Change log, masked ID numbers and document removal
Every 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.
PLANSEvery plan
The problem it solves
- Photocopies of ID cards sit in a cupboard for years after the resident has left.
- A warden on night duty can read every resident's Aadhaar number from the register.
- The rent on a stay was changed, and nobody can say who did it or what it was before.
How it works
- Work as usual. Each change to a stay, a hostel, a card or a laundry bag goes into the history at the bottom of the record. It shows who, when, and the old and new values.
- The front desk collects ID documents in the stay's Documents tab. Only Front Desk / Accounts and Hostel Managers see the number and open the file.
- A warden sees the same line with the number masked, such as XXXXXXXX9012, and whether a file is attached.
- On the hostel, Rules tab, set Remove ID Documents After (days). A daily job removes the number and the file of each document that many days after check-out.
Everything it does
The history of each record
- Tracked on stays, hostels, rooms, room change requests, cards and keys, laundry bags, events and listings
- Each line shows the person, the time, the field, the old value and the new one
- Check-in or check-out done anyway keeps the open items and the reason under Overrides
- Approvals and go-live imports keep their own records of who did what
ID documents
- Number and file: Front Desk / Accounts and Hostel Managers only
- Wardens: the number masked to its last four characters, and whether a file is attached
- Changing a number, file or expiry date clears its verification
- Medical notes: hostel managers only; card numbers: masked for wardens
Removal after check-out
- Remove ID Documents After (days): 0 to start with, which means never
- Counted from the day of check-out; for a cancelled stay, from its last change
- The number and the file are removed; the line stays, marked Removed, with the document type and who verified it
- A removed document can no longer be given again from the portal or the app
- Runs once a day for every hostel that has a number set
Who uses it
Front Desk / AccountsCollects and verifies ID documents and sees them in full.
Warden / CaretakerSees documents masked and works with the rest of the stay.
Hostel ManagerSees documents in full and reads the history of each record.
Owner / AdministratorSets the removal days on each hostel.
Where you use it
- Resident portal and the SmartMy Hostel app: residents and guardians send documents, which the desk then verifies. The app is built and in testing, not in the app stores yet
- Not in customer workspaces yet: one list of every change across the system with an undo button; today each record keeps its own history
What you control
Settings
- Remove ID Documents After (days): per hostel, 0 to start with (never)
- Document types: Mandatory, Has an Expiry Date and the categories that need them
Questions
Can a warden read a resident's ID number?
No. A warden sees the number masked to its last four characters and whether a file is attached. Only the front desk and hostel managers see the full number and open the file.How do we find out who changed the rent on a stay?
Open the stay and read its history at the bottom. Each change shows who made it, when, and the old and new values.Will documents be deleted unless we ask?
No. Remove ID Documents After (days) starts at 0, which means never. Nothing is removed until you set a number on the hostel.A former resident wants their data deleted. What do we do?
Contact details, notes and ID documents go; the stay's dates, bed and bills stay for the accounts law.Related features
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.RESIDENT CATEGORIES, POLICIES, DOCUMENTSResident documents and verificationEach stay lists the documents your hostel asks for, such as ID proof and a photo. The desk or the resident adds them, the desk verifies them, and a changed document must be verified again.CHECK-OUT AND SETTLEMENTCheck-out checklist: inspection, assets and keysA resident leaves through a checklist: room inspected, assets returned, keys and cards given back. Check-out waits for every mandatory item, and only a hostel manager can go on without one, with the reason kept on the stay.AGREEMENTS AND POLICE VERIFICATIONPolice verification of residentsPrint each resident's tenant verification form with their details and photo filled in. Record when it went to the police and what they said, and see who is pending. Choose per hostel whether it is followed up after check-in or needed before it.PRIVACY, AUDIT, PLATFORMGo-live import from ExcelLoad 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.
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.