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Asset care, and assets issued and returned

Give a laptop to a warden, a mattress to a room or an iron to a resident. A member of staff confirms what they receive, in the app or from the message, and the asset moves to them only then. Record its condition when it comes back. Keep the warranty, AMC and insurance of each AC, geyser and washing machine; the person looking after it is told 30 days before each ends.

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Compare plans How it works

The problem it solves

The desk laptop and the walkie-talkies go out to wardens on a word, and nobody has a signature when one goes missing.
An extra mattress comes back torn, and nobody wrote down how it went out.
The AMC on the washing machines or the insurance on the building lapses, and you find out at the first breakdown or claim.
You keep repairing an old geyser without seeing that it costs more to run than it is worth.

How it works

Open Invoicing > Fixed Assets > Issues > New, or tap Give out in the SmartMy Hostel Staff app. Pick the asset and Given To.
A Person is a staff user, such as a warden. A Customer is any contact, such as a resident. A Place is typed, such as Block C Room 112.
Set the condition it goes in (New, Good, Fair or Damaged), the accessories, such as a remote, and the expected return date. Fill in who received it; they can sign on the screen.
Press Give. To a customer or a place, the asset moves at once, and the move is kept on the asset's Changes tab.
To a person, the issue is Waiting for Acknowledgment. They tap I have it under With me in the app, or answer from the message. Only then does the asset move to them.
If it never reached them, they tap Not received and say what happened. The asset stays where it was, and you call the issue off with Cancel.
When it comes back, press Take Back with the condition back, or Not Returned, and any damage charge. For a customer or a place, the issue is Returned at once.
For a person who confirmed, they check the condition and charge. They tap I handed it back, or Dispute with a note, and an Asset Manager settles it.
For care, open the asset's Care tab: the warranty supplier and end date, and who looks after it. Add Maintenance Contracts and Insurance policies, each covering one or many assets, and press Start.
Thirty days before a warranty, contract or policy ends, the person looking after it is told. Renew makes a draft copy for the next period with the same assets.

Everything it does

Issues

Numbered AIS/year/. States: Draft, Waiting for Acknowledgment, Given, Return Waiting, Returned, Cancelled
Given to a person (a staff user with a SmartMy login), a customer (any contact, a resident included) or a place
Given On, Expected Back, Returned On; Given By is the user who made it
Condition given: New, Good, Fair, Damaged; condition back adds Not Returned, and is needed to take it back
Acknowledgment tab: Received By, the signature, Signed On, Acknowledged On and Acknowledged By
One open issue at a time per asset: an asset already given out must be taken back first
Filters: Given Out, Waiting for Acknowledgment, Return Waiting, Disputed, Given to Me and Late Back. The asset shows Now With

Acknowledgment, hand back and take back

A person answers I Have It or Not Received. Not Received needs a note and marks the issue Disputed
After Not Received the asset stays put. The Incharge presses Cancel, or the person presses I Have It later
Signature Counts as Acknowledgment is off to start with. With it on, a signature taken at Give counts, and the asset moves at once
The person can press Hand Back on an asset they have. The Incharge then takes it back, and the issue is Returned
A take back started by the Incharge waits for the person: I Handed It Back, or Dispute with a note
Settle, for an Asset Manager only, closes a disputed take back, or one whose person can no longer sign in. The manager can change the condition and charge first
A person whose login is archived cannot confirm. An Asset Manager settles their take back instead

Damage charge

A charge typed at return is noted on the issue for whoever settles it
It is not added to the resident's dues, deposit or final settlement: the accountant raises it separately

Details by kind

Make and model for computers, machines, office equipment, tools and vehicles
Computers: processor, memory, storage, operating system, MAC and IP address
Machines and tools: capacity, power in kW, commissioned on, hour meter (typed), useful for a generator or a water pump

Warranty, contracts and insurance

Warranty: by whom, until, terms, and Looked After By on the asset
Maintenance contracts: vendor, Comprehensive (parts and labour), Labour Only or Visits Only, period, cost, visits a year, the vendor bill, assets covered
Insurance: insurer, broker, policy number, Fire and Property, Motor, Machinery Breakdown, Electronic Equipment, All Risks or Other, sum insured, premium, excess, assets covered
Under-insured is flagged when the book value of the assets covered is above the sum insured
States Draft, Active, Expired, Cancelled; a daily job marks ended ones Expired
Start, Renew (a draft copy for the next period), Cancel, Back to Draft

Running cost

Running Costs on the asset: Repair, Service, Parts, Fuel / Power, Downtime Loss, Other, with the bill line if you like
Last 12 Months: running cost (with its share of contract cost and premium), depreciation and the cost of owning it
Advice: when a year's running cost is above half the book value, the asset says to think of replacing it

Who uses it

The accountant or hostel admin (Asset Manager)Keeps contracts and policies, renews them, and settles a disputed take back or a leaver's.

Hostel manager or office staff (Asset Incharge)Gives assets out and takes them back, on the web or in the SmartMy Hostel Staff app. Give and Take Back need this role.

Warden or other staff member (Asset User)Confirms with I have it or Not received, hands assets back, and confirms or disputes a take back.

Resident receiving an assetChecks the asset and signs for it on the screen. Nothing to answer afterwards.

Person looking after the assetIs told before the warranty, contract or policy ends, and renews it.

Where you use it

Web: Invoicing > Fixed Assets > Issues, Maintenance Contracts, Insurance, and the asset's Care and Running Costs tabs
The SmartMy Hostel Staff app: With me for every staff member with an asset given to them. Given out, Give out and Find an asset for the Asset Incharge. The app is built and in testing, not in the app stores yet
Not in the app: changing a disputed charge, care, contracts and insurance
Not in the SmartMy Hostel app for residents: a resident is given assets as A Customer and answers nothing
Not linked to check-out: an asset issued to a resident is not on the check-out checklist; check the Given Out list
Not built: service visits planned by date; only the contract's visits a year are recorded

What you control

Settings

Per asset: warranty end and Looked After By
Per contract or policy: period, cost or premium, assets covered, Looked After By (whoever made it, to start with)
Reminder: 30 days before the end, once per warranty, contract or policy (fixed)
Replace advice: running cost above half the book value (fixed)
Signature Counts as Acknowledgment: per Entity, under Settings > Invoicing, Fixed Assets: Handovers. Off to start with
Roles: every staff login has Asset User by itself. Nobody has Asset Incharge to start with

Notifications

Asset Warranty Ending: to the person looking after the asset (or its custodian), 30 days before, in the app and by email
Maintenance Contract Ending: to the person looking after the contract, 30 days before, in the app and by email
Insurance Ending: to the person looking after the policy, 30 days before, in the app and by email
All three are transactional: each person can switch off the email for themselves, never the message; in-app notices always arrive
Asset Given: Please Acknowledge: to the person given the asset, by email and in the app
Asset Not Received: to the Incharge who gave it and every Asset Manager of the Entity, by email and in the app
Asset Hand Back Asked: to the Incharge who gave it, by email and in the app
Asset Taken Back: Please Confirm: to the person, by email and in the app
Asset Handover Disputed: to every Asset Manager of the Entity, by email and in the app
Not built: a reminder for a hand-over nobody answered, or for an asset late back. Use the Waiting for Acknowledgment and Late Back filters

Questions

Can we give a study lamp or an extra mattress to a resident and get it back at check-out?

Yes. Issue it to the resident as A Customer, with their signature. Check-out does not remind you, so filter Given Out by that resident before they leave and press Take Back.

Does a warden have to confirm a laptop given to them?

Yes. It moves to them only when they tap I have it in the SmartMy Hostel Staff app, or answer from the message. To count a signature instead, turn on Signature Counts as Acknowledgment.

Can the damage charge go on the resident's bill?

Not by itself. The charge is noted on the issue for whoever settles it. Raise an invoice yourself, or add a deduction in the final settlement.

Does a resident confirm in the app?

No. A resident is given assets as A Customer, so nothing waits for them. Staff can take the signature in Give out in the SmartMy Hostel Staff app. The resident app does not show assets.

Can we plan the quarterly service of the washing machines?

Not by date. Record the AMC with its visits a year and log each service under Running Costs. The person looking after it is told 30 days before the contract ends.

Which plan has it?

Scale, with the fixed asset register.

Related features

ASSETSFixed assets: register and depreciationEvery bed, mattress, AC, geyser and washing machine your hostels own sits in one register with its cost, depreciation and book value. Depreciation posts to your books each month, and selling or scrapping an asset goes through your approval chain first.ASSETSPhysical verification of assetsCount the beds, ACs, geysers and furniture of each block and room by scanning their QR tags. See at once which were found, which are missing, which turned up in another room and which are not in the register. The count is kept with who saw each asset and when.CHECK-OUT AND SETTLEMENTRoom kits and their condition at check-in and check-outEach room type has a kit (cot, mattress, cupboard, fan), and each room holds its kit in stock. The room's condition is recorded when a resident checks in and when they leave. Damaged and missing items become charges on the stay.CHECK-OUT AND SETTLEMENTCheck-out checklist: inspection, assets and keysA resident leaves through a checklist: room inspected, assets returned, keys and cards given back. Check-out waits for every mandatory item, and only a hostel manager can go on without one, with the reason kept on the stay.CHECK-OUT AND SETTLEMENTFinal settlement of the depositWhen a resident leaves, one screen sets the deposit held against the last rent, unpaid bills and any deductions such as damage. A hostel manager approves it, and settling it leaves the exact refund, or what is still due, on record.ACROSS SMARTMY HOSTELNotificationsSmartMy Hostel tells the right person the moment something happens. That can be a bed booked, a leave to approve, a resident not back, an absence at roll call, an invoice, a notice, an emergency. Each event has its own recipients: the resident, the guardians, the wardens or the payer. Messages go in the app and by email. WhatsApp and SMS come from your message credits, and app push once the apps are in the stores.

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.

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