Leave and out-passes with guardian approval
Residents 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.
PLANSEvery plan
The problem it solves
- Out-passes are slips in a register, and nobody can say at night who is out and when they are due.
- Parents learn that their child went home for the weekend after the child is back.
- A resident comes back hours late and nobody notices until the morning roll call.
- The mess keeps cooking for residents who are away for a week.
How it works
- The resident opens Leave on the portal or in the SmartMy Hostel app. They pick the kind of leave, Going Out, Back By, the destination and a phone number while away.
- The leave waits for whoever decides first. Waiting For shows Guardian or Warden. The guardian answers on the portal, in their own app or from the Hostel card of the Campus parent portal.
- The warden approves or rejects in Hostel > Daily Life > Leave / Out-pass, filter To Approve, or in the staff app. The resident and the guardians are told the result.
- When the resident leaves, the warden presses Mark Out. With attendance devices or the face gate, the punch out does it.
- On return the warden presses Mark Back, or the punch in does it. After Back By plus the grace minutes, the leave is marked Late with the minutes. The late-return fine goes on the resident's dues when the hostel bills (Growth).
- A resident still out after Back By and the grace minutes is reported once to the guardians and the wardens. The check runs every 30 minutes.
Everything it does
Leave types
- Four come ready: Day Outing (at most 1 day), Night Out (at most 3 days), Home Leave and Vacation (no limit)
- Each type has a Kind (Day outing, Night out, Home leave, Vacation) and Maximum Days (0: no limit). It also has Late Grace (30 minutes to start with) and a Late Return Fine
- Add, rename or archive types under Hostel > Configuration > Daily Life > Leave Types
The steps of a leave
- Draft, To Approve, Approved, Out, Back, Rejected, Cancelled
- Waiting For says Guardian or Warden while the leave is To Approve
- The resident can cancel a leave until it is Out
- A rejection can carry a reason; the resident sees it
Checks when a leave is sent
- Only residents in house (checked in or on notice) can go on leave
- A leave longer than the type's Maximum Days is refused
- A leave that overlaps another open leave of the same resident is refused
- A hostel can stop new leave while dues are long overdue (Growth)
Who decides
- On Starter, every leave goes to the guardian, then the warden; a stay without a guardian goes to the warden alone
- From Growth, the Hostel leave approval chain decides per leave type and resident category
- The chain starts with: the warden. Students, night out and home leave: the guardian, then the warden. Working professionals, staff and vacation: approved at once, the guardians and the resident are told
- A hostel manager may decide in the guardian's place; a warden may not
- The warden level is decided by any warden or manager named on the hostel, or the owner
- The resident never approves their own leave
What an approved leave does
- The resident shows as On Leave at the roll call
- A punch out or in from a device, the face gate or a main-gate card marks the leave out or back
- With SmartMy Feast, every mess meal that falls wholly inside the leave is switched off; cancelling the leave takes the meals back
Lists and counts
- Filters To Approve, Out Now and Came Back Late
- The hostel dashboard counts leave waiting for the warden and residents out now
- The Leave button on a stay records a leave for that resident
Who uses it
ResidentApplies for leave on the portal or in the app, follows it, cancels it before going.
GuardianApproves or rejects on the portal, in their own app or from the Campus parent portal.
Warden / CaretakerApproves or rejects, records leave for a resident, marks out and back.
Front deskRecords leave for a resident and sees who is out.
Hostel managerDecides in the guardian's place when needed, and everything a warden does.
Owner / AdministratorSets the leave types and, from Growth, the approval chain.
Where you use it
- Web: Hostel > Daily Life > Leave / Out-pass; the Leave button on a stay; Hostel > Configuration > Daily Life > Leave Types and Approval Chains
- Resident portal: apply, follow and cancel; guardians approve or reject
- The SmartMy Hostel app: Leave in the Menu for residents and guardians; built and in testing, not in the app stores yet
- The SmartMy Hostel Staff app: Leave with To approve, Waiting for guardian, Going out and Out; approve, reject, out and back; also My approvals
- With SmartMy Campus: the Hostel card of the parent portal shows leave waiting for the parent
- Not a printed or QR gate pass: the gate checks the resident's leave in the staff app
What you control
Settings
- Leave types: Day Outing 1 day, Night Out 3 days, Home Leave and Vacation no limit
- Late Grace on each leave type: 30 minutes
- Late Return Fine on each leave type: none to start with
- Who approves: guardian then warden on Starter; the Hostel leave approval chain from Growth
- Long Overdue on the hostel: Reminders only to start with; Warn staff and block new leave stops leave once dues are 30 days overdue (Growth)
Approvals
- Hostel leave: one chain per Entity under Hostel > Configuration > General > Approval Chains (Growth). It starts with the warden. Only For chains send students, night out and home leave to the guardian, then the warden. Working professionals, staff and vacation are approved at once. You can add levels such as a chief warden.
Notifications
- Hostel Leave to Approve: to whoever decides next (the guardians, the wardens, or the people of the chain's level). Sent at once, at any hour, 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 Leave Approved / Rejected: to the resident and the guardians, in the app and by email. For leave approved at once it says the resident is going out. WhatsApp and SMS come from your message credits, and app push once the apps are in the stores
- Hostel Resident Not Back: to the guardians and the wardens, in the app and by email. Sent once when the resident is overdue and when they come back late. WhatsApp and SMS come from your message credits, and app push once the apps are in the stores
- All three are transactional: a person can switch off a channel such as email, never the message; in-app messages always arrive
Works with
SmartMy FeastMess meals switched off for the days of an approved leave, and taken back if the leave is cancelled.
SmartMy CampusParents of students are the guardians; the Hostel card on the parent portal shows leave waiting for them.
Questions
Can a parent approve leave from the phone?
Yes. Guardians approve or reject in the SmartMy Hostel app or on the resident portal. Parents of SmartMy Campus students also see the waiting leave on the parent portal. The app is built and in testing, not in the app stores yet.Do working professionals in a PG need approval?
Not from Growth: the approval chain starts with working professionals and staff approved at once, and the leave only informs. On Starter every leave goes to the guardian, then the warden, or the warden alone when there is no guardian.What happens if a resident does not come back on time?
Every 30 minutes the system looks for residents still out after Back By plus the grace minutes. The guardians and the wardens are told once. When the resident is back, the leave shows Late with the minutes. The late-return fine of the type goes on the dues when the hostel bills (Growth).Can the warden overrule the guardian?
A warden cannot approve a leave that waits for the guardian. A hostel manager can decide in the guardian's place, for example when a parent cannot be reached.Does the gate get a pass to check?
No printed or QR pass is made. Staff see approved leave and who is going out in the staff app, and Mark Out there. With devices or the face gate, the punch marks the leave out by itself.Related features
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.DAILY LIFELate entries, warnings and finesEach 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.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.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.WITH OTHER SMARTMY PRODUCTSMess plan and kitchen headcount with SmartMy FeastThe resident's mess plan starts at check-in and ends at check-out, from rules set per hostel, room type and resident category. Approved leave switches the meals off with credit. Residents absent at last night's roll call, or out for hours, are left out of the kitchen's headcount.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.
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.