Unit/Bed Status

Introduction

Units and Beds in INVENTORY each have a "Status" for indicating whether the Unit/Bed is not in use due to repairs, cleaning, changes in a program's capacity, etc.

The status options are as follows:

• Active: The Unit/Bed is active and ready for use.  
• Inactive: The Unit/Bed is not active. However, the Unit/Bed will not be deleted because the user needs to retain historical information. Inactive Units will not appear on the INVENTORY dashboard.

• Offline: The Unit/Bed is temporarily unavailable (due to maintenance or another specific reason) but is expected to be online again in the future. 

For Units, a status is selected when the Unit is created, and users can manually add an Inactive or Offline status as needed. 

For Beds, the following logic applies:

• If a Unit is Offline, all Beds in the Unit will be Offline.
• If a Unit is Inactive, all Beds in the Unit will be Inactive.
• If a Unit is Active, users can manually add an Offline status as needed to any of the Beds in the Unit.

There are two options for manually adding a status:

• Through the MODIFY UNIT page
• Through the INVENTORY dashboard

Refer to the end of this article for additional logic regarding the effect of Unit Status and Unit Configuration Type on Bed Status.

Automatically Adding a Status

The system will automatically create and modify "Active" status records where there are gaps between "Inactive" and "Offline" status records. 

If you want the system to automatically create an Offline status for a Unit or Bed when the client exits, enable the Automatic Offline Status function. Refer to our Automatic Offline Status article for details.

Manually Adding a Status on the MODIFY UNIT Page

The Unit Resources sidebar on the MODIFY UNIT page allows users to add a status for that Unit or for any of the Beds in that Unit.

• To add a Unit Status, select the Unit Status section of the sidebar and click ADD INACTIVE OR OFFLINE STATUS.

• To add a Bed Status, select the Bed List section of the sidebar and select a Bed to edit.
  
  
  Then click ADD OFFLINE STATUS.  
  

The ADD STATUS pop-up appears for you to select the Status.

• For a Unit, select "Offline" or "Inactive."
• For a Bed, the only option will be "Offline."

The Start Date field defaults to the current time (rounded to 15-minute increments) and date. To adjust the date and time, click the Start Date field, select the appropriate date and time, then click Done. Add an End Date if applicable.

If you select "Offline" for the Status, you will also need to choose an Offline Reason from the drop-down menu. Enter any additional details in the optional Description field.

After completing the ADD STATUS pop-up, click ADD. 

If you add an "Inactive" or "Offline" status with an End Date for a Unit that does not have an Inactive/Offline record starting the following day, the system displays a pop-up saying: "The [Status Name] End Date is set to [Status End Date]. This Unit will automatically become Active after the assigned 'Status Name' period ends, and an Active status record will be added on [end date plus 1 day] if there are no future date unit status records that begin on that date."

Editing/Deleting a Status

Users can edit or delete an Offline or Inactive status.

Users will not be able to add, delete, or modify "Active" records except for the Start Date of an "Active" status that is the first status record for a Unit. The Start Date cannot be changed to a date that is later than the Start Date of any Inactive/Offline status record or the earliest occupancy for the Unit.

In the example below, after a user entered an "Offline" status for April 11-15, the system automatically created an "Active" status starting on April 16. While the initial "Active" status can be edited, and the "Offline" status can be deleted or edited, the "Active" status that starts on April 16 cannot be deleted or edited because it was automatically added by the system.

Users can delete or edit a Bed status that has been added manually but cannot delete or edit a Bed status that was inherited from the Unit.

Manually Adding a Status Through the INVENTORY Dashboard

Users with the Inventory – Add Unit Status and Inventory – Edit Unit Status access role permissions. can add or edit Unit/Bed status on the Status tab on the Unit Card of the INVENTORY dashboard. Users need to be switched into the Unit’s agency to add/edit a status for an agency’s respective Unit.

The Status tab lists Unit Status records in chronological order, with the most recent status listed first. After a user clicks the plus sign to add a status, or the pencil icon to edit an existing status, the process is the same as described above.

Additional Logic for Unit/Bed Status

The logic for Bed status with respect to Unit status is as follows:

The logic for Bed status with respect to the Unit Configuration Type (UCT) is as follows:

Updated: 5/25/2023