Gravity Forms
+ Room & Roommate Allocation

Room allocation usually lives in a spreadsheet: friendships that only go one way end up sharing a room, accessible rooms go to whoever applied first, a women-only corridor gets the wrong name, a declined bed is offered twice, and nobody can explain why a student got the room they got. The Gravity Forms Room & Roommate Allocation add-on moves the whole round onto your own website. You describe your buildings, rooms and beds with their type, price and rules, and applicants use your own Gravity Forms form with ranked room types, a roommate request by e-mail or share code, lifestyle questions and accessibility needs.

The auto-allocator places mutual pairs first, accessible rooms only for the people who need them, keeps every room rule, follows choices in rank order and matches everybody else by lifestyle, with a reason for every placement and for everybody it could not place. The same seed always gives the same plan. Your team adjusts it on a plan board by drag and drop, with warnings when a rule is bent.

Publish offers with a signed accept or decline link and a deadline; declined and lapsed beds go to the waiting list on their own, and a bed is never given to two people, even when several accept at once. Roommates see only each other's first name after both accept. Download a room list PDF and CSV and an occupancy summary per building. For halls of residence, boarding schools, summer camps and staff housing on Gravity Forms 2.9 and newer.

Buildings, rooms, beds, applications and offers live in the add-on's own tables. When the form is sent, the add-on saves the application with its ranked choices, roommate request, lifestyle answers and accessibility need, and gives the applicant a share code. The allocator works only on free beds and on applicants without an offer: it finds pairs who asked for each other, places them first, then places applicants who need an accessible room in accessible rooms only, then everybody else in an order set by the seed, by their choices and the best lifestyle match, always within the room rules, and stores a reason for every result. Staff moves are checked again on the server and shown with warnings. Publishing creates offers with a random reference and a link signed for that applicant, and puts everybody else on the waiting list. Accepting fills the bed with one conditional update in the database, so only one acceptance per bed can succeed; declines and lapsed offers go to the next fitting person on the waiting list. The room list PDF is drawn on your server with a bundled PDF library. Everything happens on your own server — the add-on makes no outside HTTP request beyond the licence and update checks.