Closing a booking

Overview

Closing a booking in Found is the process of formally ending a resident's or service user's stay when their care period has concluded. This is different from cancelling a booking, which is used when a booking is cancelled before the start date.

When you close a booking, Found automatically:

• Records the end date and reason for closure

• Updates room assignments to reflect the end of stay

• Cancels any future agreed fees

• Sends relevant email notifications to stakeholders

• Updates the booking status to "Closed"

Closing bookings accurately helps your organisation maintain proper records, track occupancy rates, and understand the reasons why residents leave your care.

How to close a booking

Step 1: Navigate to the booking

1. Go to Operations > Bookings

2. Find and select the booking you want to close

3. Open the booking details page

Step 2: Open the close booking form

1. Click the Manage booking dropdown menu on the booking page

2. Select Close booking

1. A side panel will open with the closure form

Step 3: Complete the closure details

Enter the closure date

Select the date when the booking ended. This date:

• Must be on or after the booking start date

• Cannot be after a fixed planned end date (if set)

• Cannot be after the latest room assignment end date

Select a closure reason

Choose the main reason for closure from the dropdown. Available categories include:

• Deceased

• Dissatisfaction

• End of planned stay

• Funding/administrative reasons

• Medical/health

• Transfer/move

• Other

After selecting a main reason, you will be prompted to select a more specific reason to provide additional detail.

Add additional details (optional)

Enter any extra information about the closure in the additional details field. If you select "Other" as the reason and enter notes, Found may suggest a more appropriate closure category based on your description.

Complete death information (if applicable)

If the closure reason is "Deceased", you will need to provide:

• Date of death

• Cause of death

Step 4: Submit the closure

Click Close booking to confirm. The booking status will change to "Closed" and appear in the closed bookings list.

Editing a closure

If you need to update closure details after submitting:

1. Open the closed booking

2. Click the Manage booking drop down menu

3. Select Edit closure

4. Update the end date, reason, or additional details as needed

5. Click Update

Note: You can only edit closures, not cancellations.

Reopening a closed booking

If a booking was closed in error or circumstances have changed:

1. Open the closed booking

2. Click the Manage bookings drop down menu

3. Select Edit closure > Choose Reopen booking located in the bottom left corner of the side panel

4. Enter Reopen reason and Confirm the action

The system will check that the room is still available before allowing the booking to be reopened. A note will be added to the booking documenting the reopening and the previous closure details.

Why closing bookings is useful

Accurate occupancy tracking
Closed bookings remove residents from active occupancy counts, giving you an accurate picture of current capacity.

Reporting and analysis
Recording closure reasons allows you to analyse trends and understand why residents leave in the move-in and move-out report, helping you improve service quality.

Compliance and audit
Proper closure records provide an audit trail for regulatory compliance and internal reviews.

Room availability
Closing a booking releases the room for new admissions, helping your admissions team manage availability.