Students and parents from SmartMy Campus
With 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.
PLANSEvery planWith SmartMy Campus
The problem it solves
- The school office keeps students and parents in one register and the hostel keeps them again in another.
- Parents' numbers in the hostel register are old, so leave requests and absence messages reach nobody.
- The class teacher cannot tell which students live in the hostel or in which room.
- Parents ask the office for hostel dues and leave status because they cannot see them.
How it works
- Open Hostel > Residents > Stays and click New. Choose the Student instead of typing a resident.
- The resident, the gender and the institution come from the student. The category is set to Student.
- The father, the mother and the guardian who have a login become the Guardians of the stay.
- Check the Academic Year. The institution's current year is proposed, and on a new booking its dates fill the stay.
- Choose the hostel and the bed and save. A room for the other gender is refused.
- The student and the guardians get the booking message. From then on the stay works like any other: check-in, leave, dues and notices.
- On the parent / student portal, each child's page has a Hostel card with the hostel, the bed and any leave waiting.
Everything it does
From the student record
- Resident: the student's own login; if the student has none, one is made from the register number (else the admission number or email)
- Guardians: the logins of the father, the mother and the guardian on the student, copied when the stay is made
- Category: Student, which asks for a guardian at check-in
- Gender: from the student's gender, used to keep boys and girls in their own rooms
- Institution and Academic Year: from the student's institution; the year can be changed
- The Student field can be changed only while the stay is Booked
On the student
- Hostel, Hostel Bed and Hostel Stays on the student record
- The current stay is the one in house, else the booked one
- Front desk staff and wardens can read student records; they cannot change them
Lists and search
- Stays can be searched by Student, Class Section and Academic Year
- Group By Class Section or Academic Year
- Optional columns Class Section and Academic Year in the Stays list
Hostel card on the parent / student portal
- On each child's page: the hostel and the bed
- For a guardian: how many leave requests wait for their answer
- The card opens the stay page, where parents see dues, answer leave requests and read notices
- Shown by default; an administrator can switch it off per institution with the Hostel tick in the Parent & Student Portal settings of the Entity
Who uses it
Front DeskBooks a stay for a student and checks that the guardians and the year are right.
Hostel ManagerGroups the residents by class and year and follows them through the year.
Parent or guardianFollows the child's stay from the Hostel card, answers leave requests and gets the hostel's messages.
StudentSigns in with their school login and sees their own stay.
Where you use it
- Web: Hostel > Residents > Stays (the Student and Academic Year fields); the student record in SmartMy Campus
- Parent / student portal: the Hostel card on each child's page, opening the stay page
- The SmartMy Hostel app: the student and the guardians sign in with the same login. The app is built and in testing, not in the app stores yet
- Not copied again later: if the parents on the student change after the stay is made, update the stay's Guardians by hand
What you control
Settings
- Hostel card on the portal: per institution, the Hostel tick under Parent & Student Portal; on to start with
- Guardian Required: per resident category; on for Student
Notifications
- Hostel Booking Confirmed: to the student and the guardians when the stay is made; in the app and by email. WhatsApp and SMS come from your message credits, and app push once the apps are in the stores
- Every later hostel message of the stay (invoices, leave, absence) goes to the student and the guardians in the same way
Works with
SmartMy CampusNeeded for this page: the student records, parents, classes and academic years come from it.
Questions
Do parents need a separate login for the hostel?
No. The father, mother or guardian login of SmartMy Campus becomes a guardian of the stay. The same login opens the hostel stay page and the app.What if a student has no login yet?
One is made when the stay is saved, from the register number. Without a register number, the admission number or email is used.Can we see which students of a class live in the hostel?
Yes. Group the Stays list by Class Section, or open a student, where the hostel and bed are shown.Can we use SmartMy Hostel without SmartMy Campus?
Yes. You then type each resident and guardian on the stay. The student link, the fee ledger and class-wise allotment need SmartMy Campus.Related features
SCHOOLS AND COLLEGESA bed booked from the admission formTick Hostel Needed on a SmartMy Campus admission and choose the hostel. When the admission makes the student, a free bed for the student's gender is booked for the academic year, shared rooms first. If none is free, the hostel desk gets a to-do.SCHOOLS AND COLLEGESBulk allocation and yearly renewalGive beds to a whole course, batch or class section in one step. Each class stays together, and boys and girls get their own rooms. At the end of the year, renew every student in house for the next academic year in the same bed.SCHOOLS AND COLLEGESHostel charges on the student fee ledgerA school or college hostel can bill through SmartMy Campus fees instead of hostel invoices. Rent, deposits, electricity and fines become fee dues of the student, and parents pay them with the other fees. Circulars can be sent to the residents of chosen hostels or blocks.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.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.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.
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.