Late entries, warnings and fines
Each time a resident comes in after the in-time, a late entry is recorded with the minutes late. From the numbers you set, guardians are warned and late entries are fined. Wardens hear when someone goes out after the in-time without leave.
PLANSFrom Growth
The problem it solves
- The gate register shows who came in late, but nobody counts how often the same resident does it.
- Parents hear about the late nights only when something goes wrong.
- Fines for coming in late are announced in the rules and then forgotten, or charged to some residents and not others.
- A resident slips out after the gate closes and the warden finds out the next morning.
How it works
- Set the in-time on the hostel's Rules tab: one for weekdays and one for weekends, with grace minutes.
- When a resident comes in late, the warden or the desk adds a line in Late Entries, on the web or in the staff app. With punches from devices, the face gate or the warden's In / Out, the line is made by itself.
- The system works out the minutes after the in-time and the grace. Coming in before noon counts against the evening before.
- It counts the resident's late entries in the last 30 days. From the number set for warnings, the guardians are told each time. From the number set for fines, each late entry is fined and shows Fined.
- With punches, a resident who goes out after the in-time without approved leave is reported to the wardens at once.
Everything it does
Hostel rules
- In-time (weekdays): 21:00; In-time (weekends): 22:00 for Saturday and Sunday
- Late Grace (minutes): 15
- Warn Guardians After (late entries in 30 days): 3
- Fine After (late entries in 30 days): 0, which means no fine; Late Entry Fine: the amount of each fine
- Alert: Out After In-time Without Leave: on to start with
A late entry
- Fields: the stay, Came In At, the minutes late, a note (for example Bus broke down), who recorded it
- Source: Warden, Gate or Device
- A line made from a punch keeps the punch it came from
- Each late entry is written on the resident's stay with the count in 30 days
- An entry within the in-time and grace counts nothing
Going out after the in-time
- A punch out after the in-time and grace, with no approved leave to take it, tells the wardens and is noted on the stay
- A punch out during approved leave marks the leave out instead
- Needs punches: attendance devices or the face gate (Scale), a main-gate card (Scale), or the warden's In / Out (Growth)
Reports and lists
- Hostel > Reporting > Daily Life > Late Entries: by hostel and date, as a table or a chart
- The hostel dashboard counts late entries of the last 7 days
- Residents and guardians see the last 10 late entries on the Attendance page
Who uses it
Warden / CaretakerRecords late entries by hand and follows the alerts at night.
Front deskRecords late entries at the desk, on the web or in the staff app.
Hostel managerSets the in-times, grace, warning count and fines.
GuardianIs told once the warning count is reached, and sees late entries on the Attendance page.
ResidentSees their late entries and any fine in their dues.
Where you use it
- Web: Hostel > Daily Life > Late Entries; Hostel > Reporting > Daily Life > Late Entries; the hostel's Rules tab
- The SmartMy Hostel Staff app: late entry from the Desk; built and in testing, not in the app stores yet
- Resident portal and the SmartMy Hostel app: the Attendance page
- Not a gate check by itself: someone or something must record the entry (desk, warden, device, face gate or card)
What you control
Settings
- In-time (weekdays) 21:00 and In-time (weekends) 22:00
- Late Grace: 15 minutes
- Warn Guardians After: 3 late entries in 30 days (0: never)
- Fine After: 0 late entries (no fine) and Late Entry Fine: no amount
- Alert: Out After In-time Without Leave: on
Notifications
- Hostel Late Entry: to the guardians, from the warning count on; 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 Out After In-time: to the wardens, at once; in the app and by email. WhatsApp and SMS come from your message credits, and app push once the apps are in the stores
- Both are transactional: they go at once, even at night; a person can switch off a channel, never the message
Works with
SmartMy CampusParents of students are the guardians who are warned.
Questions
Is the first late entry fined?
Only if you set Fine After to 1. To start with, Fine After is 0, which means no fine. With 3, the third late entry in 30 days and every one after it is fined.Does coming in at 1 in the morning count for that day?
No. An entry before noon counts against the evening before, so 1 in the morning is late for the previous night's in-time.Can weekends have a later in-time?
Yes. The hostel has one in-time for weekdays (21:00 to start with) and one for Saturday and Sunday (22:00).Will the warden know if a resident goes out after the gate closes?
Yes, when the going out is punched by a device, the face gate, a main-gate card or the warden's In / Out. The wardens are told at once, unless approved leave covers it.What about coming back late from leave?
That is handled on the leave: each leave type has its own grace minutes and late-return fine. See Leave and out-passes.Related features
DAILY LIFELeave and out-passes with guardian approvalResidents ask for leave or an out-pass on the portal or in the app. The guardian, the warden or both approve it. Going out and coming back are recorded, and guardians and wardens hear when someone is not back.ATTENDANCE DEVICESWho Is In board and in / out by handOne list shows every resident in house as In or Out, with the time of their last punch. Without a device, wardens record in and out by hand on the web or the phone. Each punch drives late entries, leave and roll calls.DAILY LIFERoll call by hostel, block and sessionThe warden takes the night roll call for a hostel or one block, on the web or the phone. Residents on approved leave are already marked. Guardians and wardens are told of every resident absent without leave.ATTENDANCE DEVICESAttendance devices at the gateFingerprint, card, face or QR devices at the hostel gate send their punches to SmartMy Hostel. They go through a small program on a PC at the site, are read by the server, or are pushed by the device itself. Leave out and back, late entries and roll calls are then made from the punches.BILLINGRent reminders, late fees and waiversPayers, residents and guardians are reminded before the due date and every few days after it. A late fee follows your rule after the grace days, and long overdue dues reach the manager as a to-do. A charge can be waived with a reason, within a limit for managers.BILLINGResident statement and yearly rent receiptPrint a resident's statement of every charge, invoice and payment, with what is due and the deposit held, in one click. Residents who claim rent in their tax return get a yearly rent receipt as a PDF. Both download from the portal and the app.
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.