How to Assign a Room

Room assignments provide the data needed for occupancy tracking and allow care teams to organize tasks by room number.

Once your building’s floor plan has been configured in ALIS, you can assign resident profiles to their rooms. 

About Room Assignments

Room assignments support accurate occupancy tracking and help care teams organize tasks by room and bed location within the community.

Floor Plan 

If your floor plan has not yet been set up, room assignments will not be available. Contact your Account Manager or the ALIS Customer Success Team for assistance, or refer to the article: How to configure a Community Floor Plan.  

When to Assign Rooms

A resident’s room can be assigned before move-in from the resident profile or during the move-in process using the Move In modal. 

Some communities may require a Room Assignment to complete the move-in process. This optional requirement can be enabled in the Floor Plan Settings tab. 

Primary vs. Secondary Occupants

When assigning a resident to a bed, you must designate them as either the Primary or Secondary Occupant.

• Primary Occupant – The main resident assigned to the bed. Most residents will be assigned as the primary occupant.
• Secondary Occupant – Typically used for shared accommodations, such as married couples, where two residents share a room or bed.

Designating a resident as a Secondary Occupant ensures that occupancy reports and room tracking accurately reflect shared living arrangements.

Multiple residents can be assigned to the same bed; however, one resident must be designated as the Secondary Occupant.

Assign a Room Prior to Move-In

If an Applicant or Current Resident does not yet have a room assigned, you can add or update their assignment from their profile.

Update Move-In Details:

1. Scroll to the Move In & Community Information section. 

2. From here, you can first update the following if needed:

   • Physical Move In Date

   • Financial Move In Date

To assign the room: 

1. Go to the Room Assignments area of the Move In & Community Information section. 
2. Click + Assign Room. 
3. This takes you directly to the Assign Room page, which provides your interactive floor plan.
   • If a bed (represented as A, B, C, or D) is gray, that means another resident profile is currently assigned to that bed.
   • If it is green, it is unoccupied. 
4. Click directly into the Room Number square for the room you will assign the resident to. 
5. In the Room Details that expand to the right, click Assign.
6. In the Assign Room modal, review the following fields: 
   • Financial Move In Date - If this date is incorrect, return to the profile and contact your Billing team to verify accuracy before making changes.
   • Room Assignment Start - Edit the date if needed.
   • Occupant Type - Defaults to Primary, which will impact your occupancy calculations.  
   • Remove Room Reservations - Automatically selected if the resident currently has any reservations. Most likely you will leave this checked. 
7. Click Assign Room.

You will be automatically redirected back to the Move In & Community Information section of the profile to review your saved assignment.

Assign a Room During Move-In

When you click the Move In button on an applicant’s profile, Room Assignment may be a required field needed to complete the move-in. 

1. In the Move In modal, click directly into the Room field. 

2. Choose from the available room assignment options.

   • If a name appears to the room number, that indicates the room has already been assigned to another resident.

3. Complete other required fields, and click Yes to complete the move-in.

Change a Current Resident's Room Assignment

If a resident needs to move to a different room, you can update their assignment from their resident profile. 

Navigate to the Move In & Community Information section and click Change Room. 

Follow these steps to change the room assignment:

1. Locate the desired room on the floor plan. Rooms are organized by floor.
2. Click anywhere within the room number box to view the available beds.
3. Check the bed availability indicators:
   • Green – Bed is available
   • Gray – Bed is currently occupied by another resident
4. Review the Room Details panel on the right side of the page. This displays:
   • Residents currently assigned to beds in the room
   • Any Prospect Profiles with reserved beds
5. Click Change next to the bed where the resident will be moved.
6. In the confirmation pop-up:
   • Verify the Room Assignment Start Date
   • Confirm whether the resident will be the Primary or Secondary Occupant of the bed
   • The Remove Room Reservations option will be automatically selected if the resident has any reservations
7. Click Assign Room to complete the room change. 

Changing Rooms for Applicants

The Change Room option is not available for Applicant profiles.

If you need to update an applicant’s room assignment, you must delete the existing room assignment and then assign a new room.

Note that deleting a room assignment removes it from occupancy tracking and historical data. After deleting the assignment, you can select Assign Room again and choose the correct room and bed.

Review Room Assignment History

Once the assignment is complete, the updated information will appear in the Move In & Community Information section of the resident profile.

If you have changed or corrected a room assignment, it is recommended to review the room assignment dates to ensure your reports remain accurate.

Click Add Room History to include historical room assignments for the resident if needed.

Related Articles:

• Guide to Adding New Residents

• How to configure a Community Floor Plan

• How to Audit Resident Occupancy

• Hotel Rules 

For more assistance with Room Assignments,

Contact our ALIS Customer Success Team

888.404.ALIS (2547) or support@go-alis.com