Adding a New Bed

You add and edit beds by selecting the Add a New Record button on the Rooms & Beds screen.

The Shelter that you are adding rooms and beds to needs to be created in the Service Provider screen before you can add beds in this screen. Any rooms and/or beds added in this screen will be reflected in the Shelter map and as a count in the Service Provider screen.

Rooms & Beds screen displaying the details tab.

Helpful Hint
In the Rooms & Beds Adding screen, it is always important to:

  • ensure you are in the correct shelter when adding a bed; and
  • indicate the bed status as it may change the availability of the bed for book-in.

Defining Some of the Choices

Bed Type:
Indicates size or type of bed available, such as bunk bed, single/twin, or futon. Regardless of bed type, only one client can be checked into each bed. If you use bunk beds, you should create two bunk beds in the system for each actual bed, so you can check two people into the bed.

Room Number:
A room must have a bed to be entered into HIFIS, they cannot be entered separately. The beds are grouped in the Shelter Layout based on their Room Numbers. These can be letters and/or numbers. The Room Number in HIFIS should accurately match the Room Number in your shelter to make it easy for staff to identify where they are booking a client in.

Bed Number:
Used to identify a bed in a certain room. All beds in a room must have unique Bed Numbers. Bed Numbers in HIFIS should accurately match the Bed Number in your shelter to make it easy for staff to identify where they are booking a client in.

Date put in Service:
This is the date that a new bed is put into service. This function is used for reporting occupancy rates, so it is a very important field to complete accurately. It is important to note, however, that a user can book a client into the bed before this date if entering historical data.

Bed Status:
Bed Status is not a mandatory field but it is important to indicate the bed status because it may change the availability of a bed for book-in. It will also change the rate identified in your occupancy report. If you do not change the status of the bed when it is unavailable, it will look like your shelter is 80% full, when, in fact, it is 100% full.

Bed Status can be changed to reflect the current use or condition of a bed. Beds can be available or unavailable. A bed marked unavailable cannot be used to book in a client.

Beds can be unavailable for the following reasons:

  • Broken
  • Health issues
  • Sharing requirements for families
  • Gender issues

Another important Bed Status is Removed from Service. This is for beds that have been discarded or moved from the shelter.

In the Shelter Map, an unavailable bed is coloured red.

Overflow Bed Check Box:
An Overflow Bed is a bed that is not used daily. The overflow status may be used to indicate beds in storage or ones only used in emergency situations.

In the Shelter Map, a bed coloured grey is an Overflow Bed.

Mobile Bed Check Box:
A Mobile Bed is a bed that can be moved from one room to another in a shelter.

In the Shelter Map, Mobile Beds are indicated by horizontal stripes and can be dragged and dropped into a different room.

Step by Step: Adding Rooms/Beds

  1. From the Administration Menu, select the Rooms & Beds button.
  2. Select Add a New Record.
  3. The default service provider for each user is automatically selected. If this is incorrect, select a different service provider from the list.
  4. If the record is for a new room, enter a unique Room Number. If the record is for an existing room, enter the existing Room Number.
  5. Enter a unique Bed Number and select the Bed Type.
  6. Enter the Date Put in Service.
  7. If applicable, select Overflow Bed or Mobile Bed.
  8. Press Save.

Learn How
Show me a demonstration about how to Add a Room or Bed in HIFIS

Adding a Room or Bed


Add a New Record button
Save button
Report a problem or mistake on this page
Please select all that apply:

Thank you for your help!

You will not receive a reply. For enquiries, contact us.

Date modified: