Introduction

This article describes the booking journey on the Student Portal (SP) for bookings that require manual review.

Acceptance Criteria

Step 1: Select the room type and  length of stay as usual



Step 2: Select the available bed as usual


Step 3: Select the payment plan as usual

Step 4:  Enter personal details


At this step, students are required to:

  1. Provide basic information,and custom fields categorized as 'Booking-Related'.

  2. Upload all necessary documents that is student and booking related and must be done before booking confirmation

Important: Please be aware of the difference at this stage:

  • For Manual Review Bookings: The bed is NOT on hold, and there is NO countdown timer.

  • For Automatic Bookings: The bed is temporarily reserved with the pending bed status and a countdown timer is active.


Step 5： Select the guarantor type option

At this step, the student must first select a guarantor type option, only if multiple options are available for the chosen Installment Plan. 

  • If only one option is configured, it will be pre-selected for the student by default.

Please note: The names and descriptions of all guarantor type options are configured and managed by staff within the Gibbs admin system.

Then, based on the selected Guarantor Type Option, the student must complete the corresponding profile by:

  1. Providing basic information.

    • The required information varies depending on the selected Guarantor Type Option:

      • For 'One Guarantor':

        • The basic information fields remain unchanged.

        • The student completes one set of information for a single guarantor.

      • For 'Two Guarantors':

        • The basic information fields remain unchanged.

        • The student will see two identical forms.

        • The student must complete both forms separately for each guarantor

      • For 'Third Party Guarantor':
        • The basic information is replaced by a single field: 'Guarantor Reference Number'.

  2. Filling out all guarantor-related custom fields.

  3. Uploading all required guarantor-related documents that are required to be uploaded before booking confirmation


Please Note: This step of entering guarntor details is conditional and may not be required for all applicants.

  • If your chosen installment plan is linked with 'No Guarantor Required' guarantor type option, you will skip this section entirely.

  • After completing your Personal Information, you will be automatically advanced to Step 6: Application In Review.



Step 6： Application In Review



Application Editing Rules: Student & Staff Workflow

  1. After Submission, Before Staff Review:
    Once an application is submitted, the student can view their information on the 'Application In Review' page. During this stage:

    • No countdown timer is displayed.

    • The application details can be edited.

    • The Edit button remains visible and active, allowing students to make changes to their application.

  2. During Staff Review:
    Once a staff member begins reviewing the application (i.e., approval ticket's status changes to 'In Review'):

    • The Edit button is hidden from the student's view.

    • Alternatively, if the button is still visible, any attempt to submit edits will be unsuccessful.

    • The application is now locked to prevent further changes while under review.

Step 7： Sign a contract and Make Payment as usual


Upon staff approval, the student will receive a notification email (triggered by the 'Approve Booking Application' action). This email will inform them that their application has been successful and will provide instructions to sign the contract and complete the required payment within a specified countdown period.


If a staff member rejects the application, the student will receive a 'Reject Booking Application' notification email. Simultaneously, the booking status will be automatically updated to 'Expired'.