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Staff PortalCreate a Room Move

Creating Room Moves

Room moves are essential when you need to transition children or staff members from one room to another. Pigeonhole handles room moves by creating a new session with the updated room assignment while properly managing the timing and expiration of existing sessions.

Understanding Room Moves

A room move involves:

  • Copying an existing session to create a new schedule
  • Updating the room assignment in the new session

Room Moves for Children

Step 1: Access the Child’s Sessions

  1. Navigate to the Children section in the Admin Portal
  2. Find and select the child who needs to move rooms
  3. Go to the Sessions tab to view their current schedule

Step 2: Copy the Existing Session

  1. Locate the session you want to move to a different room
  2. Click the Copy button next to the session
    • This creates a duplicate of the entire session with all its details
    • The copied session will appear in the session list immediately

Step 3: Edit the New Session

  1. Click Edit on the newly copied session
  2. In the session editor, you’ll see:
    • Start Date: Set this to when the room move should take effect
    • End Date: Leave blank for ongoing sessions or set an end date
    • Session Entries: These contain the room assignments

Step 4: Update Room Assignment

  1. In the session entry section, find the Room dropdown
  1. Select the new room from the available options
  2. Keep all other settings the same (session type, pricing, days, times)

Step 5: Manage Date Transitions

For the NEW session:

  • Set the Start Date to when the room move takes effect
  • Leave End Date blank if this is permanent, or set an end date if temporary

For the ORIGINAL session:

  • Edit the original session
  • Set the End Date to the day before the room move takes effect
  • This ensures the old room assignment expires at the right time

Example Timeline

If moving a child from Room A to Room B on March 15th:

Original Session (Room A):

  • Start Date: January 1st
  • End Date: March 14th (expires day before move)
  • Room: Room A

New Session (Room B):

  • Start Date: March 15th (starts on move date)
  • End Date: (blank for ongoing)
  • Room: Room B

Room Moves for Staff

Step 1: Access Staff Sessions

  1. Navigate to the Staff section in the Admin Portal
  2. Find and select the staff member who needs to move rooms
  3. Go to the Sessions tab to view their current schedule

Step 2: Copy the Existing Session

  1. Locate the session you want to move to a different room
  2. Click the Copy button next to the session
    • This creates a duplicate of the staff session
    • The copied session appears in the session list

Step 3: Edit the New Session

  1. Click Edit on the newly copied session
  2. Update the session details:
    • Start Date: When the room move takes effect
    • End Date: Leave blank for ongoing assignments

Step 4: Update Room Assignment

  1. In the Work Schedule section, find each session entry
  2. Update the Room dropdown to the new room
  3. Keep the same:
    • Start and end times
    • Days of the week
    • All other scheduling details

Step 5: Manage Date Transitions

Follow the same process as for children:

  • End the original session the day before the move
  • Start the new session on the move date
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