Room kits and their condition at check-in and check-out
Each room type has a kit (cot, mattress, cupboard, fan), and each room holds its kit in stock. The room's condition is recorded when a resident checks in and when they leave. Damaged and missing items become charges on the stay.
PLANSFrom Growth
Why it matters
In most hostels and PGs the furniture list lives in a register that nobody updates. So a missing mattress or a broken chair is noticed after the resident has gone. Without a record of the room on the day of arrival, the resident can always say it was like that. SmartMy Hostel keeps what each room holds in stock, from a standard kit per room type. It makes a condition report for the stay at check-in and again at check-out. Damaged and missing items are priced from the kit's replacement cost and charged to the stay. Missing items are written off from the room, and check-out waits until the report is done. The deposit settlement then has the damage on record, with who checked it and when.
The problem it solves
- A cot or a mattress goes missing and nobody knows which resident had the room at the time.
- Damage is argued over at the deposit refund because nothing was written down when the resident moved in.
- New rooms are furnished from memory, so one room has two cupboards and the next has none.
- The furniture register says one thing and the rooms say another.
How it works
- Set the kit of each room type once under Hostel > Configuration > Rooms and Residents > Room Types, Room Kit tab. Give the item, the quantity, Per Bed or per room, and a Replacement Cost.
- Open a room and press Furnish from Store. A stock transfer brings what the room lacks against its kit from the hostel store to the room.
- When a resident checks in to a room with assets, a condition report is made for the stay with what the room holds. The staff set each item Good, Damaged or Missing, with a note, and press Done.
- When notice is given or check-out starts, a check-out report is made the same way. Damaged and missing items get a proposed charge: the full replacement cost for a missing item, half for a damaged one. The staff can change it.
- Check-out waits until the report is done. Pressing Done turns each charge into a Damages charge on the stay and writes missing items off from the room in stock.
- The final settlement then sets the damage, with the other dues, against the deposit.
Everything it does
Room kits
- One kit per room type, line by line: product, quantity, Per Bed (cot, mattress) or per room (fan), Replacement Cost
- Per Bed lines are multiplied by the active beds of the room
- Only products kept in stock can be chosen
- Replacement Cost empty: the product's cost is used
Rooms in stock
- Each hostel gets a store location and each room a location of its own under your warehouse, made the first time they are needed
- Furnish from Store makes the internal transfer for what the room lacks; a room that already has its whole kit is refused
- The Assets button on the room shows what stock says is in it, with the count
- Moves between rooms and the store are ordinary stock transfers, with their history
Condition reports
- Made by themselves: at check-in, and when the check-out checklist is prepared (notice or check-out)
- Each line: product, quantity, condition (Good, Damaged or Missing), note, charge
- The report lists what stock says the room holds; in a shared room that is the whole room, not one bed
- Charge proposed: full replacement cost for Missing, half for Damaged, nothing for Good; it can be changed before Done
- Done records who checked and when, and writes Room assets checked on the stay
- The stay's Room Assets button opens its reports; a room without stock gets no report and is not held up
At check-out
- A check-out report still To Check stops check-out with Room assets not checked yet
- A hostel manager can check out anyway, with a reason
- Each damaged or missing line with a charge becomes a Damages charge on the stay
- Missing items are scrapped from the room's stock location, with the stay as the origin
- For a hostel billed through SmartMy Campus fees, the charge becomes a fee due of the student
Who uses it
Owner / AdministratorSets the kit and replacement costs of each room type.
Store or inventory userFurnishes rooms from the hostel store and keeps the store stocked (needs the Inventory user role).
Front Desk, Warden / CaretakerFill in the condition report at check-in and at check-out, and check the charges.
Hostel ManagerChecks out without the report when there is a reason, and approves the final settlement with the damage on it.
Where you use it
- Web: Hostel > Configuration > Rooms and Residents > Room Types (Room Kit tab), the room's Furnish from Store and Assets buttons, the stay's Room Assets button
- Web: Inventory for the store, transfers and scrapped items
- Not in the staff app: the condition report is filled in on the web; the app shows Room assets not checked yet at check-out
- Not without the Inventory app: the kit, the furnishing and the reports are not shown
What you control
Settings
- Room kit per room type: empty to start with
- Per Bed: on for a new kit line
- Replacement Cost: empty, which uses the product's cost
- Charge proposed: 100 % of the cost for Missing, 50 % for Damaged (changeable on each line)
Approvals
- Final settlement: the damage charges reach the deposit through the settlement, approved by a hostel manager
Notifications
- No message of its own; the resident sees the damage on the next invoice and in the final settlement
- Hostel Final Settlement: to the resident and the guardians, with the deposit and the refund
Works with
SmartMy CampusFor a school or college hostel billed through fees, damage charges become fee dues of the student.
Questions
Do we need a separate inventory product?
The room kits use the Inventory app inside your SmartMy system, with its store, transfers and write-offs. It needs to be installed with the hostel; without it, the kits and the condition reports are not shown.How is a damaged item priced?
At half its replacement cost, and a missing item at the full cost. The replacement cost comes from the room kit, or from the product's cost. The staff can change the charge before pressing Done.In a shared room, who pays for a broken fan?
The report lists the whole room. The staff decide what to charge on the leaving resident's report, and can set the charge to part of the cost or to nothing.Can a resident leave before the report is done?
Check-out waits for it. A hostel manager can check the resident out anyway and must write the reason, which stays on the stay.Which plan has room assets?
Growth and above. It installs with the hostel billing, because damage is charged to the stay.Related features
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.CHECK-OUT AND SETTLEMENTFinal settlement of the depositWhen a resident leaves, one screen sets the deposit held against the last rent, unpaid bills and any deductions such as damage. A hostel manager approves it, and settling it leaves the exact refund, or what is still due, on record.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.HOSTELS, ROOMS, BEDSHostels, blocks, floors, rooms and room typesSet up each hostel once with its address, amenities, staff, gate in-times and stay rules, then its blocks, floors, rooms and beds. Room types say how many share, AC and attached bath.DAILY LIFERoom inspections and incidentsWardens inspect rooms from a checklist, record what they find with a photo and charge damage to the resident responsible. Incidents are logged with the residents involved, and closed with the action taken, a written warning or a fine.ASSETSFixed assets: register and depreciationEvery bed, mattress, AC, geyser and washing machine your hostels own sits in one register with its cost, depreciation and book value. Depreciation posts to your books each month, and selling or scrapping an asset goes through your approval chain first.
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.