Moving Out a Returning Student

At student properties, it's common to have residents with gaps between their current lease and their renewal. In these situations, the move-out process differs slightly. After the gap in their lease passes, you'll move them back in.

Placing a Resident on Notice

When you give notice to renewing residents with gaps in their leases, you'll have to indicate that they are returning.

1. In Entrata, go to Residents >> All Residents.
    
2. Select the renewing resident's name to open the Resident Profile.
    
3. Click the More Actions drop-down on the right side of the screen and select Place On Notice.
    
4. In the Place On Notice screen, select the Move-out Type from the drop-down menu at the top of the screen, and then fill out all remaining fields.
    
5. If you'd like to enter refund information now, toggle Enter Refund Details Now? to Yes, and select the desired Refund Dispersion option from the drop-down menu.
   • Depending on which type of Refund Dispersion you select, you may have to complete additional steps.
      
6. If you entered refund details, fill out the fields in the Forwarding Address section. Otherwise, proceed to step 7.
    
7. In the Future Lease section, verify that the Hold Resident Responsible drop-down menu has Yes selected.
   • The Future Lease section only appears when there is a gap renewal. Selecting Yes creates a new Resident Profile for this resident in Future status, creating a completely separate resident ledger. Once you complete the move-out process, the original Resident Profile changes to Past status. Both profiles remain linked and you can access the different profiles in the Quick View section.
     
      
8. Fill out any remaining fields and click Submit to place the renewing resident on notice.
   • Once ready to process move-outs, proceed to the section in this article called Performing a Move-Out.

Performing a Move-Out

Before you begin:

• Place the residents on notice. To learn how to place returning students on notice, see the section in this article called Placing a Resident on Notice.
   

1. In Entrata, go to Residents >> All Residents.
    
2. Select the renewing resident's name to open the Resident Profile.
    
3. Click Perform Move-out which appear on the right side of the screen.
   
    
4. In the Perform Move-out screen, review the following information, making changes as needed:
   • Move-out Type
   • Move-out Reason
   • Notice Date
   • Move-out Date
   • Unit Availability Date
      
5. Review and fill out all remaining fields.
   • At this point in the move-out process, it's important to make sure that you have the refund details and forwarding address for the resident.
      
6. If needed, create work orders and post additional charges or credits.
   • Clicking   Add a Work Order,   Add a Charge, or   Add a Credit adds additional fields to the corresponding section, which allow you to complete the desired action.
7. When finished, click Perform Move-out. The resident's status changes to Past.
    

Performing a Financial Move-Out

Before you begin:
Move the residents out of their units. To learn how to move out returning students, see the section in this article called Performing a Move-Out.

1. In Entrata, go to Residents >> All Residents.
    
2. Select the renewing resident's name.
    
3. In the Resident Profile, click Perform Financial Move-out.
   
4. In the Perform Financial Move-out screen, verify the move-out information, updating the Move-Out Reason if needed.
    
5. Verify the Forwarding Address is correct, entering information if needed.
    
6. Review the charges and credits in the Current Ledger Charges/Credits section.
    
7. If new charges or credits are needed, click   Add a Charge or   Add a Credit and fill out the fields that appear.
   • Note that the outstanding balance for the resident displays at the bottom of the Perform Financial Move-out window.
      
8. When finished, click Submit. The financial move-out statement downloads to your computer.
   • On the renewal start date, you'll move the returning resident in again as you normally would for a renewal. You'll need to make sure that you move in the profile with Future status and not Past status.

Updated: 03/31/2022