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Events, clubs and a residents' marketplace

Publish hostel events with seats, a waiting list and an optional fee per head. Residents form clubs that post announcements and propose events. They also buy, sell, give away and report lost and found, inside the hostel only.
PLANSScale only
Compare plansHow it works

The problem it solves

  • A movie night is announced on a WhatsApp group, 40 people come for 25 seats, and nobody knows who said yes first.
  • A fee for a trip is collected in cash and half of it is never accounted for.
  • Residents sell cycles and mattresses on outside groups full of strangers.

How it works

  1. Under Hostel > Services > Community Events, click New. Fill in the title, the times, the place, the hostels or blocks, the seats, Answer By and any Fee per Head. Click Publish.
  2. Residents of those hostels and blocks are told. They tap I am going; when the seats are full, they join the waiting list.
  3. When someone says Not going, the first on the waiting list gets the seat and a message. A fee is charged with the seat and comes back when the resident cancels in time.
  4. A club organiser proposes an event from the portal or the app. It waits as To Approve until a warden clicks Approve and Publish, or Reject with a reason the organiser sees.
  5. After the event, tick Attended for those who came and click Mark Done. Hostel > Reporting > Daily Life > Event Attendance counts who came.
  6. A reported listing reaches the wardens, who can remove it with a reason and stop the resident from posting.

Everything it does

Events

  • For one or more hostels of an Entity, or some blocks only
  • Seats: 0 means no limit; when full, residents join the waiting list in order
  • Answer By: answers close that day, or when the event starts
  • Fee per Head: charged with the seat, refunded when the seat is given up in time or the event is cancelled
  • A change of time or place tells those who answered; a reminder goes the day before

Clubs

  • One hostel per club; Joining: Open to join, or By approval
  • Organisers post announcements, accept members and propose events
  • Close Club needs a reason the members see
  • A resident who checks out leaves clubs, coming events and the marketplace, and fees come back

Marketplace

  • Kinds: For sale, Wanted, Give away, Lost, Found; a price and up to 4 photos
  • Seen only by residents of the same hostel
  • Up to 10 open listings per resident; listings expire after 30 days to start with
  • I am interested tells the owner once; no chat and no payment
  • Remove Listing needs a reason the owner sees; Block Resident From Posting

Who uses it

ResidentAnswers events, joins clubs and uses the marketplace.
Club organiserPosts announcements, accepts members and proposes events.
GuardianSees the events and clubs of the ward's hostel; only the resident answers or joins.
Warden / Caretaker and Front DeskPublish events, approve proposals, mark attendance and handle reported listings.

Where you use it

  • Web: Hostel > Services > Community Events, Clubs, Marketplace, Reports of Listings; Hostel > Reporting > Daily Life > Event Attendance
  • Resident portal: Events, Clubs and Marketplace
  • The SmartMy Hostel app: Menu > Community, with events, clubs and the market. The app is built and in testing, not in the app stores yet
  • The SmartMy Hostel Staff app: Menu > Services > Community, to approve or reject proposed events, mark attendance and remove reported listings. The app is built and in testing, not in the app stores yet
  • Not built: chat between buyer and seller, or payment through the marketplace

What you control

Settings

  • Events and Clubs: per hostel, on
  • Marketplace: on, except school and college hostels
  • Residents See Names in the Community: on
  • Listings Expire After (days): 30

Approvals

  • Event proposal: one chain per Entity; to start with, the wardens and managers of the event's hostels, with the owner or administrator
  • Request to join a club: one chain per Entity; to start with, the club's organisers and the hostel's staff. The resident who asks never decides it

Notifications

  • Hostel Event and Hostel Club Announcement: to the residents they are for. Sent late at night they wait for the morning, and a resident can switch them off
  • Hostel Event Reminder, Changed and Seat: to the residents who answered; Hostel Event Proposed: to the wardens; Proposal Result: to the organiser
  • Hostel Club, Marketplace Interest and Listing Removed: to the resident concerned; Marketplace Report: to the wardens
  • Channels: in the app and by email, and app push once the apps are in the stores; no WhatsApp or SMS for the community
  • The rest go out at once; in-app notices always arrive

Questions

Can we charge for an event?

Yes. Set Fee per Head. It goes on the resident's hostel dues when they get a seat and comes back if they give the seat up before answers close.

What happens when the event is full?

The next residents join the waiting list. When someone says Not going, the first in line gets the seat and a message.

Can residents organise their own events?

Club organisers propose events. A warden approves them before the residents see them, and can reject with a reason.

How do buyer and seller talk?

There is no chat. I am interested tells the owner who is interested, and they meet in the hostel.

Can we keep the marketplace off for students?

Yes. It is off to start with for school and college hostels, and you can switch it off for any hostel.

Related features

DAILY LIFENotice board and pollsPost notices to whole hostels, some blocks or some floors, pin the important ones and let them expire by themselves. Add a poll to a notice and residents answer on the portal or in the app.PORTAL AND APPSThe resident appSmartMy Hostel is the phone app for residents and their parents or guardians. It has the stay, leave, documents, room change and notice to vacate, an inbox of what the hostel tells them, and an SOS button. With hostel billing and daily life it adds dues with Pay, notices with polls and attendance.PORTAL AND APPSResident and guardian portalResidents and their parents or guardians sign in on the web and see the stay. They upload documents, ask for leave or a room change, and give notice. With hostel billing they also see their dues and pay, download the statement and rent receipts, read notices and check attendance.PORTAL AND APPSThe staff app for wardens and the deskSmartMy Hostel Staff puts the warden's and the front desk's day on a phone. Wardens approve leave, mark residents out and back, and take the night roll call, even without signal. The desk searches residents, checks them in and out, takes payments and records inspections, incidents, late entries, visitors and meter readings. Any of them can press SOS to call the other staff for help.ACROSS SMARTMY HOSTELApproval chainsEvery approval in SmartMy Hostel goes through a chain. That covers leave and out-passes, room change requests, final settlements, club events and club joining, and changes to fixed assets. With no set-up the usual people decide; you add levels, such as the chief warden after the warden, without code.BILLINGRent bills raised each periodEvery night the system adds the rent that has fallen due, puts the open charges on invoices and sends them to whoever pays. When a resident gives notice, moves room or leaves early, rent already billed is corrected with an adjustment or a credit note.

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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