Bed Board: Common Issues and Solutions

Last updated: June 9, 2026

Use this guide when the Bed Board in exacare ai does not look the way you expect, a resident is missing, a bed looks incorrectly occupied, or a move-in, move-out, hospitalization, LOA, or readmission workflow is unclear.

When to use this guide

This article is for facility and admissions users who help keep Bed Board occupancy accurate in exacare ai.

Use it when you need to:

Find why a resident is not showing on the Bed Board
Assign, change, or swap a bed
Understand why a bed is still occupied
Handle a resident who is hospitalized or on leave
Readmit or return a resident to the facility
Know when to contact exacare ai support

Before you begin

Bed Board accuracy depends on users keeping resident statuses and bed assignments up to date in exacare ai.

Before troubleshooting, confirm:

You are viewing the correct facility.
The resident’s admission status is correct.
The resident is assigned to the correct bed, if they have moved in.
Any recent discharge, hospitalization, LOA, or bed change has been entered in exacare ai.
Your facility is using Bed Board for this workflow.

Common issues and solutions

Issue	Why it may happen	What to do
A resident is not showing on the Bed Board	The resident may still be `Booked`, not `Moved-In`. Booked residents are planned or accepted, but they do not appear on the Bed Board yet.	Open the resident, update the admission status to `Moved-In`, and assign a bed.
A resident is showing in the Residents tab but not in a bed	The resident may be moved in without a bed assignment, or the bed assignment was removed during a correction.	Open the resident and assign them to an available bed. If no correct bed is available, check whether the bed is occupied by another resident first.
A bed looks occupied, but the resident is no longer at the facility	The resident may not have been moved out in exacare ai.	Open the resident and update the status to `Moved-Out` if they have discharged and are not expected to return.
A hospitalized or LOA resident is still holding a bed	This may be expected. If a facility is holding the bed for a resident who is temporarily away, the bed can remain unavailable.	Keep the resident in the correct temporary status while the bed is being held. If the resident will not return, update the resident to `Moved-Out`.
You cannot assign a resident to a bed	The bed may already be occupied or held for another resident.	Choose an available bed, move out the current resident if they are no longer occupying it, or use the swap workflow if two current residents are switching beds.
Two residents need to switch beds	A direct move may not be the right action if both residents are already occupying beds.	From the Bed Board action menu, choose the swap bed option, select the other resident, and confirm the swap.
A moved-in referral cannot be deleted or canceled	Moved-in residents cannot usually be deleted or canceled directly because they are part of Bed Board occupancy.	If the move-in was a mistake, first revert the move-in when that option is available. Then delete or cancel the referral if appropriate.
The revert option is disabled	The previous bed may no longer be available, or the resident may not have a previous bed stored.	Do not force the old status. Use the correct current workflow, such as moving in a new referral or contacting exacare ai support for help.
A resident is returning from the hospital	Hospital returns may need to be tracked as a readmission instead of simply reverting the old status.	Use `Readmit to Facility` when available. This helps keep the previous stay and the new stay correctly tracked.
A resident is returning from LOA	An LOA return is usually a return to the same stay, not a new admission.	Use `Return to Facility` when available, then confirm the bed assignment.
The Bed Board structure is outdated or does not match the facility’s current rooms or beds	The facility layout may have changed, or the Bed Board may need a refresh from source occupancy data.	Contact exacare ai support. Include the facility name and a short description of what is incorrect.

Step-by-step: check a missing or incorrect resident

Open the correct facility in exacare ai.
Go to the Residents tab.
Search for the resident by name.
Check the resident’s admission status.
If the resident has arrived, update the status to Moved-In.
Assign the resident to the correct available bed.
Go back to the Bed Board and confirm the resident appears in the correct location.

Step-by-step: fix a bed that looks incorrectly occupied

Open the bed on the Bed Board.
Confirm which resident is currently assigned to the bed.
Open that resident’s record.
If the resident has discharged, update the status to Moved-Out.
If the resident is temporarily away, confirm whether they should be Hospitalized or LOA.
If two residents switched rooms, use the swap bed workflow instead of moving each resident separately.
Return to the Bed Board and confirm the bed now shows the right status.

Expected result

After the issue is corrected:

Current residents appear on the Bed Board in the correct beds.
Booked residents remain outside the Bed Board until they are moved in.
Discharged residents no longer occupy beds.
Hospitalized or LOA residents only hold beds when that matches the facility’s workflow.
Readmissions and LOA returns are tracked with the correct action when available.

When to contact support

Contact exacare ai support if:

The Bed Board is still incorrect after updating the resident status.
A bed or resident appears stuck.
The facility layout, rooms, or beds are outdated.
A revert option is disabled and you are not sure which workflow to use.
You need help refreshing the Bed Board to match current source occupancy data.

When you contact support, include:

Facility name
Resident name, if applicable
Bed or room number
What you expected to happen
What you see instead