Bulk allocation and yearly renewal
For a PG or private hostel that houses the students of a partner college on SmartMy Campus. Give beds to a whole course, batch or class section in one step and keep each class together. Renew every student in house for the next academic year. Without SmartMy Campus in the same account, this page does not apply.
PLANSFrom GrowthWith SmartMy Campus
The problem it solves
- A partner college sends 80 first-years in one week, and the desk books them one by one.
- Students of one batch end up scattered over four floors.
- At the year end, renewing every student means copying last year's register by hand.
How it works
- Open Stay > Residents > Bulk Allocation. Under Where, choose the property (the Hostel field), the Room Type if any, the Academic Year and the dates.
- Under Who, choose a Course, a Batch or a Class Section of SmartMy Campus and click Find Students. Students who already have a stay are left out.
- Keep Each Class Together is on to start with. Tick Check In at Once only if the students already live in the property.
- Click Plan Beds. Each student gets the next free bed open to their gender, room by room. Students with no bed are listed.
- Change any bed in the plan if you want, then click Book. The new stays open in a list.
- At the end of the year, a manager opens Stay > Residents > Renew for Next Year. They choose the properties and the Next Academic Year, and click Renew.
Everything it does
Bulk Allocation
- Where: Hostel (required), Room Type, Academic Year (fills the dates from the year), Date From (today to start with), Date To
- Who: Course, Batch or Class Section; at least one is needed to find students
- Find Students: students of that course, batch or section without a booked or current stay
- Keep Each Class Together: students sorted by class section, then course, then name; off sorts by name only
- Beds are taken in order of block, floor, room and bed label, only beds free for the dates
- No bed for: the students who could not be placed
- Book makes one stay per student with the year and the dates
- Front desk staff and managers can run it
Check In at Once
- Checks every new stay in straight away, for students already living in the property
- Anything still missing at check-in, such as documents or checklist items, is written on the stay as an override with the reason Bulk allocation
- Leave it off for new students, who then check in one by one on arrival
Renew for Next Year
- Managers only; choose one or more Properties and the Next Academic Year, which must have its dates
- Renews student stays that are checked in; residents on notice are not renewed
- Students who already have a booking for that year are skipped
- The new booking keeps the bed, the category and the guardians, with the year's dates
- The present stay's end date is set to the first day of the new year
- A student whose bed or booking cannot be made is named in the result with the reason
Who uses it
Front DeskRuns Bulk Allocation for a class or batch and adjusts the plan.
Property ManagerRuns the renewal for the next year and reads who was not renewed.
Guardian, where the student has oneGets the booking message for the bed.
Where you use it
- Web: Stay > Residents > Bulk Allocation (front desk and managers); Stay > Residents > Renew for Next Year (managers)
- Not without SmartMy Campus: the students, courses, batches, class sections and academic years come from it
- Not for working residents or a company's group: book each bed with Book a Bed and bill the company as one payer
- Not in the staff app: both are on the web only
- Not a one-step change of year. The present stay is not closed by itself; the desk checks the student out of it and in on the new booking
- Not bulk vacate at year end: students leaving are checked out one by one
- Not renamed yet: forms, fields, reports and messages still say Hostel, such as the Hostel field and Hostel Invoice; the menus say Stay and Properties
What you control
Settings
- Keep Each Class Together: per run, on to start with
- Check In at Once: per run, off to start with
Notifications
- Hostel Booking Confirmed: to each student and any guardians for every new booking, from allocation and renewal alike; in the app and by email. WhatsApp and SMS use your message credits. App push comes once the apps are in the stores
- Hostel Check-in: the welcome message, when Check In at Once is ticked; same channels
Works with
SmartMy CampusNeeded for this page: courses, batches, class sections, students and academic years come from it.
Questions
Can we use this without SmartMy Campus?
No. Bulk allocation finds students by course, batch or class section, which only SmartMy Campus holds. For a group from a company, book each bed and bill the company as one payer.Can we keep a batch together on one floor?
Keep Each Class Together sorts students by class section before beds are given. Beds are filled in block, floor and room order, so a class fills rooms next to each other.What happens to students who get no bed?
They are named under No bed for. Add rooms or choose another property and run it again for them.Does renewal keep the same bed?
Yes, when that bed is free in the new year. If it cannot be booked, the student is named in the result with the reason.Related features
STAYSBed booking without double bookingSearch the free beds for any dates, room type and gender, and book one in a few clicks. The system refuses a second booking of the same bed for the same days and names who holds it.STAYSCheck-in with checklist, documents and guardianA resident checks in only when the checklist is done, the documents are verified and a guardian is on record where the category needs one. A manager can let them in anyway, and the reason stays on the stay.CHECK-OUT AND SETTLEMENTCheck-out checklist: inspection, assets and keysA resident leaves through a checklist: room inspected, assets returned, keys and cards given back. Check-out waits for every mandatory item, and only a hostel manager can go on without one, with the reason kept on the stay.BILLINGSeveral payers and employer billingSay who pays what on each stay. A company pays the rent and the resident the electricity, or the company pays 70 % and the employee 30 %. Each payer gets their own invoices, and an employer that leases many beds gets one invoice for all its residents.PRIVACY, AUDIT, PLATFORMGo-live import from ExcelLoad your properties, room types, rooms with their beds and the people living in them today from one Excel workbook. Residents come in checked in to their beds, with the deposits they already paid held on the stay.
See it with your own beds and rent plan.
Tell us how many beds and properties you run. We will show you a booking, a month of rent and a move-out, set up the way your PG works.