Who Is In board and in / out by hand
One list shows every resident in house as In or Out, with the time of their last punch. Without a device, wardens record in and out by hand on the web or the phone. Each punch drives late entries, leave and roll calls.
PLANSFrom Growth
The problem it solves
- At 11 at night the warden cannot say who is inside without walking every floor.
- The gate register says who went out, but not who came back.
- When a parent calls, the warden has to ask around to find out whether the child is in.
- A hostel without biometric devices is told it cannot track in and out at all.
How it works
- Open Hostel > Gate and Access > Attendance > Who Is In. Residents in house are grouped under In and Out, with their room and the time of their last punch.
- When a resident goes out or comes in, the warden adds a punch. Open Hostel > Gate and Access > Attendance > In / Out, New, the stay, the time and the direction. In the staff app, In / out does the same for a hostel or a block.
- Each punch updates the board at once. A punch in after the in-time makes a late entry. A punch out after the in-time without leave alerts the wardens. A punch during approved leave marks the leave out or back.
- Roll-call sessions can be prepared from the last punches, so the warden only checks the list.
- When devices come later, their punches arrive in the same lists, and hand punches stay possible for a broken device or a forgotten card.
Everything it does
Who Is In
- Residents checked in or on notice, grouped by In and Out
- Columns: resident, hostel, room, device code, In or Out, last punch
- A resident who has no punch yet shows no status
- Wardens and the front desk see the hostels they are named on
In / Out
- Every punch: time, resident, direction, device and source (Warden, App, Device, File or Face)
- Filters Today, Unknown Codes, In and Out; group by resident or day
- A punch with no direction takes the opposite of the resident's last one
- A punch older than the resident's last one only fills the history; it does not change In or Out
- Wardens and managers add punches; the front desk sees them
What a punch does
- In after the in-time and grace: a late entry, with warnings and fines from the hostel's counts
- Out after the in-time with no approved leave: the wardens are told, when the hostel's alert is on
- Out or in during approved leave: the leave is marked out or back
- The last punch before a session's time sets Present or Absent on a roll call prepared from the punches
Importing a device's file
- Hostel > Gate and Access > Attendance > Import Punches takes a CSV export: device code, time and, if known, in or out
- Punches already there are skipped; unknown codes are listed
- It comes with attendance devices, not with the hand punches
Who uses it
Warden / CaretakerRecords in and out by hand, on the web or in the staff app, and checks Who Is In at night.
Front deskLooks up who is in when a parent or visitor asks.
Hostel managerEverything a warden does, and corrects or deletes punches.
Resident and guardianSee In or Out now and the last 20 punches on the Attendance page.
Where you use it
- Web: Hostel > Gate and Access > Attendance > Who Is In and In / Out
- The SmartMy Hostel Staff app: In / out, with who is in by hostel or block and an in or out punch for a resident. Built and in testing, not in the app stores yet
- Resident portal and the SmartMy Hostel app: In or Out now and the last punches on the Attendance page
- Not a TV or wall display: Who Is In is a list for staff
What you control
Settings
- In-times, grace and the late-entry counts on the hostel's Rules tab (see Late entries)
- Alert: Out After In-time Without Leave: on
- Device Code on each stay: only needed for devices and imported files
Notifications
- No message for a punch itself
- Hostel Out After In-time, Hostel Late Entry and Hostel Leave messages follow from the punches, as described on those pages
Works with
SmartMy FeastResidents out for some hours can be left out of the meal headcount: Not Counted for Meals After, 0 to start with (not used).
Questions
Do we need biometric devices to use Who Is In?
No. Wardens record in and out by hand on the web or in the staff app, and the board works from those punches. Devices and the face gate add punches by themselves.What if a resident forgets to punch?
The warden adds the missing punch by hand with the right time. A punch older than the resident's last one only fills the history.Can I see who is out right now from my phone?
Yes. The staff app shows who is in and out for a hostel or a block, and records a punch. It is built and in testing, not in the app stores yet.Can a parent see whether the child is in?
Yes. Guardians see In or Out and the last punches on the resident's Attendance page, on the portal and in the app.Related features
ATTENDANCE DEVICESAttendance devices at the gateFingerprint, card, face or QR devices at the hostel gate send their punches to SmartMy Hostel. They go through a small program on a PC at the site, are read by the server, or are pushed by the device itself. Leave out and back, late entries and roll calls are then made from the punches.ATTENDANCE DEVICESFace recognition at the gateA phone or tablet at the hostel gate runs the SmartMy Hostel Staff app. It recognises a resident after a blink and records the in or out punch. Only residents who consented are enrolled, a guardian consents for those who need one, and no photo is kept.DAILY LIFELate entries, warnings and finesEach time a resident comes in after the in-time, a late entry is recorded with the minutes late. From the numbers you set, guardians are warned and late entries are fined. Wardens hear when someone goes out after the in-time without leave.DAILY LIFERoll call by hostel, block and sessionThe warden takes the night roll call for a hostel or one block, on the web or the phone. Residents on approved leave are already marked. Guardians and wardens are told of every resident absent without leave.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.MORE IN THE PRODUCTAccess cards, keys and doorsEvery card, fob, PIN, mobile key and room key is tied to the resident's stay. The doors it opens follow the stay: from check-in, after a room change, until the exit day. A lost card stops at once and its replacement can be charged.
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.