Manage Campus Facilities and Hostel Allocations

Manage Campus Facilities and Hostel Allocations

Create and manage campus facilities including hostels, rooms, and allocate students to accommodation with billing integration.

Time: 5–10 minutes per allocation Module: OpenEduCat Campus Enterprise Permissions: Campus User or Campus Manager

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Prerequisites

• Facility types configured
• Student or staff records exist
• Product catalog for billing (optional)
• Access to Campus Management menu

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Overview

The Campus Facility system enables:

• Hierarchical facility structure (Hostel → Room → Bed)
• Capacity management with overbooking prevention
• Time-based allocations for accommodation
• Invoice generation for facility charges
• Calendar view for allocation planning

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Facility Hierarchy

Campus
├── Boys Hostel (Parent Facility)
│   ├── Room 101 (Child Facility)
│   ├── Room 102 (Child Facility)
│   └── Room 103 (Child Facility)
├── Girls Hostel (Parent Facility)
│   └── Rooms...
├── Auditorium (Standalone)
└── Sports Ground (Standalone)

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Steps

1. Configure Facility Types

1. Navigate to Campus → Configuration → Facility Type
2. Click New
3. Enter facility classification:

Field	Action
Name	Type name (e.g., “Hostel”, “Hall”, “Ground”)
Code	Short code (e.g., “HO”, “HA”, “GD”)

4. Click Save

Default Types:

• Hostel (ho)
• Ground (gd)
• Hall (ha)
• Garden (ga)

2. Create Parent Facility

1. Navigate to Campus → Facilities → Facility
2. Click New
3. Complete the form:

Field	Action
Name	Facility name (e.g., “Boys Hostel”)
Code	Unique code (e.g., “BH”)
Facility Type	Select type (e.g., Hostel)
Capacity	Maximum occupancy
Parent Facility	Leave empty for top-level

4. Click Save

3. Create Child Facilities (Rooms)

1. Open the parent facility record
2. In Sub Facilities section, click Add a line
3. For each room:

Field	Action
Name	Room identifier (e.g., “Room 101”)
Facility Type	Select type
Capacity	Room capacity

4. Or create rooms from facility list:

   • Click New
   • Set Parent Facility to the hostel
   • Complete remaining fields

5. Click Save

4. Allocate Facility to Person

1. Navigate to Campus → Facilities → Facility Allocations
2. Click New
3. Complete the allocation:

Field	Action
Person	Select student or staff partner
Facility	Select the room/facility
From Date	Allocation start date
To Date	Allocation end date
Product	Select billing product (e.g., “Hostel Charge”)

4. Click Save
5. System validates capacity availability

5. Generate Invoice

1. Open an allocation record

2. Click Create Invoice button

3. Invoice wizard opens with:

   • Partner (pre-filled)
   • Product (pre-filled)
   • Date range (pre-filled)

4. Click Create

5. Invoice created and linked to allocation

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Calendar View

The allocation calendar provides visual planning:

1. Navigate to Facility Allocations

2. Select Calendar view

3. View allocations by:

   • Color-coded by facility
   • Date range display
   • Partner name as event title

4. Click on allocation to view/edit details

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Field Reference

Facility Model (op.campus.facility)

Field	Technical Name	Type	Required	Description
Name	name	Char(64)	Yes	Facility name
Code	code	Char	Yes	Unique identifier
Facility Type	facility_type_id	Many2one	Yes	Classification
Capacity	capacity	Integer	No	Maximum occupancy
Parent	parent_id	Many2one	No	Parent facility
Children	child_ids	One2many	No	Sub-facilities
Allocations	facility_allocation_lines	One2many	No	Current allocations
Full Name	complete_name	Char	Computed	Hierarchical name
Active	active	Boolean	No	Archive status

Facility Type Model (op.facility.type)

Field	Technical Name	Type	Required	Description
Name	name	Char(64)	Yes	Type name
Code	code	Char(64)	Yes	Short code
Active	active	Boolean	No	Archive status

Allocation Model (op.facility.allocation)

Field	Technical Name	Type	Required	Description
Person	partner_id	Many2one	Yes	Allocated person
Facility	facility_id	Many2one	Yes	Room/facility
From Date	from_date	Datetime	Yes	Start date
To Date	to_date	Datetime	No	End date
Product	product_id	Many2one	No	Billing item
Invoice	invoice_id	Many2one	No	Generated invoice
Active	active	Boolean	No	Archive status

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Capacity Validation

The system prevents overbooking:

1. When creating allocation, system checks:

   • Facility capacity
   • Existing allocations in date range
   • Available slots

2. If capacity exceeded:

   • ValidationError: “Facility not available in those dates”

3. Validation formula:

   existing_allocations >= facility.capacity

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Search and Filter Options

Facility List

• Search by: Name, Capacity
• Filter by: Archived, Facility Type
• Group by: Facility Type

Allocations

• Search by: Facility, From Date
• Filter by: Archived, Person
• Group by: Person, Facility

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Reporting Views

Graph View

• Facility analysis by type
• Allocation counts

Pivot View

• Cross-tabulation by facility and person
• Date-based analysis

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Troubleshooting

Issue	Cause	Solution
Capacity exceeded error	Room fully allocated	Choose different dates or room
Cannot create invoice	Missing product	Configure billing product
Facility not showing	Archived	Unarchive in configuration
Duplicate code error	Code already exists	Use unique facility code
Invoice account error	Missing income account	Configure product accounting

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Best Practices

1. Hierarchical structure: Create parent facilities before rooms
2. Accurate capacity: Set realistic occupancy limits
3. Date management: Close ended allocations promptly
4. Regular billing: Generate invoices periodically
5. Archive old records: Keep database clean

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Billing Products

Configure products for facility charges:

Product	Type	Use Case
Hostel Charge	Service	Monthly accommodation
Campus Charge	Service	Facility usage fees
Room Deposit	Service	Security deposit

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Security Notes

Role	Capabilities
Campus User	Create, read, edit facilities and allocations
Campus Manager	Full CRUD including delete, invoice creation

Faculty members automatically receive Campus User permissions.

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Related Tasks

• Configure Facility Types
• Manage Student Records
• Configure Billing Products