In order to explain the logic clearly, we assume:

  • Student A has a resident booking
  • Student B has not registered or does not have a confirmed booking or completed booking=replacement student

Scope: (tenancy length——student B can only make tenancy adjustments within student A's time frame and if student B’s tenancy length is different from student A’s, student B’s start date or end date must be the same as student A’s )

  • When student B’s start date is later than student A’s start date but they have the same end date, we still call that→student B late check-in
  • When student B’s end date is earlier than student A’s end date but they have the same start date, we still call that→student B early check-out


It only applies to the booking takeover after the check-in process when the booking is with the status Resident and the staff only can get in from the student’s entrance who has a booking with resident status to perform the takeover

Keep the same portal with the amendment

  • Click the button more→choose amend booking→choose takeover 

After selecting, when the button “continue” is clicked, there is a new modal coming up

  • We need to follow the requirements to fill in placeholders
  • The current student and replacement student are not allowed to be the same person


Step1: Overview

In overview modal, the left side will display current student's information and the right side will display the replacement student's information 

  • If student B has not registered before, the displayed information contains the full name and email address, there is an “unverified” tag at the end of the email
  • When this time picker is clicked below student B's email address, there is a calendar coming up
    • Staff could set the student B's start date

Step 2: Selection

When student B's selected start date is same as the student A’s start date

  • In step 2, the selection for student B would be shown by default when this modal is opened the first time
  • By default, Student A’s tenancy length and service information (if it has) would be displayed on the cards when this modal is opened the first time
  • If we want to go back to the previous step, they can click the button “Previous”

When student B late check-in

  • There are two tags appearing on the modal
    • The left one is for student A and the right one is for student B
      • On both tags, the students' full name and tenancy length will be displayed
    • The tenancy card would be shown student B’s tenancy length

When the tenancy card is clicked and then there is a drawer coming up

  • Start Date-End date: the tenancy start date and end date will be populated automatically by student B’s tenancy
    • We can edit the start date and end date. If we change the start date of the replacement’s booking, the end date of the current booking will be changed accordingly
    • When we set up the time picker, based on the scope, the date that cannot be selected will be light grey
      • Student B’s start date cannot be earlier than student A’s start date
      • Student B’s start date cannot be later than student A’s end date


The service card

  • If student A has a service selected, by default, the service card will show student A’s service details
  • If student A has no service selected but this room has available options, the service card will show ”No service selected“ and the subtitle should be “Click to choose service”
  • If student A has no service selected and there is no available service for this room type but this academic year has set up the service, the service card is still shown but cannot be clicked
  • If student A has no service selected and the property has no service created for the current academic year, the service card will be hidden

After student B’s tenancy and service setting have been finished

  • There will be two tags above the tenancy card (Only for student B’s start date is later than student A’s start date)
    • The two tags can be switched at will and each tag will show the student’s full name, start date and end date
  • The revised student B‘s information including tenancy, service, per-night fee and the total fee will be displayed
    • When the tenancy card and service card are reopened and revised again, the information displayed will be changed again

When student A’s tag is selected, the tenancy card and service card (if student A has) will be shown

  • The tenancy card and the service card here can not be clicked

Step 3: Installment

Student A’s tenancy length = student B’s tenancy length/Student B early check-out

  • The default payment plan will be student A’s payment plan, staff can help student B set other payment plans and/or rate type
  • If the rate type is changed, the amount in the payment plan and total rent will be changed accordingly
  • If student B has special offer or promotion code, the staff could help s/he use

Student B’s late check-in

  • For student B
    • The instalment plan will be displayed by default
    • We can help s/he change payment plan and/or rate type
    • If student B has special offer or promotion code, we could help s/he use

If student B’s start date is later than student A’s start date, student A also needs to pay for rest days

  • Depending on the rest days, student A could choose a different payment plan
  • Special offer: Student A’s original special offer will be removed by default

Step 4: Confirmation

Student A’s tenancy setting = student B’s tenancy setting

  • Set the modal into two parts, show student A and B’s booking details

Student B early check-out

Student B late check-in

  • Set student A in the left part of the modal
    • Add one label called “Engaged”
  • Set student B in the right part of the modal
    • The label above should be ”Replacement”
  • Clicking the “Confirm” button, the takeover process on SS will be finished by staff and wait for the response from the students
  • In the takeover after check-in process, the engaged booking is the shortened student A’s original booking.