Resident Portal Feature Checklist

Overview

This checklist covers all features and functions in the Housing.Cloud Resident Portal. Use this during client onboarding to ensure you've covered every portal section and tool available to students.

Not all features are available to all institutions. Feature availability depends on your subscription tier and configuration. Check feature gates before training.

Dashboard (/home)

Dashboard Components

• Action Items List - Auto-generated task list

• Portal Updates - Admin announcements and messages

• Notifications Preview - Recent 5 notifications with "View all" link

• Attachments - File upload/download (3 most recent files shown)

• Resources - Links to important housing resources

• Events Preview - Upcoming events (if enabled)

Action Item Types (8 Total)

• Available Applications

• Browse Rooms (pre-selection preview)

• Select a Room

• Find a Roommate

• Sign Documents

• Complete Forms

• Complete Room Condition Reports (RCRs)

• Complete Pending Payments

Dashboard Features

• Badge count on Action List header

• Color-coded urgency borders (red/yellow/gray)

• "All Clear" empty state when no actions

• Auto-refresh every 4 minutes

• Desktop: 3-column layout

• Mobile: Accordion sections

Applications & Forms (/applications)

Application Management

• View available applications

• Start new application

• Continue in-progress application

• View application status (In Progress, Under Review, Approved)

• "Make Changes" button (edit before approval)

• Application invitations

• Application cards with status display

Roommate Tools

• Browse potential roommates

• View roommate profiles (bio, preferences, compatibility)

• Send roommate requests

• Accept/decline roommate invitations

• Privacy settings (bio visibility control)

• AI compatibility indicators

• View current assigned roommates

Room Selection

• Browse available rooms

• Filter by building/floor/room type

• View room details (bed count, amenities, occupancy)

• Select and lock room assignment

• Floorplan view (if enabled)

• Suite selection (if applicable)

Meal Plans (/mealplans)

• Browse meal plan options

• Select meal plan during application

• View active meal plan details

• Check flex points balance

• View meal plan history

• Purchase additional flex points (if enabled)

Payments

• View outstanding payments

• Process payments (Stripe, Nelnet, TouchNet, Transact)

• Application fees

• Security deposits

• Payment confirmation page

• Payment error handling

Forms & Documents

• View required forms

• Complete custom forms

• Submit form responses

• Track form completion status

• Animal/ESA applications

• Additional questions forms

Residency (/residency)

Residency Overview

• Residency selector dropdown (switch between periods)

• Current room details (building, room number, bed)

• Roommate information

• Move-in and move-out dates

• Housing cycle information

• Furniture inventory list

• Residency status badges (Active, Cancelled, Transferred, Early Terminated)

Move-In (/residency/move-in)

• View scheduled move-in date

• Select move-in time slot

• Schedule appointment

• View move-in schedule

• View moving group assignment

• QR code generation (auto-generates near check-in time)

• Reschedule appointment

Move-Out (/residency/move-out)

• View scheduled move-out date

• Select move-out time slot

• Schedule appointment

• View move-out instructions

• Reschedule appointment

Room Condition Reports (/residency/rcr)

• Submit move-in RCR

• Submit move-out RCR

• Upload photos (damage documentation)

• Mobile camera integration

• View submitted RCRs

• RCR status tracking

Documents & Signatures (/residency/signatures)

• View required documents

• E-sign housing contracts

• View signed documents (/signatures)

• Complete outstanding forms

• Document status tracking (pending vs completed)

Room Swap (/residency/room-swap) - Feature-Gated

• Request room swap

• Browse available rooms for swap

• Match with swap partner

• Track swap request status

• Cancel swap request

Health and Safety (/residency/health-and-safety) - Feature-Gated

• Submit health & safety forms

• View health requirements

• Track submission status

Staff Dashboard (/staff) - Student Staff Only

Resident Management

• View assigned resident roster

• Search residents (by name, ID, room number)

• Filter by assignment (building/floor)

• Access resident profiles (/staff/[id])

• View contact information

• View emergency contacts

Check-In Management (/staff/check-in)

• Find resident for check-in

• Scan QR codes

• Move-in details confirmation

• Key issuance

• Final check-in confirmation

Check-Out Management (/staff/check-out)

• Find resident for check-out

• Move-out details review

• Key collection

• Final check-out confirmation

Room Condition Reports (/staff/rcr)

• View assigned RCRs

• Review condition reports

• Complete staff RCRs

• Upload photos

Requests & Tasks (/staff/requests)

• View assigned requests

• Filter requests by status/type

• View request details

• Submit requests on behalf of other students

Visitor Management (/staff/visitors)

• View visitor roster for assigned area

• Search visitors by name

• Check guest status

Daily Notes & Logs (/staff/logs)

• Create daily notes

• View daily logs for area

• Log resident interactions

Communications (/staff/communications)

• View sent messages

• Send new mass communication

• Communication history

Interactions (/staff/interactions)

• View interactions log

• Record resident interactions

Visitors & Guests (/visitors) - Feature-Gated

Guest Invitation Tools

• Create new guest invitation

• Enter guest details (name, contact)

• Select visit dates (check-in/check-out)

• Send invitation

• View upcoming visitors

• View past visitors

• View checked-in visitors

• Filter by date range

• Toggle "Only show upcoming"

• Cancel guest invitation

• Search visitors by name

• QR code display for guest check-in (/guest-invitation/[id])

• Visitor detail page

Events (/events) - Feature-Gated

Event Tools

• Browse events calendar

• View event details

• RSVP to events

• View registered events

• Cancel RSVP

• Filter events by date

• Add to personal calendar (export)

Events feature does NOT include check-in or attendance tracking. Only RSVP management is available.

Jobs (/jobs) - Feature-Gated

Job Portal Tools

• Browse available positions

• View job descriptions

• Apply for jobs

• View job applications

• Track application status

• View interview schedule

• Manage submitted applications

Packages (/packages) - Feature-Gated

Package Management Tools

• View package history

• View package images

• Track package status (Holding, Collected, Cancelled)

• Filter by status

• Search packages (by name or tracking number)

• View carrier information (USPS, UPS, FedEx)

• View package timeline

• Check tracking numbers

• Pickups page (/packages/pickups)

Notifications (/notifications)

Notification System

• Notification bell icon (top nav)

• Unread count badge

• View all notifications (chronological list)

• Click to view notification details

• Desktop: Details panel on right

• Mobile: Details in modal

• Mark as read

• Priority badges (URGENT/HIGH/MEDIUM/LOW)

• Action buttons ("View" or "Download")

• Empty state ("All Clear")

Notification Types (Complete List)

Application & Housing:

• Application Status Updated

• New Form to Fill Out

• New Selection Slot Assigned

• Room Assignment

Tasks & Communications:

• New Task Assigned

• New Task Comment

• New Internal Task Comment

• New Task Created For You

• Following Task

• Task Updated

• You Were Mentioned in a Note

• New Chat Assigned

Documents & Operations:

• New Document to Sign

• Bulk Tag Changes Applied

• Bulk Check-In/Check-Out Applied

• New Update Posted

• Failed Email Notification

• Payment Failed

• Bulk Operation Processed

• Exported Table Ready

Guests & Packages (Limited Release):

• A Guest is Here to See You

• Guest Arrived

• Guest Waiting

• New Package Arrived

• Package Pickup Reminder

Room Swap:

• Room Swap Invitation Accepted/Rejected

• Room Swap Approved/Rejected

Notification Preferences (/unsubscribe)

• Enable/disable email notifications

• Enable/disable SMS notifications

• Save preferences

Notification Delivery (By Priority)

Priority	In-App	Email	SMS
URGENT	Immediate	Immediate	Immediate
HIGH	Immediate	30 min delay	15 min delay
MEDIUM	15 min batch	1 day delay	Not sent
LOW	30 min batch	Not sent	Not sent

Requests & Support (/contact)

Request Tools

• Create new support ticket

• Select request category

• Fill in request details (title, description)

• Upload photos/attachments

• Submit request

• View submitted tickets (all history)

• View ticket details

• Edit existing ticket

• Track ticket status

• Add comments to tickets

• Keyboard shortcut (press 'r')

Profile (/profile/edit)

Profile Management Tools

• Edit contact information (phone, email)

• Update personal details (name, pronouns)

• View student ID

• Profile confirmation during application

• Request email change (generates admin task)

• Update address

Attachments (/attachments)

File Management Tools

• Upload files (click or drag-and-drop)

• Multiple file upload

• View filename, upload date, download link

• Download files

• Dashboard preview (3 most recent)

• "View All Attachments" link

• Full attachments page

Supported File Types

• Images: JPG, JPEG, PNG, GIF, BMP, TIFF, ICO

• Audio: MP3, WAV, OGG

• Video: MP4, MOV, AVI, WMV, FLV, MPEG, MPG

• Documents: PDF, DOCX, DOC, XLS, XLSX, all others

Portal Updates (Admin-Created)

Admin: Creating Updates (/admin/communications/updates)

• Create new update

• Set title

• Set start date (today or later)

• Set end date (or "never expires")

• Rich text body content

• Pin update (top placement)

• Add applicability tags (target specific students)

• Edit existing updates

• Delete updates

• Search updates

Student: Viewing Updates

• View on dashboard (center column desktop, accordion mobile)

• See update title

• See date range

• Read full body content

• Click links in updates

• View link previews

• See pinned badge

Update Content Capabilities

• Text with formatting (bold, italic, headings)

• Links (external and internal)

• Images

• Link previews (auto-generated)

• Embedded HTML

Navigation & Global Features

Navigation Elements

• Sidebar navigation menu

• Top navigation bar

• Mobile collapsible menu

• Keyboard shortcuts ([ for menu toggle, r for new request)

• Breadcrumb navigation (on detail pages)

Mobile Features

• Responsive accordion layout

• Mobile-optimized navigation

• Camera integration (photo uploads)

• Touch-optimized interface

• Mobile photo upload optimization

• QR code display

Feature Gates to Review

Optional Features (May Not Be Enabled)

• Feature.EVENTS - Event calendar and RSVP

• Feature.GUEST_MANAGEMENT - Visitor invitations

• Feature.HR - Job portal

• Feature.NON_RESIDENT_CYCLES - Off-campus applications

• Feature.RESIDENCY_ROOM_SWAP - Room change requests

• Feature.RESIDENCY_HEALTH_AND_SAFETY - Health forms

• Feature.PACKAGES - Package tracking

• Feature.STUDENT_MEAL_PLANS - Meal plan management

• Feature.FLEX_POINTS - Flex points/dining currency

• Feature.SECURITY_DEPOSIT - Security deposit payments

• Feature.FLOORPLAN_SELECTION - Floorplan view for room selection

• Feature.NOTIFICATIONS_REDESIGN - New notification UI

• Feature.MASS_STAFFER_EMAILS - Staff mass communications

Dashboard Visibility Settings

• Attachments section (can be hidden)

• Resources section (customizable)

• Terminated residency display (configurable)

Integration Points

External Systems

• SIS Integration (Banner, Colleague, etc.)

• SSO Authentication

• Payment Gateways (Stripe, Nelnet, TouchNet, Transact)

• Email delivery system

• SMS delivery system

• Custom field mapping

• Knock notification service

Onboarding Training Checklist

Portal Sections to Cover

• Dashboard overview and components

• Action List (all 8 types)

• Portal Updates creation and targeting

• Notifications system and preferences

• Attachments upload and management

• Applications & Forms section

• Roommate selection tools

• Room selection process

• Meal plans management

• Payment processing

• Residency section overview

• Move-in scheduling and QR codes

• Move-out scheduling

• Room condition reports

• Document signing

• Room swap process (if enabled)

• Health & Safety forms (if enabled)

• Visitor/Guest management (if enabled)

• Events calendar (if enabled)

• Jobs portal (if enabled)

• Package tracking (if enabled)

• Support requests submission

• Profile management

• Staff Dashboard (for student staff)

• Staff check-in/check-out

• Staff RCR review

• Staff requests management

• Staff communications

Configuration Items to Review

• Feature gates enabled/disabled

• Dashboard field visibility

• Payment gateway configuration

• SSO setup

• Notification preferences defaults

• Student staff permissions

Demo Account Setup

• Create test student account

• Create test student staff account

• Configure sample application

• Assign sample residency

• Test impersonation feature

Compliance & Security

Key Points

• FERPA compliance

• SOC-2 security certification

• WCAG 2.1 AA accessibility

• PCI-compliant payment processing

• Secure document e-signatures

• Privacy controls in roommate finder