Reports across every branch and entity
An 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.
PLANSScale only
The problem it solves
- Each branch sends its own spreadsheet at the month end, in its own format, a week late.
- Two buildings belong to two different firms, so the owner adds up two sets of books by hand.
- A branch manager should see their own hostel's dues, not the other branches'.
- Nobody can tell which branch loses the most residents, or carries the oldest dues.
How it works
- Each hostel belongs to an entity. All hostels sit in one account, and every record carries its hostel and entity.
- The owner chooses the entities to work in from the entity selector at the top of the web screen.
- Any report under Hostel > Reporting then covers every hostel of those entities. That is occupancy, the trend, residents, move-outs, vacancies, the enquiry funnel, dues, revenue, electricity, attendance, late entries and incidents.
- Group by Hostel to put the branches side by side, or by Entity to see each firm's total. Add Month to compare the branches over time.
- A manager named on one hostel opens the same reports and sees only that hostel. The owner's phone Dashboard adds every branch up first.
Everything it does
Every report, every branch
- Occupancy, Occupancy Trend, Residents, Move-outs (Churn), Upcoming Vacancies, Enquiry Funnel
- Dues Ageing, Revenue and Collection, Electricity by Room, Electricity by Resident (with hostel billing)
- Attendance, Late Entries, Incidents (with daily life)
- Hostel and Entity group-bys on the occupancy trend, residents, dues, revenue and electricity reports; Hostel on the others
Who sees which branches
- Owner / Administrator: every hostel of the entities they are allowed and have chosen
- Hostel manager: only the hostels where they are manager, warden or desk
- Reporting is shown to managers and owners; wardens and the desk do not get the menu
- Every number is counted with the viewer's own access, so a manager never sees another branch's totals
On the phone
- The Dashboard in the SmartMy Hostel Staff app: All branches added up, then one card per hostel
- Dues are added up per currency, never across currencies
Who uses it
Owner / AdministratorCompares every branch and entity in one report, and on the phone Dashboard.
Hostel managerReads the same reports for their own hostels only.
AccountsUses the entity group-by for each firm's dues and collection.
Where you use it
- Web: Hostel > Reporting, with the entity selector at the top
- The SmartMy Hostel Staff app: the Dashboard with All branches. The app is built and in testing, not in the app stores yet
- Not a consolidated set of accounts across entities: each entity keeps its own books
What you control
Settings
- Each user's allowed entities, on the user
- Who is manager, warden or desk on each hostel
Questions
Can I see all my hostels in one report?
Yes. Choose the entities at the top of the screen; every report under Hostel > Reporting then covers all their hostels. Group by Hostel to compare them.Will a branch manager see the other branches?
No. A manager sees only the hostels where they are named as manager, warden or desk, in every report and on the Dashboard.Our two buildings belong to two firms. Can I see both?
Yes. Each firm is an entity in the same account. Choose both at the top and group by Entity for each firm's totals.Are the books of the two firms merged?
No. Invoices and payments stay in each entity's own books. The hostel reports put the figures side by side; they do not merge the accounts.Related features
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.PORTAL AND APPSDashboard for managers and ownersManagers 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.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.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.
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.