Facility bookings for hostel residents
With SmartMy Facility and SmartMy Campus, a facility can be kept for hostel residents only. Think of a hostel gym, a study room or a guest room for visiting parents. A student counts while in house on a hostel stay. An approval level can send the booking to the wardens of the student's hostel.
PLANSEvery planWith SmartMy FacilityWith SmartMy Campus
The problem it solves
- Day scholars book the hostel study room and residents find it full at night.
- Parents ask the warden on the phone for the guest room and two families arrive for one room.
- Facility requests from hostel students go to the class teacher, who knows nothing about the hostel.
How it works
- In SmartMy Facility, open the booking policy of the facility. Under Students and Parents, tick Students May Book, Parents May Book or both.
- Tick Hostel Residents Only. You can also limit it to chosen Class Sections.
- A student, or a parent for a child, books the facility. The booking is refused with the message that it is for hostel residents only when the student is not in house.
- To have the warden approve, add a level to the facility's approval chain with A person on the request, and choose the hostel wardens.
- The booking then waits for the wardens of the student's hostel, other than the person who booked. It is confirmed after the last level.
Everything it does
Who counts as a hostel resident
- A student whose hostel stay is checked in or on notice
- Booked stays not yet checked in do not count
- A parent booking for a child counts when the child is a resident
Booking policy (in SmartMy Facility)
- Students May Book, Parents May Book: off to start with
- Class Sections: empty means every section
- Hostel Residents Only: off to start with
- A parent with several children picks the child the booking is for
Approval by the hostel
- A level with A person on the request can name the Hostel Wardens of the student's hostel
- The class teacher and the head of department can be named the same way
- The person who booked never approves their own booking at that level
- Rejection at any level rejects the booking
Who uses it
Facility managerSets the policy and the approval chain of the hostel's facilities.
WardenApproves or rejects bookings by the residents of their hostel.
Student or parentBooks the facility from the portal.
Where you use it
- Web: the booking policy and approval chains in SmartMy Facility
- Portal: the facility booking pages, when the policy allows the portal
- The SmartMy Hostel Staff app: wardens find bookings to approve under My approvals. The app is built and in testing, not in the app stores yet
- Not set in the hostel: the rules are on the facility; nothing changes in SmartMy Hostel
What you control
Settings
- Hostel Residents Only: per booking policy, off to start with
- Students May Book and Parents May Book: per booking policy, off to start with
Approvals
- Facility booking chain: a level with A person on the request can name the hostel wardens of the student's hostel. The booking is confirmed after the last level
Notifications
- Booking and approval messages: those of SmartMy Facility and the approval chains
Works with
SmartMy FacilityNeeded for this page: facilities, booking policies, approval chains and the booking portal.
SmartMy CampusNeeded for this page: students, parents and class sections.
Questions
Can we keep the hostel study room for residents only?
Yes. Tick Hostel Residents Only on its booking policy. Students not in house on a hostel stay are refused.Can parents book the hostel guest room?
Yes. Tick Parents May Book with Hostel Residents Only. A parent books for a child who lives in the hostel.Can the warden approve these bookings?
Yes. Add a level with A person on the request and choose the hostel wardens. The wardens of the student's hostel then decide.Do we set anything in the hostel?
No. Everything is on the facility's policy and approval chain.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.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.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.ROLESWho sees which hostel and which stayEach member of staff sees only the hostels where they are named as manager, warden or front desk. Residents and guardians see only their own stay, and the owner sees every hostel of the Entity.
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.