Several entities in one account
Run 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.
PLANSEvery plan
The problem it solves
- The boys' hostel belongs to a trust and the girls' hostel to a firm. Their bills cannot carry the same name or GSTIN.
- Running two separate systems means two logins, two sets of reports and residents typed twice.
- A partner who owns one building must not see the rent of the other.
- The owner wants the occupancy of every building on one screen at month end.
How it works
- Add each firm as an Entity under Administration > Users & Entities > Entities, with its address, currency, logo and time zone.
- Give each staff member the Entities they may work in, under Allowed Entities on the user.
- Create each hostel in its own Entity. Its rooms, beds, stays, charges and invoices follow that Entity from then on.
- Pick the Entity to work in from the switcher at the top. Lists show the Entities ticked there; new records go to the first one.
- Read the reports with several Entities ticked, and group by Hostel or Entity to compare them.
Everything it does
What belongs to each Entity
- Hostels, with a hostel code unique within the Entity
- Rooms, beds, stays, charges, invoices and receipts of its hostels
- Its own invoices: one invoice per Entity and payer on each billing run
- Its own accounting: invoice journal, taxes and payment provider
- Its own approval chains, copied from the parent Entity when it is made
- Its own notification settings, following the group until you change them
Shared or per Entity, as you choose
- Room types, resident categories and document types: for one Entity, or left empty for every Entity
- Laundry items and prices: for every Entity, one Entity or one hostel; the hostel's price wins
- Residents keep one login across Entities; each stay belongs to one Entity
Who sees what
- Staff see only the hostels they are named on, in the Entities they are allowed in
- The Owner / Administrator role sees every hostel of their allowed Entities
- A role applies in every Entity the user is allowed in
- Residents and guardians see their own stay, whatever its Entity
Moving between Entities
- With Growth, Change Room on the web can move a resident to a hostel of another Entity. The stay and its later bills follow the new Entity
- The staff app moves residents only between hostels of the same Entity
- A transfer to another Entity has been tried on our test systems only; talk to us before you rely on it for billing
Who uses it
Owner / AdministratorAdds Entities, gives staff their Entities and reads reports across them.
Hostel ManagerWorks in the Entity of their hostels and sees only those hostels.
Front Desk / AccountsBills and collects in the Entity of their hostel; invoices carry that Entity's name.
Resident and guardianUse one login and see their own stay and bills.
Where you use it
- Web: Administration > Users & Entities > Entities; Allowed Entities and Default Entity on each user; the Entity switcher at the top
- Web: Hostel > Reporting, grouped or filtered by Entity
- The SmartMy Hostel Staff app: the hostels of the user's Entities. The app is built and in testing, not in the app stores yet
- Not in customer workspaces yet: a role in one Entity only; today a role applies in every Entity the user is allowed in
What you control
Settings
- Allowed Entities and Default Entity: per user
- Entity on hostels, room types, categories, document types and laundry prices: empty means every Entity where the field allows it
Approvals
- Every Hostel approval chain (leave, room change, final settlement, club events and requests): one chain per Entity. It is copied from the parent Entity when a new Entity is made
Works with
SmartMy HRMSStaff picked from employees work in the Entities their user is allowed in.
Questions
Can two firms share one SmartMy account?
Yes. Make each firm an Entity. Each has its own hostels, invoices and books, and the owner can see both.Will a partner who owns one hostel see the other's rent?
Not if you allow them only their own Entity, or name them only on their own hostel. Staff see only the hostels they are named on.Can we see the occupancy of every Entity at once?
Yes. Tick the Entities in the switcher, open the hostel reports and group by Entity or Hostel.Can a resident move from one Entity's hostel to another's?
With Growth, on the web, through Change Room. It has been tried on our test systems only, so talk to us before you rely on it. The staff app moves residents within one Entity.Can we give someone a role in one Entity only?
Not yet in customer workspaces. Today a role applies in every Entity the user is allowed in, so name the person only on the hostels they run.Related features
REPORTSReports across every branch and entityAn 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.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.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.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.BILLINGRent bills raised each periodEvery night the system adds the rent that has fallen due, puts the open charges on invoices and sends them to whoever pays. When a resident gives notice, moves room or leaves early, rent already billed is corrected with an adjustment or a credit note.
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.