Entries – Using Temporary Spaces to Track Self-Isolation


Table of Contents

 

This article will instruct StarRez users how to:

Background

Temporary Spaces allow users to track an entry’s stay in a temporary room space for a specific reason and duration (e.g. isolation or quarantine, burst water pipe, disputes, etc.) without impacting the status, billing or occupancy of their primary booking.

Residences can add Temporary Space bookings in StarRez to track individuals self-isolating:

Creating Temporary Spaces

Step 1 - Open Entry > New > Temporary Space

Open an entry and click New (A) then select Temporary Space (B).

Step 2 - Enter Temporary Space Details

In the Temporary Space pop-up window, provide the following information:

  • Dates of Stay (A) – Start Date and Time and End Date and Time
  • Reason (B) – Using the dropdown, select Self-Isolation
  • Temporary Space Type: On-Campus or Off-Campus (C) – Select whether this entry is isolating on-campus or off-campus
  • On-Campus > Room Space
    • If this entry is isolating on-campus in their current residence and current room space - leave the Room Space field as BLANK. (Since this entry is already booked as IN ROOM in their current room space, StarRez will not allow you to add their current room space as their temporary room space)
    • If this entry is isolating on-campus in their current residence but in a different temporary room space – select the temporary Room Space in which this entry is isolating

[IMPORTANT: Residence staff should only create Temporary Space bookings for individuals self-isolating in their own residence or another off-campus location, other than the University managed isolation hotel. Only the Isolation Coordinator will create Temporary Spaces for all individuals isolating in the University’s off-campus isolation hotel.]

  • Booking (D) – No action required. This is the entry’s current active booking associated with this temporary space booking.
  • Notes (E)
    • If this entry is isolating on-campus in their current residence and current room space – this is where you can note that the entry is staying in their own room by typing “own room” or “isolating in their own room”, etc.
    • If this entry is isolating off-campus – this is where you can indicate their off-campus isolation location, if available
  • Click Save Changes

Step 3 - New Section Below Bookings

Once you have added your new temporary space, a new section in the entry record below Bookings will appear. Here you will see the active temporary space, as well as upcoming and past temporary spaces.

Step 4 - System Alert on Bookings with a Temporary Space

Bookings with a temporary space attached to them will display the following warning so users are aware that the entry may be in a temporary space.

Step 5 - Temporary Spaces on the Occupancy Graph

Once a room space has been selected for a temporary space it will appear on the occupancy graph in green.

 

Reporting on Temporary Spaces

To generate a list of entries in self-isolation AND living in your residence

  1. Go to Reports > Saved Reports > Shared Reports > Admissions
  2. Select the report titled Self-Isolation – Filter By Residence
  3. Filter for your Residence’s Room Location Area
  4. Export the report as a CSV or HTML

The report will display all entries living in the selected residence with an active temporary space booking including those isolating in your residence, those isolating in the University’s off-campus quarantine/isolation hotel or those isolating off-campus in another location.

 

If you want to create or customize your own self-isolation report, you can make a copy of the master Self-Isolation Report or download a copy of it here.

  1. Go to Reports > Saved Reports > Shared Reports > Admissions
  2. Select the report titled Self-Isolation Report – Master
  3. Click Manage > Edit a Copy
  4. Save the report in your own folder
  5. Re-open the newly saved report using Report Generator V2
  6. To customize the report, you can set criteria on the following fields:
    1. Temporary Room Location ID
    2. Current Room Location Area ID
    3. Current Room Location ID

Additional Resources