Room change with history and prorated rent
Move a resident to another bed from any date. The old bed is free from that day and every move stays in the history. With billing, rent is corrected by the day.
PLANSEvery plan
The problem it solves
- A resident moves to a better room, and the register still shows the old one.
- Rent for the month of the move is worked out by hand and argued over.
- Residents ask the warden in the corridor and no request is ever recorded.
- Nobody can say who agreed to a move, or why.
How it works
- A resident asks for a room change on the portal or in the app: the room type wanted, from when, with whom and why.
- The request reaches the front desk and the managers of the hostel through the Room change request approval chain, as a to-do.
- The desk opens Hostel > Residents > Room Change Requests (filter To Decide) and clicks Move, or Reject with a reason.
- Move opens Change Room with the request filled in. Choose the day and the new bed: only beds free for the rest of the stay are offered. With billing, check the New Rent and add a Room Change Fee if one applies.
- The old bed's period ends on that day and the new one starts. The resident and the guardians are told, and the request shows Moved.
- The desk can also click Change Room on any stay, without a request.
Everything it does
Change Room
- For stays booked, in house or on notice; front desk and managers
- Fields: Hostel, Room Type, From (today to start with), New Bed, Reason (required)
- New beds offered: free from that day to the end of the stay (exit date or planned check-out), right for the resident's gender
- A booked stay simply changes its bed; a stay in house closes one bed period and opens the next
- The day must fall in the current bed period
- Below Growth the new bed must be in the same hostel
History
- The stay's Beds tab keeps every bed with from, to and the reason
- Each bed's History lists the stays it had
- The stay's history says: moved from one bed to another from a date, with the reason
Requests from residents
- Room type wanted (or any), from a date, With Roommate(s), and why (required)
- One open request per resident; the resident can cancel it
- Statuses: Requested, Moved, Rejected, Cancelled; a rejection carries its reason to the resident
- The request records the current bed and, when moved, the new bed and who decided
- Only residents in house can ask; guardians do not
- With SmartMy Grievance, a confidential case can raise a room change request. The committee's note and the case number go into its reason. The resident sees it in the app, so keep that note neutral
With billing (Growth)
- New Rent: filled from the rent plan that fits the new bed, and can be changed
- Rent already billed is corrected by the day from the move, when the rent plan prorates part periods (it does to start with)
- Room Change Fee: optional, charged to the stay
Who uses it
ResidentAsks for a room change and can cancel the request.
Front deskDecides requests and moves residents with Change Room.
Hostel managerDecides requests, moves residents and adds levels to the chain.
GuardianIs told of the move and of the request's result.
Where you use it
- Web: Change Room on the stay; Hostel > Residents > Room Change Requests
- Resident portal: Room change, with Your requests
- The SmartMy Hostel app: Room change under Room in the Menu. The app is built and in testing, not in the app stores yet
- The SmartMy Hostel Staff app: Room changes (Move or Reject) and Change room on a resident; approvers decide under My approvals. The app is built and in testing, not in the app stores yet
- The staff app's Dashboard counts the requests waiting
What you control
Settings
- Room change request approval chain: one level to start with, the front desk and managers of the hostel; add levels or Approved at Once
- Prorate Part Periods: per rent plan, on (Growth)
- Room Change Fee: typed per move (Growth)
Approvals
- Room change request: one chain per Entity. The front desk and managers of the hostel to start with, so Move decides at once. With more levels the move waits for the last one. The resident the request is about never decides it
Notifications
- Hostel Room Changed: to the resident and the guardians, with the new bed, hostel and date, in the app and by email. WhatsApp and SMS come from your message credits, and app push once the apps are in the stores
- Hostel Room Change Request Result: approved or rejected with the reason, to the resident and the guardians, in the app and by email. WhatsApp and SMS come from your message credits, and app push once the apps are in the stores
- The approvers of each level get a to-do Room change request to approve. They also get a Request Waits for Your Approval message in the app and by email
- Each of these goes out at once; a person can switch off email for themselves, never the event, and in-app notices always arrive
Works with
SmartMy GrievanceA room change decided on a confidential complaint becomes a request for the desk, without the complaint's details.
Questions
How is rent worked out when someone moves mid-month?
With billing (Growth), the rent already billed is re-priced by the day for each bed. The difference becomes an adjustment charge.Can a resident pick a specific bed?
They ask for a room type and a roommate. The desk chooses the bed from those free for the rest of the stay.Can a room change need the manager's approval as well?
Yes. Add a level to the Room change request chain. The desk's Move then waits until the last level has approved.Can we move a booked resident before arrival?
Yes. Change Room on a booked stay just changes its bed.Do we see where a resident lived before?
Yes. The stay's Beds tab lists every bed with the dates and the reason for each move.Related features
STAYSTransfer to another hostel or entityMove a resident to a bed in another of your hostels, or another Entity, without closing the stay. The stay keeps its number and history, and the new hostel's staff take it over from the day of the move.HOSTELS, ROOMS, BEDSBed map with the status of every bedSee every bed room by room, coloured by its status: vacant, reserved, occupied, on notice or blocked. Each bed shows who is in it, from when it is free and every stay it has had.ACROSS SMARTMY HOSTELApproval chainsEvery approval in SmartMy Hostel goes through a chain. That covers leave and out-passes, room change requests, final settlements, club events and club joining, and changes to fixed assets. With no set-up the usual people decide; you add levels, such as the chief warden after the warden, without code.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.WITH OTHER SMARTMY PRODUCTSResident grievances with SmartMy GrievanceResidents file confidential grievances, such as ragging or harassment, from Report confidentially in the hostel app or the grievance portal. The case stays with the committee. A room change, warning or notice to vacate reaches the hostel only as a request or a to-do with the case number.PORTAL AND APPSResident and guardian portalResidents and their parents or guardians sign in on the web and see the stay. They upload documents, ask for leave or a room change, and give notice. With hostel billing they also see their dues and pay, download the statement and rent receipts, read notices and check attendance.
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.