Bed Management: Get Started

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Step One: Add Bed Management to Locations

1. Open the Locations module, and select the appropriate location.
2. Locate the Use in Bed Management dropdown field and select "Yes".
3. Click the blue Save button. 

Step Two: Roles & Permissions

This is where you will set the various roles for your Staff.

1. Click the Staff module.
2. Open the appropriate Staff member.
3. Click the Roles tab.
4. Click the Edit Roles blue link button.
5. In the search for modules field, type "Bed" to pull up the different permissions available.
6. Check or uncheck the Bed Management permissions to assign to the Staff member. See the Definition of Permissions for Bed Management article to view the list of necessary permissions.
7. Click the white Change Role button to record these changes. 

Step Three: Settings

Locate and select the Bed Management module from the menu on the left side of the screen.

Click the Settings tab to customize the various Bed Management Settings for your agency. 

Set up the following settings:

• Bed Status
• Bed Tags
• Bed Types
• Attendance Status (required for Residential Calendar)
• Waitlist

Step Four: Setup

Bed Management provides a variety of options when setting up your location's facilities. Consider the needs of the staff who will have access to the Census and Attendance views as well as anticipated reporting needs when deciding the levels to include in your Bed Management Setup. Every Location is required to establish at least one Building. A Building must have at least one Room before Beds can be added. Intermediate levels such as Wings, Units, and Floors are optional and can be inserted in any order to match the building and needs of your staff for locating and managing Beds.

Add a Building

1. Go to the Bed Management module and click the Setup tab.
2. In the Location dropdown field, select the Location Name you want to add a Building to.
   
3. Click the blue + Add button.
4. In the Add New panel, select "Building" from the Level Type dropdown field.
   
5. From the Location dropdown field, select the appropriate location.
   

   • NOTE: This list is populated from the locations in the Locations module where the Use in Bed Management setting is set to "Yes", but may be limited based on Locations you are associated with on your Staff record as well as your Bed Management permissions. If you cannot see any locations here, follow the steps in the Bed Management - Turn on a Location article.

   • If you only have one location turned on for Bed Management, that location will default here.
6. Under Billing Details, enter a Name for the building.
7. Enter the Bed Capacity (optional) if you need the system to restrict staff from adding beds above a set capacity level. 
8. From the Program dropdown field, select a program if needed.
9. For the Address fields, enter the Address Line, City, State, and Zip-Code, or check the Same as Location Address checkbox.
   
10. The checkbox for Active will default to checked. Uncheck if needed.
11. In the Assigned Staff field, enter the applicable staff if needed.
12. In the Notes field, enter the applicable staff if needed.
13. Click the blue Save button to save the record.
    

Add Floors, Wings, & Units

Within a Building, a Room is required but you may also have other level types in between, such as a Floor, Wing, or Unit. It may be helpful to see an overview of the Setup View as you think about setting up your facilities in Bed Management. See the Bed Management - Data Field Parameters article.

To add a level to a Building, follow these steps:

1. Go to the Bed Management module and click the Setup tab.
2. In the Location dropdown field, select the Location(s) you want to see. 
3. For the location you are adding to, click the > to the left of the location name to expand the line.
   
4. Click the three dots icon to the right of the building line item.
5. Click + Add.
   
6. From the Level Type dropdown field, select Wing, Unit, or Floor. 
   
   • All fields under Building Assignment will autofill with existing information.
7. Under Unit Details, enter the Name for the level in the Name field.
8. The Bed Capacity and Program fields are optional.
9. The Active checkbox will default to checked. Uncheck if needed.
   
10. In the Assigned Staff field, enter the applicable staff if needed.
    1. If staff are assigned at the Building level, they will autofill here.
11. In the Notes field, enter any applicable notes if needed.
12. Click the blue Save button.
    
13. To add additional levels of the same type with the same settings, such as Wing, Unit, or Floor, click the three dots icon to the right of the level.
14. Click Duplicate.
    
15. Rename the level in the Name field.
16. Click the blue Save button.
    
17. Repeat to add additional levels between a Building and Room as needed for your organization.

Add a Room

1. In the level you are adding a Room to, click the three dots icon to the right.
2. Click + Add.
   
3. From the Level Type dropdown field, select Room.
   
   • All fields under Building Assignment will autofill with existing information.
4. In the Room Details section, enter a Name for the room in the Name field.
5. Enter a Bed Capacity if needed. 
6. Select a Program if needed

   NOTE: Be sure to associate a Program at Room levels in order to leverage the Program filter when searching for available beds.

7. The Active checkbox will default to checked. Uncheck if needed. Inactive levels are visible to users of the Census view but are prohibited from reserving or assigning beds within them.
   
8. In the Assigned Staff field, enter the applicable staff if needed.
   • If the staff are assigned at the Building level, they will autofill here.  
9. In the Notes field enter any applicable notes if needed.
10. Click the blue Save button. 
    
11. To add additional rooms with same settings, click the three dots icon to the right of the Room.
12. Click Duplicate. 
    
13. Rename the Room in the Name field.
14. Click the blue Save button.
    
15. Repeat to add additional Rooms as needed for your organization.

Add Beds

1. For the Room you are adding Beds to, click the three dots icon to the right of the line item.
2. Click + Add.
   
3. The Level Type of the Bed and all fields under Building Assignment will autofill with information from the parent level.
4. Under Bed Details, enter a Name for the bed.
5. Select a Status from the dropdown field.
6. Select a Type from the dropdown field (optional).
7. Enter a Tag (optional).
   • To enter a tag, begin typing a Tag that is set up as a Bed Tag. Options will show below the field as you type. Select the tag from that list.
     
8. The Active checkbox will default to checked. Uncheck if needed.
9. In the Assigned Staff field, enter the applicable staff if needed.
   • If staff are assigned at the Building level, they will autofill here.
10. In the Notes field, enter any applicable notes (optional).
    
11. Click the blue Save button.
12. To add additional beds with the same settings, click the three dots icon to the right of the Bed.
13. Click Duplicate. 
    
14. Rename the bed in the Name field.
    
15. Click the blue Save button.
16. Repeat to add additional Beds as needed for your organization.

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