Go-live import from Excel
Load 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.
PLANSEvery plan
The problem it solves
- A 200-bed hostel cannot type every room, bed and resident by hand before the first rent run.
- The deposits collected over the last three years are in a ledger, and they must come back at check-out.
- A typo in one row of a long sheet turns into wrong data that nobody notices for months.
How it works
- Open Settings > Data Import, click New, check the Entity and click Download Template. The workbook has the Hostel sheets and a guide sheet listing every column.
- Fill in Hostels, Room Types, Rooms and Hostel Residents in that order: residents need their rooms, rooms need their hostel.
- Upload the file and click Check. Nothing is written. Each error comes back marked in red on your own workbook, with the reason.
- Correct the red cells, upload the same file again and click Check until the box says there are no errors.
- Click Import. Rooms get their beds A, B, C, and each resident is checked in to the bed, with the stay noting Imported at onboarding.
- Send Invite to the App from each stay to residents who have never signed in.
Everything it does
The sheets
- Hostels: Hostel Code, Name, Type (Boys, Girls, Co-ed, Staff, Family) and, with billing, Billing. Also Run As (School / college hostel, PG / co-living, Working men's / women's hostel, Private student hostel, Other)
- Room Types: Room Type and Beds per Room
- Rooms: Hostel Code, Room, Block, Floor, Room Type, Gender, Beds
- Hostel Residents: who the person is, then Hostel Code, Room, Bed, Staying Since, Category and, with billing, Rent Plan and Deposit Held
Who the resident is
- A student: the Register No, when SmartMy Campus is in your system; their login and parents are used
- An employee: the Employee Code, when employees are in your system; the employee needs a login first
- Anyone else: Login (email or mobile) and Resident Name; the login is made for them
- Exactly one of these per row
What the import fills in for you
- A block or floor that does not exist is made
- Beds named A to Z, 26 per room at most; empty Beds: the room type's beds per room
- Empty Bed: the first vacant bed of the room
- Empty Staying Since: today
- Empty Category: Student or Staff for them, Working Professional for anyone else
- Empty Rent Plan: the plan that fits the bed and the category
Residents and deposits
- Checked in at once, without the check-in checklist and without a booking charge
- Deposit Held (Growth, with billing): charged, invoiced and marked paid on the day given. So it shows as held and is refunded in the final settlement
- A resident already in house is found again by the same key: a second import changes the rent plan, never moves the bed
Checks before anything is written
- A hostel, room or bed that is in neither the workbook nor the system
- No way, or two ways, of saying who the resident is
- A new login without a name; an employee without a login
- With one error, nothing at all is imported
Who uses it
Data Import AdministratorDownloads the template, checks and imports the workbook.
Owner / AdministratorPrepares the hostel, room and resident lists and checks the result.
Front deskInvites imported residents to the app and fills in their documents afterwards.
Where you use it
- Web: Settings > Data Import, with Download Template, Check, Workbook with Errors and Import. Settings is opened by SmartMy support when an administrator does not see it
- Excel: one workbook for every product you hold, with a guide sheet
- Not imported here: rent already invoiced, past payments, ID documents, and guardians of residents who are not Campus students. The stay starts clean from the import day
What you control
Settings
- Entity: chosen on the import; everything is loaded into that Entity
- Rent Plan and Deposit Held columns: shown only when hostel billing (Growth) is in your plan
Works with
SmartMy CampusStudents are named by their register number, and their login and parents come with them.
SmartMy HRMSStaff living in the hostel are named by their employee code.
Questions
Do imported residents go through the check-in checklist?
No. They are checked in to their bed at once, without the checklist and without a booking charge. The stay notes Imported at onboarding.Can we bring the deposits we already hold?
Yes, with hostel billing (Growth). Fill in Deposit Held. It is recorded as paid on the Staying Since date and comes back in the final settlement.What happens if one row is wrong?
Nothing is imported. You get your workbook back with the bad cells in red and the reason in a comment, correct them and check again.Can we use the workbook again later?
Yes, to add hostels, rooms and new residents, or to correct names and room types. A resident already in house keeps their bed; only the rent plan can be changed this way.Do we have to type the beds?
No. Give the number of beds of the room, or leave it empty to take the room type's beds per room. They are named A, B, C.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.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.ENQUIRIES, BOOKINGS, WAITLISTDeposit and booking fee at bookingBooking a bed charges the security deposit and the booking fee of the rent plan at once, with a link to pay online. A booking not paid within your hold hours is cancelled and the bed is free again, and check-in can wait until the deposit is paid.CHECK-OUT AND SETTLEMENTFinal settlement of the depositWhen a resident leaves, one screen sets the deposit held against the last rent, unpaid bills and any deductions such as damage. A hostel manager approves it, and settling it leaves the exact refund, or what is still due, on record.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.PRIVACY, AUDIT, PLATFORMChange log, masked ID numbers and document removalEvery stay, hostel, card and bill keeps its own history of who changed what and when. ID numbers and scans are seen in full only by the front desk and managers; wardens see the last four characters. Set a number of days and ID documents are removed by themselves after check-out.
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.