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PLANS
Every plan, side by side.
Four plans. Each one has everything of the plan before it. Below is every feature of SmartMy Hostel, area by area, with the plans that include it.
Plans
Starter
Hostels, rooms and beds, enquiries and bookings, check-in and out, documents, leave and out-passes, room changes, resident and parent portal and app
GrowthRecommended
Everything in Starter, and: rent plans with desk and online payment, late fees, electricity, settlement at check-out, roll call, notices and polls, agreements, attendance
Business
Everything in Growth, and: several hostels with an owner's view, public page with online booking, waitlist, police verification, reports across hostels
Enterprise
Everything in Business, with the limits, terms and messaging number agreed for your group.
Every plan includes all of the plan before it. Tell us your size and we will give you a figure. Talk to us to try it or to start.
| Feature | Starter | Growth | Business | Enterprise |
|---|---|---|---|---|
| Limits and what every plan includes | ||||
| Who counts as a back-office user | owner / administrator, hostel manager, front desk / accounts, warden / caretaker | same | same | same |
| Who never counts | residents, guardians and payers | same | same | same |
| Hostels (branches) | 1 | 2 | unlimited | unlimited |
| Rooms, room types, blocks and floors | unlimited | unlimited | unlimited | unlimited |
| Resident categories, document types | unlimited | unlimited | unlimited | unlimited |
| Rent plans | – | unlimited | unlimited | unlimited |
| Agreement templates | – | 5 | unlimited | unlimited |
| Public pages with online booking | – | – | one per hostel | one per hostel |
| Attendance devices | – | – | 2 included, more by add-on | as agreed |
| Back-office users (staff who run the product) | 3 | 10 | 25 | as agreed |
| App and portal users (the people you serve) | unlimited | unlimited | unlimited | unlimited |
| Storage for files, photos and documents | 2 GB | 10 GB | 50 GB | as agreed |
| Web address | a SmartMy address (yourname.smartmy….com) | + your own domain | + own domain | + own domain |
| Single sign-on (Microsoft / Google) | add-on | add-on | included | included |
| Getting started | self-start | self-start; guided set-up half price on a yearly plan | guided set-up included on a yearly plan | planned with you |
| Support | email, 2 working days | email and chat, 1 working day | + phone, 4 working hours | named contact |
| Backups kept (taken every day) | 7 days | 7 days + one up to 14 days old | 7 days + one up to 14 and one up to 30 days old | as agreed |
| A test copy of your data, to try changes safely | – | add-on | 1 included | included |
| Roles | ||||
| Staff see only the hostels where they are manager, warden or desk; residents and guardians see only their own stay | ||||
| Owner sees every hostel of their companies | 1 hostel | 2 hostels | ||
| Hostels, rooms, beds | ||||
| Hostel with address, amenities, staff, gate in-times, notice and lock-in rules | ||||
| Rooms, room types (sharing, AC, attached bath), blocks and floors | ||||
| Beds with status (vacant, reserved, occupied, on notice, blocked), free-from date, history; bed map by room | ||||
| Resident categories, policies, documents | ||||
| Categories (student, working professional, staff, short stay) with their own notice, lock-in and guardian rules | ||||
| Document types with mandatory flag, number and expiry; verification, and again when a document changes | ||||
| Stays | ||||
| Booking with availability by dates, room type and gender; no double booking | ||||
| Check-in blocked until the checklist, documents and guardian are in order; manager's override with a reason | ||||
| Check-in can require the deposit to be paid | – | |||
| Notice to vacate with the exit date from the notice period | ||||
| Room change from a date, with history; prorated rent and an optional fee with billing (Growth); approval chain | ||||
| Transfer of a resident to another hostel or company (below Growth, Change Room stays within the same hostel) | – | |||
| Check-out and settlement | ||||
| Check-out checklist (inspection, assets, keys) | ||||
| Final settlement: deposit held, open dues, deductions, approved by a manager, refund recorded | – | |||
| Enquiries, bookings, waitlist | ||||
| Enquiries with source, site visit, lost reason; "Book a Bed" from the enquiry; funnel | ||||
| Deposit and booking fee charged at booking, paid online; unpaid bookings released after the hold hours | – | |||
| Waitlist: a free bed is offered to the first in line by email; accepting books it | – | – | ||
| Public page and online booking | ||||
| Public page per hostel with photos, amenities, room types, rent from, free beds and an enquiry form | – | – | ||
| "Book now" on the public page: bed booked, deposit and fee invoiced and paid online | – | – | ||
| Billing | ||||
| Rent and deposit recorded at the desk with a receipt | – | |||
| Rent plans per hostel, room type and category; daily to yearly, in advance or arrears, prorated; discounts | – | |||
| Bills raised by themselves each period and re-priced on notice, check-out or room change | – | |||
| Electricity from meter readings per room, shared by days stayed, with free units | – | |||
| Several payers per stay; one invoice for an employer leasing many beds | – | |||
| Online payment by pay link, desk payments, part payments, advances | – | |||
| Reminders before and after the due date; late fee; waivers with a reason and a limit per role | – | |||
| Resident statement and yearly rent receipt as PDF | – | |||
| Agreements and police verification | ||||
| Rental agreement from templates as a PDF kept on the stay | – | |||
| Police verification form with status, followed up after check-in or required before it | – | – | ||
| Daily life | ||||
| Leave and out-passes approved by warden, guardian or both; out and back; alert when not back | ||||
| Roll call per hostel, block and session; absences told to guardians and wardens | – | |||
| Late entries against the in-time, with warnings to guardians and fines | – | |||
| Visitor log; guest nights charged | – | |||
| Notice board to hostels, blocks or floors, with polls | – | |||
| Room inspections from a checklist, damages charged; incidents with fines and written warnings | – | |||
| Emergency button for residents on the portal and app; the warden and staff are alerted and an emergency incident is opened | – | |||
| Attendance devices | ||||
| "Who Is In" board; punches by hand by the warden; CSV import from a device export | – | |||
| Punches from devices through a program at the site; leave out / back, late entries and roll calls made from the punches | – | – | ||
| Face recognition at the gate: a phone or tablet in the staff app recognises the resident and records the in / out punch (consent in the resident app, by a guardian or on paper; enrolled at the desk; no photo kept) | – | – | ||
| Portal and apps | ||||
| Resident and guardian portal: stay, documents upload, notice to vacate | ||||
| Portal: leave with guardian approval, room change request | ||||
| Portal: dues with Pay, statement, notices and polls, attendance | – | |||
| Resident app (my stay, requests, notification inbox, leave; dues and notices from Growth) | ||||
| Staff app: residents search, leaves | ||||
| Staff app: roll call (works without signal), in / out, late entry, visitors, meter reading | – | |||
| Dashboard in the staff app for managers and owners | 1 hostel | 2 hostels | all branches added up | all branches added up |
| Reports | ||||
| Occupancy now and trend, residents, move-outs, upcoming vacancies, enquiry funnel | ||||
| Dues ageing, revenue and collection, electricity, attendance, late entries, incidents | – | |||
| The same reports across every branch and company | – | – | ||
| Schools and colleges | ||||
| Students as residents and parents as guardians, by academic year; hostel and bed shown on the studentWith SmartMy Campus | ||||
| Bulk allocation by class or batch, renewal for the next yearWith SmartMy Campus | – | |||
| Allocation from an admission: the bed asked for on the application is booked when the student is madeWith SmartMy Campus | ||||
| Hostel charges in the student fee ledger with online fee payment; circulars to hostelsWith SmartMy Campus | – | |||
| Hostel card on each child's page of the parent / student portalWith SmartMy Campus | ||||
| With other SmartMy products | ||||
| Complaints from residents with room and bed filled inWith SmartMy Desk | ||||
| Mess plan with the stay, meals off during approved leaveWith SmartMy Feast | – | |||
| Residents out of the hostel left out of the day's kitchen headcountWith SmartMy Feast | – | |||
| Residents buy at the hostel store on their hostel billWith SmartMy POS | – | |||
| Residents file grievances; room change, warning and notice to vacate carried out through the hostelWith SmartMy Grievance | ||||
| Facility bookings for hostel residents only, approved by the hostelWith SmartMy FacilityWith SmartMy Campus | ||||
| Staff residents with rent deducted from salaryWith SmartMy HRMS | – | – | ||
| Privacy, audit, platform | ||||
| Every change logged; ID numbers masked for wardens; ID documents removed after the retention days | ||||
| Go-live import from Excel: hostels, rooms, beds, residents checked in, deposits held | ||||
| Several companies in one account | 1 | 3 | 10 | as agreed |
| More in the product | ||||
| Managers, wardens and desk staff picked from employees | ||||
| Room assets: room kits, condition report at check-in and check-out, damaged or missing assets | – | |||
| Warden told when a resident goes out after the in-time without leave | – | |||
| Staff chat | ||||
| Staff app: check-in and check-out | ||||
| Staff app: room inspections, incidents, collecting payment | – | |||
| Laundry: bags, price list, pickup, charged at delivery, on the portal and app | – | – | ||
| Access cards, keys and doors tied to the stay; door events; lost card charge | – | – | ||
| Community: events with RSVP and waiting list, clubs, residents' marketplace | – | – | ||
| Short stays priced night by night, rate calendar, booking-site calendars | – | – | ||
Tell us your size and we will put the figure in writing.
Ask for a quote