Roll call by hostel, block and session
The 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.
PLANSFrom Growth
The problem it solves
- The night roll call is a paper list, and the absentees reach the parents the next day, if at all.
- Residents who are on approved leave are marked absent because the warden did not know.
- One warden cannot walk four blocks at the same time, and nobody adds up the sheets.
- When a parent asks how often their child was absent, nobody can answer.
How it works
- Open Hostel > Daily Life > Roll Call and press New, or open Roll call in the staff app. Choose the hostel, a block if you take one block, and the session if the hostel has several.
- The list shows every resident in house that night, by room. Those on approved leave at roll-call time are already On Leave; everyone else starts as Present.
- Mark the residents who are Absent or Came Late, with a note if needed. Refresh List adds someone who checked in after you opened it.
- Press Done. The guardians of each absent resident and the wardens are told that the resident was absent without leave.
- The results go to the Attendance Report and to each resident's Attendance page, as a percentage of the last 30 days.
Everything it does
Taking the roll call
- Statuses: Present, Absent, On Leave, Came Late; a note per line
- One roll call per hostel or block, day and session
- All Present sets every resident not on leave back to Present
- The top of the form counts present, absent and on leave; Done writes the counts on the roll call
- In the staff app the roll call works without signal: marks are kept on the phone and sent when the signal is back
Roll-call time and sessions
- Roll Call Time on the hostel's Rules tab: 21:30 to start with; it decides who counts as on leave
- Roll-call Sessions on the hostel: a name, a time (21:30 to start with) and Weekdays Only, for example a morning and a night roll call
- Mode of a session: Warden takes it; Prepared from the punches, warden confirms (the default); Done from the punches
- A prepared session is made at its time for the whole hostel, filled from each resident's last punch (in: Present, out: Absent). Each warden gets a to-do to confirm it
- A session Done from the punches is completed by itself and the absences are told without a warden
Reports
- Hostel > Gate and Access > Attendance > Attendance Report and Hostel > Reporting > Daily Life > Attendance: results by resident, session, hostel and month
- Filters Absent and This Month; as a table or a chart, exported
- Each resident's portal and app page: present, absent and on leave in the last 30 days, with the percentage
Who uses it
Warden / CaretakerTakes the roll call on the web or in the staff app, and confirms prepared ones.
Front deskSees the roll calls; does not take them.
Hostel managerSets the roll-call time and sessions, and reads the Attendance Report.
GuardianIs told when the resident is absent, and sees the attendance figures.
ResidentSees their own attendance on the portal and in the app.
Where you use it
- Web: Hostel > Daily Life > Roll Call. Hostel > Gate and Access > Attendance > Roll Call by Punches and Attendance Report. Hostel > Reporting > Daily Life > Attendance
- The SmartMy Hostel Staff app: Roll call for a hostel or block, also without signal; built and in testing, not in the app stores yet
- Resident portal and the SmartMy Hostel app: the Attendance page
- Not in the staff app: choosing a session; the phone takes the hostel or block roll call of the day
What you control
Settings
- Roll Call Time: 21:30, on the hostel's Rules tab
- Roll-call Sessions: none to start with; each with a time (21:30), a mode (Prepared from the punches, warden confirms) and Weekdays Only (off)
Notifications
- Hostel Absent at Roll Call: to the guardians of each absent resident and to the wardens when the roll call is done. In the app and by email. WhatsApp and SMS come from your message credits, and app push once the apps are in the stores
- It is transactional: it goes at once, even at night; a person can switch off a channel, never the message
- Wardens get a to-do for each roll call prepared from the punches
Works with
SmartMy FeastResidents absent at last night's roll call are left out of the kitchen headcount for meals served before noon.
SmartMy CampusParents of students are the guardians who hear about absences.
Questions
Do residents on leave show as absent?
No. A resident whose approved leave covers the roll-call time is marked On Leave when the list is made, and is not reported.Can two wardens take two blocks at once?
Yes. Each takes the roll call of their block. There is one roll call per block, day and session.Does the roll call work without signal?
In the staff app, yes. The marks are kept on the phone and sent when the signal is back. The app is built and in testing, not in the app stores yet.Can the roll call be done without a warden?
Yes, with punches. A session set to Done from the punches completes itself from each resident's last punch and reports the absences. The punches come from attendance devices, the face gate or wardens' in and out entries.Can we hold a morning and a night roll call?
Yes. Add two roll-call sessions to the hostel, each with its time and mode. Tick Weekdays Only for one that is not held at weekends.Related features
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.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.ATTENDANCE DEVICESAttendance devices at the gateFingerprint, card, face or QR devices at the hostel gate send their punches to SmartMy Hostel. They go through a small program on a PC at the site, are read by the server, or are pushed by the device itself. Leave out and back, late entries and roll calls are then made from the punches.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.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.
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.