Bed map with the status of every bed
See every bed room by room, coloured by its status: vacant, reserved, occupied, on notice or blocked. Each bed shows who is in it, from when it is free and every stay it has had.
PLANSEvery plan
The problem it solves
- The desk promises a bed that a resident on notice has not left yet.
- Nobody knows which beds fall free next month until the residents have gone.
- Occupancy is counted by walking the corridors at the end of the month.
- When a resident says they always had the window bed, there is no history to check.
How it works
- Open Hostel > Front Desk > Bed Map. Beds are grouped by room, each card coloured by its status.
- A card shows the bed's label, the status, the resident, the room type and the date the bed is free from.
- Filter or group: Vacant, Reserved, Occupied, On Notice, Blocked; by hostel, block, floor, room or status.
- Open a bed to see the current stay, the resident and the next stay. Its History shows every stay with dates and the reason for each move.
- Statuses change by themselves as residents book, check in, give notice, move and leave, and again every night as dates move on.
Everything it does
Statuses
- Vacant: nobody holds the bed today
- Reserved: booked for a resident who has not checked in
- Occupied: the resident is in house
- On Notice: the resident has given notice; the bed is free from the exit date
- Blocked: taken out of use, with the reason
On each bed
- Current stay and resident
- Next stay, when someone has booked the bed for later
- Free From: the date the bed falls free; empty when it is free now
- History: stay, resident, from, to, status and the reason of each move, newest first
Views
- Bed Map (Hostel > Front Desk): cards grouped by room, coloured by status
- Beds (Hostel > Hostels): a list with resident, status and free-from date; also as cards and as a form
- Filters: Vacant, Reserved, Occupied (in house and on notice), On Notice, Blocked, Archived
- Group by hostel, block, floor, room or status
- Each room shows its beds with status and resident; each hostel counts beds, occupied and vacant
Figures
- Occupancy: occupied and on-notice beds against beds that are not blocked
- Per hostel: beds in total, occupied, on notice, reserved, vacant and blocked
- Arrivals today and this week; exits this week and this month
- These figures are on the Dashboard of the staff app for managers and owners
Kept up to date
- Every booking, check-in, notice, room change, check-out and cancellation updates the beds at once
- A job runs every night (at 00:10) so a bed booked from tomorrow turns Reserved, then Occupied, on its own day
Who uses it
Front deskFinds a bed to offer and sees which beds fall free soon.
WardenChecks who is in which bed of their hostel.
Hostel manager and ownerWatch occupancy and the beds out of use.
Where you use it
- Web: Hostel > Front Desk > Bed Map and Hostel > Hostels > Beds
- The SmartMy Hostel Staff app: bed counts and occupancy on the Dashboard; free beds when booking or moving. The app is built and in testing, not in the app stores yet
- Not a drawn floor plan: the map is cards grouped by room
- Not on the resident portal: residents see their own room and bed, and their roommates if the hostel allows it
What you control
Settings
- Blocked and Block Reason: per bed
- Hostel Status: per room (Available, Under Maintenance, Blocked)
Questions
Can I book a bed that a resident on notice will leave next week?
Yes. From the exit date the bed is free, and Availability offers it for dates from then. The new resident can arrive on the day the other leaves.Can I drag a resident to another bed on the map?
No. Moves go through Change Room. It checks the new bed is free for the rest of the stay and keeps the reason in the history.Does the map show a room under maintenance?
The room shows its status, and its beds are never offered for booking. To show one bed as out of use, tick Blocked on it.Can I see the map on my phone?
The staff app shows the bed counts and occupancy on the Dashboard and the free beds when you book. The room-by-room map is on the web.Related features
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.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.STAYSNotice to vacate and the exit dateA resident gives notice from the portal or the app, or the desk records it. The exit date is proposed from the notice period and the days short are counted. The bed is free for the next resident from that date.STAYSRoom change with history and prorated rentMove a resident to another bed from any date. The old bed is free from that day and every move stays in the history. With billing, rent is corrected by the day.REPORTSOccupancy, move-out and vacancy reportsFive reports show where your beds stand and where they are going. They are occupancy now, occupancy night by night, and residents with their length of stay. Also move-outs by month with the reasons, and the beds that will come free. The Enquiry Funnel shows where new residents come from and where you lose them.PORTAL AND APPSDashboard for managers and ownersManagers and owners open the staff app on a dashboard. It shows occupancy now and over 30 days, beds by status, and who arrives and leaves. It also shows dues by age, money invoiced and collected this month, deposits held, enquiries and open issues. With several hostels it adds them up first, then shows each hostel. The web has its own Hostel dashboard.
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.