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HOSTELS OF SCHOOLS, COLLEGES AND UNIVERSITIES
Know where every student is, and so do their parents.
SmartMy Hostel keeps your rooms, students, leave, gate times and night roll call in one system, so the warden, the hostel office and the parents all look at the same facts.
For hostels run by schools, colleges and universities: boys, girls, co-ed and staff hostels.
WITHOUT IT
What goes wrong in a hostel run on registers.
×Hundreds of students to be given rooms in the first week, from lists typed again and again.
×A parent calling at 10 pm to ask whether their daughter is back, and the warden checking a paper register.
×Out-passes signed on slips, with nobody sure whether the parent ever agreed.
×Night roll call on paper, read by the chief warden the next afternoon.
×Hostel fees tracked apart from tuition fees, so the office chases the same family twice.
×Late entries and warnings remembered by the warden, not written anywhere.
APPS · ANDROID AND IPHONE
Two apps: students and parents, and wardens.
SmartMy Hostel for students and parents. SmartMy Hostel Staff for wardens, the hostel office and management. Roll call works without signal.Room 214 · Block BAllotted
Home leave · Fri to SunApproved by parent
Night roll callPresent
HOW IT RUNS
One academic year, start to finish.
01
AllotmentWhole classes or batches are given rooms in one step, by gender, with a preview before anything is booked.02
Check-inDocuments checked, the checklist ticked, a parent recorded as guardian. The student gets a login.03
Every dayStudents ask for leave on the phone. The parent approves, then the warden. Out and back are marked.04
Every nightThe warden takes roll call on the phone. Parents are told about an absence or a late return.05
Year endRooms inspected, keys and assets checked at check-out, and stays renewed for the next academic year.WHAT IT DOES
See all features →Compare plans →What it does.
01
Rooms and beds
Every hostel, block, room and bed with its status on one map.✓Boys, girls, co-ed and staff hostels
✓Vacant, reserved, occupied, blocked
✓A bed is never given twice
02
Allotment by class
Give rooms to a whole class or batch in one step.✓By course, batch or class section
✓Classes kept together, rooms by gender
✓A bed booked at admission
03
Students and guardians
Parents are on the stay from the first day.✓Guardian required before check-in
✓Documents uploaded, verified by the office
✓Check-in checklist per hostel
04
Leave and out-passes
Students ask on the phone; the parent and the warden approve.✓Parent, warden, or parent then warden
✓Out and back marked by the warden
✓Alert when a student is not back
05
Gate times and late entries
Late entries are counted, not remembered.✓Weekday and weekend in-times
✓Parents warned after repeated lateness
✓Who is in and who is out
06
Night roll call
Parents hear about an absence the same night.✓Morning and night sessions per block
✓Students on leave already marked
✓Works without signal
07
Notices, safety and discipline
The daily record a warden keeps.✓Circulars and notices with polls
✓Emergency button that alerts the wardens
✓Incidents, warnings and room inspections
08
Hostel fees
Hostel charges sit with the student's other fees.✓Charges in the student fee ledger
✓Paid online with the other fees
✓Needs SmartMy Campus
09
The academic year
Close one year and open the next without retyping.✓Stays renewed for the next year
✓Room change requests from students
✓Check-out held while fees are unpaid
10
Reports for management
One hostel or every hostel of the institution.✓Occupancy today and its trend
✓Attendance and late entries
✓Incidents by hostel
SECURITY AND DATA
Student records open only to those responsible.
Each sees their partWardens see only their hostels. Students and parents see only their own stay and leave.
Whereabouts stay privateLeave and in and out times reach that student's parents and wardens. ID numbers are masked.
Changes carry a nameEvery change to a stay records who and when. An override needs a manager's written reason.
Kept, then removedA changed document is verified again. ID documents go a set number of days after check-out.
Good to know before a demo
What SmartMy Hostel does not do today, so you hear it here first.
Apps in the storesBuilt for Android and iPhone. The web portal does the same today.
IN PROGRESSFee ledgerHostel fees with the other fees need SmartMy Campus.
SEPARATEDoor locksCards and keys follow the stay and are recorded with it. No lock brand is connected yet.
NOT YETA published priceTell us your hostels and students for a quote.
ON REQUESTQuestions and answers
Who is it for?
Hostels run by schools, colleges and universities, for students and for staff. One hostel or many, in one institution or a group.
How does leave approval work?
You choose per kind of resident: the parent approves, the warden approves, the parent then the warden, or the student only informs. Parents approve on the portal or in the app.
Do parents get WhatsApp or SMS alerts?
Yes, from the Growth plan, through our WhatsApp and SMS numbers. Every plan sends email and a notice to the inbox in the app.
Does roll call work without internet?
Yes, in the staff app. It is saved on the phone and sent when the signal returns. Other screens need a connection.
Do hostel fees go with the other fees?
Yes, when you use SmartMy Campus. Hostel charges become part of the student's fee ledger and are paid with the other fees.
Can we bring in our current students?
Yes. Hostels, rooms, beds and the residents already checked in load from an Excel sheet.
What does it cost?
We do not have a published price yet. Tell us your hostels and student numbers and we will quote.
See it with your own blocks and classes.
Tell us how many hostels and students you have. We will show you an allotment, a leave request approved by a parent and a night roll call, set up the way your hostel works.