Resident categories with their own rules
Group residents as students, working professionals, staff or short-stay guests. Each group can have its own notice period, lock-in, minimum stay, guardian rule and documents.
PLANSEvery plan
The problem it solves
- Students and working professionals are held to the same notice period, though their agreements differ.
- A minor checks in without a parent on record.
- Staff living in the staff quarters are asked for the same papers as outside tenants.
- Every desk remembers the rules of each kind of resident differently.
How it works
- Open Hostel > Configuration > Rooms and Residents > Resident Categories. Four come ready: Student, Working Professional, Staff and Short Stay / Guest.
- On a category, tick Guardian Required where a parent or guardian must be on record before check-in. Student has it ticked to start with.
- Leave Use Hostel Policy ticked to follow the hostel's notice, lock-in and minimum stay, or untick it and give the category its own.
- Add the Documents this category must give, besides those asked from everyone.
- Choose the category on each booking. Check-in, notice and the documents follow its rules.
Everything it does
On a category
- Name and code (STU, PRO, STF, GST for the four that come ready)
- Guardian Required: check-in waits until a guardian is on the stay
- Use Hostel Policy (on to start with); off: the category's own Notice Period, Lock-in and Minimum Stay in days
- Documents: asked from this category and needed before check-in
- For one Entity or for every Entity; archive a category you no longer use
What follows the category
- The exit date proposed when notice is given, and the days short of notice
- A note in the stay's history when someone leaves inside the lock-in or before the minimum stay
- Check-in and check-out checklist items can be set for some categories only
- Document types can be asked from some categories only
- Leave approval chains can be set per category (Only For). To start with, students need the guardian then the warden, and working professionals and staff only inform
- Rent plans can be set per category (Growth)
- Reports and the Stays list group by category
Staff residents
- With SmartMy HRMS, a stay can be for an employee: the resident is their user and the category is Staff by itself
- The employee's record shows their hostel stay
Who uses it
Owner / administratorCreates the categories and their rules.
Front deskChooses the category on each booking.
Hostel managerCan check in anyway, with a reason, when a guardian is missing.
Where you use it
- Web: Hostel > Configuration > Rooms and Residents > Resident Categories; the Category on each stay
- The SmartMy Hostel Staff app: the category is chosen when booking a bed. The app is built and in testing, not in the app stores yet
- Not shown to residents as a setting: they see the notice period that applies to them
What you control
Settings
- Guardian Required: on for Student, off for the others
- Use Hostel Policy: on; then the hostel's notice of 30 days, lock-in 0 and minimum stay 0 apply
- Own Notice Period, Lock-in, Minimum Stay: used only when Use Hostel Policy is off; a field left at 0 then means none
Approvals
- Hostel leave: chains can be made per resident category with Only For; Students start with guardian then warden, Working professionals and Staff with inform only
Works with
SmartMy HRMSStaff residents with their employee record, in the Staff category.
SmartMy CampusStudents as residents and parents as their guardians.
Questions
Can students have a 60-day notice and professionals 30?
Yes. Untick Use Hostel Policy on the Student category and set its Notice Period to 60. Professionals keep the hostel's 30 days.What happens if a student arrives without a guardian on record?
Check-in stops and says a guardian is required. A hostel manager can check in anyway with a reason, which is kept on the stay.Can we add our own categories, such as Interns?
Yes. Add as many as you need, each with its own rules and documents.Do categories change the rent?
With billing (Growth), a rent plan can be for some categories only, so the same room can cost differently for students and professionals.Related features
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.STAYSCheck-in with checklist, documents and guardianA resident checks in only when the checklist is done, the documents are verified and a guardian is on record where one is needed. A manager can let them in anyway, and the reason stays on the stay.STAYSNotice to vacate and the exit dateA resident gives notice from the portal or the app, or the desk records it. The exit date is proposed from the notice period and the days short are counted. The bed is free for the next resident from that date.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.BILLINGRent plans by hostel, room type and categorySet the rent of a bed once per hostel, room type and kind of resident, for any period from a day to a year. Bill it in advance or in arrears, prorated by the day. Each new stay picks the plan that fits, and a manager can give one resident a discount.SCHOOLS AND COLLEGESStudents and parents from SmartMy CampusWith SmartMy Campus, a hostel stay is booked for a student record. The student's login becomes the resident, the father, mother and guardian become guardians, and the stay carries the academic year. The hostel and bed show on the student, and parents get a Hostel card on the portal.
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.