Dashboard for managers and owners
Managers and owners open the staff app on a dashboard. It shows occupancy now and over 30 days, beds by status, and who arrives and leaves. It also shows dues by age, money invoiced and collected this month, deposits held, enquiries and open issues. With several hostels it adds them up first, then shows each hostel. The web has its own Hostel dashboard.
PLANSEvery plan
The web dashboard is built. The app Dashboard is built and its server call is tested; the app is not yet in the Play Store or the App Store.
The problem it solves
- The owner asks each warden on the phone how many beds are free, and gets a different answer each time.
- Unpaid rent is found at the month end, when it is already 60 days old.
- With three buildings nobody can say which one is filling and which one is emptying.
- Leave waiting for the warden and open incidents are only seen when a parent complains.
How it works
- A hostel manager or owner signs in to the SmartMy Hostel Staff app. The Dashboard is the first screen.
- With more than one hostel, the top card is All branches: every hostel added up. Below it, By hostel shows one card per hostel.
- Each card leads with the occupancy percentage, coloured by level, the 30-day trend line and a bar of beds by status.
- Under it: Coming and going, Dues and money, Enquiries, Daily life and Complaints. A part whose feature the hostel does not have is left out.
- Pull down to refresh. Every figure is worked out on the server when the screen opens.
- On the web, the Hostel menu opens on its Dashboard: tiles and charts you can rearrange, with a date range.
Everything it does
Occupancy
- Occupancy %: occupied beds (on notice included) out of beds that are not blocked
- Green from 90 %, blue from 70 %, amber below
- Trend: one point a night for the last 30 nights, from the nightly occupancy snapshot
- Beds: Occupied, On notice, Reserved, Vacant and Blocked, as one bar with its legend
Coming and going
- Arriving today and Arriving in 7 days: booked stays starting by then (beds held for booking sites are not counted)
- Leaving in 7 days and Leaving in 30 days: residents on notice by exit date
- Room changes asked: requests waiting
- Residents in house, on the All branches card
Dues and money (with hostel billing)
- To collect, by age: not due yet, 1-30, 31-60, 61-90 and over 90 days
- Invoiced this month (deposits left out) and Collected this month
- Deposits held by the residents in house
- Shown per currency when hostels bill in different currencies; amounts are never added across currencies
- A hostel billed through school or college fees says that the fee reports have these figures
Enquiries, daily life and complaints
- Enquiries: Open, Visits planned, Booked this month, and On the waitlist where the hostel keeps one
- Daily life: Leave to approve (waiting for the warden), Out now, Late entries in 7 days, Open incidents
- Complaints: open helpdesk tickets of the hostel, with SmartMy Desk
The web dashboard
- Hostel > Dashboard: Beds occupied, Beds vacant, Check-ins (against the period before), On notice, Beds by status and Enquiries by source
- A second dashboard, Leave: Leave to approve, Out now, Late returns and Leave by status
- Pick a date range, refresh, drag and resize tiles; a tile or a chart slice opens the records behind it
- Every number is counted as the person looking: a warden sees their hostels only
Who sees what
- The app Dashboard is for Hostel Manager and Owner / Administrator users
- Managers see the hostels where they are manager, warden or desk
- Owners see every hostel of the entities they work in
- An owner who is not on any hostel's staff sees only the Dashboard in the app
Who uses it
Owner / AdministratorSees every branch added up and each hostel on its own, from the phone.
Hostel managerFollows occupancy, dues, arrivals, leave and incidents of the hostels they run.
Warden and front deskSee the web dashboard for their own hostels; the app Dashboard is not shown to them.
Where you use it
- The SmartMy Hostel Staff app: Dashboard, first in the Menu; built and in testing, not in the app stores yet
- Web: Hostel > Dashboard (the Hostel and Leave dashboards)
- Not a separate owner app: the owner uses the staff app
- Not in the resident app or the portal
What you control
Settings
- Who is manager, warden or desk on each hostel decides which hostels a manager sees
- Web dashboard: date range, auto-refresh and the layout, for each user
Works with
SmartMy DeskOpen complaints of each hostel on the dashboard.
SmartMy CampusFor hostels billed through school or college fees, the dashboard points to the fee reports for dues.
Questions
Can I see all my buildings together?
Yes. With more than one hostel, the first card adds them all up, then each hostel has its own card. Dues are added up per currency.Is there a separate app for owners?
No. Owners sign in to the SmartMy Hostel Staff app with their own login. If they are not on a hostel's staff, they see the Dashboard only.Can a warden see the money figures?
Not on the app Dashboard, which is for managers and owners. The web dashboard shows each person only the hostels and records they may open.How far back does the occupancy trend go?
The app shows the last 30 nights. The Occupancy Trend report on the web keeps every night since you started, with a filter for the last 12 months.Where do I see who exactly owes money?
Open Hostel > Reporting > Money > Dues Ageing on the web. It lists each unpaid invoice with the resident, the payer and the days overdue.Related features
REPORTSOccupancy, move-out and vacancy reportsFive reports show where your beds stand and where they are going. They are occupancy now, occupancy night by night, and residents with their length of stay. Also move-outs by month with the reasons, and the beds that will come free. The Enquiry Funnel shows where new residents come from and where you lose them.REPORTSDues, collection and daily-life reportsReports for the money and the discipline of each hostel: unpaid invoices by age, and what was invoiced, collected, waived and still due. Also electricity by room and by resident, roll-call attendance, late entries and incidents.REPORTSReports across every branch and entityAn owner with several hostels, or several firms that own them, reads every hostel report for all branches at once. The branches can be compared side by side. Group or filter by Hostel or by Entity; each manager still sees only the hostels they run.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.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.PRIVACY, AUDIT, PLATFORMSeveral entities in one accountRun hostels owned by different firms, trusts or partners in one SmartMy account. Each Entity has its own hostels, invoices, numbering, approval chains and message settings, and the owner still sees all of them together.
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.