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FEATURES
The full feature list.
All 69 features of SmartMy Stay, grouped by area, each with the first plan that has it. Features marked "With SmartMy …" work when you also use that product.
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01Roles02Hostels, rooms, beds03Resident categories, policies, documents04Stays05Check-out and settlement06Enquiries, bookings, waitlist07Public page and online booking08Billing09Agreements and police verification10Daily life11Attendance devices12Portal and apps13Reports14Schools and colleges15With other SmartMy products16Privacy, audit, platform17More in the product01
Roles
2 featuresStaff see only the hostels where they are manager, warden or desk; residents and guardians see only their own stayManagers, wardens and desk staff see only their own hostels; residents and guardians see only their own stay.
Owner sees every hostel of their companiesThe owner sees every hostel of their entities in one place.
02
Hostels, rooms, beds
3 featuresHostel with address, amenities, staff, gate in-times, notice and lock-in rulesSet up each hostel with address, amenities, staff, gate in-times, notice period and lock-in rules.
Rooms, room types (sharing, AC, attached bath), blocks and floorsRooms and room types such as sharing, AC or attached bath, arranged in blocks and floors.
Beds with status (vacant, reserved, occupied, on notice, blocked), free-from date, history; bed map by roomEvery bed shows whether it is vacant, reserved, occupied, on notice or blocked, when it is free from and its history, on a bed map by room.
03
Resident categories, policies, documents
1 featuresDocument types with mandatory flag, number and expiry; verification, and again when a document changesDecide which documents are required, with number and expiry; they are verified, and again whenever one changes.
04
Stays
6 featuresBooking with availability by dates, room type and gender; no double bookingBook beds by dates, room type and gender against live availability, with no double booking.
Check-in blocked until the checklist, documents and guardian are in order; manager's override with a reasonCheck-in waits until the checklist, documents and guardian are in order; a manager can override with a reason.
Check-in can require the deposit to be paidCheck-in can wait until the deposit is paid.
Notice to vacate with the exit date from the notice periodA resident gives notice and the exit date follows from the notice period.
Room change from a date, with history; prorated rent and an optional fee with billing (Growth); approval chainMove a resident to another room from a date with history; with billing, the rent is prorated and a fee can apply, and the change can need approval.
Transfer of a resident to another hostel or company (below Growth, Change Room stays within the same hostel)Move a resident to another hostel or entity without starting over; below Growth a room change stays within the same hostel.
05
Check-out and settlement
2 featuresCheck-out checklist (inspection, assets, keys)Check-out follows a checklist for inspection, assets and keys.
Final settlement: deposit held, open dues, deductions, approved by a manager, refund recordedSettle the deposit against dues and deductions, approved by a manager, with the refund recorded.
06
Enquiries, bookings, waitlist
3 featuresEnquiries with source, site visit, lost reason; "Book a Bed" from the enquiry; funnelTrack enquiries with their source, site visits and lost reasons, book a bed from the enquiry, and see the funnel.
Deposit and booking fee charged at booking, paid online; unpaid bookings released after the hold hoursCharge the deposit and booking fee at booking and take them online; unpaid bookings are released after the hold time.
Waitlist: a free bed is offered to the first in line by email; accepting books itWhen a bed frees up, the first person waiting is offered it by email and books it by accepting.
07
Public page and online booking
2 featuresPublic page per hostel with photos, amenities, room types, rent from, free beds and an enquiry formEach hostel gets a public page 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 onlineVisitors book a bed from the public page; the deposit and fee are invoiced and paid online.
08
Billing
8 featuresRent and deposit recorded at the desk with a receiptRecord rent and deposits paid at the desk and give a receipt.
Rent plans per hostel, room type and category; daily to yearly, in advance or arrears, prorated; discountsRent plans per hostel, room type and category, daily to yearly, in advance or arrears, prorated, with discounts.
Bills raised by themselves each period and re-priced on notice, check-out or room changeBills are raised by themselves each period and re-priced on notice, check-out or a room change.
Electricity from meter readings per room, shared by days stayed, with free unitsCharge electricity from each room's meter readings, shared by days stayed, with free units if you give them.
Several payers per stay; one invoice for an employer leasing many bedsSplit a stay between several payers, or send one invoice to an employer that leases many beds.
Online payment by pay link, desk payments, part payments, advancesTake payment online by a pay link or at the desk, in parts or in advance.
Reminders before and after the due date; late fee; waivers with a reason and a limit per roleResidents get reminders before and after the due date; late fees and waivers follow your rules, with a limit per role.
Resident statement and yearly rent receipt as PDFResidents get a statement and a yearly rent receipt as PDF.
09
Agreements and police verification
2 featuresRental agreement from templates as a PDF kept on the stayMake the rental agreement from a template as a PDF, kept on the stay.
Police verification form with status, followed up after check-in or required before itTrack police verification, followed up after check-in or required before it.
10
Daily life
7 featuresLeave and out-passes approved by warden, guardian or both; out and back; alert when not backResidents ask for leave or an out-pass, approved by the warden, the guardian or both; going out and coming back are recorded, with an alert when someone is not back.
Roll call per hostel, block and session; absences told to guardians and wardensTake roll call per hostel, block and session; absences are told to guardians and wardens.
Late entries against the in-time, with warnings to guardians and finesRecord late entries against the in-time, with warnings to guardians and fines.
Visitor log; guest nights chargedLog visitors and charge for guest nights.
Notice board to hostels, blocks or floors, with pollsPost notices to hostels, blocks or floors, with polls.
Room inspections from a checklist, damages charged; incidents with fines and written warningsInspect rooms from a checklist and charge damages; record 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 openedResidents press an emergency button on the portal or app; the warden and staff are alerted and an incident is opened.
11
Attendance devices
3 features"Who Is In" board; punches by hand by the warden; CSV import from a device exportSee who is in, let wardens record punches by hand, or import a device's export file.
Punches from devices through a program at the site; leave out / back, late entries and roll calls made from the punchesPunches come from attendance devices through a small program at the hostel, and leave, late entries and roll calls are worked out from them.
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)A phone or tablet at the gate records residents going out and coming in by their face; only with consent (a guardian's for younger residents), and no photo is kept.
12
Portal and apps
7 featuresResident and guardian portal: stay, documents upload, notice to vacateResidents and guardians see the stay, upload documents and give notice on the web.
Portal: leave with guardian approval, room change requestAsk for leave with guardian approval, or for a room change, on the portal.
Portal: dues with Pay, statement, notices and polls, attendanceSee dues and pay, the statement, notices and polls, and attendance on the portal.
Resident app (my stay, requests, notification inbox, leave; dues and notices from Growth)Residents see their stay, make requests, read notifications and ask for leave in the app; dues and notices come with Growth.
Staff app: residents search, leavesStaff search residents and handle leave in the app.
Staff app: roll call (works without signal), in / out, late entry, visitors, meter readingStaff take roll call in the app even without signal, and record in and out, late entries, visitors and meter readings.
Dashboard in the staff app for managers and ownersManagers and owners get a dashboard in the staff app, for one hostel, two, or every branch added up.
13
Reports
3 featuresOccupancy now and trend, residents, move-outs, upcoming vacancies, enquiry funnelOccupancy now and over time, residents, move-outs, coming vacancies and the enquiry funnel.
Dues ageing, revenue and collection, electricity, attendance, late entries, incidentsDues ageing, revenue and collection, electricity, attendance, late entries and incidents.
The same reports across every branch and companyThe same reports across every branch and entity.
14
Schools and colleges
1 featuresBulk allocation by class or batch, renewal for the next yearAllocate beds to a whole class or batch at once and renew them for the next year.
15
With other SmartMy products
6 featuresComplaints from residents with room and bed filled inResidents raise complaints with their room and bed filled in, handled in SmartMy Desk.
Mess plan with the stay, meals off during approved leaveThe mess plan runs with the stay, and meals stop during approved leave.
Residents out of the hostel left out of the day's kitchen headcountResidents who are out are left out of the day's kitchen headcount.
Residents buy at the hostel store on their hostel billResidents buy at the hostel store and pay on their hostel bill.
Residents file grievances; room change, warning and notice to vacate carried out through the hostelResidents file grievances in confidence; a room change, warning or notice to vacate is carried out through the hostel.
Staff residents with rent deducted from salaryStaff living in the hostel have rent deducted from salary.
16
Privacy, audit, platform
3 featuresEvery change logged; ID numbers masked for wardens; ID documents removed after the retention daysEvery change is logged, ID numbers are masked for wardens, and ID documents are removed after the days you set.
Go-live import from Excel: hostels, rooms, beds, residents checked in, deposits heldBring hostels, rooms, beds, residents and deposits in from Excel on day one.
Several companies in one accountRun several entities in one account.
17
More in the product
10 featuresManagers, wardens and desk staff picked from employeesManagers, wardens and desk staff are picked from your employee list.
Room assets: room kits, condition report at check-in and check-out, damaged or missing assetsKeep room kits, record their condition at check-in and check-out, and charge for damaged or missing items.
Warden told when a resident goes out after the in-time without leaveThe warden is told when a resident goes out after the in-time without leave.
Staff chatHostel staff chat with each other inside SmartMy, one to one or in groups.
Staff app: check-in and check-outStaff check residents in and out from the app, with the checklist and documents.
Staff app: room inspections, incidents, collecting paymentWardens inspect rooms, log incidents and collect rent at the desk from the app.
Laundry: bags, price list, pickup, charged at delivery, on the portal and appRun laundry with bags, a price list and pickups, charged on delivery, on the portal and app.
Access cards, keys and doors tied to the stay; door events; lost card chargeTie access cards, keys and doors to the stay, see door events, and charge for lost cards.
Community: events with RSVP and waiting list, clubs, residents' marketplaceRun events with RSVP and a waiting list, clubs, and a marketplace where residents buy and sell.
Short stays priced night by night, rate calendar, booking-site calendarsPrice short stays night by night with a rate calendar and keep booking-site calendars in step.
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