Boarding administrators and authorised pastoral staff
Boarding
Before you start: Prepare hostels, rooms, capacities and eligible learners. Use school safeguarding and health procedures alongside the records.
Open BoardingActions depend on your school’s enabled modules, your permissions and the record’s current status.
Find your way around
Hostels & rooms · Allocations · Exeats · Roll call · Sick bay. Select these tabs inside the module; scroll the tab row sideways on a phone.
1. Set up rooms and allocate a bed
- Open Hostels & rooms and Create hostel.
- Add rooms with their capacity and relevant restrictions.
- Open Allocations and choose Allocate a bed.
- Select the learner, room and dates, then Allocate.
- Review occupancy and the learner’s active allocation.
What to check: The boarder is allocated to the intended room within the available rules and capacity.
2. Move or check out a boarder
- Open Allocations and locate the active boarder.
- Use Move boarder to select the destination room and effective date.
- Confirm and review the new allocation.
- For departure, select Move out and record the required date/details.
- Check the room occupancy and learner boarding record.
What to check: The allocation history reflects the move or departure.
3. Process an exeat
- Open Exeats and create a request for the boarder.
- Enter the leave period, destination and collection details required by the form.
- Submit request and have an authorised officer review it.
- Use the available approval, departure and return actions at the corresponding real-world stages.
- Check overdue returns; use withdrawal or cancellation only for the applicable request status.
What to check: The exeat records permission, departure and return as separate stages.
4. Take roll call and record sick-bay visits
- Open Roll call and choose the hostel/date or session.
- Mark each boarder and save the register; investigate missing learners immediately through school procedures.
- Use Escalate & notify only after checking the learner and the intended alert.
- For a sick-bay visit, open Sick bay, select the learner, record the visit facts and Admit.
- Record authorised treatment notes, then Discharge with an outcome when the visit ends.
What to check: Roll call and sick-bay records document events; they do not replace immediate safeguarding or clinical decisions.