Bulk allocation and yearly renewal
Give 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.
PLANSFrom GrowthWith SmartMy Campus
The problem it solves
- At the start of the year the desk allots 300 students one by one over a week.
- Students of one class end up scattered over four floors.
- Renewal for next year means copying last year's register by hand.
- Nobody knows which students were left without a bed until they arrive.
How it works
- Open Hostel > Residents > Bulk Allocation. Under Where, choose the Hostel, the Room Type if any, the Academic Year and the dates.
- Under Who, choose a Course, a Batch or a Class Section and click Find Students. Students who already have a stay are left out. You can add or remove students by hand.
- Keep Each Class Together is on to start with. Tick Check In at Once only if the students are already living in the hostel.
- Click Plan Beds. Each student gets the next free bed open to their gender, room by room. Students with no bed are listed.
- Change any bed in the plan if you want, then click Book. The new stays open in a list.
- At the end of the year, a manager opens Hostel > Residents > Renew for Next Year. Choose the Hostels and the Next Academic Year and click Renew.
- Each student in house gets a booking for the next year in the same bed. The result counts who was renewed and names who was not, with the reason.
Everything it does
Bulk Allocation
- Where: Hostel (required), Room Type, Academic Year (fills the dates from the year), Date From (today to start with), Date To
- Who: Course, Batch or Class Section; at least one is needed to find students
- Find Students: students of that course, batch or section without a booked or current stay
- Keep Each Class Together: students sorted by class section, then course, then name; off sorts by name only
- Beds are taken in order of block, floor, room and bed label, only beds free for the dates
- No bed for: the students who could not be placed
- Book makes one stay per student with the year and the dates
- Front desk staff and managers can run it
Check In at Once
- Checks every new stay in straight away, for students already living in the hostel
- Anything still missing at check-in, such as documents or checklist items, is written on the stay as an override with the reason Bulk allocation
- Leave it off for new students, who then check in one by one on arrival
Renew for Next Year
- Managers only; choose one or more Hostels and the Next Academic Year, which must have its dates
- Renews student stays that are checked in; residents on notice are not renewed
- Students who already have a booking for that year are skipped
- The new booking keeps the bed, the category and the guardians, with the year's dates
- The present stay's end date is set to the first day of the new year
- A student whose bed or booking cannot be made is named in the result with the reason
Who uses it
Front DeskRuns Bulk Allocation for a class or batch and adjusts the plan.
Hostel ManagerRuns the renewal for the next year and reads who was not renewed.
WardenGets classes placed together, which makes roll call and inspections easier.
ParentGets the booking message for the child's bed.
Where you use it
- Web: Hostel > Residents > Bulk Allocation (front desk and managers); Hostel > Residents > Renew for Next Year (managers)
- Not in the staff app: both are on the web only
- Not a one-step change of year: the present stay is not closed by itself. On the first day of the new year the desk checks the student out of it and in on the new booking
- Not bulk vacate at year end: students leaving are checked out one by one
What you control
Settings
- Keep Each Class Together: per run, on to start with
- Check In at Once: per run, off to start with
Notifications
- Hostel Booking Confirmed: to each student and their guardians for every new booking, from allocation and renewal alike; 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 Check-in: the welcome message, when Check In at Once is ticked; same channels
Works with
SmartMy CampusNeeded for this page: courses, batches, class sections, students and academic years come from it.
Questions
Can we keep a class together on one floor?
Keep Each Class Together sorts students by class section before beds are given. Beds are filled in block, floor and room order, so a class fills rooms next to each other.What happens to students who get no bed?
They are named under No bed for. Add rooms or choose another hostel and run it again for them.Does renewal keep the same bed?
Yes, when that bed is free in the new year. If it cannot be booked, the student is named in the result with the reason.We already run the hostel on paper. Can we load everyone in house?
Yes. Run Bulk Allocation with Check In at Once ticked. Anything missing, such as documents, is noted on each stay to finish later.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 COLLEGESA bed booked from the admission formTick 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.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.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.PRIVACY, AUDIT, PLATFORMGo-live import from ExcelLoad your hostels, room types, rooms with their beds and the people living in them today from one Excel workbook. Residents come in checked in to their beds, with the deposits they already paid held on the stay.
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.