant IDs assigned (required for unique identification)
• Location ID - Reference to the housing location
• Check-In Date - Expected check-in date
• Check-Out Date - Expected check-out date
• Checked In - Physical check-in status (boolean)
• Checked In At - Timestamp of physical check-in
• Checked Out - Physical check-out status (boolean)
• Checked Out At - Timestamp of physical check-out
• Party Together - Whether party members should stay together
• Special Needs - Special accommodation notes
• Cost - Total cost for the assignment

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Editing Assignments

1. Find the assignment in the Assignments list
2. Click the edit icon
3. Update the fields you want to change:
   • Change the location
   • Update check-in/check-out dates
   • Modify special needs
   • Update cost
4. Click “Save” to update

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Deleting Assignments

1. Find the assignment in the Assignments list
2. Click the delete icon
3. Confirm the deletion

When you delete an assignment, the system automatically recalculates occupancy for all locations.

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Host Dashboard

Hosts can access a special dashboard to view their assigned guests and location information.

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Accessing the Host Dashboard

1. Navigate to /host-dashboard/?org={org_id}&event={event_id}&location={location_id}
2. The dashboard will show:
   • Location information (name, address, capacity, current occupancy)
   • List of assigned guests
   • Guest contact information (if shared with host)
   • Check-in/check-out dates
   • Special needs and notes

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Host Information Sharing

When creating a housing location, you can control what information is shared with the host:

• Share with Host - Enable to share guest information with the host
• If enabled, hosts can see guest names, contact information, check-in dates, and special needs
• If disabled, hosts will only see location information, not guest details

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Exporting Housing Data

You can export housing assignments for reporting or coordination.

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Housing Export

1. Go to the Housing tab
2. Click “Export” or “Export Data”
3. Choose export format (CSV, Excel)
4. The export includes:
   • All housing locations
   • All assignments
   • Guest information
   • Location details
   • Occupancy information
   • Check-in/check-out dates

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Best Practices

1. Create locations early - Set up housing locations before registration opens
2. Set accurate capacity - Include all beds/spaces available at each location
3. Use descriptive names - Name locations clearly (e.g., “Smith House - Main Floor”)
4. Set check-in/check-out dates - Help coordinate timing with hosts
5. Track special needs - Document accessibility requirements or special accommodations
6. Share host dashboards - Give hosts access to their dashboards for guest information
7. Monitor occupancy - Regularly check occupancy to avoid overbooking
8. Use bulk assignment - Save time by assigning multiple guests to the same location
9. Document amenities - List amenities to help match guests to suitable locations
10. Export regularly - Export housing data as backup before the event

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Troubleshooting

Location capacity exceeded:

• Check current occupancy vs capacity
• Some locations may have an overbook limit set
• Consider creating additional locations or adjusting assignments

Can’t assign guest:

• Verify the guest is registered for the event
• Check that the location has available capacity
• Ensure the location exists and is active

Occupancy not updating:

• The system recalculates occupancy automatically when assignments change
• Refresh the page to see updated occupancy
• Verify assignments are using valid location_id and registrant_ids

Host dashboard not showing guests:

• Check that “Share with Host” is enabled on the location
• Verify guests are assigned to that location
• Ensure the location_id in the URL is correct