Cabinets and drawers

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Cabinets page

Storage → Cabinets (/admin/cabinets) manages where student files live.

• Create cabinets with multiple drawers
• Drawer capacity presets: 100, 200, or 400 files
• Filter by school, capacity status, usage, and name
• Smart Fill creates standard cabinet structures quickly (default 400 per drawer)
• Sync Counts recalculates drawer counts and refreshes automatic sections
• Renaming a drawer keeps its stable ID so students are not orphaned

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Automatic sections

Each drawer is split into 8 sections (about 1/8 of capacity) for physical filing: Sections are assigned automatically when a student is stored (intake, create, bulk upload, or move). They are not shown on the Intake form. Data Leads see them:

• On cabinet cards (section occupancy grid under each drawer)
• On the Dashboard location column: Cab / Draw / Sec
• In the drawer Roster (click a drawer name or section chip)

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Printable storage labels

On an active cabinet, use the tag icon to print cabinet / drawer / section labels for physical furniture (same idea as archive-box QR labels). Attach them to the cabinet face, drawer fronts, and section dividers.

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Drawer roster (audit)

Open Roster on a cabinet or click a drawer / section chip to:

• View students (A–Z)
• Print or download CSV for a physical audit
• Reassign a student to another cabinet/drawer
• Use By section (drag) to move a file between Section 01–08 inside the same drawer (logged in Move History)

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Locked drawers (“do not fill”)

In Add/Edit Cabinet, mark a drawer Do not fill (locked). Locked drawers:

• Are skipped by Smart Fill / next open slot
• Cannot be chosen as a move target
• Keep existing files in place

Use this when a drawer is damaged, reserved, or temporarily out of service.

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Capacity planning

Each active cabinet card shows recent fill rate and ~weeks left at that rate. If the cabinet would fill before the next typical peak (Sep 15 or Jan 15), a warning appears at the top of the page and on the card.

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Floor / room map

Floor Map lets you drag cabinets onto a grid (row/column) that matches the room layout. Positions save immediately. Click a placed cabinet to jump to its card. Double-click a cell to clear its position. Optional row/column fields are also on the Edit Cabinet form.

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Scan to locate

Use Scan Barcode on the Cabinets page (or enter a Label ID). The matching cabinet / drawer / section is highlighted so staff can find the physical file quickly.

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Move history

Move History lists who moved which students, from → to, and when (also mirrored in Audit Logs). Export CSV for records. Moves are blocked into archived cabinets. Bulk moves always set drawerSection. When the database supports it, bulk moves run in a transaction.

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Fix from Health / Unassigned

Cabinet Health and Unassigned support one-click assign to next open slot or pick a cabinet/drawer — not diagnose-only.

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Cabinet Health

Storage → Cabinet Health shows full, near-full, empty, and over-capacity drawers. Archived students with a valid archive box are excluded from “missing cabinet” warnings.

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Unassigned queue

Daily → Unassigned lists students missing a valid cabinet or drawer assignment.

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Bulk move

Storage → Bulk Move moves selected students with capacity validation before saving. Moved students receive a new section in the target drawer. Locked drawers and archived cabinets are not valid targets.

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Archived files

Archived students live in archive boxes, not active drawers. When they return through Intake, staff see the box location and QR instead of a new drawer assignment — see Intake → Returning archived students. For packing preview, partial archive, and box labels, see Archive and school year.