Transfer to another hostel or entity
Move 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.
PLANSFrom Growth
The problem it solves
- A resident moving to your other building is checked out and booked again, and their history starts over.
- The deposit and dues are settled and collected again for a move within the same owner.
- The new hostel's warden does not know the resident's past leave or documents.
- A college moves a student to another block hostel and the parent hears about it last.
How it works
- Open the stay and click Change Room, as for any room change.
- Choose the other Hostel. Below Growth, only the resident's own hostel is offered and another is refused.
- Fill in From, choose the room type if you want, and pick the New Bed among those free for the rest of the stay.
- Write the reason. With billing, check the New Rent from the rent plans of the new hostel and add a Room Change Fee if one applies.
- Click Move. The stay now belongs to the new hostel and its Entity from that day. The old bed is free and the resident and guardians are told.
Everything it does
What moves with the resident
- The same stay, with its number, documents, checklist, guardians and history
- The Beds tab shows the bed in the first hostel and the bed in the new one, with dates and the reason
- The stay's hostel and Entity follow the new bed, so the new hostel's staff see it and the old hostel's staff no longer do
- Gender and free-for-the-rest-of-the-stay checks apply as for any move
Requests from residents
- A room change request has Hostel Wanted; the desk can fill it in on the web
- Move on such a request opens Change Room on the hostel wanted
- The resident portal and app do not offer a choice of hostel yet: residents write it in the reason
From the staff app
- Room changes moves a resident to the hostel the request names, also another hostel, from Growth
- The staff app moves residents between hostels of the same Entity; a move to another Entity is done on the web
With billing (Growth)
- New Rent comes from the rent plan of the same period that fits the new bed
- Rent already billed is corrected by the day from the move
- An optional Room Change Fee is charged to the stay
Who uses it
Front deskMoves the resident with Change Room.
Hostel managerDoes the same and decides room change requests.
Owner / administratorSees both hostels and the stay before and after.
Resident and guardianAre told of the new bed and hostel.
Where you use it
- Web: Change Room on the stay, choosing another Hostel
- The SmartMy Hostel Staff app: Room changes, to a hostel of the same Entity. The app is built and in testing, not in the app stores yet
- Not on the resident portal or app as a choice: residents ask for a room change and name the hostel in their reason
What you control
Settings
- Room change request approval chain: applies to requests for another hostel too
- Rent plans per hostel (Growth): give the new rent
Approvals
- Room change request: the same chain as any room change; the front desk and managers of the resident's current hostel to start with
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
- 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 CampusA student moved to another hostel stays the same resident, with parents as guardians.
Questions
Does the resident pay the deposit again?
No. The stay continues, so the deposit held and the dues stay on it. Only the rent changes, by the day from the move.Can the new warden see the resident's past?
Yes. The stay moves to the new hostel with its documents, checklist and history, so its staff see them.Can a resident ask for another hostel themselves?
They ask for a room change and say which hostel in the reason. The desk sets Hostel Wanted on the request or moves them with Change Room.Can we move a resident to another Entity?
Yes, on the web, when your account has several Entities. The staff app moves residents within the same Entity.Is transfer in Starter?
No. Starter has room changes within the same hostel. Transfer to another hostel comes with Growth.Related features
STAYSRoom change with history and prorated rentMove 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.PRIVACY, AUDIT, PLATFORMSeveral entities in one accountRun 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.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.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 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.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.
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.