A bed booked from the admission form
Tick Hostel Needed on a SmartMy Campus admission and choose the hostel. When the admission makes the student, a free bed for the student's gender is booked for the academic year, shared rooms first. If none is free, the hostel desk gets a to-do.
PLANSEvery planWith SmartMy Campus
Why it matters
In a school or college, the hostel usually hears about a new boarder from a list sent by the admission office weeks later. Beds are promised at the admission counter that the hostel has already given away, and parents arrive to find no bed. In SmartMy Hostel the admission says whether a bed is needed, in which hostel and room type. The moment the student is made from the admission, a bed is booked for the academic year, and the admission shows the stay. When no bed is free, the hostel desk gets a to-do with the student's name instead of a surprise on arrival day.
The problem it solves
- The admission office promises a hostel seat, and the hostel learns of it on the day the parents arrive.
- Beds are given twice because the admission list and the hostel register never meet.
- A boy is put down for a girls' block because nobody checked the gender.
- Nobody follows up the students who asked for the hostel but got no bed.
How it works
- On the admission in SmartMy Campus, tick Hostel Needed.
- Choose the Hostel of the same institution and, if you want, the Room Type. Empty means any room type of the hostel.
- When the admission makes the student, the system looks for a free bed in that hostel for the student's gender, for the academic year.
- Rooms that already have residents are filled first, then by room name and bed label. The admission shows the Hostel Stay and notes which bed was booked.
- If no hostel was chosen or no bed is free, the hostel's front desk gets a to-do, Hostel bed needed, naming the student.
- Later, click Allocate Hostel Bed on the admission to try again. It tells you if no bed is free or the hostel is missing.
- From here the booking goes on like any other: documents, checklist and check-in at the hostel.
Everything it does
On the admission
- Hostel Needed: off to start with
- Hostel: only hostels of the admission's institution
- Room Type: empty means any room type
- Hostel Stay: filled once a bed is booked
- The three fields lock when the admission is closed
- Allocate Hostel Bed: shown once the student exists, a bed is needed and none is booked yet
How the bed is chosen
- From the start of the institution's current academic year, or today if the year has begun, to the end of that year
- Only beds free for those dates and for the student's gender
- Shared rooms first, so new rooms are opened only when needed
- A student who already has a hostel stay keeps it; the admission is linked to it
- The stay's resident is the student's login and the guardians are the parents, as for any student stay
When no bed is found
- A to-do for the hostel's first front desk person, else its first manager, else the person who made the student
- The to-do names the student and says why: no bed free, or no hostel chosen
- Making the student is never stopped by the hostel
Who uses it
Admission officeTicks Hostel Needed and chooses the hostel and room type on the admission.
Front DeskGets the to-do when no bed is free, finds one and books it.
Hostel ManagerWatches the booked beds fill before the year starts.
ParentGets the booking message for the child's bed.
Where you use it
- Web: the admission form in SmartMy Campus (Hostel Needed, Hostel, Room Type, Hostel Stay, Allocate Hostel Bed); the booking in Hostel > Residents > Stays
- Not on the online application form: parents cannot ask for the hostel there; the admission office ticks Hostel Needed in the back office
- Not a choice of bed or room by the parent: the system picks the first fitting bed, and the desk can change it before check-in
What you control
Settings
- Hostel Needed, Hostel and Room Type: per admission; Hostel Needed off to start with
Notifications
- Hostel Booking Confirmed: to the student and the parents when the bed is booked; in the app and by email. WhatsApp and SMS come from your message credits, and app push once the apps are in the stores
- Hostel bed needed: a to-do in the back office for the hostel's desk, not a message
Works with
SmartMy CampusNeeded for this page: admissions that make the student, with the academic year of the institution.
Questions
What happens if the hostel is full when the student is admitted?
The student is still made. The hostel's front desk gets a to-do with the student's name. When a bed frees up, click Allocate Hostel Bed on the admission.Can a girl be booked into a boys' room?
No. Only beds open to the student's gender are chosen, from the gender on the student record.From which date is the bed booked?
From the start of the institution's current academic year, or today if the year has already begun, to the end of the year.Can parents ask for the hostel on the online application?
Not yet. The admission office ticks Hostel Needed on the admission in the back office.Can the desk move the student to another bed?
Yes. The booking is an ordinary stay, so the desk can change the bed before check-in.Related features
SCHOOLS AND COLLEGESStudents and parents from SmartMy CampusWith SmartMy Campus, a hostel stay is booked for a student record. The student's login becomes the resident, the father, mother and guardian become guardians, and the stay carries the academic year. The hostel and bed show on the student, and parents get a Hostel card on the portal.SCHOOLS AND COLLEGESBulk allocation and yearly renewalGive beds to a whole course, batch or class section in one step. Each class stays together, and boys and girls get their own rooms. At the end of the year, renew every student in house for the next academic year in the same bed.STAYSBed booking without double bookingSearch the free beds for any dates, room type and gender, and book one in a few clicks. The system refuses a second booking of the same bed for the same days and names who holds it.STAYSCheck-in with checklist, documents and guardianA resident checks in only when the checklist is done, the documents are verified and a guardian is on record where one is needed. A manager can let them in anyway, and the reason stays on the stay.HOSTELS, ROOMS, BEDSHostels, blocks, floors, rooms and room typesSet up each hostel once with its address, amenities, staff, gate in-times and stay rules, then its blocks, floors, rooms and beds. Room types say how many share, AC and attached bath.
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.