Who sees which hostel and which stay
Each 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.
PLANSEvery plan
The problem it solves
- A warden of the boys' block can open the girls' hostel register and every resident's phone number.
- Copies of ID cards sit in a shared folder that anyone in the office can open.
- A parent calls the office to ask which room their child is in, because nobody gave them a login.
- When a warden leaves, nobody remembers to take away their access.
How it works
- Give each person one role on their user: Warden / Caretaker, Front Desk / Accounts, Hostel Manager or Owner / Administrator.
- Open each hostel and, in the Staff tab, name its Managers, Wardens and Front Desk. With SmartMy HRMS you pick them from employees instead, and the role is given by itself.
- From then on a person sees only the hostels they are named on: their rooms, beds, stays, checklists and documents. A hostel they are not named on does not appear at all.
- Residents get a login at booking and see their own stay on the portal and in the app. Guardians named on the stay see the stays of their wards.
- The owner or administrator sees every hostel of their Entities, the configuration and the reports.
Everything it does
Staff roles
- Warden / Caretaker: residents, roll call, leave, inspections, the check-in and check-out checklists of their hostels
- Front Desk / Accounts: enquiries, bookings, documents, check-in and check-out, payments of their hostels
- Hostel Manager: everything of the warden and the desk in their hostels, plus rooms and beds, room changes and overrides with a reason
- Owner / Administrator: every hostel of their Entities, the configuration (room types, categories, document types, checklists, amenities, approval chains)
- A person can be named on several hostels and has a different job in each: manager of one, desk of another
What each role can open
- Hostels, rooms, beds, stays, bed history, checklists and documents follow the hostels a person is named on
- Blocks, Floors, Sites and Reporting: hostel managers and up
- Configuration: owner / administrator only
- Change Room, Invite to the App and the Move and Reject buttons of room change requests: front desk and managers
- Check In Anyway and Check Out Anyway: hostel managers only, always with a reason
Private data within a hostel
- ID document numbers and files: front desk and managers only; wardens see the number masked, such as XXXXXXXX9012, and whether a file is attached
- Medical notes on a stay: hostel managers only
Residents and guardians
- A resident sees their own stays, past and current, on the portal and in the app
- A guardian sees the stays of their wards while they are booked, in house or on notice
- Roommates' names are shown while the resident is in house, if the hostel has Residents See Roommates on (it is to start with)
- Only the resident gives notice and asks for a room change; guardians can give documents for the resident
- Residents and guardians have no back-office access and never count as users
Staff from employees (with SmartMy HRMS)
- The hostel's Staff tab gets Manager Employees, Warden Employees and Front Desk Employees
- An employee added there joins the hostel's staff with the matching hostel role
- An employee removed there leaves the hostel's staff
- An employee needs a user first; the system says so by name
Who uses it
Owner / administratorSets the roles, names the staff of each hostel and sees every hostel.
Hostel managerRuns their hostels, including rooms, beds and overrides.
WardenSees the residents and daily life of their hostels, with ID numbers masked.
Front deskBooks, checks in and out and verifies documents in their hostels.
Resident and guardianSee their own stay on the portal and in the app.
Where you use it
- Web: the hostel's Staff tab under Hostel > Hostels > Hostels; roles on the user
- Resident portal: My stay, with the pages of the resident's own stay
- The SmartMy Hostel app and the SmartMy Hostel Staff app: the same rules. A member of staff on several hostels chooses the hostel to work on. The app is built and in testing, not in the app stores yet
- The staff app: an owner who is not on the staff of a hostel sees the Dashboard only
- Not a role per block: a warden named on a hostel sees all its blocks
What you control
Settings
- Managers, Wardens and Front Desk: per hostel
- Residents See Roommates: per hostel, on to start with
- Invite New Residents: per hostel, on to start with
Works with
SmartMy HRMSManagers, wardens and desk staff picked from employees, and staff residents linked to their employee record.
SmartMy CampusStudents are residents with their own login and parents are their guardians; the hostel shows on the parent portal.
Questions
Can a warden see another warden's hostel?
No. A warden sees only the hostels where they are named. Name them on a second hostel if they cover it.Can a warden see a resident's Aadhaar or passport?
No. Wardens see the number masked and whether a file is attached. Only the front desk and managers see the number and open the file.Does a parent need a separate login?
No. The parent is named as a guardian on the stay. They sign in to the portal or the app and see their child's stay.What happens when a warden leaves?
Remove them from the hostel's Staff tab, or from Warden Employees with SmartMy HRMS. They stop seeing the hostel at once. Archive their user if they leave the organisation.Can the owner see every hostel without being on the staff?
Yes. The Owner / Administrator role sees every hostel of their Entities on the web. In the staff app an owner who is not on any hostel's staff sees the Dashboard.Related features
HOSTELS, ROOMS, BEDSHostels, blocks, floors, rooms and room typesSet up each hostel once with its address, amenities, staff, gate in-times and stay rules, then its blocks, floors, rooms and beds. Room types say how many share, AC and attached bath.RESIDENT CATEGORIES, POLICIES, DOCUMENTSResident documents and verificationEach stay lists the documents your hostel asks for, such as ID proof and a photo. The desk or the resident adds them, the desk verifies them, and a changed document must be verified again.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.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.PRIVACY, AUDIT, PLATFORMChange log, masked ID numbers and document removalEvery stay, hostel, card and bill keeps its own history of who changed what and when. ID numbers and scans are seen in full only by the front desk and managers; wardens see the last four characters. Set a number of days and ID documents are removed by themselves after check-out.PORTAL AND APPSThe staff app for wardens and the deskSmartMy Hostel Staff puts the warden's and the front desk's day on a phone. Wardens approve leave, mark residents out and back, and take the night roll call, even without signal. The desk searches residents, checks them in and out, takes payments and records inspections, incidents, late entries, visitors and meter readings. Any of them can press SOS to call the other staff for help.
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.