Swapping a service users room with another service user

Overview

Room swapping in Found allows you to exchange room assignments between two service users on a specified date. This is useful when service users need to change rooms but you want to keep both placements active without creating new bookings.

When you perform a room swap:

• Both service users remain in their current rooms until the swap date

• On the swap date, they exchange rooms automatically

• All booking details remain intact - only the room assignments change

This feature is available for permanent and respite bookings only (not daycare).

Why room swapping is useful

Room swapping helps in several common scenarios:

• Resident preferences: A service user requests a room with better lighting, a different view, or closer proximity to facilities

• Care requirements: A service user's needs change and they require a room on a different floor or closer to nursing stations

• Compatibility: Two service users would be better suited to each other's current rooms based on their routines or social preferences

• Room upgrades: When a more suitable room becomes available through another service user wanting to move

Rather than ending bookings and creating new ones, room swapping preserves the booking history and simplifies the administrative process.

How to swap rooms

Step 1: Open the booking

1. Navigate to Operations > Bookings

2. Find and select the booking for the service user whose room you want to swap

3. Click Manage booking drop down > then Edit booking in the booking details page

Step 2: Select swap rooms

1. From the edit booking menu, select Swap rooms

Step 3: Choose the swap date

1. Select the date when the room swap should take effect

2. The swap date must be:

   • On or after the booking start date

   • Before the end date of the booking

Step 4: View current room and select the room to swap with

The form displays the current room assignment for the selected swap date, showing you which room the service user is currently in.

1. Browse the list of available room assignments from other service users

2. Select the room assignment you want to swap with

Step 5: Add a note (optional)

Enter a note explaining the reason for the room swap. This note will be stored on both new room assignments for future reference.

Example: "Swap requested by family - service user prefers room with garden view"

Step 6: Confirm the swap

Click Confirm to complete the exchange. Both service users will have their room assignments updated from the swap date onwards.