Guest Manager Occupant Manager Tab

The Occupant Manager tab includes two sub tabs: Daily Occupancy and Monthly Overview.

If you wish to see a complete list of room occupants over a period of time, rather than one day at a time, you can use the Guest Occupant Quick List under the Quick Lists section of the Guest navigator.

Daily Occupancy Tab

The Daily Occupancy tab displays a single day at a time. For the selected location, the list at the top shows each room, the name of the guest family in the room, and how many people are occupying the room that night. Below is a detailed list of all of the occupants where you can check off the names of those who are spending the night.

If the room is in transition on that day, it displays the names of the guests who are departing as well as the guests who are arriving.

The Daily Occupancy tab also lets you specify an overnight contact name for each location for each day, and it allows you to create daily notes that appear on the Room Roster for that day.

The Daily Occupancy tab includes these options:

  1. Date - the date to display. Use the left and right arrows to move through dates or type in a date.
  2. Location - the location or locations to include in the list of rooms.
  3. Update Occupant Count - a count of occupants for the night. To update the count, select the room to display the occupants in the list at the bottom. In the lower list, check the In Room check box for each person staying in the room. Check the Inpatient check box for patients who are not staying in the room. If an occupant is not staying on the select date, leave the check boxes unchecked.
    1. Once all of the check boxes have been correctly checked in the list below, check the OK button in the list at the top. If you want to keep track of occupants on a daily basis, it is important to check all of the OK boxes.
  4. As a shortcut, you can also check the OK box in the filter area at the top of the upper list. This checks (or un-checks) all of the OK boxes in the list.
  5. Edit - to make changes to a select guest stay. This opens the Add/Edit Guest Stay screen for the select guest stay.
  6. Add Occupant - to add a new occupant to this room. This opens the Add/Edit Guest Stay screen at Step 4 - Occupants.
  7. Edit Occupant - to make changes to an occupant. Select the occupant name from the lower list and click on Edit Occupant to open a screen where you can make changes to this occupant's details.
  8. Details - to set the overnight contact name and daily notes for each location for this day. This opens the Update Day Details screen where you can select a name for each location and enter notes. The names that are available are all of the user names for ExceedFurther. The phone number is that person's mobile phone.
    1. As a shortcut, click on Copy from Yesterday to fill in the contact names and notes from the prior day. You can then make any changes that are needed.
  9. Room Roster - to print a detailed room roster for the rooms that are included in the list. The room roster includes the overnight contact name, phone number, and notes that were added at the Details step above.

Monthly Overview Tab

The Monthly Overview tab displays daily, monthly and YTD statistics about room occupancy, and the overnight contact names and phone numbers for each location. In addition, it allows you to select a supervisor name for each night in the month and to verify that someone has taken the time to check the status of each room on the Daily Occupancy Tab.

To use the Monthly Overview tab, do the following:

  1. Select the month and year you wish to view. It defaults to the current month and year, but you can view past months if you wish. If you have changed the month or year, click on the Go button to refresh the list.
  2. The list of days in the month includes the following information::
    1. Supervisor - the overall supervisor for the day. The drop down list includes everyone who has been set up as a user.
    2. OK - the OK box is intended to indicate that the occupancy status of the house has been verified for the day. This box is automatically checked if you check all the OK boxes on the Occupancy tab. You can also check the OK box directly from this tab.
    3. User - the name of the user who last made changes to either the supervisor or the OK box. If all of the OK boxes for the day were checked on the Occupancy tab, the user's name who checked those boxes appear as the user.
  3. To view the occupancy statistics for a particular day, select that day from the list. The statistics in the upper right are recalculated for the date you chose.
  4. To view the overnight contact names, phones numbers and notes for a particular night, select that date from the list.